CPSD 6 RFP for Produce 2026.pdf

Rev 2/12/2026

REQUEST FOR PROPOSAL

Fresh Produce

PROPOSALS DUE March 16th, 11:00 AM LOCAL TIME

AT THE CENTRAL POINT SCHOOL DISTRICT #6

NUTRITION/MAINTENANCE BUILDING

c/o Anne Leavens

1003 MANZANITA ST

CENTRAL POINT, OR 97502

Anne.leavens@district6.org

ANNE LEAVENS

541-494-6911

SOLICITATION NO: 1

Nondiscrimination. The contractor agrees to comply with (a) Title IV of the Civil Rights Act of 1964, (b) Section V of the Rehabilitation Act of 1973, (c) The Americans with Disabilities Act of 1990 and ORS.659.425, (d) all regulations and administrative rules established pursuant to the foregoing laws and (e) all other applicable requirements of federal and state civil rights and rehabilitations statutes, rules, and regulations.

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Table of Contents Section I 3 Instruction to Proposers

Section II 8 General Provision

Section III 11 Special Terms and Conditions

Section IV 16 Proposal Submittal Procedures

Attachment A 26 Suspension and Debarment Certification

Attachment B 28 Disclosure Exemption Affidavit

Attachment C 31 Proposer Information and Certification Sheet

Attachment D 33 Reference Check Form

Attachment E 35 Certificate of Independent Price Determination

Attachment F 36 Small Minority, Women, and Labor Surplus Firms Outreach Plan

Attachment G 38 Clear Air and Water Certification

Attachment H 40 Responsibility Inquiry

Attachment I 43 Certification Regarding Federal Matters

Attachment J 45 Certification Regarding Lobbying Disclosure of Lobbying Activities

Attachment K 48 Civil Rights Assurances

Attachment L 50 Conflict of Interest

Signed Addenda Will be provided if needed and posted to the CPSD 6 ND homepage webpage, https://cpsd6food.com/

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Central Point School District – Nutrition Services Department

REQUEST FOR PROPOSAL

Fresh Produce

GENERAL INFORMATION

Central Point School District #6 – Nutrition Department is submitting a Request for Proposal (RFP) for competitive proposals from qualified vendors to provide weekly deliveries of fresh produce for the Nutrition Services Department. Vendors who demonstrate an ability to meet the enclosed requirements, specifications and timelines are invited to submit a proposal as specified herein.

Method of Award The Central Point School District #6 – Nutrition Department intends to award the most successful bidder.

Proposal Submission Each Proposer shall submit an electronic or mailed proposal to anne.leavens@district6.org. If the proposer prefers to mail the electronic submission that can be done via a flash drive. Submission must be received by March 16, 2026, at 11:00am pacific standard time by either email or mail. If sent by mail, please note that our mail is not regularly dropped off and you may want to send with a return receipt of delivery. Mailing address is:

Anne Leavens c/o CPSD 6 Nutrition Services Dept 1003 Manzanita Street Central Point, OR 97502

Proposals must be received by Anne Leavens, the Central Point School District #6 Food Service and Maintenance Building, located at 1003 Manzanita St, Central Point, OR 97502, no later than March 16, 2026, at 11:00 AM Local Time at which time and place acceptance of proposals will be closed, and all proposals then received will be opened and read. Proposals submitted will remain confidential until a notice of intent to award has been issued by the Central Point School District #6 – Nutrition Department.

Questions and comments regarding this Request for Proposal, its terms and conditions, should be directed to Anne Leavens,

(541) 494-6911 or by email anne.leavens@district6.org. Please review the enclosed document carefully.

Calendar of Events

Event Deadline/Date

Issue Request for Proposals February 12, 2026

Proposer’s written questions and requests received by February 23, 2026

Release of Addenda to RFP, if appropriate February 24, 2026

Proposals DUE March 16, 2026, 11:00 AM

Evaluation of Proposals March 17-18, 2026

Interviews, if necessary: March 19-20, 2026

Intent to Award by April 22, 2026

Protest Period April 23 - 29, 2026

Contracts signed by

April 30, 2026

Delay in contract award is to meet our board policy requirements. Approval requires 2 board meetings.

We will make every effort to administer the proposal process in accordance with the Calendar of Events. However, we reserve the right to modify the proposal process and dates as deemed appropriate.

mailto:anne.leavens@district6.org

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Section I

INSTRUCTION TO PROPOSERS

1. INTRODUCTION: These instructions outline the offer submission procedures, evaluation of offers, and the award of a contract. The term “CPSD 6 ND” refers to the Central Point School District #6 – Nutrition Department. The term “Proposer” refers to any entity submitting an offer in response to this solicitation. The term “Vendor” refers to any Proposer(s) awarded a contract.

2. SOLICITATION REVIEW: Proposers must carefully review this document and are responsible for knowing and understanding the terms and conditions included in, or applicable to, this document. Unless defects, ambiguities, omissions or errors are brought to the CPSD 6 ND attention in advance of the date the proposal is due, protests or appeals based on such defects, ambiguities, omissions, or errors will not be favorably considered.

3. CHANGE, CLARIFICATION OR PROTEST: Proposers may request changes or clarification to, or protest the contract terms and conditions and/or the specifications of the RFP. Proposer’s comments must be made in writing and received by the CPSD 6 ND at least fourteen (14) days prior to the RFP due date to allow enough time for issuance of an addendum, if required. Such comments shall include:

a. A detailed statement of the legal and factual grounds for the change, clarification, or protest; and

b. A description of the resulting prejudice to the Proposer; and

c. A statement of the form of relief requested or any proposed changes to the contract terms and conditions or specifications.

d. All proposals are to remain valid for sixty (60) days from the due date. All envelopes containing requests or protests must be clearly marked to facilitate handling. The CPSD 6 ND shall not consider a Proposer’s request for change or protest after the RFP due date and time. The CPSD 6 ND shall provide notice to the applicable Proposer if it entirely rejects the request or protest. If the CPSD 6 ND agrees with the Proposer’s request or protest, in whole or in part, the CPSD 6 ND shall issue an addendum reflecting its determination.

4. ADDENDA: Changes or additions to RFP documents shall be accomplished by written addenda. Addenda shall be issued prior to the RFP due date to allow Proposers sufficient time to consider the changes or additions in preparing their offers. The Proposer shall acknowledge receipt of all addenda by printing, signing, and including with their proposal all addenda pertaining to this RFP issued on the CPSD 6 ND Contracting webpage. At its discretion, CPSD 6 ND may extend the RFP due date and time to allow Proposer’s time to analyze and adjust to any changes. The CPSD 6 ND shall notify Proposers of any such changes to the due date and time in the addenda.

5. MODIFICATION OR WITHDRAWAL: Proposers may modify or withdraw their submitted proposals only prior to the RFP due date and time. Any modification or withdrawal shall be made via email, prepared on the Proposer’s letterhead, signed by an authorized representative of the Proposer, and shall state the action requested (e.g., the modified offer supersedes the prior offer; the submitted offer is withdrawn). Modifications or withdrawals must be submitted as an email as a PDF attachment to the person designated to receive offers.

6. SUBMITTING PROPOSALS: Proposers are solely responsible for delivering offers in the designated manner to the designated delivery point prior to the RFP due date and time.

a. Emailed offers should be sent to anne.leavens@district6.org.

i. Emailed offers should have the email subject line as: RFP Submission – Fresh Produce. All email proposals with this subject line will be saved to be opened March 16, 2026, at 11:00am.

ii. Include all relevant attachments within your emails to the Proposal.

b. To ensure proper identification and handling, offers that are being mailed shall be submitted in a sealed, appropriately addressed envelope marked with the RFP name in large block letters and numbers on the lower left quadrant. In addition, the name and address of the Proposer must appear on the outside of the sealed envelope.

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c. Offers being mailed or delivered should be addressed to Central Point School District #6, c/o Anne Leavens, 1003 Manzanita Street, Central Point, Oregon. Receiving hours are 7:30 a.m. to 3:00 p.m., Monday through Friday.

d. Properly marked envelopes will not be opened until the RFP due date and time.

e. CPSD 6 ND shall not be responsible for the premature opening or failure to open an offer that is not properly addressed and identified.

7. SUBMITTAL REQUIREMENTS: For complete submittal requirements, see Section IV Proposal Submittal Procedures.

8. RECEIVING OFFERS:

a. Each offer will be electronically or mechanically time-stamped or marked by hand the date and time it was received. Offers shall be held unopened and stored in a secure place until the RFP due date and time. CPSD 6 ND shall not be responsible for the premature opening or failure to open an offer that is not properly addressed and/or identified. If offers are opened inadvertently or are opened prior to the RFP due date and time due to improper marking and identification by the Proposer, the opened offer will be resealed and stored.

b. Failure to submit proposals in the specified format shall be considered just cause for rejection of the proposal at the sole discretion of CPSD 6 ND.

c. When the proposal due date and time has passed, CPSD 6 ND will open and record the received proposals.

The number of proposals received, the identity of Proposers, or the contents of a proposal will not be disclosed to the public until all proposals are evaluated and recommendation for award has been determined.

9. LATE PROPOSALS: Proposals received after the specified due date and time shall not be considered and shall be held unopened by the CPSD 6 ND until after the award of the contract. CPSD 6 ND shall make no concessions regarding postal service or any other form of conveyance of the offer document even when timely delivery of the offer fails through no fault of the Proposer. CPSD 6 ND reserves the right, at its discretion, to consider offers that have been delayed or mishandled by CPSD 6 ND.

10. OFFER ACCEPTANCE:

a. By signing and returning a Proposal, the Proposer acknowledges it has read and understands the terms and conditions contained in the Proposal Documents and accepts and agrees to be bound by the terms and conditions of the Proposal Documents.

b. A Proposer’s offer shall be firm, irrevocable, valid and binding on the Proposer for not less than 60 Days from the Proposal due date and time unless otherwise specified. CPSD 6 ND may request either orally or in writing that a Proposer extend the time for acceptance.

11. CANCELLATION/REJECTION OF OFFERS: CPSD 6 ND may cancel the solicitation if such cancellation is in the best interest of CPSD 6 ND. CPSD 6 ND may reject for good cause any offer:

a. That is not in compliance with prescribed RFP procedures and requirements; or

b. Upon CPSD 6 ND’s written determination, it is in the public interest to do so; or

c. If the Proposer is not responsible “(“e.g., the Proposer has failed to perform under some other contract of a similar nature with CPSD 6 ND”)”; or

d. If the offer is not signed; or

e. When the Proposer fails to include acknowledgement of all addenda issued; or

f. When the offer contains an alteration or erasure, which is not initialed by the signer.

12. MISTAKES BY PROPOSER: CPSD 6 ND has the authority to waive any and all minor deviations, informalities or inadvertent nonjudgmental mistakes on any offer. Such mistakes must be a matter of form, rather than substance, which is clearly evident regarding the offer or an insignificant mistake that can be waived or corrected promptly without prejudice to other Proposers or CPSD 6 ND. Errors in judgment made in an offer by a Proposer shall not be waived.

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13. RESPONSIVE/RESPONSIBLE PROPOSER: A responsive proposal is one that conforms in all material respects to the RFP. CPSD 6 ND reserves the right to waive technicalities or minor informalities in determining a Proposer’s responsiveness. A responsible Proposer is a person or firm that has the capability in all respects to perform fully the contract requirements, as well as the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff, and credit that will assure good faith performance.

14. CLARIFICATION OF RESPONSES: CPSD 6 ND reserves the right to request clarification of any item in a proposal or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluation committee member.

15. REFERENCES: References are required as part of the response to this solicitation. Please refer to Section IV for required references to be provided with proposal submissions. Failure to provide references as specified shall be grounds for rejection of proposal.

a. CPSD 6 ND reserves the right to investigate references including customers other than those listed in Proposer’s submission. Investigation may include past performance of any Proposer with contractual obligations, its completion or delivery of product on schedule, and its lawful payment of employees and workers.

16. PUBLICITY: News releases pertaining to this proposal will not be made without prior approval by, and in coordination with, CPSD 6 ND.

17. COLLUSION: A Proposer submitting a Proposal hereby certifies that no officer, agent or employee of CPSD 6 ND has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer and that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

18. RECYCLED MATERIALS AND SUSTAINABLE PRODUCTS AND PROCESSES:

a. USE OF RECYCLED MATERIALS, Vendor shall use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

b. PREFERENCE FOR RECYCLED MATERIALS, As required by Law, CPSD 6 ND shall prefer materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications.

c. SUSTAINABLE PRACTICES AND PRODUCTS, The CPSD 6 ND supports and encourages the use of sustainable products by the Vendor. To contribute to a clean environment for present and future generations, Vendor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract.

Products and practices utilized by the Vendor shall be based upon long-term environmental impact, social costs, and operational costs.

19. CONFIDENTIALITY: CPSD 6 ND is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires disclosure of records generated or received in the transaction of CPSD 6 ND business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.501 (2)) and computer programs (ORS 192.501(15)). CPSD 6 ND will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

a. All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

i. It shall be clearly marked in bulk and on each page of the confidential document.

ii. It shall be kept separate from the other RFP documents in a separate envelope, package, or separate email attachment.

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iii. Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

iv. Where such conflict (in c above) occurs, the Proposer is instructed to respond with the following:

“Refer to confidential information enclosed.”

v. This statement (in d. above) shall be inserted in the place where the requested information was to have been placed.

b. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire RFP cannot be marked confidential, nor shall any pricing. Should an RFP be submitted in this manner, no portion of it can be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

c. Notwithstanding the above procedures, CPSD 6 ND reserves the right to disclose information that CPSD 6 ND determines, in its sole discretion, is not exempt from disclosure or that CPSD 6 ND is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, CPSD 6 ND will notify the Proposer. If the Proposer disagrees with CPSD 6 ND’s decision, CPSD 6 ND may, but is not required to enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals necessary to defend or support a no-disclosure decision.

20. METHOD OF AWARD:

a. The contents of the proposal of the successful Proposer will become contractual obligations if an award is made. The failure of the successful Proposer to accept any contractual obligations may result in cancellation of the award.

b. A contract shall be awarded only to the responsible Proposer that submits the highest scoring and most responsive proposal which meets and complies with all solicitation requirements as determined by the evaluation factors, provided that the proposal is reasonable, and it is in the best interest of CPSD 6 ND to accept it.

c. A Notice of Intent to Award (NIA) will be published after the evaluation process is complete. Public notice of award will be made by posting the NIA on CPSD 6 ND website.

21. EVALUATION AND AWARD:

a. Evaluation

i. CPSD 6 ND shall review offers to determine whether an offer is responsive and/or a Proposer is responsible. CPSD 6 ND will award a contract only to a responsible Proposer with a responsive offer.

ii. CPSD 6 ND may set forth special evaluation criteria (other than price) in Section III – Special Terms and Conditions that will be used to determine the successful Proposer. No offer shall be evaluated for any criteria not disclosed herein.

iii. Unless expressly authorized, Proposers shall not make their offer contingent upon CPSD 6 ND’s acceptance of any specifications of contract terms that conflict with or are in addition to those in this proposal.

b. Award.

i. CPSD 6 ND shall award the contract only to the responsible Proposer that submits the successful offer and that meets any special evaluation criteria.

ii. After the evaluation process is complete CPSD 6 ND shall provide written notice to all Proposers of

CPSD 6 ND’s intent to award the Contract (Notice of Intent to Award – NIA). Public notice of award will be made by posting the NIA on the CPSD 6 ND’s website. CPSD 6 ND’s award shall not be final until the latter of the following:

iii. Five (5) days after the date of the NIA, unless otherwise provided; or

iv. Until CPSD 6 ND provides a written response to all timely-filed protests (if any) denying the protest and affirming the award. See the Aggrieved Proposer clause for more on protests.

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22. AGGRIEVED PROPOSERS: Any adversely affected Proposer may submit a written protest of CPSD 6 ND’s Notice of Intent to Award (NIA). Protest(s) must be received no later than 12:00 noon on the fourth (4th) calendar day after the NIA is published.

a. A Proposer is only adversely affected if the Proposer is eligible for award of the contract. The protesting Proposer must claim that the selected Proposer is ineligible for award:

i. Because their offer was non-responsive; or

ii. CPSD 6 ND committed a substantial violation of a provision in the RFP document or of an applicable administrative rule and the protesting Proposer was unfairly evaluated and would have, but for such substantial violation, been the selected Proposer.

b. The written protest must include the name of the person submitting the protest, the name of the Proposer represented by that person, the specific RFP including the solicitation number that is being appealed, and a detailed explanation of the reasons (facts of evidence) for the appeal.

c. CPSD 6 ND shall not consider a protest that is submitted after the established time period.

d. The aggrieved Proposer must serve all other Proposers with notice of its appeal to allow for rebuttal.

e. Failure to give written notice of appeal to CPSD 6 ND as provided herein constitutes a waiver by the aggrieved Proposer of any objections to the NIA.

f. Disagreement with the bidding process is not justification for appeal.

g. Protest Decision: Upon receipt of any appeal, the Procurement and Contract Manager or designee shall review the protest and submit a written decision to the protester within fourteen (14) calendar days of the date of receipt of the protest. Judicial review will be in accordance with ORS 279B.415. The aggrieved Proposer must notify the CPSD 6 ND Manager in writing before such action is taken.

23. PRICES: Prices quoted must be exclusive of federal, state, and local taxes. If the Proposer believes that certain taxes are payable by CPSD 6 ND, the Proposer may list such taxes separately, directly below the unit prices for the affected item.

24. ACCEPTANCE PERIOD: All offers submitted shall remain in force for a period of sixty (60) days in order to provide time for evaluation and approval of proposed awards. CPSD 6 ND shall request in writing any extension of this sixty

(60) day acceptance period.

25. PROPOSAL PREPARATION COSTS: CPSD 6 ND is not liable for any costs incurred by the Proposer in preparation of the Proposal.

26. CONTRACT FUNDING: Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the member district within CPSD 6 ND, CPSD 6 ND reserves the right to cancel fixed quantity, multi-year term or requirements contracts at no penalty.

27. CONFLICTING TERMS: In the event that the Special Terms and Conditions (Section III) conflict with the General Provisions (Section II) or the Instructions to Proposers (Section I), the Special Terms and Conditions shall take precedence.

28. SAFETY: The vendor shall comply with all application provisions of the Occupational Safety and Health Act throughout the duration of the specified work

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SECTION II

GENERAL PROVISIONS

1. ACCEPTANCE: Signature on an Agreement shall constitute Acceptance of the offer including all the terms and conditions specified in the solicitation. Receipt of a fully executed Agreement shall cause initiation of performance by the Vendor. Acceptance is limited to the terms stated herein. Any additional or different terms and conditions proposed by the Vendor are rejected unless expressly agreed to in writing by an authorized representative of CPSD 6 ND.

2. APPLICABLE LAW AND DISPUTES: Any dispute with respect to this Proposal shall be governed by ORS 279B.

3. ASSIGNMENT: This Agreement or any interest hereunder shall not be assigned or transferred by the Vendor without the prior written consent of CPSD 6 ND. CPSD 6 ND shall not consent to any proposed assignment unless and until the Vendor furnishes CPSD 6 ND with two (2) executed copies of the assignment.

4. BANKRUPTCY: CPSD 6 ND may terminate this Agreement in whole or in part by written notice:

a. If the Vendor shall become insolvent or makes a general assignment for the benefit of creditors: or

b. If a petition under any bankruptcy act or similar statue is filed by or against the Vendor and is not vacated within ten (10) days after it is filed. Termination under this clause shall be in accordance with the “Termination for Default” clause.

5. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The Vendor shall comply with all applicable Federal, State and Local laws and ordinances and all lawful orders, rules and regulations hereunder, including the applicable provisions of the Fair Labor Standards Act, the Occupational Safety and Health Act of 1970, the Federal Civil Rights Act of 1964, the Equal Employment Opportunity Act, and all regulations and standards and any amendments issued pursuant thereto. CPSD 6 ND shall have the right to immediately terminate this agreement if the Vendor fails to comply with such acts and regulations.

6. VENDOR’S TAX ID NUMBER: If goods or services procured through the RFP must be included on a Miscellaneous Tax Statement, as described in the Internal Revenue Code, a valid tax identification number must be provided to CPSD 6 ND before payment will be made. Awarded Vendor must complete a W9 form and provide a copy to all member districts.

7. INSURANCE: Before commencing work, Vendor shall procure and maintain insurance with an insurance carrier satisfactory to CPSD 6 ND. Certificates of such insurance issued by the Vendor’s insurance carrier shall be filed with CPSD 6 ND before commencement of work. Vendor shall be additionally insured on auto and liability policies:

a. WORKER’S COMPENSATION AND EMPLOYER’S LIABILITY: As required by statute.

b. COMPREHENSIVE AUTOMOBILE LIABILITY including owned, non-owned and hired vehicles:

c. $2,000,000.00 Combined Single Limit Bodily Injury and Property Damage any one occurrence and in the aggregate.

d. COMMERCIAL GENERAL LIABILITY to include premises operations, independent Vendors, products/completed operations, and blanket contractual: $2,000,000.00 Combined Single Limit Bodily Injury, Property Damage, and personal injury-any one occurrence and with an annual aggregate limit of $4,000,000.00.

e. PROFESSIONAL LIABILITY INSURANCE covering errors and omissions of Vendor and employees with a limit of $2,000,000.00 per occurrence and with an annual aggregate limit of $4,000,000.00.

f. Certificates of Insurance shall be issued to Central Point School District #6 c/o CPSD 6 ND Anne Leavens, 1003 Manzanita Street, Central Point, OR 97502.

g. The Vendor agrees to pay for the insurance specified and agrees to provide CPSD 6 ND with a thirty (30) day notice of cancellation if non-renewal occurs during the agreement period.

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8. DELAYS: The Vendor shall not be liable for any delays in delivery caused by circumstances beyond its control including acts of God or of the public enemy, acts of the United States Government, fire, floods, epidemics, quarantine restrictions, strikes, or embargoes. When any delays in delivery are anticipated the Vendor should immediately give notice thereof to CPSD 6 ND.

9. INDEMNIFICATION: Except for claims arising out of acts caused by the sole negligence of CPSD 6 ND , its agents, servants or employees, the Vendor, and employees of such, agrees to indemnify and hold harmless CPSD 6 ND, its agents, servants, and employees, from acts or omissions of any nature whatsoever of the Vendor, its agents, servants, and employees, causing injury to, or death of person(s) or damage to property arising out of services provided and from any expense incident to the defense of CPSD 6 ND there from. The Vendor agrees to hold CPSD 6 ND harmless from and to defend it against any and all claims arising out of this Agreement.

10. NON-DISCRIMINATION: The Vendor shall comply with the applicable provisions of the Federal Civil Rights Act of

1964 and all Amendments thereto and the Equal Employment Opportunity Act and all amendments thereto, and all regulations issued hereunder by the Federal and State governments. If the Vendor fails to comply with such acts and regulations, CPSD 6 ND shall have the right to immediately terminate this Agreement.

11. NO WAIVER OF CONDITIONS: CPSD 6 ND’s failure to insist upon strict compliance shall not be deemed to be a waiver of any right and waiver of a right under this contract shall not constitute a waiver of any other right or waiver of any other default under this contract.

12. CHANGES: CPSD 6 ND may, at any time, and from time to time by written order.

13. NO MODIFICATION OF PROPOSAL: The terms and conditions contained in this Proposal may not be added to, modified, superseded, or otherwise altered except by a written modification signed by an authorized representative of CPSD 6 ND.

14. TERMINATION FOR CONVENIENCE: CPSD 6 ND may terminate a contract, in whole or in part without showing cause upon giving written notice to the Vendor. CPSD 6 ND shall pay all reasonable costs incurred by the Vendor up to the date of termination. The Vendor will not be reimbursed for any anticipatory profits, which have not been earned up to the date of termination.

15. TERMINATION FOR DEFAULT:

a. CPSD 6 ND may, at its option, terminate or cancel an agreement for any material violation of the provisions of the Agreement. Such provisions generally include, but are not limited to:

i. Standard terms and conditions included in all Contracts

ii. Product or service specifications;

iii. Delivery or completion requirements; or

iv. Pricing and price escalation/de-escalation clauses

b. CPSD 6 ND’s termination of an agreement or of a Vendor’s performance shall not restrict or abrogate any other remedy available to CPSD 6 ND that is provided either by law or under the Agreement, unless other remedies are expressly limited by the terms of the Agreement.

c. Unless otherwise agreed upon in the Agreement, CPSD 6 ND will provide the Vendor written notice of its intent to terminate the Agreement or the Vendor’s performance. If the Vendor provided a performance and payment bond, the surety shall also be provided with a copy of the notice of termination. Unless otherwise provided in the Agreement, the notice shall include:

i. The effective date of termination (which may be the date of notice receipt);

ii. The grounds for termination,

iii. Notice of the time (if any) in which the CPSD 6 ND will permit the Vendor to correct the failure to perform.

16. NEGOTIATION WITH AWARDED VENDOR: CPSD 6 ND reserves the right to negotiate final contract terms with the awarded Vendor to the fullest extent allowed by law and as in the best interest of CPSD 6 ND.

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17. SMALL, MINORITY, AND WOMEN BUSINESS: Pursuant to 2 CFR 200.321 and Oregon Revised Statute (ORS)

Chapter 200, and as a matter of commitment, CPSD 6 ND encourages the participation of minority, women, and emerging small business enterprises in all contracting opportunities. CPSD 6 ND also encourages joint ventures or subcontracting with minority, women, and emerging small business enterprises. For more information, please visit Business Oregon : Certification Office for Business Inclusion and Diversity (COBID) : Certification Office for

Business Inclusion and Diversity (COBID) : State of Oregon If the Contract results in subcontracting opportunities, the successful Proposer may be required to submit a completed COBID Outreach Plan (Attachment F) prior to execution.

18. AUDIT: CPSD 6 ND, the Oregon Department of Education, USDA, the Comptroller General of the United States, or any of their duly authorized representatives shall have access to any book, documents, papers, and records of the vendor, which are directly pertinent to this specific contract, for the purpose of making audits, examinations, excerpts, and transcriptions. The vendors must maintain all required records for three years plus the current year after CPSD 6 ND make final payment and all other pending matters are closed. (2 CFR 200).

19. ETHICS IN PUBLIC CONTRACTING: By submitting a proposal, Proposers certify that their proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Proposer, supplier, manufacturer or sub-vendor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, or services.

20. EQUAL OPPORTUNITY: In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at

(800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant's name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. mail:

U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; or

2. fax:

(833) 256-1665 or (202) 690-7442; or

3. email:

Program.Intake@usda.gov

This institution is an equal opportunity provider.

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx https://www.usda.gov/sites/default/files/documents/ad-3027.pdf mailto:program.intake@usda.gov

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SECTION III

SPECIAL TERMS AND CONDITIONS

A. SCOPE: CPSD 6 ND is seeking proposals for a vendor to deliver fresh produce once per week to the Central Point School District #6. The objective is to select one proposer to supply, and deliver all fresh produce specified. Proposer must have an electronic process for placing orders and must be able to provide delivery to the following locations:

a. We would like delivery to the following locations. We are negotiable on the Mae Richardson delivery site.

b. We request delivery to start at the warehouse no later than 6:00 am, can start as early as 5:00am.

i. Our preferred Delivery Day is Monday, second preferred delivery day is Tuesday.

c. The warehouse location will receive produce the remaining 5 schools we have in our district.

Delivery Locations Delivery Address

Central Point School District Warehouse 1003 Manzanita Street, Central Point, 97502

Crater High School 655 N 3rd Street, Central Point, 97502

Scenic Middle School 1955 Scenic Ave, Central Point, 97502

Central Point Elementary School 450 S 4th Street, Central Point, 97502

Mae Richardson Elementary School 200 West Pine Street, Central Point, 97502

B. BACKGROUND: CPSD 6 ND is a public School District that operates 9 school sites and a catering department. We have 1 high school, 2 middle schools and 6 elementary schools. We operate year round, typically receiving produce deliveries 48 – 49 weeks out of the calendar year.

C. CONTRACT PERIOD: The contract period shall be from July 1, 2026 to June 30, 2027.

D. RENEWAL OPTION: This contract may be renewed upon mutual agreement of the Central Point School District 6 and the Vendor for four (4) additional one (1) year periods (up to June 30, 2031).

E. SERVICES REQUESTED:

a. The Proposer must have the following:

i. Delivery and Sales representative that will be assigned to CPSD 6.

ii. Fully trained delivery and sales representative in sufficient number to guarantee acceptable service response.

iii. Regular office hours compatible with the district’s normal 7-4, Monday through Friday workweek.

iv. Access to sufficient trucks, delivery hardware, and product to service these accounts.

b. The Proposer must:

i. Be a produce distributor with five years’ experience.

ii. Offer prompt, courteous and responsive delivery service.

iii. Act as a resource for coordinating timely delivery schedules.

iv. Provide new marketing and product information, as they become available on the market.

v. Be able to make deliveries during the school day.

vi. Be able to deliver to all listed schools and support locations throughout the Central Point

School District.

F. TERMS:

a. All proposals shall be for merchandise delivered F.O.B. destination (CPSD 6 ND).

b. All shipping/handling charges are to be included in the proposal amount.

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c. There shall be no extra, or miscellaneous charges, i.e. fuel surcharge, to CPSD 6 ND, unless otherwise stated in vendor proposal and accepted by CPSD 6 ND.

d. Terms are net 30 from the end of the month in which all the purchases for the month are collated and summarized into a statement. Payment will be made within 30 days after receipt of both product and invoice, from whichever date is later. Receiving records and invoices must match exactly before payment will be processed. Statements must be e-mailed by the 5th of the month following services. All costs and/or charges must be clearly identified in the bid document submittals.

e. Any rebate or savings that the vendor receives must be passed on to the CPSD 6 ND.

G. PROPOSAL REQUIREMENTS: It is the intent of CPSD 6 ND to review and accept proposals from qualified vendors that can provide the products, specified services and who meets all other conditions addressed throughout this document. CPSD 6 ND intends to enter into a contract with the successful Proposer based on the terms and conditions contained herein.

a. Proposals are due to Anne, preferred submission is via email:

i. Email: anne.leavens@district6.org, subject line: RFP Submission – Fresh Produce, by 11:00 am on March 16, 2026.

ii. Mail: Central Point School District #6 c/o CPSD 6 ND Anne Leavens, 1003 Manzanita Street, Central Point, OR 97504, by 11:00 am on March 16, 2026.

H. PRODUCTS: Are to be furnished and delivered in accordance with the following:

a. Products must be processed in accordance with standards of best commercial practice. All products must be labeled with:

i. Product Name

ii. Product number (if applicable)

iii. Finished product net weight

iv. Pack Date (if applicable)

v. Expiration Date (if applicable)

I. PRODUCT QUALITY: All products sold to CPSD 6 shall be warranted and guaranteed to be merchantable by the Vendor and fit for the purpose for which it is intended. Products shall have a minimum of 95% left on the “sell by”, “freshness date”, or “pull date” at time of delivery. “Pull date” is the end of the shelf life for purposes of this proposal.

a. Products shall arrive from suppliers that have passed a third party audit verification of GAP (USDA Good Agricultural Practices) and/or GHP (USDA Good Handling Practices).

b. Product temperature for each line item must be maintained at a suitable temperature to maintain freshness, quality, shelf life and nutritional value. Product shall be transported in a climate-controlled container regulated to keep the item(s) in good condition and in accordance with the current US Department of Agriculture guidelines and food handling practices during all stages of processing, distribution, and storage.

c. Transportation of refrigerated/ frozen products shall be made in clean mechanically refrigerated trucks with the refrigeration equipment operating and the interior of the refrigeration unit not to exceed recommended temperature.

J. DEVIATIONS FROM SPECIFICATIONS: If there is any deviation in the pack, source, quality, etc. of an item requested, from that prescribed in the specifications, the difference must be clearly indicated and approved by CPSD 6.

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K. PACKAGING AND LABELING: All products shall be packed and prepared under sanitary conditions and in accordance with good commercial practice. All packaging shall be wholesome, safe and in sanitary condition. Cartons and carriers used to transport products from the Vendor’s plant shall be always clean and sanitary. Labeling of all containers shall comply with Federal Food, Drug and Cosmetic Acts and related legislation including latest revisions. Packaging must be in accordance with good commercial practice. Package size to be manufacturer’s standard unless otherwise specified. Proposers are advised to make notations for items found on Pricing Attachment which have had packaging changes by the producer and price accordingly. Failure to make notation will be construed as merchandise being furnished as specified. Each shipping container shall be labeled legibly to show:

a. Name of product contained

b. Item number

c. Product number

d. Net weight

e. Plant number

f. Name, address, and date packed (month, day, year)

g. Best Used By/Expiration Date

h. “Room Temperature” held products shall be labeled as such

i. Labels shall display clearly the Port of Origin and Country of Origin.

L. PROPOSER DELIVERABLES AND RESPONSIBILITIES

a. Delivery and Performance Schedule:

i. Vendor must meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that CPSD 6 are purchasing.

ii. The Vendor shall make delivery to CPSD 6 as requested throughout the school year.

Deliveries shall be made as needed and within the timeframe requested for each school.

Delivery charges are (F.O.B.) and must be included in the Bidder’s pricing.

b. General Delivery Requirements: Proposer shall meet the following conditions:

i. Provide packing slips with each shipment identifying items ordered by the member district.

Packing slip will include item number(s), quantity ordered, purchase order, master PO number and associated invoice numbers.

ii. All deliveries shall be organized for easy off loading and receipting.

iii. All pallets should be built with food safety, quality, and security in mind. Small cases and or fragile items should not be crushed due to heavy cases being stacked on top of them.

iv. Delivery schedule and frequency will be determined by the member district to assure proper inspections. Delivery schedule can be amended to allow additional delivery sites and times as required by CPSD 6 ND.

c. Delivery Delays: If delays are foreseen CPSD 6 ND must be notified within 24 hours of Proposer’s knowledge of such delay. Vendor shall keep CPSD 6 ND advised of the status of deliveries.

i. Failure to meet delivery dates may constitute a breach of Contract by the Proposer which may subject Proposer to termination under terms and conditions of the resultant Contract.

ii. In the event of a school holiday or closure CPSD 6 ND and the vendor will coordinate delivery plans.

iii. In the event of default by the Vendor of their obligations, CPSD 6 ND reserves the right to obtain the required products elsewhere.

M. FOOD SAFETY: The Vendor’s premises, equipment, supplies and warehouse facilities shall be maintained, throughout the life of the contract, in conditions satisfactory to the member districts and in compliance with the State of Oregon Health and Sanitation Code. The Vendor shall adhere to the highest standards of cleanliness and sanitary practices, including the food distributor’s employee’s appearance and

2/12/2026 14 performance in the preparation, service, transportation, and storage of food and related items. The Vendor’s facility shall be subject to inspection at all times. If in the opinion of the member district sanitary conditions are unsatisfactory, this may be considered a breach of Contract and shall be addressed as stated in the Contract terms and conditions. Any losses incurred by the District as a result of such a termination shall be charged against the Vendor

a. Product Recall: If a product recall is instituted on an item that has been delivered, the Vendor will immediately notify the member district within 24 hours. The Vendor will be responsible for all costs associated with replacement product, shipping charges, and/or product credit. If at any time it is determined that the health and/or safety of the customers at the member district are affected by the usage of this product, the Vendor and/or Vendor’s processor must and will assume full liability.

b. Food Safety Testing: CPSD 6 reserves the right to submit a sample of any product to an independent laboratory for analysis as listed for each product. Testing of perishable products may include monitoring acceptable chemical levels and maximum bacteria levels on designated products. Random sample testing may be performed during the resultant contract as required by the member districts. Such analysis is to be paid for by the district if the product meets the specifications. If the product fails to meet specification analysis, Vendor will be billed for the analysis by the laboratory and shall pay all such billings within thirty (30) days. Additionally, the Vendor shall immediately replace or refund the district for all remaining affected product within five (5) working days of notification. Vendor will be responsible for all shipping, disposal, return, and restocking fees. The district reserves the right to have non-compliant products shipped to and stored in commercial storage facilities at the Vendor’s expense if the five (5) working day deadline is not met. Failure of the product to meet specifications and acceptable chemical and bacterial levels may be considered a breach of Contract and addressed as stated in the Contract terms and conditions. All noncompliant products at the time of analysis must be picked up and a refund issued to the District within 48 hours.

c. Food Security Preventive Measures: shall be employed by the selected Vendor to minimize the risk that food under their control is subject to tampering or criminal or terrorist actions. It is understood that unless specifically approved by the member district, all products furnished by Vendor shall be maintained in facilities owned and operated by the Vendor, during the term of any resultant Contract.

N. DISTRICT RECEIVING RESPONSIBILITIES

a. Inspection: Delivery of items that do not meet all requirements will be rejected. Rejected items shall be removed and replaced or credited promptly by the Vendor at no cost to the CPSD 6 ND.

O. PRICING: all pricing submittals shall be entered into the Bid Pricing Spreadsheet

a. See the Bid Pricing Spreadsheet for examples of average weekly orders.

b. CPSD 6 is asking for a firm fixed price for all items, please identify if pricing is domestic or non-domestic product.

c. The firm fixed price will be subject to a weekly escalator/de-escalator provision, based on the

USDA AMS Terminal Market of San Francisco.

P. DISCOUNT PAYMENT TERMS: Proposer may indicate discounts proposed for early payment.

Q. ESTIMATED PURCHASING QUANTITIES: The volume of service indicated is an estimate of anticipated weekly purchases and are offered solely for the purpose of bid submission and evaluation. The estimates provided in the Bid Pricing Spreadsheet are based on Spring, Summer and Fall of 2025 and Winter of 2026.

All 6 of our elementary schools participate in the fresh fruit and vegetable program. We operate a non-

2/12/2026 15 congregate summer program that runs every week of summer break, the sample of this volume is in the bid pricing spreadsheet. We also participate in the DOD Fresh program and typically plan to spend that money starting in January till we spend all our money. When we are using our DOD funds our weekly order volume is reduced. In Fiscal Year 24/25 we spent a total of $302,000 with our current vendor.

R. EVALUATION CRITERIA, An evaluation committee to review any and all requests for proposals shall be established by CPSD 6 ND and shall evaluate all proposals with specific regard to the referenced categories. They shall consider whether all conditions of the request for proposal have been met by any individual proposal and shall also consider whether each vendor submitting a proposal is responsible and qualified to perform the work called for in this request for proposal and the resulting proposal, having sufficient expertise, experience, and financial backing to properly provide product and service throughout the life of the contract. Scoring will be based on the following:

CRITERIA MAX

POINTS

1. Cost of the items in calculating the lowest total cost.

A. Competitive and Sustainable Pricing B. Price Transparency & Stability C. Cost Saving Options/Incentives

2. Delivery & Reliability A. Preferred Delivery Day #1 is Monday, starting at the Warehouse no later than 6:00am B. Preferred Delivery Day #2 is Tuesday, starting at the Warehouse no later than 6:00am C. Proposing Thursday or Friday as a Delivery Day, starting at the

Warehouse no later than 6:00am Do not propose Wednesday as a delivery day, we cannot receive on Wednesday due to other deliveries we receive on Wednesday.

3. School Nutrition Experience A. K-12 Experience and compliance knowledge.

B. References

4. Farm to School & Local Sourcing A. Local/regional sourcing B. Farmer Partnerships C. Farm to school support

5. Product Quality, Freshness & Food Safety A. Produce Quality, freshness, consistency.

B. Food Safety Compliance (GAP/GHP, FSMA, recall) C. Handling, Storage, Packaging D. Traceability & Documentation

Total…