Exhibit 1 to 8.docx

Attachment L- Exhibits

EXHIBIT 1

EXAMPLES OF QUANTITIES AND USDA PURCHASED FOODS

The Indiana Department of Education, Office of School and Community Nutrition and the Indiana Department of Administration provide this information as an example of items surveyed by schools for receipt during School Year 2025-2026.

This information is to be used as a general basis for the types of products that could be ordered by schools and delivered to contracted warehouses. Actual quantities and types of foods will vary during the contract period. USDA has final decision authority over volume flow through. The list is not all-inclusive. There could be bonus purchases by USDA, and other changes that cannot at this time be estimated. The State will not be responsible for any differences that may occur once the contract is awarded.

The approximate quantities serviced annually by region, subtotaled by storage requirements are contained in Attachment D, Cost Proposal. These quantities are for planning purposes only and subject to change.

The list below contains a list of all the items offered for states to order for schools in the 2025-2026 school year. The list was the most up-to-date list of available items at the time of the RFP publication. Actual items and descriptions may change after the award of the contract. Also note, the list contains items that are diverted to processors and will not be delivered directly to state contracted warehouses. Please note the color-coded key on the attached list.

Exhibit 1 cont.

EXHIBIT 2

INDIANA DEPARTMENT OF EDUCATION

OFFICE OF SCHOOL AND COMMUNITY NUTRITION

FOOD DISTRIBUTION PROGRAM

TRUCK SEAL REQUIREMENT GUIDANCE

PURPOSE:

The Department of Agriculture (USDA) is committed to ensuring the quality and safety of the USDA Food products purchased for use in Child Nutrition Programs and to prevent tampering or adulteration. As a result, USDA implemented enhanced physical measures to secure all deliveries destined for use in USDA nutrition assistance programs.

SCOPE:

Contractors responsible for the distribution of USDA Food while under contract with the State of Indiana.

DEFINITIONS:

The consignee must ensure that the high security seal(s) on the door or other point of entry of the truck or trailer is/are intact and must make a record of the serial number of the seal(s). If the high security seal is broken or lacking, or the serial number on the seal does not match the number on supporting documentation (e.g., BOL), the consignee must refuse the shipment, including split shipments, and immediately notify the SDA or ITO, as applicable, which must in turn notify the FNSRO, or FNSNO FDD in the case of Child Nutrition programs. FNS will notify the appropriate Contracting Office or the National Multi-Food Warehouse, as applicable.

Update (FD-152):

Deliveries of USDA Foods that occur on and after July 1, 2023, will not be required to have a high security seal but will be required to have a tamper-evident commercial flat metal, wire, or plastic security seal. Recipients should continue to notify FNS of any instances of trucks that arrive without seals as directed in FNS Instruction 709-5.

DESCRIPTION:

These seals must be used for all single and multi-stop shipments and placed on all doors, hatches, vents, or other points of entry. These seals could require a tool such as bolt cutters to remove. Receiving locations will be responsible for removing/breaking the seal. Therefore, all locations are required to have bolt cutters or a similar tool to remove various seals. A bolt cutter to remove these seals should have the capability of cutting through hard material of up to 118th inch.

Receiving organizations may refuse the load if the seal is broken or supporting seal number documentation does not match the seal. The receiving organization should contact the Using Agency for procedures and policies for accepting/refusing loads which are required to be sealed. The Using Agency will promptly notify the USDA marketing specialist identified on the notice to delivery of any refused delivery due to unsealed loads.

In the case of multi-stop deliveries, the contractor/vendor must provide a sufficient number of seals to ensure the conveyance is secured after each delivery destination. It is the responsibility of the contractor/vendor's agent (i.e., the truck driver) to seal the trailer after delivering each multi-stop shipment. The receiving organization has no responsibility to inspect, document or otherwise support seal application on a multi-stop delivery.

SOURCE:

FNS Instruction 709-5 and Food Distribution Policy Memo FD-152

EXHIBIT 3

OFFICE OF SCHOOL AND COMMUNITY NUTRITION

FOOD DISTRIBUTION PROGRAM

STORAGE INSTRUCTION FOR GRAIN AND DRIED FRUIT

PURPOSE:

This policy establishes the procedures for the proper storage of grain products and dried fruit as required under USDA's Food Distribution Program.

SCOPE:

State contracted USDA Food distributing warehouses and recipient agencies participating in the Food Distribution Program.

DEFINITIONS:

Grain type foods may include but are not limited to such products as rice, flour, oats, and bulgur. Dried fruit type foods may include but are not limited to such products as raisins, figs, prunes, and dates.

DESCRIPTION:

1. During the time of September 1 through April 30 grains and dried fruit may be held under dry storage conditions. The storage space shall be maintained at an average temperature of 50 degrees Fahrenheit.

2. During the time of May 1 through August 31 grains and dried fruit shall be held under chilled storage conditions. The storage space shall be maintained at an average temperature of 36 degrees Fahrenheit.

EXHIBIT 4

OFFICE OF SCHOOL AND COMMUNITY NUTRITION

FOOD DISTRIBUTION PROGRAM

HANDLING DAMAGED GRAIN PRODUCTS

PURPOSE:

This policy establishes the procedures to follow when bags of grain products become damaged while in the care and control of the contractor.

SCOPE:

Contractors responsible for the distribution of USDA Food while under contract with the State of Indiana.

DEFINITIONS:

Damaged containers are, for the purpose of this policy, defined as any packaging material which has been ripped, torn, punctured, dented, or otherwise altered in such a way as to detract from the normal appearance of the container. Damaged containers may or may not expose the contents to possible contamination.

DESCRIPTION:

Food distribution contractors shall not recoup grain products by means of repackaging, taping, or otherwise repairing any damaged packaging material that has in any way exposed the contents to possible contamination. Flour and other grain type USDA Food packed in 50#, 25#, and 10# bags are particularly vulnerable to damage.

Additional procedures for handling damaged foods are outlined in DOE/FOP P004A.

EXHIBIT 5

INDIANA DEPARTMENT OF EDUCATION

OFFICE OF SCHOOL AND COMMUNITY NUTRITION

FOOD DISTRIBUTION PROGRAM

HANDLING DAMAGED USDA FOOD

PURPOSE:

This policy establishes the procedures to follow when any USDA Food item including grain products are damaged and/or declared out-of-condition while in the care and control of the contractor.

SCOPE:

Contractors responsible for the distribution of USDA Foods while under contract with the State of Indiana.

DEFINITIONS:

Damaged containers are, for the purpose of this policy, defined as any packaging material which has been ripped, torn, punctured, dented, or otherwise altered in such a way as to detract from a container's normal appearance. Damaged containers may or may not expose the contents to possible contamination. With the exception of grain products, which are covered under a separate policy (DOE/FOP P004), foods in damaged containers are to be dealt with in the following manner:

DESCRIPTION:

1.If the damage is recognized at the time of delivery from a USDA contracted vendor, a notation must be made on the delivery receipt. The delivery agent must initial the receipt when circumstances permit. The proper USDA report (FNS-57) must be completed and forwarded to the Using Agency.

2.USDA Foods in damaged containers, other than grain products, must be accepted by the contractor and salvaged, to the extent possible, for program use.

3.USDA Foods which have been exposed to possible contamination and cannot be salvaged for program use are considered to be out of condition and must be handled in the same manner as prescribed in the Using Agency policy covering the destruction of foods (DOE/FOP P005).

4.Complete and forward the appropriate required Using Agency reports.

5.In situations where hidden damage is discovered sometime after delivery, the incident must also be reported to the Using Agency. Upon receipt of the appropriate reports, the Using Agency will investigate the incident. If the damage results in a USDA Food loss and is clearly identified as the responsibility of the contractor, a corrective action response from the contractor will be required. A claim action against the contractor may result from a USDA Food loss.

SOURCE:

United States Department of Agriculture Regulations, 7 CFR Part 250.13(e)(f).

EXHIBIT 6

OFFICE OF SCHOOL AND COMMUNITY NUTRITION

FOOD DISTRIBUTION PROGRAM

DESTRUCTION OF USDA FOODS

PURPOSE:

This policy establishes the procedures that a contractor must follow if USDA Foods are found to be damaged or out-of-condition while in the care and control of the contractor.

SCOPE:

Contractors responsible for the distribution of USDA Food while under contract with the State of Indiana.

DEFINITIONS:

At any time USDA Food are found to be out-of-condition whether in the Contractors warehouse or in transit on a delivery vehicle, and such USDA Foods are declared to be unsuitable for program use by Federal, State, or local health officials, or by other persons designated by the Using Agency, the USDA Food must be properly destroyed in accordance with applicable Federal, State, and local health and sanitation regulations. The Using Agency Field Consultants shall have the authority to act on the part of the Using Agency in all matters relating to the proper disposition of damaged and/or out-of-condition USDA Food.

Under no circumstances are recipient agencies required to accept USDA Food items that are seriously damaged, out of condition or otherwise unfit for program use.

DESCRIPTION:

The Using Agency must be notified immediately when an out of condition USDA Food is discovered and disposition is required. The incident may be reported by telephone and e-mail, but must be confirmed in writing. A written report from the appropriate health official, if applicable, is to be submitted along with the initial correspondence. These documents must be forwarded to the Using Agency within ten (10) working days of the incident.

The following are examples of conditions that may lead to foods becoming unsuitable for program use:

1.Improper packaging by the vendor (USDA contracted).

2.Hidden damage caused by improper handling either at the place of origin (vendor) or the State contracted warehouse. Upon receipt of a report that a USDA Food has been declared unsuitable for program use, the Using Agency or other appropriate authority shall require that such USDA Food be destroyed in a manner that conforms to all applicable Federal, State, and local health regulations, laws and ordinances.

In summary, the following steps are to be taken upon discovery that a USDA Food item may be unsuitable for program use:

1.Notify the Using Agency immediately. The first contact may be by telephone or e-mail, but a signed written follow-up is to be submitted within ten (10) working days.

2. Notify the local health department and request an inspection of the food item in question.*

3. Notify the Using Agency immediately. The first contact may be by telephone or e-mail, but a signed written follow-up is to be submitted within ten (10) working days.

4.Segregate the suspect food products within the appropriate type of storage. This will permit a more orderly inspection and will reduce the chances of contaminating other food items.

5.Maintain the following data, which may be required for completing a destruction report.

a. Name of the food item

b. State Agency Item Code

c. Quantity involved

d. Contract and/or plant number

e. Lot number.

f. Product packed date

g. Date the food item was received by the contractor

* Step 2 may be omitted by permission of the Using Agency, including Field Consultants, in situations that require immediate destruction of USDA Food in order to reduce the opportunity for additional damage, contamination, or infestation image7.png image8.png image1.png image2.png image3.png image4.png image5.png image6.png