Final Draft - HPS Dairy and Local Produce RFP r.pdf.crdownload

Company Name - ___________________

REQUEST FOR PROPOSAL

DELIVERY OF Dairy and

Local Produce

Hartford Public Schools Food & Child Nutrition Services Department

11 Wawarme Ave Hartford, CT 06114

DEADLINE: 3:00 PM /Date: Tuesday, May 26th, 2026 Elaine Gaglioti Senior Director egaglioti@hartfordschools.org

INVITATION TO RESPOND

Dear Sir/Madam:

The City of Hartford (the City) invites responses for:

RFI #: N/A SOLICITATION DATE: April 23, 2026

SOLICITATION TITLE: Delivery of Dairy and/or Local Produce

SOLICITATION DESCRIPTION The Hartford Public Schools, Food & Child Nutrition Services Department is soliciting RFP’s for delivery of Dairy and/or Local Produce products to various school locations throughout the City for the 2026-2027 school year. Response may be for only the Dairy or Local Produce portion.

SITE LOCATION (if applicable):

RESPONSE DATE: May 26th, 2026 RESPONSE TIME: 3:00 p.m.

DEPT. ASSIGNED CONTRACT#: EST. COST OF CONSTRUCTION:

A PRE-BID / RESPONSE CONFERENCE HAS BEEN SCHEDULED FOR

(Date / Time) (Location)

This pre-bid conference is: Not Applicable Mandatory (All prospective bidders are REQUIRED to attend to discuss specifications) Non-mandatory (All prospective bidders are encouraged to attend to discuss specifications)

This solicitation contains the following sections:

Invitation to Respond Section 2 – Specifications/Scope of Services

Special Instructions / Conditions included

Exhibits N/A N/A

Sincerely, Elaine Gaglioti Senior Director, Food & Child Nutrition Services Department https://protect.checkpoint.com/v2/r01/___http://www.hartfordct.gov/procurement/purchasing___.YzJ1OmhhcnRmb3JkOmM6b2ZmaWNlMzY1X2VtYWlsc19hdHRhY2htZW50Ojg0MDI3YjQ2N2Y5M2RkZWMxMDhkM2NiY2ZiNWZjNGM5Ojc6OTM0Mzo4N2E5NjdiNjQwNWI2ODUyZjkyYTE4NzMwY2Q1NTdhMzE0M2FkODA4N2E4ZTk2ODVmOTk3MmMwOWEyNjJlY2MwOnA6RjpO

Section 1, Response Form, RFP HPS Dairy and Local Produce 2026-2027

Section 1

RESPONSE FORMS

1.1 RESPONSE INFORMATION & SIGNATURE FORM

Vendor Name -

Trade Name -

Address -

Phone # - Fax # - Email Address -

Contact Person - Tax ID# -

Delivery / Service Start Date: # Calendar days after receipt of executed contract:

Bid Surety - 10% N/A

For electronic bonds enter bond number, otherwise check the appropriate box

Electronic Bond # Bond (hard copy)

N/A

Cashiers / Certified

Check N/A N/A

Cost of Performance Bond included in base bid (if applicable) $ N/A Per thousand

EEO Certification Status (check one) See General Information for Preparing a Response paragraph 3.6.3

Current & on file EEO form attached

DAS Prequalified Contractor? (non highway construction projects >$500,000) http://das.ct.gov/cr1.aspx?page=10 N/A

Certificate attached

Update Statement attached

Insurance Agent Name Phone #

Insurance Agent Address

Vendor acknowledges receipt of all addenda issued during the bidding period (if applicable) and understands that they are a part of the bidding documents.

The undersigned hereby declares that he/she or they are thoroughly familiar with the specifications, the various sites, the City’s requirements, and the objectives for each element of the project item or service and understands that in signing this proposal all right to plead any misunderstanding regarding the same is waived. The undersigned further understands and agrees that he will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the contract and to accept in full compensation therefore the amount of the contract as agreed to by the Contractor and the City.

The undersigned hereby declares that no reason or persons other than those named herein are interested in this proposal, which is made without any connection with any other person or persons making any proposal for the same work and is in all respects fair and without collusion or fraud; that no person acting for or employed by the City of Hartford is directly or indirectly interested therein, or in the supplies or works to which it relates, or will receive any part of the profit or any commission there from in any manner which is unethical or contrary to the best interest of said City of Hartford.

The undersigned additionally declares that they are not debarred or suspended, or otherwise excluded from, or ineligible for, participation in City of Hartford, State of Connecticut or federally funded projects (Executive Order 12549).

The undersigned certifies under penalty of false statement that the information provided in this response is true.

Submitted by (Signature)

Printed name and title Date (Authorized Agent of Company) https://protect.checkpoint.com/v2/r01/___http://das.ct.gov/cr1.aspx?page=10___.YzJ1OmhhcnRmb3JkOmM6b2ZmaWNlMzY1X2VtYWlsc19hdHRhY2htZW50Ojg0MDI3YjQ2N2Y5M2RkZWMxMDhkM2NiY2ZiNWZjNGM5Ojc6ZmM3MTozZWYyNjAzMjM3ZjQyZDE5NTY1M2YxNDMzM2Y3NTU3NjhlMDZiZDhjZGRmMDEzOGRjMzk1NjE0OTI3ZjNmZmE3OnA6RjpO

Page 2, Response Forms RFP HPS Dairy and Local Produce 2026-2027

1.2 RESPONSE PRICING

Pricing shall be submitted in the proposal.

The City of Hartford is exempt from all sales and use tax; bid prices shall not incorporate such taxes.

Upon request by the successful respondent, a sales tax exemption certificate will be issued.

1.3 STATEMENT OF QUALIFICATIONS

Please complete the following information. Failure to respond to all items may result in the rejection of your response.

1. Number of years in business - D-U-N-S Number:

2. Number of personnel employed Part time - , Full time - ,

3. List up to six past contracts of this type/size your firm has completed within the last three (3) years:

Project Date Contact Person Phone No.

4. DAS CONTRACTOR

PREQUALIFICATION

(required for construction / infrastructure projects only)

DAS prequalified?

Yes No

You certify that there has been no substantial change in your financial position or corporate structure since your most recent prequalification certificate was issued or renewed, other than those changes noted in the update statement (attached).

YES NO

Page 3, Response Forms RFP HPS Dairy and Local Produce 2026-2027

5. ORGANIZATIONAL

STRUCTURE OF BUSINESS

ENTITY (select one)

General partnership (GP)

Limited partnership (LP)

Limited liability corporation (LLC)

Limited liability partnership (LLP)

Corporation

Individual doing business under a trade name (sole proprietor) other (specify)

6. CITY OF HARTFORD TAX

STATUS / OTHER FINANCIAL

OBLIGATIONS

Hartford Businesses – All City of Hartford taxes & financial obligations (real, motor & personal property) are current and paid in full or subject to a current and approved payment plan. Please attach RFR Affidavit.

Yes

No

Non-Hartford Businesses - All City of Hartford financial obligations are current and paid in full or subject to a current and approved payment plan. Please attach RFR Affidavit.

7. STATUS OF THE BUSINESS

AND ITS CURRENT STANDING

WITH THE SECRETARY OF

STATE'S OFFICE

Connecticut businesses - Are all required filings current with the Secretary of State and will the Secretary of State be able to issue a Certificate of Legal Existence?

Out-of –State (foreign) businesses – Have you filed a Certificate of Authority / Application of Registration with the Connecticut Secretary of State? If so, submit a copy of your filing with your response. If not, submit a copy of your Certificate of Good Standing from your state of incorporation.

8. Is your local organization an affiliate of a Parent company? If so, Indicate the principal place of business of the parent company and the name of agent for service.

Business Name .

Address .

City . State . Zip .

Name of Agent .

Page 4, Response Forms RFP HPS Dairy and Local Produce 2026-2027

9. List all Affiliated Businesses (attach additional sheets as necessary):

Business Name Address Ownership Interest %

10. Based on the organizational structure of your business, provide a current listing of all corporate officers, principals, general or managing partners, limited partners, managers and members. If sole proprietorship or general partnership, attach trade name certificate filed with the town clerks office.

11. Submit copies of all required business (trade & occupational) licenses with your response.

12. Your company may be asked to submit information relative to your company's financial statements and/or a Dun & Bradstreet report may be obtained prior to receiving an award. This information will be protected to the fullest extent required by law.

13. Additional information/documentation may be requested subsequent to your responding to this solicitation.

Page 5, Response Forms RFP HPS Dairy and Local Produce 2026-2027

1.4 RESPONSE PRICING

Separate Excel Worksheet is attached to this document. Please note worksheet has multiple sheets. View tabs at the bottom to see estimated quantities per route.

• Pricing submitted will be based upon Federal Milk Market Administrator for Class 1 milk in Federal Order #1 as of April 1, 2026.

Submitting a Response Information:

1. All written and electronic responses must be submitted to the following address:

Elaine Gaglioti, Senior Director Food & Child Nutrition Services Department 11 Wawarme Ave Hartford, CT 06114

Submit the Following Information:

• Completed Section 1 Response Form, HPS Dairy and Local Produce RFP_2026-2027

• Completed Section 2.5 HPS Produce Specification Pricing Sheet HPS Dairy and Local Produce

RFP_2026-2027

• One (1) hard copy per response is required. Do not submit multiple copies. Mark outside of envelope with “RFP HPS Dairy and Local Produce 2026-2027”

• One (1) electronic copy of the Section HPS Dairy and Local Produce Specification Pricing Sheet RFP_2026-2027 on a flash drive must be included with response submission. Only flash drive will be accepted. Flash drive can be in envelope or a label tag attached to flash drive. The following labeling information must be included:

o Name of Company o HPS Dairy and Local Produce RFP_2026-2027 o Response Due by May 26th 2026 at 3pm o Date of Opening - May 27th, 2026

• Electronic copy must be submitted in Excel format, not PDF to allow for copying and pasting into price comparison sheet.

• Emailed responses prior to the RFP opening will NOT be accepted.

BIDDERS EEO REPORT

Part 1 – IDENTIFICATION OF VENDOR

1. NAME

ADDRESS

(As shown on BID)

2. CHIEF EXECUTIVE OFFICER FOR ABOVE BIDDER (NAME)

4. ADDITIONAL LOCATIONS IN

CONNECTICUT

ADDRESS TELEPHONE #

Part II: NONDISCRIMINATION POLICIES AND PRACTICES 1a. Have you put into effect a companywide equal opportunity program to promote nondiscrimination?

Yes No

3c. Do all your employee recruitment advertisements state a nondiscrimination policy?

Yes No

1b. If “Yes” have all your employees been informed of this in writing?

Yes No

4a. Do you have a collective bargaining agreement or other contract or understanding with a labor union representing the employee employed by you?

Yes No

2a. Do you sponsor or promote any educational or training programs for your employees or prospective employees?

Yes No

4b. If “Yes” does each such agreement assure full compliance nondiscrimination requirements?

Yes No

2b. If “Yes” are all such persons given the opportunity to participate in accordance with your nondiscrimination statement?

Yes No

4c. If “No” check here, and explain on a separate attached sheet.

Yes No

3a. Have all your recruitment sources been notified that all qualified applicants will be considered without discrimination?

Yes No

5a. Is there a person in your employ who is responsible for assuring equal employment opportunities?

Yes No

3b. Has this been done in writing?

Yes No

5b. If “Yes” give Name and Title Yes No

Part III-HIRING AND RECRUITMENT

1. Which of the following recruitment sources are used by you? (Check “Yes” of “No” Estimate % if not known)

% of all applicants provided by this source.

2. Check any of the following that you use as hiring qualifications.

3a. Describe any other practice which show that you hire, train and promote employees without discrimination.

SOURCE

Yes No (x)

Work Experience

State Employment Service Ability to speak or write English c

Private Employment Agencies Written Tests

Schools and Colleges

High School Diploma

Newspaper Advertisements College Degree

Walk-ins Union Membership

Present Employees Personal

Recommendation

Labor Organizations Car Ownership

Minority/Community Organizations

Employment Resource Development Agency

OTHER (Specify)

PART IV – STATISTICS – Employment at bidder’s location (as shown on bid submittal). In lieu of completing this section, bidder may submit copy of its most recent Federal EEO-1 report for the reporting location or a copy of its consolidated report for the total organization, if filed within the last year.

EMPLOYMENT FIGURES WERE OBTAINED FROM

Visual Check Employment Record Other

CLOSING DATE OF REPORT

PERIOD

JOB

CATEGORIES

OVERALL

TOTALS

(Sum of all columns A-

E Male & Female)

A WHITE (Not of Hispanic Origin)

B BLACK (Not of Hispanic Origin)

C

HISPANIC

D ASIAN or

Pacific Islander

E

AMERICAN

INDIAN or

ALASKAN

NATIVE

Officials and Managers

Male Female Male Female Male Female Male Female Female Male

Professionals

Technicians

Sales Workers

Administrative Support Workers Craft Workers

Operatives

Laborers and Helpers Service Workers

TOTALS

ABOVE

TOTALS ONE

YEAR AGO

ON THE JOB TRAINEES (Enter figures for the same categories as shown above)

Apprentices

Trainees

PART V- DOCUMENTATION AND COMMITMENT REQUIRED

1. Please submit as part of this EEO report, a copy of your Company Policy Statement of Equal Employment Opportunity.

2. For companies employing more than 10 persons, please submit as part of this EEO report a written commitment to hire minority and female workers if your work force statistics are not representative of the minority and female work force availability in your labor market area.

3. If your company is not located in Connecticut, please submit a copy of your local labor market area statistics.

AFFIDAVIT

The Bidder understands and agrees that its failure to meet the equal opportunity requirements established by section 2-573 of the Code will preclude such bid from being considered. The bidder agrees to the procedures set forth in section 2-573 of the Code in regard to the determination of whether such bidder is an equal opportunity employer. The Bidder also understands and agrees that the equal opportunity documents will become a part of the contract, and that a breach of the provision of the equal opportunity documents will constitute a breach of the contract subject to such remedies as provided by law.

NAME OF PERSON SUBMITTING BID TITLE DATE SIGNED TELEPHONE NO.

(Include Area Code)

X

Page 1, Section 2, RFP HPS Dairy and Local Produce 2026-2027

SECTION 2 PROJECT SPECIFICATIONS

The Hartford Public Schools, Food & Child Nutrition Services Department is soliciting RFP’s for delivery of milk and milk products and local produce for the 2026-2027 school year. In section 2 there are the project specification for Milk and Dairy Products separate from Connecticut local lettuce. Please, read each section carefully. There are differences between both Milk and Lettuce products and grading. Vendors are not expected to submit proposals for both Lettuce and Milk.

Grading will be done independently of the other.

Section 2.1 – 2.5 – Milk and Dairy Products

Section 2.6 – 2.10 – Connecticut Local Lettuce

2.1 BACKGROUND

Hartford Public Schools participates in the National School Lunch, Breakfast, Afterschool Snack, At-Risk Supper and Summer Food Service Programs. The student enrollment is approximately 20,000. Presently, there are 37 delivery locations, in addition to the Central Warehouse. Daily meals average 13,000 lunches, 6,000 breakfasts, 1,000 At-Risk Suppers, and 500 afterschool snacks.

2.2 SCOPE OF SERVICES

DELIVERY:

At present, there are 37 delivery locations including the Central Warehouse. Presently, the Warehouse and Achievement First receive deliveries daily and are included in both routes. The A route is scheduled for 21 deliveries, and the B route is scheduled for 20 deliveries.

A. Delivery instructions, including time shall be specified mutually agreed upon between the district and the successful vendor.

B. Inspection will be done at point of delivery unless otherwise stated. Milk will be delivered in cases free from dirt and debris.

C. The Board of Education may withhold acceptance of or reject any merchandise that is found, upon examination, not to meet the specification requirements. When rejected, it shall be removed by the contractor (vendor) within 10 days after notification of rejection.

D. All deliveries of commodities hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

E. Unless otherwise stated, deliveries must consist of new merchandise.

F. Quantities in excess of those ordered will not be accepted.

G. A legible and accurate invoice shall accompany each delivery and shall be signed by a person authorized to receive deliveries.

SUBSTITUTIONS:

Page 2, Section 2, RFP HPS Dairy and Local Produce 2026-2027

When an RFP standard “Or Equal” is specified, the Contractor may offer an article that he certifies to be equal in quality, performance, and in other essential characteristics to the RFP standard. Equivalent products offered will be evaluated and approved based on a comparison of the proposed equivalent products, nutritional information and/or child nutrition label information, ingredients list, appearance and taste to that of the specified product. The determination of equivalency shall be based on the opinion of the district. If alternates are quoted, fully descriptive literature, nutritional information and samples may be required.

AWARD:

Award will be made in the best interest and what is most practical for the Hartford Public Schools, in its sole discretion. Ability to render satisfactory delivery and service will be considered in the award, as well as price. The right is reserved to reject any or all RFP’s received.

The award shall be for the period of one (1) year commencing with the school year July 1, 2026 through June 30, 2027. U.S.D.A. Regulations permitting, Hartford Public Schools, reserves the right to negotiate additional years prior to contract end date.

Some of the considerations that will be looked at when choosing approved vendor(s) are:

A. Pricing B. Product specifications C. Discounts, rebates,

1. Tracking buying history D. Overall qualifications:

1. reliability and dependability – such as fill rates, out of stock, substitutions

2. any past experience and recommendations

3. delivery of orders – meeting delivery requirements

E. Service and deliveries; forming a partnership

EVAULATION CRITERIA:

Solicitations will be evaluated based on price; product specifications; service & deliveries;

discounts & rebates; past experience, and overall qualifications.

Criteria Points Given Total Points Price 35 Products specifications 20 Service & deliveries 20 Discounts & rebates 5 Past experience & recommendations

Overall qualifications 5

2.3 TECHNICAL SPECIFICATIONS

QUALITY:

Page 3, Section 2, RFP HPS Dairy and Local Produce 2026-2027

The quality of the milk for all 6 contained herein shall meet all bacteria standards for milk as stated in the Dairy Laws of the State of Connecticut. The products of the successful vendor shall be subject to inspection at all times and if production methods and/or sanitary conditions are found to be unsatisfactory and/or products failing in requirements in the opinion of the purchasing agent, the contract will be subject to cancellation.

The temperature of all milk shall not be higher than 41° or lower than 32°F at time of delivery. Outside of milk cartons as well as milk cases, must be clean and free from dirt and other foreign matters.

Damaged and/or outdated containers shall be replaced without charge, and a credit will be issued. Foods and materials must meet or exceed health, quality, and safety standards established by the CT State Department of Health, CT Consumer Protection Division, the FDA (Food and Drug Administration), the USDA (United States Department of Agriculture), the NSF (National Safety Foundation), UL (Underwriters Laboratory), and OSHA (Occupational Safety and Health Act), whichever is applicable.

Items required in 8oz paper cartons:

• Low Fat Milk – 1%

• Chocolate Fat Free Milk

• Strawberry Fat Free Milk

• Whole Milk

Milk Specifications:

Whole Milk

A. Not less than 150 Mcg units Vitamin A per Cup.

B. Not less than 2.5 Mcg units Vitamin D per Cup.

C. Shall be protein fortified and contain not less than 8.25% of total milk solids nonfat. The ratio of the protein to total nonfat solids of the food and the protein efficiency ratio of all protein present shall not be decreased as a result of adding such ingredients.

D. Emulsifiers or stabilizers added shall not be more than 2% by weight of the total nonfat solids added.

Unflavored Low Fat Milk:

A. Not less than 150 Mcg units Vitamin A per Cup.

B. Not less than 2.5 Mcg units Vitamin D per Cup.

C. Not more than 1% milk fat.

D. Shall be protein fortified and contain not less than 8.25% of total milk solids nonfat. The ratio of the protein to total nonfat solids of the food and the protein efficiency ratio of all protein present shall not be decreased as a result of adding such ingredients.

E. Emulsifiers or stabilizers added shall not be more than 2% by weight of the total nonfat solids added.

Flavored Non-Fat Milk:

A. Shall contain all the specifications for low fat milk except milk fat shall be less than

0.5%

Page 4, Section 2, RFP HPS Dairy and Local Produce 2026-2027

2.4 DELIVERY INFORMATION AND REQUIREMENTS:

See attached School Delivery Routes Schedule

DELIVERY:

The successful Contractor assumes the responsibility of delivering milk to various stations within the individual schools, placing it in the coolers as requested by the supervisor. All milk cases shall be placed in refrigerated storage coolers by the distributor. If milk is not placed in refrigerated storage coolers, Hartford Public Schools reserves the right to terminate this contract.

FREQUENCY: Milk

Delivery routes to be developed in conjunction with Food Service Department. Presently, milk is delivered to schools every other day following an “A” and B” route. Changes can be made to assigned schools on the routes if mutually agreed upon by District and Vendor.

Routes are developed to allow schools to receive a maximum of a two (2) day delivery. If in the event of a school closing on a scheduled milk route (A or B) delivery day, milk will not be delivered. The orders for the route that were scheduled to be delivered on the school closing will be delivered on the next open school day. Therefore, the milk calendar delivery schedule will be adjusted to reflect the delivery date changes. The delivery schedule requires vendor adjustments to meet district needs and allow for no break in delivery service. Unless mutually agreed upon, schools will not be required by vendors to receive a delivery larger than two (2) service days.

TIME:

An acceptable delivery schedule must be developed by the vendor in cooperation with the Food Service Department and be mutually agreed upon. The delivery schedule may need to be adjusted during the school year to meet the needs of individual schools.

PACKAGING/HANDLING REQUIREMENTS:

The carrying cases holding the milk cartons are to be clean at all times. The refrigerated vehicle is to be maintained in excellent sanitary condition and shall be submitted to unannounced inspections by the schools and/or State or Local Health Department.

Damaged and/or outdated containers shall be replaced without charge or a credit issued.

PRICING:

Contractors are requested to quote a base price per unit for the school year July 1, 2026 through June 30, 2027 which may be increased or decreased to reflect any changes in price as authorized in the wholesale price of milk, by the Federal Milk

Page 5, Section 2, RFP HPS Dairy and Local Produce 2026-2027

Market Administrator for Class 1 milk in Federal Order #1. Any increases or decreases shall become effective on the first day of the month following the announcement from each Agency. Notification of fluctuation in the RFP price must be forwarded to department accountant at least two weeks prior to the effective date of the price fluctuation. Pricing submitted will be based upon Federal Milk Market Administrator for Class 1 milk in Federal Order #1 as of April 1, 2026.

QUANTITIES:

See attached Specification Pricing Sheet. Estimated quantities are listed for Routes and Case Counts. Please note: spreadsheet has three (3) tabs; one tab for responses, and one tab for each route with estimated usage. Estimated annual usage of 1% White Milk Gallons is 400 gallons in total for both routes.

It is understood that any quantities are approximate and that any contract shall cover the actual needs of the agency as ordered during the term of the contract, whether more or less than estimated quantities shown.

Milk:

Should the successful Contractor default on the required quantity of milk per half pint (236

ml) and the Hartford School Lunch Program lose Federal reimbursement as a result, the successful Contractor will be required to reimburse Hartford School Lunch Programs for the total loss.

HARTFORD PUBLIC SCHOOLS

2026-2027 MILK DELIVERY SITES

SCHOOL ADDRESS ZIP COMMENTS

1 Achievement First 305 Greenfield Street 06112 A & B Route

2 Asian Studies @ Bellizzi 215 South Street 06114

3 Montessori @ Batchelder 757 New Britain Avenue 06106

4 Bulkeley High School 300 Wethersfield Avenue 06114

5 Betances Elementary 42 Charter Oak Avenue 06106

6 Breakthrough Magnet 290 Brookfield Street 06112

7 Burns Elementary 195 Putnam Street 06106

8 Burr Elementary 400 Wethersfield Avenue 06114

9 Capital Prep Magnet 1304 Main Street 06103

10 Classical Magnet Middle 85 Woodland Street 06112

11 Fisher STEM 280 Plainfield Street 06112

12 Global 85 Edwards Street 06120

Page 6, Section 2, RFP HPS Dairy and Local Produce 2026-2027

13 Hartford Public High 55 Forest Street 06105

14 Hooker Elementary 440 Broadview Terrace 06106

15 Milner Middle 150 Tower Avenue 06112

16 Jumoke Main 250 Blue Hills Avenue 06112 Prepack School

17 Jumoke Conservatory 875 Asylum Avenue 06105 Prepack – 2nd floor

18 Jumoke SMART 339 Blue Hills Avenue 06112 Prepack School

19 Kennelly Elementary 180 White Street 06114

20 Kinsella Elementary 65 Van Block Avenue 06106

21 HMTCA (Learning Corridor) 43 Vernon Street 06106

22 M.D. Fox Elementary 470 Maple Avenue 06114

23 M.L. King Middle School 25 Ridgefield Street 06112

24 McDonough Elementary 111 Hillside Avenue 06106

25 Moylan Elementary 101 Catherine Street 06106

SCHOOL ADDRESS ZIP COMMENTS

26 Naylor Elementary 639 Franklin Avenue 06114

27 Parkville Elementary 47 New Park Avenue 06106

28 Pathways to Technology 2 Pent Road, East Hartford 06118

29 Rawson Elementary 260 Holcomb Street 06112

30 Sanchez Elementary 176 Babcock Street 06106

31 SAND Elementary 1750 Main Street 06120

32 Sports & Medical Sciences 280 Huyshope Avenue 06106

33 University High School 351 Mark Twain Drive 06112

34 Weaver High School 415 Granby Street 06112

35 Webster Elementary 5 Cone Street 06105

36 West Middle 44 Niles Street 06112

37 Wish Elementary 104 Vine Street 06120

38 Central Warehouse 11 Wawarme Avenue 06114 A & B Route

Section 2.4 RFP HPS Dairy and Local Produce 2026-2027

Route A

Route B

ACHIEVEMENT FIRST

ACHIEVEMENT FIRST

CAPITAL PREP

Montessori @ BATCHELDER

CLASSICAL

BELLIZZI

FISHER

BETANCES

GLOBAL

BREAKTHROUGH I

HARTFORD HIGH

BULKELEY

Jumoke Annex

BURNS

JUMOKE CONSERVATORY

BURR

JUMOKE MAIN

HOOKER

M.L. KING

KENNELLY

MILNER @ Journalism

KINSELLA

PATHWAYS

LEARNING CORRIDOR

RAWSON

M.D. FOX

SAND

MC DONOUGH

UNIVERSITY HIGH

MOYLAN

WEBSTER

NAYLOR

WEST MIDDLE

PARKVILLE

WISH

SANCHEZ

Weaver

SPORT SCIENCES

WAREHOUSE

WAREHOUSE

SECTION 3

GENERAL INFORMATION FOR PREPARATION AND DELIVERY OF A RESPONSE

Rev. 06/04/12

Definitions:

Request for Response (RFR) refers to any form of solicitation the City may use, such as a Request for Bids (RFB), Request for Proposal (RFP), Request for Information (RFI) or Request for Quotation (RFQ).

Candidate or Respondent refers to an individual or company who is considering or has submitted a response to a solicitation. This is also commonly referred to as “bidder.”

City refers to the City of Hartford, the Hartford Public Schools and any other governmental entity participating in the RFR process and/or resulting award(s).

Provider refers to the Candidate or Candidates who receive an award and who enter into a contract with the City.

Section 3, Page 2

TABLE OF CONTENTS

3.01 How to Respond

3.02 Questions & Addenda

3.03 Qualifications of Candidates Offering a Response

3.04 Obligations of the Candidate

3.05 Non-Discrimination

3.06 Affirmative Action Requirements

3.07 Response Development

3.08 Time Provisions

3.09 Correction or Withdrawal of Responses, Cancellation of Awards

3.10 Quantities and/or Usages

3.11 Acceptable Brands

3.12 Samples

3.13 Site Inspection

3.14 Contracting

3.15 Contract Documents

3.16 Retainage (Construction/Infrastructure projects only)

3.17 Insurance

3.18 Bid Bonds

3.19 Performance and Payment Bonds

3.20 Prevailing Wages (Construction/Infrastructure projects only)

3.21 Subcontractors

3.22 Minority Business Utilization Commitment (Construction/Infrastructure projects only (Commission of Human Rights and Opportunities Contract Compliance Regulations Notification to Bidders (Sections 46a-68j-30(9)

3.23 Set-Aside Program

3.24 City-Based Small Contractor Preference

3.25 Criteria for Award

3.26 Notice of Award

3.27 Performance Evaluation

Section 3, Page 3

3.01 HOW TO RESPOND: Supply the required information on and along with the response forms. An officer or explicit agent of your organization must sign the response form and any supplementary proposal document.

If this request has a "Specification Offered" column opposite the specifications, complete as follows and return these pages with your pricing sheet(s):

In the "specification offered" column type in:

a) "As specified"

b) "Exceeds specifications" - Identify what exceeds the specification and why

c) "Exception to specifications" - Identify the substitute and define its effect

Failure to follow these guidelines may be just cause for rejection of the response.

3.02 QUESTIONS & ADDENDA: Questions related to this project must be submitted via electronically at www.hartfordct.gov (click on bid opportunities) within seventy-two (72) hours in advance of the response submittal deadline. Responses to such questions will be posted electronically within twenty-four (24) hours of the response submittal deadline. Respondents are responsible for obtaining all addenda related to this RFR and thus advised to check for any addenda a minimum of twenty-four (24) hours in advance of the response deadline.

The bids submitted for the work must be based upon the text of this document including the Standard instructions, Special Instructions, Specifications, all Addenda, and any referenced plans, and no oral or informal statement or representation by any representative or employee of the City of Hartford or the Architect shall be considered an amendment to or waiver of any statements in or requirement of such bidding or proposed contract documents and no claim or right of action shall accrue in favor of any respondent as a result of or founded on such oral or informal statements or representations. The City or its agents shall not be responsible for any oral instructions or interpretations given to a Candidate.

Note: All communications related to this project are to be directed to buyer noted on the invitation to respond. Candidates found to be communicating with City or School staff outside of the Procurement Services Unit will have their response rejected.

3.03 QUALIFICATIONS OF CANDIDATES OFFERING A RESPONSE: The City may make such investigations as deemed necessary to determine the ability of the Candidate to perform the work and the degree to which any Candidate meets the criteria for award listed herein. Each Candidate agrees to furnish the City any additional information requested.

3.04 OBLIGATIONS OF THE CANDIDATE: At the time of the opening of proposals, each Candidate will be presumed to be thoroughly familiar with the City's requirements, and the objectives for each element of the project, item or service. A plea of mistake in the accepted response shall not be available to the Candidate for the recovery of the bid surety or as a defense to any action based upon an accepted response.

3.05 NON-DISCRIMINATION: The candidate agrees and warrants that in the performance of the contract such candidate will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, https://protect.checkpoint.com/v2/r01/___http://www.hartfordct.gov/___.YzJ1OmhhcnRmb3JkOmM6b2ZmaWNlMzY1X2VtYWlsc19hdHRhY2htZW50Ojg0MDI3YjQ2N2Y5M2RkZWMxMDhkM2NiY2ZiNWZjNGM5Ojc6ZmFkZTozYjc1ODg2NDMxMDEyNTZlZjhmMmM4MDE0NzZhOWJkMWM4NTI5OWIyN2FmNTliYWEyMTU1Y2NiNmRmZTkwOTJlOnA6RjpO

Section 3, Page 4 mental retardation, mental or physical disability, in any manner prohibited by the laws of the United States or of the State of Connecticut.

3.06 AFFIRMATIVE ACTION REQUIREMENTS:

3.06.1 No Contract or Purchase Order, regardless of how procured, shall be awarded to any Person or Candidate that is not an equal opportunity employer. The successful respondent, as a condition of being awarded this contract shall agree to comply with all contractual Equal Employment Opportunity/Affirmative Action performance requirements as outlined herein.

3.06.2 The successful respondent, as a requirement of final contract execution will additionally agree to comply with the following provisions:

a. Submit a report of current company employment statistics on the EEO Certification Form and a copy of the company Affirmative Action / Equal Employment Opportunity Policy Statement, properly signed by Company official on company letterhead, in accordance with paragraph 3.6.3 below.

b. Sign and submit the document entitled “Hartford Affirmative Action Plan / Equal Employment Opportunity Agreement and Affidavit”. (Construction/Infrastructure projects only)

3.06.3 Candidate’s EEO Report: As a condition of doing business with the City the selected respondent must be certified by the City as an Equal Employment Opportunity Employer. Certifications must be renewed annually. Submit completed EEO Certification forms and EEO Policy Statement with your response. To check the current status of your EEO certification contact Augusta Joseph at 860.757.9784, fax 860.722.6607 or email: augusta.joseph@hartford.gov

3.06.4 The candidate agrees to take affirmative action to insure that applicants with job-related qualifications are employed and that employees are treated, when employed, without regard to race, color, religious creed, age, marital status, national origin, ancestry, sex, mental retardation, mental or physical disability. The advertisement of employment opportunities shall be carried out in such manner as not to restrict such employment.

3.06.5 The successful respondent shall agree that neither he/she nor any subcontractors will discharge, expel or otherwise discriminate against any person because he/she has opposed any unfair employment practice or because he/she has filed a complaint or testified or assisted in any proceeding under Section 31-127 of the Connecticut General State Statutes.

3.06.6 (Construction/Infrastructure projects only) During the Performance of this contract, the contractor agrees to permit authorized City of Hartford staff to perform on-site project monitoring related to the contractual equal employment opportunity/affirmative action performance requirements.

The prime contractor additionally agrees on behalf of his/her company and all subcontractors to submit the following compliance reports, available at http://www.hartfordct.gov/procurement/forms, while performing under this contract:

a. Payroll Certification Form within 10 working days of end of reporting month

b. Minority/Women Business Enterprise (MWBE) Monthly Payment Status Reports

c. Minority/Women Business Enterprise (MWBE) Final Payment Status Reports

d. Monthly Employment Utilization Report

1. Minimum of 15% of the total project hours by trade shall be allocated to minority workers.

2. Hartford resident employment goal of 30% by trade.

https://protect.checkpoint.com/v2/r01/___http://www.hartfordct.gov/procurement/forms___.YzJ1OmhhcnRmb3JkOmM6b2ZmaWNlMzY1X2VtYWlsc19hdHRhY2htZW50Ojg0MDI3YjQ2N2Y5M2RkZWMxMDhkM2NiY2ZiNWZjNGM5Ojc6NTFmOTpjNTE0YmYyZWY5Y2ZkM2QxNjU5MzRlYTc2MWI1NzkzMTM5MmQwNDdiZjgwMjNhMTVhNDEwNDQ4ZTFjMDhjOTRjOnA6RjpO

Section 3, Page 5

e. Status reports as to special training and/or employment residency requirements

3.06.7 The successful respondent further agrees that the requirements as noted in paragraphs 3.5 and

3.6 shall likewise apply to all construction sub-contractors.

3.07 RESPONSE DEVELOPMENT: Candidates are responsible for all costs and expenses incurred in the preparation of a response and for any subsequent work on the response that is required by the City of Hartford. Any submittal is the property of the City of Hartford and will not be returned.

3.08 TIME PROVISIONS: The content of any response submitted is to remain valid and available to the City for ninety (90) days from the day proposals are due.

3.09 CORRECTION OR WITHDRAWAL OF RESPONSES, CANCELLATION OF AWARDS. Correction or withdrawal of inadvertently erroneous bids, including corrections to pricing must be submitted to the Procurement Agent prior to the bid response deadline. Corrections before or after award, or cancellation of awards of Contracts or Purchase Orders based on such mistakes, may also be permitted with the approval, in writing, of the Procurement Agent, otherwise withdrawal of bid by respondent shall be cause for forfeiture of bid surety to the City.

3.10 QUANTITIES AND/OR USAGES: Quantities and/or usages are estimates only and in no way represent a commitment and/or intent to purchase the estimated amount. Actual quantities and delivery locations may vary. The City reserves the right to order all quantities that may be needed, at the contract price, during the contract term regardless of the estimates provided in this RFR.

3.11 ACCEPTABLE BRANDS: The RFR specifications are not intended to limit consideration to the particular service organization or manufacturer from which they were developed. References to brand names or numbers are to be interpreted as establishing a standard of quality, unless specifically limited by the term “no substitute”, otherwise brand names used within these specifications shall be presumed to be followed by the words "or approved equal". Burden of proving a product and/or material as equal to a specific product and/or material by brand name is the responsibility of the Provider. Final determination as to what is an "or equal" product will be made by the Procurement Agent in conjunction with other City staff. The City will award on the basis of the criteria stated herein, and reserves the right to waive or require compliance with any element of the specifications.

3.12 SAMPLES: Samples are furnished free of charge and may be held for comparison with deliveries.

Candidate must arrange for their return if desired. Samples are assumed to meet, at a minimum, City specifications for quality. All deliveries shall have at least the same quality as the accepted proposal sample. Latent deficiencies will be remedied by the contractor at no additional cost, or loss of service, to the City.

3.13 SITE INSPECTION: Information contained in these documents is provided in good faith only that all Candidates may have access to the same information utilized by the City, and is not intended as a substitute for personal investigations, interpretations and judgment of the Candidate. As information may be approximated or incomplete, Candidates should conduct a thorough inspection, review of existing conditions/equipment, examination of the site and compare it to the specifications and drawings. Any discrepancies or needs for clarifications must be brought to the attention of the department managing the RFR prior to the bid opening.

Pre-bid / Response conferences are noted on the invitation to respond. Submission of a bid shall be

Section 3, Page 6 evidence that respondent has examined the site, compared it with the drawings and specifications and satisfied itself of the conditions existing at the site, the storage and handling of materials, and all other matters incidental to the work under this contract. No additional compensation will be allowed for difficulties which the respondent could have discovered or reasonably anticipated prior to bidding.

3.14 CONTRACTING: The City reserves the right to require the successful Candidate to execute a contract in a format supplied by the City. The terms and conditions of the contract to be signed upon the award of the RFR will supersede any inconsistent provision of the RFR documents.

The award of any contract is subject to the following conditions and contingencies:

(1) The approval of such governmental agencies as may be required by law.

(2) The appropriation of adequate funds by the proper agencies.

(3) Compliance with all applicable laws, regulations, ordinances and codes of the United States, the State of Connecticut and the City of Hartford.

(4) The selected Candidate must be current in all tax or any other monetary obligation owed to the

City of Hartford.

(5) The selected Candidate must have a current EEO certification on file with the City.

Unless otherwise indicated the duration of the Contract will be one (1) year. Further, Contract terms may be negotiated on award anniversaries. City Ordinance Sec 2-588 (C) allows for a maximum of three Contract extensions provided that the funds are available, approved by the City for this purpose and that the Provider has established a satisfactory performance record.

Notwithstanding the failure of City to exercise any option to renew this contract for an additional year, the Managing Authority reserves the right to unilaterally extend this contract on a month to month basis for a period not to exceed three (3) months under the same terms and conditions applicable to the preceding contract period.

3.15 CONTRACT DOCUMENTS: The Contract documents consist of the Agreement between Owner and Contractor (hereinafter the Agreement), this Request for Response (RFR) and its referenced documents, General and Supplementary Conditions, drawings, any Addenda issued, the Contractor’s response to the RFR, other documents listed in the Agreement and Modifications issued after execution of the Contract.

A Modification is (1) a written amendment to the Contract signed by parties, (2) a Change Order, (3) a Construction Change Directive or (4) a written order for a Minor change in the Work issued by the Design Professional on behalf of the City; the Contract Documents do include other documents such as bidding requirements.

3.16 RETAINAGE (Construction/Infrastructure projects only): When progress payments are being made for items being built or designed, the City may withhold at least 5% of the total project cost, or as otherwise specified in the contract for this project.

3.17 INSURANCE: Refer to the exhibit noted on the Invitation to Respond for specific insurance requirements. List the name and address of the respondent’s insurance agent on the response form.

The successful candidate shall be required to furnish a Certificate of Insurance (Accord Form), acceptable to the City, within ten (10) days from notice of award and must name the City as an additional insured on the face of the document. The insurance certificate and coverage requested must be updated and kept current throughout the life of the contract, including any extensions. If at any time during the term of the contract or any extension thereof, any required policies of insurance should

Section 3, Page 7 renew, expire, or be cancelled, it will be the responsibility of the Provider to furnish to the City a Certificate of Insurance indicating renewal or an acceptable replacement of the expiring policy prior to the expiration or cancellation, so that there will be no lapse in any coverage. The candidate shall obtain and maintain such required insurance at its own cost and expense.

3.18 BID BONDS: A Bid bond, cashiers or certified check may be required with your response. The City of Hartford provides contractors with the option of submitting an electronic Bid Bond through the Surety2000 website. Surety 2000 is an Internet-based surety processing, verification and security system, developed in cooperation with the surety industry. You may contact Surety 2000 at 1-800-660- 3263 or www.surety2000.com, for more information.

Certified checks will be returned to all unsuccessful Candidates upon the awarding of the contract. If your response is not accompanied by a bond, certified check or proof that a valid bond has been obtained at the RFR opening it may be rejected.

If you manage a small business and have difficulty obtaining bonds help is available from the Small Business Administration (SBA) through “The Surety Bond Guarantee Program. For more information go to www.sba.gov, choose “Services.” Then select “Financial Assistance” and click on “Surety Bond.”

3.19 PERFORMANCE BOND AND PAYMENT BOND: If requested, the successful contractor will be required to submit a Performance Bond and Payment (Labor & Material) Bond in the amount of 100% of contract award within 10 days of award if the contract value exceeds $50,000. Said bonds shall be issued by an insurance company and said surety companies must be listed on the current Federal Register, licensed in the State of Connecticut with an underwriting limitation exceeding the value of the project with no more than 5% of capital in surplus tied to any one risk. Banks must have a branch office in Connecticut with insurance provided by the FDIC. The bonds must be signed by an officer of the company and of the surety company above their official titles and their corporate seals must be affixed over the signatures.

Indicate the cost for these bonds, to be added to the contract sum, on the response form.

3.20 PREVAILING WAGES (Construction/Infrastructure projects only): Pursuant to Section 2-559 (B), Required Provisions. Each Agreement for the construction, remodeling or repair of any Infrastructure Facilities shall contain both of the following provisions:

(1) "The wages paid to any mechanic, laborer or workman employed upon the work herein contracted to be done shall be at a rate equal to the prevailing wage rate in the State of Connecticut and or federal government, whichever is applicable, for the same work in the same trade or occupation."

(2) "Each contractor and subcontractor, or an authorized officer or employee, responsible for supervision of the payment of wages shall submit, on a weekly basis within seven (7) days after the regular payment date of the payroll period, to the Procurement Services Unit, a "Weekly Certified Statement of Compliance." Due and timely compliance with this provision shall be a condition precedent to the approval and transmittal of the next and succeeding payments by the city or its authorized officers or agents to the contractor under the terms of this agreement."

3.21 SUBCONTRACTORS: The respondent shall not subcontract any portion of the project to be performed unless the prior consent of the City is given for both the work to be subcontracted and the subcontractor to perform the same. The terms and conditions of the underlying contract between the City and Contractor will become part and parcel of the terms and conditions of each subcontract.

Respondents are required to provide subcontractor information in the space provided in 1.4 https://protect.checkpoint.com/v2/r01/___http://www.sba.gov/___.YzJ1OmhhcnRmb3JkOmM6b2ZmaWNlMzY1X2VtYWlsc19hdHRhY2htZW50Ojg0MDI3YjQ2N2Y5M2RkZWMxMDhkM2NiY2ZiNWZjNGM5Ojc6YTA5ZDo5ZGYyNmI5NDk5YjhlN2NlN2QyZTk0NmM0OTU3ZDQ3NTFjYzNlZjJkMjgyMTA5OGZjOTgzMDQyYjhlMTE5NTJlOnA6RjpO

Section 3, Page 8

“Subcontractor Utilization” of the response forms. Complete a separate form for the Base Bid and each Alternate. MWBE’s must certified with the City of Hartford at the time of response submission.

3.22 MINORITY BUSINESS UTILIZATION (Construction/Infrastructure projects only): Respondents are required to set-aside for Minority Businesses 15% of the construction work. Respondents are encouraged to exceed the set-aside requirement specified. The City's Minority Business listing as further described in paragraph 3.23.3 shall be used by respondents in selecting minority business contractors. Please refer to the Commission on Human Rights and Opportunities Contract Compliance Regulations

The sum of all minority business subcontracts shall be equal to or greater than 15% regardless of how the bid is awarded (base only or base plus one or more alternates). Failure to comply with the required percentage of minority business utilization will be cause for rejection of bid.

3.22.1 City Certification Required

Respondents shall utilize Minority subcontractors who hold a current MWBE certificate with the City of Hartford at the time of response submission. Certifications by any other government entity shall not be sufficient to qualify the subcontractor to participate in the City of Hartford's minority business utilization preference program. In selecting its minority subcontractors, respondent is cautioned to seek documented proof that its subcontractors hold valid certification by the City. Failure to identify City certified Minority Business subcontractors will be cause for rejection of bid.

3.22.2 Percentage of Work to be Performed

Designated MWBE’s shall perform at least 70% of the work with their own forces and as part of their own operations excluding the manufacture or purchase of proprietary products.

3.22.3 Minority Business Listing

A listing of Minority Businesses holding certification by the City of Hartford is available at http://www.hartfordct.gov/procurement/supplier-diversity or in the Procurement Services Unit, Room 100, 550 Main Street, Hartford, CT 06103.