Direct_Commodity_Bid_25-26.doc

City of New Haven

Bureau of Purchases

200 Orange Street, Room 301

New Haven, CT 06510

Tel: 203-946-8201 Fax: 203-946-8206 Honorable Justin Elicker

Mayor

Shawn J. Garris

Acting Purchasing Agent

The City of New Haven (“City”) is accepting sealed

Request for Proposals (RFP) for the following:

Request for Proposals

Project Summary

Contract Term:

(at the sole discretion of the CONH)

NO

Responses must be submitted in the form and manner specified in this request.

City of New Haven

Table of Contents

RFP Summary

Table of Contents

Instructions to Respondents

RFP SPECIFICATIONS

FORMS ARE A SEPARATE DOWNLOAD

INSTRUCTIONS TO RESPONDENTS

1 RFP Documents – the following documents are hereinafter collectively referred to as “RFP Documents” and each a RFP Document.

(a) These RFP Documents include a complete set of forms.

(b) Respondent may not qualify or alter the terms of the solicitation’s Bid Table. (if Applicable)

(c) Responses must be submitted through web portal, no hardcopies accepted.

(d) All costs incurred in the preparation and presentation of this Proposal shall be wholly absorbed by the Respondent. Any material submitted by the Respondent shall become the property of the City of New Haven unless otherwise requested at the time of submission. Any material that is to be considered as confidential in nature must be so marked.

2. Internet Access

(a) The City cannot guarantee that equipment involved in RFP Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

(b) Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

(c) It is the Respondent’s responsibility to review your status on our website and update your contact information accordingly.

3. Solicitation Downloads

(a) This document may be downloaded from our website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

(b) Drawing File Format: PDF

(c) Click on the above link if you don't have Adobe Acrobat and you wish to view the files in PDF format.

(d) Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

4. Inquiries for Clarification

(a) The City will not respond to a Respondent’s request(s) for oral interpretation and/or clarification of the RFP Specifications for any reason.

(b) The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the RFP Specifications.

(1) Any written Inquiry for Clarification must be received seven (7) or more business days prior to the RFP Closing Date and Time. Any request received by the City after this deadline will not be given consideration.

(2) Every request for such an interpretation shall be made in writing via email to: https://newhavenct.bonfirehub.com/portal

(3) Please do not send questions or requests for clarification in a PDF format.

(4) Every interpretation made to a Respondent will be in the form of an Addendum to the RFP Documents.

5. Addendum to RFP Documents

(a) All Addenda to the RFP Documents shall become part of the RFP. Respondents are required to check the Website for Addenda. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

(b) Questions are submitted through your account and the selected solicitation Web Address: https://newhavenct.bonfirehub.com/portal, in the overview of Project details go to the “Opportunity Q&A” section” to submit your question(s)

(c) Addendums regarding Inquires for Clarification will be posted on the City website, not less than five (5) calendar days prior to the RFP Opening Date and Time.

(d) Addendums regarding extension of time will be posted on the City website, any time prior to the RFP Opening Date and Time.

6. Contract Term – (See RFP Summary for applicability)

(a) The term of the contract as a result of this solicitation shall be as stated in the RFP Summary and/or the Specifications. If there are any options to renew, all renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

7. Insurance Requirements – see attached Risk Template The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier, which is interchangeable with the term “awarded Respondent.”

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven (Owner) and all other Indemnities named in the contract.

Certificates of Insurance

The awarded Respondent shall provide certificates of insurance showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State. The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

1. The City of New Haven shall be named as an additional insured with subrogation.

2. Endorsement shall include the work description, Contract/Project name and location.

3. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

Note

Single and Multi-Member LLCs are now BOTH required to purchase Workers Compensation insurance unless they request from the CT WC Commission to exclude themselves. If they state that they do not have employees and do not have WC, then they must provide a copy of the attached Exclusion Form 6B with their COIs. A copy of this form 6B should go to CTrax for acceptance.

The ONLY group that is now NOT REQUIRED to obtain WC is Sole Proprietors. A revised copy of the WC Waiver form that they must provide with their COIs, if they have NO Workers Compensation coverage, is attached.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Contractor shall submit an insurance certificate in addition to a copy of each policy. The Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work. All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

(a) Insurance will be required for the entire term of the contract. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

(b) Renewal Certificates of insurance should email to your project contact:

8. Certification and Licenses

(a) If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

9. Unit Prices, RFP Quantities and Tax-Exempt Status

(a) The Unit Prices for each of the RFP items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total RFP. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

(b) Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

(c) It is understood and agreed that the Unit Prices shall control the Contract award.

(d) The quantities noted in this RFP are approximate (estimated only for use in comparing RFPs); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this RFP and for the convenience of the Respondent. The Unit Prices paid are for the actual ordered quantities only.

(e) Shipments should be consigned to the City in care of the Respondent.

10. Local Preference Ordinance – (See RFP Summary for applicability)

(a) For the purpose of this section, "City Based Business" shall mean a business with a principal place of business located within the City of New Haven. A "City Based Business” shall maintain such status throughout the term of any Contract with the City. Failure to maintain such status shall be grounds for the City to terminate said Contract.

(b) To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of New Haven address. Some examples of proof include are, but not limited to:

(1) Proof of payment of City of New Haven Real Estate tax bill(s)

(2) A current, long-term lease in the City of New Haven

(3) Proof of payment of City of New Haven Personal Property tax bill(s)

(c) The Local Preference ordinance can be found in Section 2-483 of the City of New Haven’s Code. Please review for further details.

11. Equal Employment Opportunity

The City will terminate any contract without accepting liability for any incomplete work if it is found that the Contractor has violated any of the provisions of Executive Orders 11246 and 11374, Connecticut Fair Employment Practice Act, and Chapter 12 ½ of the code of Ordinances of the City of New Haven, incorporated herein by reference. The City reserves the right to incorporate into the contract any additional provisions relating to Equal Employment, including an Affirmative Action Agreement

12. Alternate RFPs

(a) No alternate RFPs will be considered, unless alternate RFPs are specifically requested by the City.

13. Pricing Sheet - (See RFP Summary for applicability)

(a) Please provide your pricing matrix on a page or section of its own. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

(b) A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

14. RFP Process and Submission

(a) RFP Process (Only Digital Responses Accepted)

(1) Early Submittal of RFPs - RFPs received prior to the advertised hour of opening will be securely kept sealed and unopened.

(2) RFP Opening - At the time and place fixed for the opening of RFPs, the City will open and publicly read aloud the name of every RFP respondent that received is by the submission deadline. Respondents and other interested parties may be present, in person or by representative.

(3) Late Submittals - with the advent of complete digital bidding, no response will be accepted after the closing date and time

(4) Withdrawal of RFPs - - Response may be withdrawn by you prior to the RFP Closing Date and Time by you retracting your digital bid submission.

(5) RFP Rejections - The City reserves the right to reject any and all RFPs which do not meet the requirements of a lowest qualified responsible Respondent. Some reasons for rejection include but are not limited to: altered or qualified Calculation Sheet, a non-Web based Calculation Sheet, non-conforming Bid Bonds, incomplete or erroneous paperwork, late RFP Submission, Unbalanced High or Low Unit Pricing, and/or not habitually performing with the Respondent’s own forces.

(6) RFP Rejection Notification - Should the City reject a RFP for any reason, the Respondent shall be notified. In case of such rejection, the City will return any Bonds to the Respondent(s). No other part of a RFP Submission will be returned.

(b) RFP Submission

(1) Electronic Submissions- (Only Digital Responses Accepted)

a. Follow instruction on the portal for bid submission – all required forms are indicated as such.

(2) An RFP must be submitted in a digital format through the procurement portal. All blank spaces must be filled in as noted. RFP responses must give the prices in numerical figures when requested. When submitting your response electronically through our web site, changes are allowed up until your final RFP Submission.

(3) The Respondent shall sign their RFP in the blank space provided for this purpose. If the RFP is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the RFP Submission and must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

(4) The City may consider any RFP not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

(5) No Respondent may withdraw a RFP within one hundred twenty (120) days after the actual date of the opening thereof.

15. RFP Protest

(a) Any RFP protest must be submitted in writing. Respondents may file a written protest of the RFP results with the City's Purchasing Agent, within 48 hours of the posting of the RFP results on the City Website.

(b) A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

(c) The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

16. Award of Agreement

(a) The City will endeavor to award a contract for this RFP within one hundred and twenty (120) days after the date of the RFP opening. All Respondents acknowledge their RFP submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

(b) The City reserves the right to separately RFP or secure pricing from additional contractors that may relate to the goods and/or services in the instant RFP, whether such goods and/or services are additional to the quantities stated in the instant RFP.

(c) The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

(d) The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

(e) Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

(f) Should a Contract be awarded, it will be awarded based upon the committees scoring of the review criterion. The requesting department will convene a committee to review the RFP and provide a recommendation to award or reject all proposals.

(g) Availability of funds – The awarding of all contracts is contingent upon availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the RFP.

(h) All Bid Bonds (if required) will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

(i) Certificate of Insurance must be email to project manager(see award notice) and to NHpurchasingCOI@newhavenct.gov

17. Execution of Agreement

(a) In executing the Agreement, the Awardee will be required to reaffirm and restate any and all representations made in its RFP Submission.

(b) Subsequent to the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract Documents, in such number of copies as the City shall require.

(c) The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of RFP Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise for RFPs.

(d) Performance Labor and Material Bonds - (see RFP Summary for applicability) Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the RFP Documents and shall bear the same date, or a date subsequent to that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

18. Notice to Proceed.

Once a contract is executed the City department responsible for requesting the work will issue a Notice to Proceed.

19. No Purchase Order – No Payment Policy (see Website for more Details) https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

a) All spend shall be supported by an authorized PO prior to requesting the provision of goods/services;

b) Efficient processes are implemented so that goods are delivered when required;

c) The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed (i.e. not upon receipt of the invoice);

d) Cost control is effective and therefore:

i. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

ii. minimizing transactional costs associated with payment for goods and services;

20. Electronic Invoice https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

21. Payment Policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

22. Standard Form of Agreement Exhibit Part 1&2 (Not Applicable) Respondents to the City’s RFP are expected to execute these agreements. Given the very tight timetable for contract awards, negotiation of terms is not feasible. Any deviation from the City’s standard terms must be presented (redlined) with the RFP response and the City will consider any such request when determining contract awards. As such, we strongly recommend including only “deal breaker” comments and attached them to your Statement of Qualification form.

The City of New Haven and Board of Education Food Service (BOE), which oversees the New Haven Public Schools Child Nutrition Program, is soliciting this Request for Proposals (RFP) for Commercial and Commodity food items shipped directly from manufacturers for the 2025 summer year and 2025-2026 School Year. There are approximately 224 service days in the program, and the New Haven Public Schools Child Nutrition Program serves approximately 20-21,000 meals per day.

In soliciting request for proposals, it is the City’s intent to establish a vendor or vendors with the primary objective to improve services, expedite deliveries, streamline paperwork, reduce administrative costs and contain food costs. To achieve these goals, it will also be necessary to maintain continuity of supply for its food service needs as changing brands could potentially introduce unnecessary hardships to our student customers thereby jeopardizing the integrity of our programs. Therefore, the successful Respondent must be both capable and willing to purchase the brands as specified and from a third-party producer if requested by the City. The City will reserve the right to utilize secondary suppliers if the City determines that doing so would be in the City’s best interest.

The City of New Haven reserves the right to award this request for proposal to a prime vendor or multiple vendors or any variation deemed to be in the best interest of the City.

CONTRACT PERIOD

This is a one-year contract. The contract will begin July 1, 2025 and will continue through June 30, 2026. At the sole discretion of the New Haven Public Schools, Food and Nutrition Department, any award under this request for proposal can renewed for two (2) additional one-year periods.

I. 1st Option to renew period July 1, 2026 to June 30, 2027 II. 2ND Option to renew period July 1, 2027 to June 30, 2028 Procurement Code of conduct

Respondents responding to this solicitation must abide by the USDA Procurement Code of conduct. Please see the attached NHPS policy

UNIT PRICING:

All pricing for items shall be firm fixed price for the duration of the contract unless there is a materially dramatic and reasonable unanticipated change in the market.

Such request for proposal shall contain costs for each product contained in bid specifications and a maximum percentage markup to cover freight of products and include a fee that covers their warehousing, financing, delivery, sales costs, fuel, and any charges for NHPS

The City may entertain a request for a price change (increase or decrease) upon a written request submitted together with details of reasoning and accompanied by supporting documentation to substantiate the request. This is if the City agrees to a price change.

If the parties cannot agree on the amount of the change that is in dispute, the price may then be negotiated with the City with input from the Purchasing Agent. Respondents will be monitored and evaluated to the level of satisfaction during their performance and quality.

Respondents should submit Commercial Pricing and Commodity pricing for this RFP.

QUANITIES:

All quantities are estimated and the City reserves the right to award separate items to different Respondents. Total quantities and cases per delivery are estimated amounts only. The District reserves the right to increase or decrease quantities as need dictates.

MINIMUM ORDERING

There will be no minimum orders required. The awarded Respondent(s) shall have products available. The ordering schedule shall be mutually agreed by the awarded Respondent(s) and Food Service Director.

PRODUCT AVAILABILITY

Respondent must agree that there will be no cancellation of products to be delivered without an equal and acceptable replacement of product(s). Should a manufacturer or processor discontinue a product that is regularly ordered The City of New Haven and Board of Education Food Service (BOE), such notification must be communicated, in writing, to the City in advance of such discontinuation. During the notice period, the awarded Respondent agrees to work with the City to identify and implement alternative options that maintain and or reduce costs associated with any replacement product. In addition, samples for testing any suggested alternative may be required by the City to ascertain suggested alternative product quality and acceptability before final approval for use.

SUBSTITUTIONS

During the term of the contract, the awarded Respondent shall not make any substitutions, unless the awarded Respondent has successfully contacted the Food Service Director and has received approval for substituting the contract product for another product. If a substitution is to be made due to the awarded Respondent or manufacturer(s) error or shortage, the City shall not have to pay an increase or any adverse delivery charge(s) for the substitution.

PRODUCT SUBSTITUTION/MANUFACTURER’S BRAND CHANGE/PRODUCT REFORMULATION:

The Respondent(s) shall state the brand name and product number on the RFP. The successful Respondent may not make substitutions, brand changes, or reformulations of products without the written authorization by the Food Service Department. If during the course of the contract there is a manufacturer’s brand change or reformulation of the product, the awarded Respondent shall not automatically substitute the product. The awarded Respondent shall submit a child nutrition label product specification sheet, Product Formulations Statement, Nutrition Facts, ingredient lists, sample, and/or other pertinent product information as deemed by the Nutrition Services for approval prior to further shipment.

QUALITY GUIDE:

The awarded Respondent must ensure that the condition, quality, and quantity of sold to the BOE complies with the product specification. Failure of the awarded Respondent to provide products meeting the standards will result in the return of the product for a full refund and possible termination of any existing contracts with the supplier.

REPORTING:

The City collects specific data to analyze and assess compliance with and successes in meeting its purchasing goals. To prove responsiveness to this solicitation, Respondents must show that they have the ability and willingness to provide reports annually, at minimum, on all products purchased under any contract or agreement that results from this solicitation. Velocity reports must include the following information for each product delivered to the City by the awarded Respondent:

· Time period of purchase (such as month and year, or range of months)

· Farmer AND/OR Processor/Shipper/Manufacturer/Broker/Wholesaler (whichever is applicable)

· Brand (if applicable)

· Farm location AND/OR processing or manufacturing location at the city level (whichever is applicable)

· Vendor item number

· Manufacturer product code (if applicable)

· UPC code (if applicable)

· Product description

· Known certifications (if applicable)

· Pack size

· Quantity purchased and UOM

· Net weight per quantity (in lbs)

· Total weight (in lbs)

· Cost per unit

· Total cost per quantity purchased

· Total dollar value spent for all food items purchased as part of this contract Respondents must submit a sample velocity report containing this information as a required document in this Request for Proposal.

DELIVERY:

Time and manner of delivery are essential factors in proper performance under the contract. Delivery will be directly to Central Kitchen (insert address). Delivery day and time shall be established by mutual agreement between the awarded Respondent and the Food Service Director or designee.

Deliveries for Central Kitchen must be made inside the facility at the mutually agreed area. Delivery should be made inside the building through the loading docks – the actual final placement will be left to both parties mutually agreed upon.

Certain items may require daily delivery.

If the material is not received within the time specified for delivery, it will be received at the discretion of the City. Should it be necessary to refuse delivery of any material contained in the RFP/Bid document, the awarded Respondent shall be responsible for all associated costs.

AWARD CRITERIA:

Proposals that are submitted on-time and are not subject to disqualification will be reviewed in accordance with the evaluation criteria set forth below in this solicitation. In addition, the City may conduct a pre-award audit. The District intends to award to the responsible Respondent whose proposal is most advantageous to the District’s program(s) with price and other factors considered.

Criteria 1

The following requirements, in addition to the requirements, terms and conditions identified throughout this document, will be considered as part of the selection process, and are not listed in order of relative importance.

Important Note: All substitutions must be of equal or better quality than the product originally ordered. Should there be a price difference between the ordered product and the substituted product, the City of NH/NHPS will be charged either the price of the normally ordered product or the price of the substitute, whichever is lower.

Criteria 2

All pricing for items shall be Firm Fixed Pricing for the duration of the contract time period. The City reserves the right to visit the vendor to audit the awarded vendor’s accounting books with a reasonable notice. Vendor must respond to the audit request within requested deadline.

The successful bidder will be expected to supply all items as specified on the attached market basket.

A. Excellent level of Firm Fixed Pricing (25 points)

B. Reasonable level of Firm Fixed Pricing (15 points)

C. Fair level of Firm Fixed Pricing (15 points)

Criteria 3

1. Contractor must Quality Assurance Programs and ability to provide breadth and depth of contract list items (i.e., licenses, IPM, HACCP, audits, controls, recalls, product availability, fill rates, requested brands, etc.)

2. Contractor must provide must provide day-to-day Delivery to all New Haven Public Schools (NHPS). Contractor to provide written proof that they provided day-to-day delivery services to school districts that are similar in size and scope to NHPS.

3. Contractor must have ability to partner with and provide data with MWBE. The NHPS Food Service is actively involved in a program of diverse purchasing. A portion of this program is dedicated to enlisting the participation of City contractors to partner with "Minority and Women Owned Businesses" (MWBE's), to provide a growing percentage of the value of the contract without additional cost to the City. The Program works to create an environment which supports this effort and actively acknowledges and values diversity. An MWBE is a business which is at least fifty-one percent (51%) owned and operated by a woman or a minority. We invite you to be creative in your plan. Your MWBE plan may provide detail, including naming the MWBE's with which you intend to partner, a description of how you will partner with these organizations, the work or product which the MWBE's will supply, and the dollar value of participation (if available) which you anticipate reporting to the City.

A. Excellent written proof of day-to-day delivery services and ability to partner with and provide data with MWBE (30 points)

B. Good written proof of day-to-day delivery services and ability to partner with and provide data with MWBE (20 points)

C. Fair written proof of day-to-day delivery services and ability to partner with and provide data with MWBE (10 points)

Criteria 4

Contractors affiliated with a GPO (Group Purchasing Organization) must supply information as to how a GPO will benefit the City of New Haven (City of NH) and NHPS. Information provided should identify the merits and what would be required by the City of NH. This information must include, but not be limited to information such as: 1) identify if contract with suppliers decision process is staff driven or member driven; 2) demonstrate if there is the opportunity to procure from a larger portfolio of vendors; 3) how the GPO delivers value (through rebates, off-invoice or both); 4) what are the value added programs provided; 5) define how compensation is established for the GPO (through supplier rebate or negotiated member discount, collect marketing fees from manufacturers, etc.)

a. Contractor must be able to provide Implementation/transition/training programs.

b. On-line Capabilities: The successful bidder must be able to set up an electronic interface between the City’s HORIZON system (When available from HORIZON) and the vendor’s system to enable electronic transfer of orders and product pricing updates.

A. Excellent ability to supply information as to how a GPO will benefit the City of NH and NHPS, ability to provide Implementation/transition/training programs and ability to set up an electronic interface between the City’s HORIZON system (20 points)

B. Reasonable ability to supply information as to how a GPO will benefit the City of NH and NHPS, ability to provide Implementation/transition/training programs and ability to set up an electronic interface between the City’s HORIZON system (15 points)

C. Fair ability to supply information as to how a GPO will benefit the City of NH and NHPS, ability to provide Implementation/transition/training programs and ability to set up an electronic interface between the City’s HORIZON system (10 points)

Criteria 5

1. Contractor must provide written proof of Business/Financial Stability.

2. Contractor must provide a list Account staff team qualifications, training and customer service experience with large scale entities.

3. Contractor must provide information on Environmentally Preferable Product (EPP) Efforts.

A. Excellent written proof of Business/Financial Stability, excellent list Account staff team qualifications, training & customer service experience and ability to provide information on EPP efforts. (10 points)

B. Reasonable written proof of Business/Financial Stability, excellent list Account staff team qualifications, training & customer service experience and ability to provide information on EPP efforts. (5 points)

C. Fair written proof of Business/Financial Stability, excellent list Account staff team qualifications, training & customer service experience and ability to provide information on EPP efforts. (0 points)

Criteria 6

Contractor must be able to provide a list containing a complete detailed description of each item including but not limited to: pack size and case size, reference sheet name and number. List of items must be attached on a separate document and included with RFP submission.

A. Excellent description of items on list.

B. Good description of items on list.

C. Fair description of items on list.

A.

a.

b.

c.

B.

a.

b.

c.

C.

a.

b.

c.

i.

ii.

iii.

iv.

v.

vi.

vii.

viii.

ix.

D.

a.

b.

c.

d.

Specification for Bread Products Ordering & Delivery Requirements

· All Bread Products must meet the following standards:

· Must be a minimum of 51 percent whole grain

· Must meet the USDA National School Lunch and Breakfast Standards

· Substitution

· There shall be no product substitutions after the awarding of the bid without prior written BOE approval

· Unauthorized substitutes will not be paid for.

The Buy American Provision

Respondents to this solicitation must abide by the USDA Buy American Provision. This is required by the USDA and State of Connecticut.

The Buy American provision was added to the National School Lunch Act (NSLA) by Section 104(d) of the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Public Law 105-336). Section 12(n) to the NSLA (42 USC 1760(n)), requiring school food authorities (SFAs) to purchase, to the maximum extent practicable, domestic commodity or product.

“Domestic Commodity or Product” are defined as an agricultural commodity that is produced in the United States and a food product that is processed in the United States using substantial agricultural commodities that are produced in the United States.

“Substantial” means that over 51 percent of the final processed product consists of agricultural commodities that were grown domestically.

Products from Guam, American Samoa, Virgin Islands, Puerto Rico, and the Northern Mariana Islands are allowed under this provision as territories of the United States.

The Buy American provision (7 CFR Part 210.21(d)) is one of the procurement standards SFAs must comply with when purchasing commercial food products served in the school meals programs.

Procurement Code of conducts

Respondents to this solicitation must abide by the USDA Procurement Code of conduct. Please see the attached NHPS policy

PAYMENTS AND INVOICING

Net terms for invoice payment are normally between 30-60 day depending on the payment schedule for the City/BOE.

The City, through E-Invoicing, may accommodate ACH payment options to awarded Respondents. Awarded Respondents must provide all banking information necessary at the time of award.

Electronic Invoicing

The City of New Haven processes invoices using the information provided on the Purchase Order. The Purchase Order is a legally binding agreement between 3rd party vendors and the City of New Haven.

Please visit the following link for full details;

https://www.newhavenct.gov/gov/depts/purchasing_division/e_invoicing_policy.htm If Respondents are not able to meet the requirements of E-Invoicing, Invoices shall be submitted, as provided for herein, with the Contract Number, Work Order Number and location(s) of the school(s) where work was performed clearly identified. Should an invoice not contain the required information as described below, it will be returned unpaid to the Contractor.

Minimum invoice information includes:

1. Complete description of the work performed.

2. Clear summary of labor hours and costs, with extensions.

3. Clear summary of materials used, and costs, with extensions

4. Grand total.

5. In addition, the following must be attached to the invoice:

· Service Ticket signed on-site by NHBOE representative displaying hours on site (arrival and departure times).

· All material delivery receipts.

· Completed Work Order.

The preferable method for submitting invoices is email on a weekly or Bi-Weekly basis. Invoice can also be mailed or delivered as well. The contact for invoicing:

Email;

Baron Young– Executive Director, baron.young@new-haven.k12.ct.us

Jennifer Punzo – Bureau Manager, jennifer.punzo@new-haven.k12.ct.us Melanie Gibson – Account Clerk; Melanie.Gibson@new-haven.k12.ct.us Mail.

NHPS Central Kitchen

75 Barnes Avenue

New Haven CT, 06513

ATTN: Melanie Gibson

A monthly statement (In Excel Format is Preferable to reconcile in a timely manner) of New Haven Public Schools – Food Service should also be emailed to:

Baron Young – Executive Director; baron.young@new-haven.k12.ct.us

Jennifer Punzo – Bureau Manager, jennifer.punzo@new-haven.k12.ct.us Melanie Gibson – Account Clerk; Melanie.Gibson@new-haven.k12.ct.us Response Submittals

1.

Technical Proposal (without cost)*

*Response required

2.

City Forms Signature Sheet*

Please download the below documents, complete, and upload.

· 1A-_Signature_Form_2023r11-...

*Response required

3.

DISCLOSURE & CERTIFICATION AFFIDAVIT*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

· 5-1421DiscloseEForm-Rev.520...

*Response required

4.

Current Workforce Certificate*

Please download the below documents, complete, and upload.

· Current_Workforce_Certifica...

*Response required

*Response required

5.

Sample Velocity Report*

Please upload a sample velocity report in Microsoft Excel format that demonstrates how the Respondent will report the information requested in the Reporting section of this solicitation. The reporting template provided can be downloaded and used to develop a velocity report if the Respondent’s systems do not currently provide all required information.

· Complete_dataset_example.xlsx *Response required

7.

Statement of Qualifications for City

Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

7.1.

Permanent Main Office Address*

*Response required

7.2.

When Organized*

*Response required

7.3.

Legal form of ownership. If a corporation, where incorporated.*

*Response required

7.4.

How many years have you been engaged in services, under your present name?*

*Response required

7.5.

Have you ever failed to complete any work awarded to you? If so, where and why?*

*Response required

7.6.

Have you ever defaulted on a contract? If so, where, and why?*

*Response required

7.7.

Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

7.8.

Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required

7.9.

Name, title, address, and telephone number of the individual to whom all inquiries about this Proposal should be addressed.*

*Response required

7.10.

Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven?*

☐ Yes

☐ No

*Response required

7.11.

Tax Identification number(s)*

*Response required

7.12.

Are you able to receive Credit Card Payments for your services rendered?*

☐ Yes

☐ No

*Response required

7.13.

The respondent should indicate by selecting an options. While this is added as a reference for NHPS Food Service on the document, delivery day and time shall be established by mutual agreement between the provider service vendor and the food service department and may not necessarily match the chosen selection(s).*

Please select your option(s) below

Select all that apply ☐ Option 1 - Once a week On Monday (Tuesday if Monday is a holiday)

☐ Option 2 - Twice a Week on Wednesday and Friday

☐ Option 3 - Twice a Week on Tuesday and Thursday

*Response required

7.14.

A Supplemental -Catalog

Please download the below documents, complete, and upload.

· Supplimental_-_Catelog_Item...

New Haven Public Schools Food Service Department

Policy Name:

Written Code of Conduct

Regulations:

2 CFR Part 200.318, formerly 7 CFR Part 3016.36(b)(3) and [New Haven Public Schools]’s local purchasing requirements.

Procedures:

The New Haven Public Schools seeks to conduct all procurement procedures:

· in compliance with stated regulations; and

· to prohibit conflicts of interest and actions of employees engaged in the selection, award and administration of contracts.

No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a federal, state, or local award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

The officers, employees, and agents of the non-federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, non-federal entities may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value.

The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the non-federal entity. Based on the severity of the infraction, the penalties could include a written reprimand to their personnel file, a suspension with or without pay, or termination.

For questions and concerns regarding procurement solicitations, contract evaluations, and award, contact:

Purchasing Contacts:

[Shawn Garris, Purchasing agent], [203-946-8207, sgarris@newhavenct.gov]

[Baron Young, Executive Director], [475-220-1611, baron.young@new-haven.k12.ct.us]

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA)civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

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 Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, 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 Washington, D.C. 20250-9410;

(2) fax: (202) 690-7442; or

(3) email: program.intake@usda.gov.

This institution is an equal opportunity provider.

The Connecticut State Department of Education is committed to a policy of equal opportunity/affirmative action for all qualified persons. The Connecticut State Department of Education does not discriminate in any employment practice, education program, or educational activity on the basis of race, color, religious creed, sex, age, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability (including, but not limited to, intellectual disability, past or present history of mental disorder, physical disability or learning disability), genetic information, or any other basis prohibited by Connecticut state and/or federal nondiscrimination laws. The Connecticut State Department of Education does not unlawfully discriminate in employment and licensing against qualified persons with a prior criminal conviction.