CRT RFP Nutrition Dairy 2026 2027.pdf

CRT RFP Bid Nutrition Dairy 2026 2027 Community Renewal Team, Inc.

555 Windsor Street

Hartford, CT 06120

CRT is an Affirmative Action/Equal Opportunity Employer;

Minority/Women’s business Enterprises are encouraged to apply.

RFP BID Nutrition Dairy 2026 2027

COMMUNITY RENEWAL TEAM

INVITATION TO BID

INDEX

Section Page

Number Number

1. A. INVITATION TO BID

• Submission of Cost

• Delivery

• Additional Information

2. INTRODUCTION

3. INSTRUCTIONS TO THE BIDDER

4. GENERAL CONDITIONS

5. ATTACHMENT I: BID FORM

6. ATTACHMENT II: SCOPE AND SPECIFICATIONS

7. ATTACHMENT III: BID PRICING CHARTS

8. ATTACHMENT IV: CUSTOMER REFERENCE FORM

Hartford, CT 06120

INVITATION TO BID

Beginning September 8, 2026, bid package and specifications for CRT Bid Dairy 2026 2027 may be downloaded on the CRT website portal www.crtct.org under vendors, and on the CT State

Department of Administrative Services contracting portal at CTsource Bid Board https://portal.ct.gov/DAS/CTSource/BidBoard.

SUBMISSION OF COST

Please complete the Bid Pricing Grid and email to crt-bids@crtct.org with all other required documents. Please only enter the information requested, any additional information you want to provide should be entered at the end of the document.

DELIVERY

BY US POST MAIL/HAND DELIVERY or Email: Sealed proposals will be received at the

Community Renewal Team, Inc., 555 Windsor Street, Hartford, CT 06120 or to crt-bids@crtct.org – Attn: Jeanette Dunbar, until Wednesday, September 23, 2026 9:00am.

ADDITIONAL INFORMATION

Please direct all questions regarding this CRT Bid Nutrition Dairy 2026 2027 in writing to

Jeanette Dunbar, Senior Director of Administration at dunbarj@crtct.org. Please do not contact anyone else but Jeanette Dunbar.

Bids must be addressed to:

Jeanette Dunbar

Senir Director of Administration

Community Renewal Team, Inc.

555 Windsor Street, Hartford, CT 06120 dunbarj@crtct.org

Proposals must be clearly marked with the bid number and title on the exterior of the sealed envelope. No responsibility shall be attached to any person or persons for the premature opening of proposals not properly marked.

2. INTRODUCTION

ORGANIZATIONAL PURPOSE

CRT’s overall purpose is to prepare communities to meet life’s challenges. The Community

Renewal Team Inc. was founded in 1963 as an anti-poverty agency serving people and families throughout the Connecticut River Valley in 75 Connecticut towns. Early Care and Education, http://www.crtct.org/ https://portal.ct.gov/DAS/CTSource/BidBoard mailto:crt-bids@crtct.org mailto:crt-bids@crtct.org mailto:crt-bids@crtct.org mailto:dunbarj@crtct.org

Hartford, CT 06120

Meals on Wheels, supportive housing and shelter, and many other CRT programs give people the skills and the resources to become self-sufficient and to thrive.

PURPOSE

CRT is requesting proposals for Dairy Items for our food production facility located at 555

Windsor Street, Hartford, CT.

3. INSTRUCTIONS TO THE BIDDER

Sealed Bids will be received at the Central Office of the Community Renewal Team (henceforth referred to as “CRT”), 555 Windsor Street, Hartford, CT until Wednesday, September 23, 2026 at 9:00am – all results will be posted.

The bids will be opened on Contract to start 10/01/2026 – 9/30/2027 and be in effect for 12 months, with the right to extend with approval from both parties.

• Late bids will not be accepted – no exceptions.

• Submit the completed bid forms and any necessary attachments in a sealed envelope clearly labeled with the name of the bidder, address, and the words “BID

DOCUMENTS”. Clearly mark your envelope with the bid number and bid title as to prevent opening of a sealed bid prior to the opening date.

• Each bid must be submitted on the prescribed form and all blank spaces for bid prices must be filled in ink or typewritten.

• Once bids are opened, the bid shall stand firm for ninety (90) days after the bid opening.

• Bidders are responsible for obtaining all addenda related to this Bid. Bidders are advised to check for any addenda a minimum of twenty-four hours in advance of the response deadline.

3.1 DOCUMENTS TO BE SUMBITTED

• Completed Bid Form (Attachment I)

• Name, address, phone number, and email address of firm/person(s) responsible, if different from the Bid Form signatory

• Complete Bid Pricing

• Customer Reference Form

• Sample Certificate of Liability Insurance

If the bidder finds any omissions, discrepancies or errors in the specifications or other Contract

Documents or should she/he be in doubt as to the meaning of the specifications or other Contract

Documents, she/he should immediately notify Jeanette Dunbar, which may correct, amend or clarify such documents by a written interpretation or addendum. Jeanette Dunbar may be contacted at dunbarj@crtct.org. No oral interpretations shall be made to any bidder and no oral

Hartford, CT 06120 statement of CRT or its agents shall be effective to modify any of the provisions of the Contract

Documents.

4. GENERAL CONDITIONS

4.1BID PRICE

Please complete the Bid Pricing Grid Charts electronically (Part I & Part II) to submit your cost.

(Attachment III) This must be sent in electronically and in the current design – failure to do so will disqualify the vendor.

4.2 PROPOSAL COMPLIANCE

• CRT shall be the sole judge as to whether any and all bids comply with these specifications, and as such a decision shall be final and conclusive. Bidders shall state in their bid any exceptions taken to the Bid specifications.

• All terms and conditions of this bid will be incorporated into any subsequent contract between CRT and the bidder. If the bid and contract are found to be in conflict, these terms and conditions shall prevail.

4.3 RIGHT OF REJECTION

• This is not an offer to contract. Acceptance of a proposal neither commits CRT toward a contract to any bidder, even if all requirements stated in this bid are met, nor limits the right to negotiate in the best interest of CRT. CRT, in its sole and absolute discretion, reserves the right not to contract with any bidder for any reason.

• CRT also reserves the right, in its sole and absolute discretion, to accept or reject any and all bids in whole or in part, to waive any irregularity and/or informality in any bid and to request and receive additional information from any bidder when such acceptance, rejection, waiver or request as deemed by CRT to be in the best interest of CRT.

• The Department Head or designee may reject or accept any and all bids in whole or in part or to waive any informality in bids received if in their opinion, it is deemed in the best interest of the organization to do so.

4.4 METHOD OF AWARD

• Bids will be awarded to the most responsible, responsive and qualified bidder as determined by CRT.

• CRT reserves the right to split the Bid Award if it is in the organization’s best interest.

Hartford, CT 06120

• Until a contract has been executed, no vendor can claim any contract rights by virtue of the receipt of the notice of acceptance of proposal alone. Awarding of the contract shall mean that a contract agreement has been executed by both the accepted vendor and CRT.

• In the event that there is a discrepancy between price written in words and in figures, the price written in words shall govern.

4.5 FAMILIARITY WITH LAWS, SITE CONDITIONS AND DOCUMENTS

Each bidder is required to be familiar with and to comply with the terms and conditions of the specifications and all other contract documents and with all Federal, State and

Local Laws, Ordinances or Regulations which in any manner relate to the furnishing of the equipment, material or services in accordance with the Contract.

4.6 QUALIFICAITONS OF BIDDER

CRT may make such investigations as it deems necessary to determine the ability of the bidder to perform the work. The bidder shall furnish to CRT all such information necessary to complete this investigation as the organization may request. CRT reserves the right to reject any or all bidders if the evidence submitted by, or investigation of vendor fails to satisfy CRT that such bidder is qualified to carry out the obligations of the contract and to the work contemplated therein.

4.7 ERRORS, INTERPRETATIONS AND ADDENDA

All information given by CRT except by written addenda shall be informal and shall not be binding upon CRT nor shall it furnish a basis for legal action by any bidder against

CRT.

4.8 TRADE NAMES OR SUBCONTRACTING

• Any and all reference to trade names, types, styles, models or catalogs are intended to be descriptive only and not restrictive unless item is noted “no substitute”. The intention is to indicate to bidders the minimum requirements of type and quality of the articles and/or materials that will be satisfactory. Bids received on other makes or models will be considered unless item is noted “no substitute”. The bidder is to clearly state in her/his bid exactly what she/he intends to furnish, and to furnish with her/his bid a cut or illustration or other descriptive matter which will clearly indicate and give specification as to the product she/he proposes to furnish.

• Where a bid is offered on an item other than the trade standard used in the specification, the item should be annotated on the bid form by referencing an addendum which states the brand/trade name. Samples are to be submitted, if requested, at the bidder’s expense.

It is understood that any substitutes which might be offered are guaranteed by the bidder to be of equal or better quality than is requested in the bid. It shall be further understood that during original, as well as subsequent shipments, spot checks will be performed to

Hartford, CT 06120 ensure that the items received are, in fact, the items offered in the bid. Should items/materials prove to be different in any way, the bidder agrees to pay for and accept the return of the items and agrees to supply the correct items (per bid specifications) at bidder's expense.

• The Contractor shall not subcontract the work under this project without written approval of the Chief Financial Officer (CFO) or his designee.

4.9 INDEMNIFICATION

The selected bidder shall at all times indemnify and hold harmless CRT and its officers, agents and employees on account of and from any and all claims, damages, losses, judgments, workers’ compensation payments, litigation expenses and legal counsel fees arising out of injuries to persons (including death) or damage to property.

4.10 RIGHT OF THE OWNER TO TERMINATE CONTRACT

• Failure of a contractor to deliver within the time specified or to deliver within the time extended by CRT, and failure to make replacements of rejected articles when so requested, immediately or as directed by CRT shall constitute contract default.

• In the event of default or that any of the provisions of this Contract are violated by the

Vendor, or by any of his Subcontractors, CRT may serve written notice upon the Vendor of their intention to terminate the Contract, such notices shall contain the reasons for such intention to terminate the Contract, and unless within five (5) days after the serving of such notice upon the Contractor, such violation or delay shall cease and satisfactory arrangement of correction be made, the Contract shall, upon expiration of said five (5) days, cease and terminate. In the event of any such termination, CRT shall immediately serve notice thereof upon the Vendor.

• If contract is terminated, CRT reserves the right to award bid to the next lowest responsible bidder or purchase on the open market. In either event, the defaulting contractor (or his surety) shall be liable to CRT for cost to CRT in excess of the defaulted contract prices.

4.11 RISK OF LOSS

Bidders agree to bear all risk of loss; injury or destruction of goods and material ordered herein which occurs prior to acceptance. Such loss, injury or destruction shall not release the bidder from any obligation under this bid.

4.11 INSURANCE AND WAGE REQUIREMENTS

• Bidder shall provide Liability Insurance and name “Community Renewal Team, Inc.”, 555 Windsor Street, Hartford, CT 06120” as an additional insured on the Certificate of

Hartford, CT 06120

Insurance. Contractor shall provide a Certificate and other evidence as such insurance to

CRT at the signing of the agreement and upon demand anytime thereafter during the duration of the agreement in amounts acceptable to CRT not less than the following:

o General Liability ($1,000,000 each occurrence/$2,000,000 general aggregate);

o Automobile Liability ($1,000,000 each accident);

o Umbrella Liability ($1,000,000 each occurrence);

o Workers Compensation ($1,000,000 each accident, $1,000,000 each employee, $1,000,000 disease policy limit).

• As a substitute for Workers Compensation Insurance, the Contractor may provide CRT with a “Certificate of Solvency” issued by Connecticut Workers' Compensation

Commission for self-insurers.

4.12 EQUAL OPPORTUNITY – AFFIMATIVE ACTION

CRT shall not enter into any contract for purchasing with any person, agency, or organization if it has knowledge that such person, agency, or organization discriminates against any applicant, employee, or service recipient on the basis of race, color, religion, national origin, sex, age, sexual orientation or disability; or any person, agency, or organization who fails to comply with all federal and state anti-discrimination laws.

4.13 CONFIDENTIAL INFORMATION

During the course of its contract with CRT, bidder may encounter confidential agency and/or client information. Bidder agrees, as a condition of this bid to save and protect any such confidential information, shall hold the same in confidence, shall not use the

Confidential Information other than for the purposes of its business with CRT, and shall not disclose it to anyone without the specific prior written authorization of CRT.

4.14 LIQUDATED DAMAGES

It is understood and agreed that if production is delayed that damages will be uncertain and difficult to ascertain, and it is agreed that the reasonable foreseeable value of such delays would be the sum of One Hundred and Fifty Dollars ($150.00) per day for each day’s delay in fully completing said project beyond the time specified in a subsequent written agreement, plus any written extensions of time allowed by CRT.

Hartford, CT 06120

ATTACHMENT I

BID FORM

AUTHORIZATION AND EXECUTION OF BID

1. The undersigned bidder, having fully informed themselves regarding the accuracy of the statements made herein, agrees to abide by the conditions set forth in the attached bid document, and certifies that:

a. The propose bid has been presented by the bidder independently and has been submitted without collusion and without any agreement, understanding, or planned common course of action designed to limit independent bidding or competition, with any other vendor of materials, supplies, equipment or services described in the invitation to bid.

b. The bidder has submitted this bid without collusion with CRT, any of its affiliated companies, or any employee thereof, and is unaware of any direct, personal pecuniary interest of any employee of CRT or any of its affiliated companies in the outcome of this bid.

c. The bidder has not communicated the contents of the bid to its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid, and will not be communicated to any such person prior to the official opening of the bid.

d. The bidder has not been debarred, suspended or excluded from any publicly-funded projects or programs.

e. The bidder has become familiar with and has agreed to comply with the terms and conditions of the specifications and all other contract documents and with all Federal, State and Local Laws, Ordinances or Regulations which in any manner relate to the furnishing of the equipment, material or services in accordance with the Contract.

2. The undersigned bidder further certifies that this statement is executed for the purpose of inducing the Community Renewal Team to consider the bid and make an award in accordance therewith.

3. Complete & Sign

Legal Name of Bidder

Business Address

Phone # & Email

Print Name & Title of

Authorized Agent

Signature

Hartford, CT 06120

ATTACHMENT 11

SCOPE AND SPECIFICATIONS

Performance Standards:

• Daily delivery of milk and dairy items Monday-Friday (excluding CRT holidays) by 6:00am to 555 Windsor Street, Hartford, CT;

• Delivery staff responsible for placing all items in walk-in refrigerator and milk coolers. (Rotating existing stock with new stock daily);

• Delivery of milk: 16 quarts per case and 50 ½ pints per case;

• Provide at least two (2) milk coolers;

• Be willing to deliver to additional locations as needed by CRT;

• Be willing to participate in other bid opportunities with CRT-Nutrition Department. Milk vendor would be a CRT subcontractor required to provide delivery of milk and meals for the summer programs, i.e.: Summer Lunch/Breakfast Program. (as needed);

• CRT has in the past been awarded contracts for the following communities:

i. Enfield/Vernon – Breakfast delivery/Lunch delivery (1 milk truck)

ii. Charter Schools – which required additional milk coolers

(Some locations may require additional coolers)

• Through the term of the contract CRT will not accept any price increases other than Federal milk market increases;

• Payment terms will be 60 days from invoice date by CRT accounts payable department. Vendors must be able to provide separate invoices for the various programs that CRT operates; and

• All milk must be on State of Connecticut approved list for school breakfast and lunch.

Note: CRT also requires dairy items which are certified Kosher. CRT cannot use items which indicate “K dairy” or “K”. Dairy items must have a “U” enclosed in a circle or “HV” enclosed in a square. Usage of Kosher items is approximately 55 units per day.

Bid Pricing

All fluctuating bids must be based upon the December 2026 Class I price per the Code of Federal Regulations (CFR) 7 CFR 1000.53 (b).

Through the term of the contract CRT will not accept any price increases other than Federal milk market increases.

Payment Terms

Payment Terms are net 30.

Hartford, CT 06120

ATTACHMENT III

BID PRICING CHART

Community Renewal Team, Inc.

Nutrition Dairy Bid 2026 2027 (Please complete all pages)

Vendor Name: ________________________________________________

Please provide pricing for CRT’s daily delivery of milk and dairy items, and answer the questions on the next page.

Product Description

Estimated Projected Usage

(per year)

Cost Per Unit

Total Value

½ Pint Low-fat Milk

425,000 – 450,000

1% Low-fat Milk Quarts -plastic bottle with handle

7,000 – 7,500

Whole Milk Quarts – plastic bottle with handle

1,040 – 1,300

Lactaid – quart

Purple Low Fat (This is a no substitute item)

20 - 40 cases

Lactaid – ½ gallon

Red Whole (This is a no substitute item)

5 cases

Hartford, CT 06120

Vendor Name: ______________________________________________

Please describe in detail the following:

1. How do you handle location and weekly delivery needs?

2. What if CRT needs an additional/emergency order? Emergency requests must be delivered within one (1) hour of call or otherwise noted.

3. What type of vehicle(s) do you use for delivery?

4. How do you verify milk is on the CT approved list for school breakfast and lunch?

5. What do you do if a delivered product is damaged/spoiled?

Hartford, CT 06120

ATTACHMENT 1V

CUSTOMER REFERENCE FORM – ONLY IF NEW TO CRT

Vendor Name: ___________________________________________________________

Reference #1:

Name of Company

Contact Name:

Address:

City/Town State Zip Code Telephone

Description of work/project/products completed for or sold to this customer:

Reference #2:

Reference #3: