ESBD_File_341319_3 2024-1024 Specifications and Scope of Work.pdf

McALLEN INDEPENDENT SCHOOL DISTRICT

RFP No. 2024-1024 – Child Nutrition Operations Supplemental (Groceries, Food, Restaurant, Non-Food Supplies, Retail Items, Trophies, Uniforms, Automotive & Other) Re-bid

Specifications and Scope of Work

Rev. 6/2021

1.0 BACKGROUND

McAllen Independent School District (the “District”) is a multicultural community of over 20,000 students.

The District’s vision is to educate all students to become lifelong learners and productive citizens in a global society through a program of educational excellence utilizing technology and actively involving parents and the community. The District consists of eighteen (18) elementary schools, six (6) middle schools, three (3) traditional high schools, and two (2) non-traditional high schools.

Officers of the District are:

Debbie Crane-Aliseda, Trustee Erica de la Garza-Lopez, Trustee Elizabeth (Lizzie) Kittleman, Trustee Sofia M. Peña, Trustee Lucia Regalado, Trustee Aaron D. Rivera, Trustee Sam Saldivar, Jr., Trustee Dr. Rosalba De Hoyos, Acting Superintendent

2.0 INTENT

It is the intent of the District, through this Request for Proposal (“RFP”), to select respondent(s) (“Respondent”), offering the best value for the purchase of groceries, food, restaurant, non-food supplies, retail items, trophies, uniforms, automotive parts (“Goods”) and other items on an as-needed basis.

3.0 REQUIREMENTS

The Specifications and Scope of Work (“SOW”) will take precedence over the General Terms and Conditions when they are in conflict. Please read the General Terms and Conditions and the following information carefully. Any exceptions to these General Terms and Conditions and SOW may be cause for a Respondent to be disqualified.

4.0 TERM AND TERMINATION OF AGREEMENT

The period of the contract (“Contract”) resulting from this RFP will be for a primary term of one (1) year with the option to renew for three (3) additional one (1) year terms.

4.1 Termination without Cause. District shall have the right to terminate this contract without cause on thirty (30) days written notice to the Respondent.

4.2 Termination with Cause.

4.2.1 Termination by District. District may terminate this Contract immediately upon the occurrence of any of the following events:

4.2.1.1 Any conduct of the Respondent, which jeopardizes the health, safety, or welfare of any person, or the safety, reputation, or the regular functions of the District.

4.2.1.2 Failure to provide evidence of liability insurance, as required.

4.2.1.3 Failure of Respondent to immediately bar any individual from performing services under this Contract, if such individual does not meet the qualifications required by this Contract or if such individual commits a material breach of one of the terms of this Contract.

4.2.1.4 In addition, if the Respondent commits a material breach of any of the terms of this Contract, other than those listed in subsections 4.2.1.1 through 4.2.1.3 above, District may terminate this Contract upon no less than thirty (30) days written notice.

(Groceries, Food, Restaurant, Non-Food Supplies, Retail Items, Trophies, Uniforms, Automotive & Other) Re-bid

4.3 Respondent(s) shall not be entitled to lost profits or any further compensation not earned prior to the time of cancellation.

5.0 PRICING, INVOICING AND PAYMENT

The pricing program offered through this RFP must remain firm for a period of a one (1) year term from the date of award by the District Board of Trustees. Price decreases and/or discount percentage in favor of the District are acceptable at any time throughout the term of the contract. In case of a price increase required due to market shortage or market change, documentation must be submitted for approval to Laura Williams, Director of Purchasing at laura.williams@mcallenisd.net.

6.0 REFERENCES

Respondents shall request a minimum of three (3) references from other school districts for similar services.

References must complete the “District Reference Form” and email it to Liz Montes at emontes@mcallenisd.net no later than November 15, 2023, by 3:00 p.m. Instructions for submitting the requested information is included on the District Reference Form. (See Attachments tab).

7.0 EVALUATION CRITERIA

In determining who will be awarded, the District shall consider:

7.1 the purchase price;

7.2 the reputation of the vendor and of the vendor’s goods or services;

7.3 the quality of the vendor’s goods or services;

7.4 the extent to which the goods or services meet the District’s needs;

7.5 the vendor’s past relationship with the District;

7.6 the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses (in accordance with 2 CFR 200.320);

7.7 the total long-term cost to the District to acquire the vendor’s goods or service;

7.8 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

7.8.1 has its principal place of business in this state; or

7.8.2 employs at least 500 persons in this state; and

7.8.3 any other relevant factor specifically listed in the request for proposals.

7.9 Federally Funded Projects shall be in accordance with:

7.9.1 Code of Federal Regulations, 2 CFR 200.320; or

7.9.2 United States Department of Agriculture (“USDA”) guidelines, 2 CFR 200; and

7.9.3 Buy American Act Guidelines.

7.10 Relative Weights:

7.10.1 Relative weights for state and local criteria: 98%

7.10.2 Relative weights for federally funded criteria: 2% as applicable

Refer to Attachment “A” for weights.

8.0 EVALUATION COMMITTEE.

The evaluation committee which will be comprised of, Sonia Esquivel, Director of Child Nutrition; Denise Ortiz, Assistant Director of Child Nutrition; Celina Mendiola, CNP Procurement Specialist; Laura Williams, Director of Purchasing; Elizabeth Cabrera, Coordinator for Purchasing Services; and Liz Montes, Senior Buyer, will evaluate the proposals and recommend the successful vendor(s).

mailto:laura.williams@mcallenisd.net mailto:emontes@mcallenisd.net

(Groceries, Food, Restaurant, Non-Food Supplies, Retail Items, Trophies, Uniforms, Automotive & Other) Re-bid

9.0 COMMUNICATION WITH DISTRICT PERSONNEL

Respondent submitting a proposal shall not discuss this RFP with employees of District or members of the Board of Trustees. Communication includes, but is not limited to, unsolicited literature, email, faxes or phone calls related to any aspect of this RFP. If discussion is necessary, you will be notified in writing. Failure to abide by this requirement will result in automatic disqualification at the discretion of the District. All questions must be posted on the Questions tab.

10.0 SCOPE OF WORK

The estimated cost/value of this RFP, as determined by an Independent Cost Estimate, is approximately $434,536.12. Actual order quantities will be dependent on the District’s needs and budget availability and may be influenced by the availability of United States Department of Agriculture (“USDA”) foods or other resources. This RFP is intended for the purchase of the following items, on an as needed basis, for the Child Nutrition Department:

• Category A – Groceries and food for student meals, staff catering, and staff trainings

• Category B – Restaurant meals for staff trainings

• Category C – Non-food supplies for student meals

• Category D – Retail items

• Category E – Trophies, promotional items, and awards for staff

• Category F – Uniforms for staff

• Category G – Automotive parts for Child Nutrition vehicle fleet

• Category H – Other child nutrition operational items

10.1 Respondent shall comply with the following requirements when submitting pricing information:

10.1.1 Line Items. Respondent shall propose the lowest and best price, as applicable, on each good and/or service. Due to system constraints, pricing shall be no more than the hundredth place (i.e., two (2) decimal places past the decimal point). Line Items will be awarded on a Primary, Secondary, and Qualified basis.

10.1.2 Catalog Pricing. Catalog pricing allows District to purchase items not included in this solicitation. District will conduct a price analysis for the procurement of goods under the catalog pricing category.

10.1.2.1 Respondent shall submit a price list or provide a link to their online catalog/price list. Catalog/price list not available online, shall be uploaded on the “Response Attachments” tab.

10.1.2.2 Respondent shall maintain current and updated online pricing/catalog.

10.1.2.3 Respondent shall indicate a percent (%) discount from catalog/ price list, if no discount off, enter “0”.

10.2 In case of a price increase required due to Consumer Price Index (“CPI”) increases or material change in market conditions, documentation must be submitted for approval to Laura Williams, Director of Purchasing at laura.williams@mcallenisd.net and Sonia Esquivel, Director of Child Nutrition, at childnutrition@mcallenisd.net at the time of the Contract renewal. Price increases shall not be considered within the first 3 months of the price-based award.

10.3 Awarded Respondent(s) shall request the District’s approval to replace a product or provide an alternate product if alternate product(s) are equal or superior to the original product(s).

10.3.1 Product substitution requests shall be made by submitting a completed Product

Substitution Request Form (see Attachment C on the “Attachments Tab”) to Celina Mendiola, CNP Procurement Specialist, a minimum of seventy-two (72) hours prior to any scheduled delivery.

10.4 The Buy American Act, set forth in 7 CFR Part 210.21(d), requires that participants in the National School Lunch Program and School Breakfast Program use the federal non-profit food service funds, to the maximum extent practical, to buy domestic commodities or products. CFR part 210.21 mailto:laura.williams@mcallenisd.net mailto:childnutrition@mcallenisd.net

(Groceries, Food, Restaurant, Non-Food Supplies, Retail Items, Trophies, Uniforms, Automotive & Other) Re-bid

(d) defines a “domestic commodity or product” as one that is produced in the U.S. and is processed in the U.S. substantially using agricultural commodities that are produced in the U.S.

10.4.1 If bidding non-domestic commodity or product with the proposal, Respondent shall complete Attachment D Buy American Provision Exception Request Form available for download on the “Attachments” tab.

10.4.2 Awarded Respondent(s) that submit quotes for non-domestic commodities or products shall submit a Buy American Provision Exception Request Form.

10.5 Deliveries. Awarded Respondent(s) shall deliver or ship Goods directly to schools. See Attachment B List of Schools and Addresses on the “Attachments” tab.

10.5.1 Exception. Category A – Groceries and Food for Student Meals, Staff Catering, and Staff

Training shall be shipped to Central Warehouse ONLY. Awarded Respondent(s) shall coordinate all Central Warehouse deliveries with the District prior to delivery and shall make deliveries on school business days between 5:30 a.m. to 1:00 p.m.

10.6 Delivery Vehicles. Delivery vehicles shall be:

10.6.1 Clean;

10.6.2 Sanitary;

10.6.3 Properly refrigerated;

10.6.4 Enclosed, if applicable;

10.6.5 Appropriate for the type of product being delivered;

10.6.6 The District reserves the right to reject the use of any equipment by a carrier if it is not in a sanitary condition and suitable for handling foods.

10.7 Drivers. Drivers shall be in uniform and show valid picture identification as requested by District personnel. Drivers shall meet all requirements for license, driving record, and criminal history record clearance, as required by Texas Education Code Section 22.085.

10.8 Approved Product and Alternatives. Awarded Respondent(s) shall only deliver Items ordered by District. Failure to comply may result in Awarded Respondent not being paid and/or the Contract being terminated.

10.9 Recalled Items. If an item is recalled, Awarded Respondent shall notify Sonia Esquivel, Director of Child Nutrition Program, at childnutrition@mcallenisd.net. Notification shall include lot number, delivery dates, disposition instructions, and crediting procedures.

10.10 Discounts, Rebates, Allowances, and Credits. Per 7CFR§210.21, any discounts, rebates, allowances, and credits provided by the Awarded Respondent(s) shall accrue directly to the District Child Nutrition Program. The Awarded Respondent(s) shall identify the amount of the discount, rebate, and/or other applicable credit on all bills and invoices presented to the District.

11.0 AWARD INFORMATION

Award information will be available for download from our website within ninety (90) days of opening:

https://mcallenisdtx.sites.thrillshare.com/page/awarded-vendors.

12.0 INSTRUCTIONS FOR SUBMITTING A PROPOSAL

The District prefers and encourages Respondents to submit their response through Ionwave

(https://mcallenisd.ionwave.net), however, we will accept submittals in a sealed envelope via mail or hand delivered. Email Liz Montes, Senior Buyer at emontes@mcallensd.net for address and mailing instructions.

mailto:childnutrition@mcallenisd.net https://mcallenisdtx.sites.thrillshare.com/page/awarded-vendors https://mcallenisd.ionwave.net/ mailto:emontes@mcallensd.net

1.0 BACKGROUND