Dairy Contract 2025.pdf

Request for Bids # 09272021 – Milk/Dairy

Mt. Hood Community College – Child Development and Family Service (CDFS) is seeking qualified vendors to submit bids for the provision of milk and dairy products on a consistent and as‐needed basis.

Submission Due Date: August 22nd, 2025

Submitted To:

Mt. Hood Community College Child Development and Family Services (CDFS) Department Attn: Kara Carsner 26000 SE Stark St.

Gresham, OR 97030 Email: Kara.Carsner@mhcc.edu Phone: (503) 491‐7420

Submitted By:

[Your Company Name] [Your Name & Title] [Company Address] [Email / Phone] Date: [Insert Date]

Delivery Location:

MHCC Gresham Campus 26000 SE Stark Street Building 21, Early Childhood Building Gresham OR 97030

Key Details:

Goods will be ordered intermittently throughout the year, typically twice a week.

Deliveries must be made directly to the Gresham campus at the correct delivery location.

CDFS operates on a school‐year calendar and observes planned program closures which may affect delivery schedules.

Who Should Apply:

Vendors with the capacity to provide timely delivery of general goods and adapt to a flexible ordering schedule are encouraged to submit bids.

Submission Instructions:

Interested vendors should refer to the following details for specifications, terms, and submission details. All parts of this bid must be completed and submitted to be considered for the award of the contract.

Contract Details:

Contractor Selection: One (1) contractor will be selected.

Initial Term:

Duration: 12 months

Maximum Amount: $150,000

Start date will be upon acceptance of bid

End: June 30th of the following year

Subsequent terms will be July 1st – June 30th, to align with MHCC’s fiscal year.

Renewal Terms:

Up to four (4) additional one‐year terms

Renewal Periods: July 1st – June 30th, to align with MHCC’s fiscal year

Within each renewal term, the price increase may not exceed the percentage change in the Consumer Price Index (CPI‐W) for the Portland Metropolitan area.

MHCC will be under no obligation to renew and may, at its discretion, rebid the services at any time.

MHCC reserves the right to determine the most responsible bidder.

Insurance Requirements:

The Contractor shall maintain commercial general liability in an amount not less than

$1,000,000 per occurrence to protect against liability for bodily injury and property damage, which may arise out of the Contractor’s operations under this project. Such insurance shall include coverage for products‐completed operations liability, independent contractors, contractual liability (including the tort liability of another assumed under a business contract), and all other standard coverage provided by a commercial general liability policy.

The Contractor shall maintain automobile liability insurance in an amount not less than

$1,000,000 per occurrence to protect against liability arising from the use, loading, and unloading of all of the Contractor’s owned, hired, and non‐owned automobiles in connection with this project.

The Contractor shall maintain workers’ compensation coverage for all subject workers as required by law, including employer’s liability.

Scoring Criteria

Points will be awarded according to the following‐

Cover Letter…………..….…..15 points Price……………………….……..40 points Written Answers…………...30 points References……………...…….15 points

Total...............................100 points

Cover Letter:

Submit a cover letter (no longer than 1 page) with information about your overall qualifications to perform the work described in the request for bids, including: years of experience, delivery schedules, order placement, quality of product, etc.

Price:

This is a list of the most common items ordered by MHCC CDFS. Please note that in some cases we will order items that are not listed below. CDFS provides food for 17 different sites across

Northeast Portland and Gresham areas, serving roughly 1,000 Head Start children and follows

USDA’s Child and Adult Care Food Programs (CACFP). Please list your prices and include any associated delivery costs. Ensure to completely fill out the below.

Product Product Size Cost

1% Milk Gallon

Whole Milk Gallon

1% Milk ½ Pint

Whole Milk ½ Pint

1% Lactose Free Milk Please Specify

If there are other products that should be taken into consideration, please complete below.

Product Product/Case Size

Cost Brand Child Nutrition Label? (y/n/NA)

Written Answers:

Please answer questions in the same order. Answers should collectively not exceed 2 pages.

These terms are part of ongoing expectations and will be part of the quote and could result in termination if not met.

1. What is your percentage markup on all items ordered by MHCC for the life of the contract?

Submit additional info on a separate sheet if necessary.

% ______________________ (including delivery)

2. What is your turnaround time on orders?

3. How do you handle last‐minute orders?

4. How will communication be handled regarding order discrepancies?

5. What follow up will occur for order discrepancies?

6. How will communication be handled if the order is delayed?

7. What is your order minimum?

8. What method is used to place orders? (by phone, email, online ordering guide, etc.) Please describe your ordering system.

9. Please describe the responsiveness of quality issues or logistics.

10. Is there a flat delivery fee separate from the cost of the product?

11. MHCC CDFS does not have a loading dock. Are your drivers and vehicles equipped with proper equipment for delivering products (dollies, liftgate, etc.)?

References:

Provide 3 references for whom you provide similar services as those described in the request for bids.

Client Name

Contact Name and Information

Dates of Service(s)

Non‐Discrimination Statement

In accordance with federal civil rights law and USDA civil rights regulations and policies, the USDA, its agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the state or local agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD‐3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632‐ 9992. Submit your completed form or letter to USDA by:

1. Mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250‐9410;

2. Fax: (202) 690‐7442; or

3. Email: program.intake@usda.gov.

USDA is an equal opportunity provider, employer, and lender.