Final Nutmeg Buying Group Grocery RFP.docx

This Request for Proposal document is issued by the Nutmeg Buying Group, a consortium of six Connecticut school districts (New Milford, Plainville, Region 15, Thomaston, Watertown, and Wolcott) in Middlesex County, soliciting sealed proposals for frozen dessert products and delivery services for the 2026-2027 school year (July 1, 2026 through June 30, 2027). The procurement seeks weekly frozen dessert deliveries to all school locations serving approximately 13,980 students with average daily meal service of 8,320 lunches and 2,400 breakfasts. Vendors must provide frozen dessert items from a pre-approved product list of 31 items meeting Connecticut Nutrition Standards and USDA "Buy America" requirements, with weekly delivery to all school sites between 7:00 AM and 1:00 PM, with products placed in freezer storage by the distributor. Sealed proposals must be submitted to Plainville High School, Attn: Ashley Carl, RDN, Director of Food and Nutrition, 47 Robert Holcomb Way, Plainville, CT 06062, by Wednesday, April 22, 2026, at 10:00 AM. Awards will be announced within two weeks of the due date. The contract includes an option to renew for one additional year (2027-2028) with written consent of both parties prior to the anniversary date.

Awards will be evaluated on a 100-point scale with 60 points for lowest price, 15 points for accuracy of delivery and timeliness, 10 points for customer service, 10 points for past history and references, and 5 points for availability of online ordering. Vendors must maintain fixed pricing for the entire contract period and submit proposals with Free On Board (FOB) Destination delivery terms; fuel charges are not permitted as part of the proposal. All products must meet USDA "Buy America" requirements with domestic production mandated unless written exceptions are approved. The solicitation is open to all vendors with no stated set-aside designations or organizational type restrictions. Vendors must demonstrate appropriate insurance coverage and safe food handling practices. No specific contract value or budget range is provided; vendors should contact Ashley Carl at (860) 793-3234 or Carla@planvilleschools.org for additional details. The Nutmeg Buying Group reserves the right to award by category, line item, or distributor based on best value and may cancel or alter the contract due to enrollment changes, budget considerations, or unforeseen circumstances.