Final Nutmeg Buying Group Milk RFP.docx

Request for Proposal (RFP) for 2026/2027 School Year

The Nutmeg Buying Group (which consists of New Milford, Plainville, Region 15, Thomaston, Watertown, and Wolcott) reserves the right to reject any and all proposals, or separate parts thereof, requested herein before. The enclosed RFP includes instructions and specifications detail requirements. All RFPs shall be submitted on the proposal forms furnished with the RFP specifications, proposal on all items, and make sure your RFP is clearly TYPED. Any changes in product and/or packaging sizes must be noted on your proposal.

Sealed RFPs, one (1) original, are to be delivered or mailed to: Plainville High School Attn: Ashley Carl, RDN, Director of Food and Nutrition, 47 Robert Holcomb Way, Plainville, CT 06062 and clearly marked “RFP”. Faxes and/or emails will NOT be accepted. Sealed RFP delivery, whether by carrier or hand, must be delivered by Wednesday, April 22, 2026, at 10:00 am. No late or incomplete RFPs will be accepted or considered. Please ensure that all requirements are submitted by the deadline of Wednesday, April 22, 2026, at 10:00 am, and sealed RFPs will be opened at that time. There is a checklist included to ensure that all required information is submitted for a complete RFP.

The Nutmeg Buying Group reserves the right to increase or decrease the number of units purchased at the quoted unit price. The Nutmeg Buying Group is exempt from the payment of Federal Excise Taxes and Connecticut Sales and Use Tax according to State Statute. Such taxes must not be included in proposal prices nor added to any items specified.

This procurement is conducted as a competitive proposal in accordance with 2 CFR 200.320(c). Awards may be made by category, line item, or distributor, based on best value as determined by the evaluation criteria.

INSTRUCTIONS FOR PROPOSAL DEADLINES AND REQUIREMENTS:

NAME OF PROPOSAL: PROPOSAL 2026/2027 FOOD SERVICE Milk/Dairy

TYPE OF PROPOSAL: RFP

PROPOSAL CLOSURE DATE/ Received Until: DATE: Wednesday, April 22, 2026, at 10:00 am

LOCATION TO FORWARD PROPOSALS:

Plainville High School Attn: Ashley Carl, RDN Director of Food and Nutrition, 47 Robert Holcomb Way, Plainville, CT 06062

FORMS TO COMPLETE PROPOSAL: Submit one printed copy of the proposal and workable Specification Sheets with pricing completed via flash drive. Identify Name of proposal on Envelope: "2026/2027 NUTMEG FOOD SERVICE MILK/DAIRY”

NOTICE TO PROPOSERS

The Nutmeg Buying Group (which consists of New Milford, Plainville, Region 15, Thomaston, Watertown, and Wolcott) will receive a sealed Request for Proposals for the period July 1, 2026, through June 30, 2027, until Wednesday, April 22, 2026, at 10:00 am.

RFP instructions and specifications detail requirements are enclosed. All RFPs shall be submitted on the proposal forms furnished with the RFP specifications, proposal on all items, and is clearly TYPED. Any changes in product and/or packaging sizes must be noted on your proposal. Sealed RFPs, one (1) original, are to be delivered or mailed to Attn: Ashley Carl, RDN, Director of Food and Nutrition, Plainville High School, 47 Robert Holcomb Way, Plainville, CT 06062, clearly marked 2026/2027 NUTMEG FOOD SERVICE MILK/DAIRY, and Company Name. Faxes and/or emails will NOT be accepted. Sealed RFP delivery, whether by carrier or hand, must be delivered by Wednesday, April 22, 2026, at 10:00 am. Late proposals will not be accepted.

Attn: Ashley Carl, RDN Director of Food and Nutrition Plainville High School 47 Robert Holcomb Way Plainville CT, 06062 860-793-3234

The Nutmeg Buying Group reserves the right to accept or reject any and all RFPs in total or in part, it deems to be in the best interest of the Nutmeg Buying Group and its participants. The Nutmeg Buying Group reserves the right to increase or decrease the number of units purchased at the quoted unit price. Please ensure that all requirements are submitted by the deadline of 10:00 AM, April 22, 2026.

Any questions regarding this RFP, please contact Ashley Carl, RDN, Director of Food and Nutrition, at 860-793-3234 .

RESPONSE REQUIREMENTS:

PROPOSAL 2026/2027: FOOD SERVICE MILK/DAIRY

PURPOSE:

The Nutmeg Buying Group Department of Food Services is soliciting RFP’s for the delivery of milk/dairy to all school locations in the Nutmeg Buying Group (school locations specified on page 12-14 of this document for the 2026-2027 school year. It is the intention of these specifications to cover all labor, products (including pack size), manufacturer's codes, vendor codes, pricing, tools, fuel, equipment, and other appliances or services that are required to complete work herein specified and/or described in the accompanying specification sheet.

BACKGROUND:

Nutmeg Buying Group participates in the National School Lunch and Breakfast Programs and the Summer Food Service Program. The combined student enrollment is approximately 13,980, with Average Daily Meals: approximately.8,320 lunches and approximately 2,400 breakfasts. Delivery locations are listed below by district. Delivery is required for all school sites in the Nutmeg Buying Group. 1) Delivery of Milk/ Dairy Supplies requires delivery to all schools within the district a minimum of 2 times per week or 3 times per week if necessary.

AWARDING OF RFP:

1. The RFP will be awarded within two (2) weeks of the RFP due date.

2. All parties who submitted RFPs will be notified of RFP awards.

3. This RFP requests prices to be held firm for the period of July 1, 2026, through June 30, 2027.

4. All awarded vendors must honor the items on the RFP. No substitutions are to be made unless receiving prior approval from the director or designee. If made without prior approval, the items will be returned, or if sent without prior approval, the substitutions are to be:

a. Comparable in portions and meal component equivalents. Nutrition facts, ingredients, and CN label (if certified) must be provided in order to determine if the product is comparable.

b. Can be used interchangeably as the originally ordered item.

c. Billed at the original item’s RFP pricing.

5. The awarded vendor must maintain all necessary and required insurance coverage related to their business and equipment as specified by State and/or local authorities. A certificate of insurance must be supplied.

6. The Nutmeg Buying Group reserves the right to not award this RFP to any of the proposers.

7. Nutmeg Buying Group reserves the right to choose one vendor and has the right to choose a vendor that might not be the lowest bidder as deemed in the best interest of the Nutmeg Buying Group.

8. A complete RFP shall include all of the following:

a. Cover sheet

b. Evaluation Criteria Sheet

c. Vendor questions and references

e. Affirmative Action Statement

f. Certification regarding debarment

g. Lobbying Certification

h. Drug Free Workplace Certificate, submit if applicable

i. Pricing sheet with all items on RFP – must be an electronic workable document shared via flash drive.

j. Sealed RFP will be delivered to the location Wednesday, April 22, 2026, at 10:00 am

k. Email and/or Fax submissions will not be accepted.

Failure to include any of the above information will result in an incomplete RFP and will not be considered in the awarding process.

9. The award will be evaluated by category based on the following criteria and point scale. The evaluation criteria include: price, customer service, deliveries, discounts & rebates; past experience and recommendations; and overall qualifications.

a. 60 points – Lowest price

b. 10 points ‐ Customer Service

c. 10 points ‐ Past History or References

d. 15 points ‐ Accuracy of Delivery – Timeliness, Mispicks Shorts and Stock Status of Bid Items

e. 5 points ‐ Availability of Online Ordering

10. Awarded Vendor/distributor will provide a sales representative to visit Nutmeg Buying Group upon request.

11. Vendors must deliver to ALL schools listed in the Nutmeg Buying Group. Fuel charges will not be accepted.

12. All items shall be domestically produced in the United States or meet United States Department of Agriculture requirements.

13. The Nutmeg Buying Group shall comply with the requirements of 2 CFR §200.213. The Nutmeg Buying Group will verify vendor eligibility through the System for Award Management (SAM.gov) prior to award. No award will be made to any vendor listed as debarred, suspended, or otherwise excluded from participation in federal assistance programs.

RFP PRICING:

1. We are requesting FIXED PRICES on all items for the period of July 1, 2026 through June 30, 2027. With the exception of Milk/Dairy supplies. (Milk Products request fluctuating price- see Milk/Dairy Specifications Section)

2. Discount terms are invited.

3. If vendors run school specials, these specials must be available to the school districts at the special price.

4. We will entertain receiving any information and prices on new products not listed.

QUALITY AND STANDARDS

1. The Nutmeg Buying Group reserves the right to have tests made at any time during the school year by a recognized laboratory. If the item tested does not meet specifications, the cost will be borne by the proposer. If the item does meet specifications, the cost will be borne by the agencies.

2. All proposers must submit proposals on exact specifications.

3. All proposers must submit proposals on all items stocked.

4. All proposers must specify special order items.

5. Cases/boxes are to be delivered in acceptable condition. Cases that are dented, ripped, soiled/dirty, open – will not be accepted and turned away for credit.

6. Vendor to be responsible for any products recalled from a manufacturer and to provide verification, when necessary, that the products are safe to consume.

7. The awarded vendor must have in place safe food handling and HACCP practices plans.

8. The Nutmeg Buying Group reserves the right to request and purchase new products not originally on the proposal to initiate taste tests or trials. Samples must be submitted upon request. Cost for representative samples will be borne by the awarded vendor/distributor.

PROTEST PROCEDURES

Any proposer who wishes to protest the solicitation, evaluation, or award of this contract must submit a written protest within five (5) calendar days of the award notice. Protests must be submitted to Ashley Carl, RDN, Director of Food and Nutrition, at 860-793-3234 and must include the grounds for protest and supporting documentation. All protests will be reviewed in accordance with the Nutmeg Buying Group’s procurement procedures.

RFP PERIOD

1. The award shall be for the period of one (1) year from July 1, 2026 through June 30, 2027. USDA Regulations permitting, the Nutmeg Buying Group reserves the right to renew this contract with the successful proposer (vendor) to cover (1) additional year (2027‐2028). Extension shall be valid upon written consent of both parties prior to the anniversary date of the contract. The vendor shall retain all records related to this contract for a minimum of three (3) years after final payment, or longer if required due to audit findings.

*Sign if an additional one (1) year is acceptable for the 2027‐2028 school year* ______________________________________________ Date _____________

DELIVERY/DELIVERY EQUIPMENT

1. Frequency: All vendors are expected to deliver two a week. Items are never to be left unattended outside.

2. Deliveries shall be made to the receiving area of individual schools and/or locations between the hours of 7:00 AM and 1:00 PM. In the event deliveries are made before or after hours when staff is not available, the district will not be held accountable for shortages on the invoice.

3. Deliveries must be able to be checked and signed off on by a designated kitchen representative. Delivery people are expected to be patient when the representative is checking in said order, especially during serving times.

Effort to avoid delivery during serving times is preferable.

4. Members and awarded vendors must be in contact within two weeks of the awarded date to ensure timely delivery of products prior to the start of school. Both parties should communicate delivery arrangements due to bad weather/holidays on scheduled delivery days.

5. For a holiday/vacation week or when changes are needed in delivery schedules, proposers MUST notify the district at least a week prior.

6. The Nutmeg Buying Group reserves the right to reject the use of any equipment by a carrier if it is not in clean, sanitary condition and suitable for hauling of all goods.

7. Each carrier shall furnish a certificate of insurance issued by an insurance company showing that the school district’s within the Nutmeg Buying Group will be protected from loss or damage to the Board of Education’s commodities, and injury or death of third persons or to the carrier's employees. The Carrier will assume full common liability for all shipments.

8. Taxes – The Nutmeg Buying Group is exempt from the payment of all excise taxes imposed by the Federal Government, and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the proposal price. Exemption Certificates will be furnished, upon request, to the successful proposer.

ORDERS

1. All orders will be placed directly with the awarded vendor by telephone, email, or online ordering system (preferred). Regular orders should be placed at least twenty‐four hours before the delivery request. Emergency deliveries will be delivered within a reasonable period of time. All orders shall have an acknowledgement of receipt and acceptance, regardless of order method.

2. The Nutmeg Buying Group is responsible for placing orders, arranging deliveries, and payment of invoices.

3. No substitutions are to be made as indicated under Awarding of RFP section.

4. Back orders will not be accepted unless pre‐arrangements with the director are made.

5. Deliveries made during school closures due to weather may or may not be turned away. Vendors will work with the school district to arrange deliveries in these circumstances.

6. The vendor will notify the district when items are discontinued, special orders, or out of stock prior to delivery.

INVOICE AND STATEMENTS

1. Invoices for the purchases of food and supplies made by individual schools are paid for by the individual district food service office within the Nutmeg Buying Group. In order to facilitate the handling of these invoices, all vendors must adhere to the following instructions:

a. The name of the school must be listed on each invoice.

b. All items on delivery tickets must be billed according to the description of the item quoted on the RFP.

c. All vendors must issue delivery tickets and credit memos in duplicate, and both copies must be signed by a qualified receiving official and driver.

d. All vendors shall forward monthly statements directly to the Director of Food and Nutrition.

e. All delivery tickets supporting monthly statements must be in exact agreement with the copy of delivery tickets left with the manager. If, for any reason, it is necessary to make a change on the delivery ticket (such as an additional charge or credit), a credit or debit memo shall be issued.

f. All cancellations or merchandise returns must be recorded by the driver on both copies of delivery tickets or pick‐up tickets.

g. Do not mail statements to individual schools.

h. A monthly statement for each school should be sent to the Director of Food and Nutrition by the fifth working day of each month following the date of purchase.

i. Pick‐ups must be made by the next delivery date.

j. Credits are to be given for all unsold or damaged products which are to be picked up by the vendor. Any credit issue must be done within the current billing period.

k. Vendor shall furnish velocity reports to any manufacturer upon the district's request.

2. Items that are out of stock for whatever reason and substituted (as per director approval) shall be:

a. Comparable in portions and meal component equivalents. Nutrition facts, ingredients, and CN label(if certified) must be provided in order to determine if the product is comparable.

b. Can be used interchangeably as the originally ordered item.

c. Billed at the original item’s RFP pricing.

COMPLAINTS/DISPUTES

1. The vendor shall be required to have a representative available at reasonable times to look into complaints of the district and to advise the Nutmeg Buying Group on use of items. Said person is to be listed on the Vendor Questionnaire.

CONTRACT TERMINATION

1. The Nutmeg Buying Group reserves the right to cancel this RFP at any time if the vendor’s performance is in the opinion of the district deemed unsatisfactory.

2. The Nutmeg Buying Group will notify the vendor in writing of the unsatisfactory performance and will give the vendor thirty calendar (30) days to remedy the issue(s).

3. If issues are not remedied, the Nutmeg Buying Group will go to the vendor with the next lowest price.

TECHNICAL SPECIFICATIONS

National School Lunch Act (NSLA) and School Breakfast Programs

1. “BUY AMERICA”

The Vendor must supply to the maximum extent practicable, domestic commodities or products which are either an agricultural commodity produced in the United States (U.S.) or a food product processed in the U.S. substantially using agricultural commodities produced in the U.S. for use in meals served in the SFA’s Child Nutrition Programs in compliance with the Buy American Provision under 7 CFR § 210.21(d)(2) and 7 CFR § 250.

Exceptions to the Buy American Provision should be used as a last resort; however, an alternative or exception may be approved upon request. To be considered for the alternative or exception, the request made by the Vendor must be submitted in writing to a designated official, a minimum of 2 of day(s) in advance of delivery. A request made by the SFA must be submitted in writing to a designated official a minimum of 2 day(s) in advance of delivery. The request must include:

a. Alternative substitute (s) that are domestic and meet the required specifications:

i Price of the domestic food alternative substitution (s); and

ii. Availability of the domestic alternative substitute (s) in relation to the quantity ordered.

b. Reason for exception: limited/lack of availability or price (include price);

i. Price of the domestic food product; and

ii. Price of non‐domestic product that meets the required specification of the domestic product.

3. SUGAR LIMITS:

The following products must meet the sugar limits per Summary of Provisions in the Child Nutrition Programs: Meal Patterns Consistent With the 2020-2025 Dietary Guidelines for Americans Final Rule

· Flavored Milk: No more than 10 grams of added sugar per 8 oz fluid milk.

CONDITIONS FOR PROPOSAL

1. The Nutmeg Buying Group reserves the right to reject any proposals if it is deemed to be in the best interests of the Connecticut Nutmeg Buying Group, and its students.

2. The submission of a proposal shall be conclusive evidence that the contractor has satisfied the requirements of the proposal specifications and any controlling conditions which may exist.

3. Contractors may not withdraw their proposal for a period of 120 days from the date of proposal response. The Nutmeg Buying Group and the contractor may mutually agree to extend the time limit.

4. It is anticipated that the goods will be needed for the current school year, but the Nutmeg Buying Group reserves the right to cancel or alter this service because of enrollment changes, budget consideration,or unforeseen circumstances which require a change.

5. The Nutmeg Buying Group supports efforts to reduce the use of illegal drugs in the workplace. In instances where responsible prospective proposals submit identical tie proposals, preference shall be given to the businesses with drug-free workplace programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the The Nutmeg Buying Group for the procurement of commodities or contractual services, a proposal received from a business which has certified that it has implemented a drug-free workplace program shall be given preference in the award process. The drug-free workplace program certification should be attached and submitted with the proposal package along with other proposal documents in order to receive preference.

6. No geographic preference will be applied in the evaluation of proposals in accordance with 2 CFR 200.319(b).

DELIVERY:

1. Delivery instructions, including time, shall be as specified in the special instructions.

2. Inspection will be done at the point of delivery unless otherwise stated.

3. The Nutmeg Buying Group 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 vendor within 10 days after notification of rejection.

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

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

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

DELIVERY INFORMATION AND REQUIREMENTS:

1. DELIVERY: The successful vendor assumes the responsibility of delivering food items to various stations within the individual schools, placing it in the coolers as requested by the supervisor. All Milk/Dairy cases shall be placed in refrigerated storage coolers by the distributor. If Milk/Dairy and are not placed in refrigerated storage coolers, Nutmeg Buying Group reserves the right to terminate this contract.

2. FREQUENCY: As mutually agreed upon by Nutmeg Buying Group and the successful vendor.

3. TIME: An acceptable delivery schedule must be developed by the vendor in cooperation with the Food Service Department and be mutually agreed upon.

QUANTITIES:

It is understood that any quantities herein 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.

NUTRITION AND INGREDIENT INFORMATION:

The bidder must submit current nutritional information, ingredient and child nutrition statement or signed product formulation statement to the Nutmeg Buying Group for each item submitted. This information must be included with the bid upon award within two weeks. To be submitted electronically via flash drive. If any nutritional, ingredient information, child nutrition statement changes during the school year the group would be notified and sent updated information.

STATEMENTS:

A monthly statement is to be received in the school Food Services Office of each school district in the Nutmeg Buying Group, within five(5) working days after the last day of the month. Payment will be sent to the vendor by the 30th of the month if the statement is received by the 5th working day of the next month.

a. Discount terms are invited.

b. Vendors should include all additional areas of services which they will provide to the Nutmeg Buying Group.

c. All damaged product and/or partially filled containers shall be replaced at the expense of the vendor.

d. We would entertain receiving any information and prices on new products not listed.

e. Credit is to be given for all unsold or damaged products which are to be picked up by the vendor at the request of the School Food Services Office.

See attached Specifications and proposal form to be used.

MILK / DAIRY SPECIFICATIONS AND REQUIREMENTS:

1. QUALITY:

The quality of the milk for all products contained herein shall meet all bacterial standards for milk as stated in the Dairy Laws of the State of Connecticut. All milk must be pasteurized and homogenized.

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

A. Unflavored 1% Milk

a. Not less than 2,000 USP units Vitamin A per quart.

b. Not less than 400 USP units Vitamin D per quart.

c. Not more than 1% milk fat.

d. Shall be protein fortified and contain not less than 8.25% 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.

B. Fat-free Flavored Chocolate Milk

a. Shall contain all the specifications as contained for fat-free milk with the addition of cocoa. Limit total sugars to 10 grams per 8-ounce portion.

C. Other Flavored Fat-Free Milk

a. Shall contain all the specifications as contained for fat-free milk, with the addition of approved flavoring. Limit total sugars to 10 grams per 8-ounce portion.

D. INSPECTIONS:

a. The milk 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.

2. PLACEMENT OF MILK ORDERS:

Orders will be placed via our computerized purchasing system by each school in the Nutmeg Buying Group.

3. DELIVERY:

A. Deliveries shall be made to each of the schools within the Nutmeg Buying Group.

B. Milk is to be delivered in refrigerated trucks.

C. All milk cases shall be placed in refrigerated storage coolers by the distributor. At the time of each delivery, milk is to be properly rotated.

D. All milk will be fresh and have a shelf life of at least fourteen (14) days.

E. Empty milk crates must be picked up on delivery days.

F. If milk is not transported in refrigerated trucks or not placed in refrigerated storage coolers, the Nutmeg Buying Group reserves the right to terminate this contract.

G. The dairy may be called upon to supply a school with a few emergency cases of milk when participation of the students is higher than anticipated.

H. The milk cartons, as well as 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 subject to unannounced inspections by the schools and/or State or Local Health Department.

I. All damaged product and/or partially filled containers shall be replaced at the expense of the vendor.

J. Credit is to be given for all unsold or damaged products, which must be picked up by the vendor at the request of the School Food Services Office.

K. FREQUENCY: As mutually agreed upon by Nutmeg Buying Group and the successful contractor.

L. TIME: An acceptable delivery schedule must be developed by the vendor in cooperation with the Food Service Department and be mutually agreed upon.

4. DELIVERY LOCATIONS FOR ALL MILK/DAIRY ITEMS

New Milford Public Schools

DIRECTOR - Sandra Sullivan, sullivansa@newmilfordps.org

Plainville Community Schools

DIRECTOR - Ashley Carl, carla@plainvillescholls.org

Pomperaug Regional School District 15

DIRECTOR - Meghan Sullivan, meghan.sullivan@region15.org

Watertown Public Schools

DIRECTOR - Emily Doering, doeringem@watertownps.org

Wolcott Public Schools/ Thomaston Public Schools

DIRECTOR - Jennifer Zarrilli, Jzarrilli@wolcottps.org

Please do not send deliveries to the Union Street side of the building.

Make sure that any one covering the office is aware of this procedure.

5. RFP PRICING:

We are requesting FLUCTUATING monthly prices of no more than 4 decimal places on all items for the period of August 1, 2026, to July 31, 2027.

All pricing shall be firm for 30 days, after which prices for milk can increase or decrease in accordance with changes in Class I raw milk prices based on monthly Federal Milk Order Announcements for the Northeast.

Suppliers are also required to submit conversion calculations showing the manner of arriving at the amount to charge.

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 bid price must be forwarded to the Director of Food and Nutrition at least two weeks prior to the effective date of the price fluctuation.

The Federal Milk Market Administrator’s monthly announcements of Class I prices shall serve as the only basis for a change in the fluctuating milk price. The formula for changing price must mirror that of the Class I conversion calculator that is posted on the Federal Milk Market Administrator’s website.

http://www.fmmone.com. Base your fluctuating bid prices on the July 2026 Class I price.

Prices must be proposed for the month of July 2026 with the escalation or de-escalation price already included in the proposed amount for July 2026 Class I price.

7. Equipment:

Coolers are to be supplied, in satisfactory working order, furnished with lock bars, and be of sufficient size to fit the circumstances and needs of each school. These must be maintained by the vendor and must be included in the price per unit.

8. QUANTITIES:

It is understood that any quantities herein 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. SEE EXCEL RESPONSE SHEET MILK/ DAIRY FOR ESTIMATED USAGE INFORMATION

9. SPECIAL REQUIREMENTS:

Indicate any contract expectations in regards to delivery, inclement weather, drop-off arrangements, and holidays.

10. DEFAULT:

In the case of failure to deliver the goods or services in accordance with this bid, Nutmeg Buying Group will request a conference to discuss future action and possible termination of the bid. Specific indications of failure to deliver goods or services include condition of milk, condition of milk cartons, condition of milk crates, inadequate storage life dates, milk not delivered when needed, non-adherence to scheduled delivery dates, and overall performance of service. Documentation of problems will be emailed to the vendor in each instance of dissatisfaction.

The Nutmeg Buying Group

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:

Ashley Carl, RDN Director of Food Services Plainville High School 47 Robert Holcomb Way Plainville CT, 06062 860-793-3234

Nutmeg Buying Group RFP Checklist:

a. Cover sheet

b. Evaluation Criteria Sheet

c. Vendor questions and references

e. Affirmative Action Statement

f. Certification regarding debarment

g. Lobbying Certification

h. Drug Free Workplace Certificate, submit if applicable

The Nutmeg Buying Group Milk/Dairy RFP 2026-2027

COVER SHEET

VENDER

ADDRESS

CITY STATE ZIP

CONTACT PERSON PHONE NUMBER EMAIL

For furnishing and delivering Milk/Dairy to the members participating in the Nutmeg Buying Group Milk/Dairy RFP. If a bidder bids on any items, the bidder will be responsible for delivering that item, at the bid cost, in accordance with the attached specifications, which were submitted with this bid and upon which the bid was made. Bid Period July 1, 2026 through June 30, 2027.

BY SIGNING THIS BID, THE BIDDER UNDERSTANDS AND AGREES TO ALL OF THE ATTACHED TERMS, CONDITIONS AND SPECIFICATIONS.

PRINT OR TYPE FIRM’S FULL NAME SIGNATURE DATE

Evaluation Criteria

Please note: Must accompany submitted RFP

Vendor/Distributor: ________________________________________

RFP will be awarded to successful vendors by category:

Milk/Dairy

Criteria below Total points that could be given : 100 points

a. 60 points – Lowest price

b. 10 points ‐ Customer Service

c. 10 points ‐ Past History or References

d. 15 points ‐ Accuracy of Delivery – Timeliness, Mispicks Shorts and Stock Status of Bid Items

e. 5 points ‐ Availability of Online Ordering

Points Given: ____________

Notes: ______________________________________________________________________

Vendor Information Question:

1. Do you have a minimum delivery requirement? ______________

2. What is the cut-off time for ordering? _______________________

3. Who is the account representative contact for the Nutmeg Buying Group? _______________

4. List your department contact information for directors.

a. Delivery department: ___________________________________________________

b. Billing Department: ____________________________________________________

c. Nutritional Information:_________________________________________________

D. Complaints disputes contact: ___________________________________________

5. Do you have an electronic ordering system? ________________

6. Please provide three names of reference, including contact information, to the Nutmeg Buying regarding your overall service:

1. ___________________________________________________________

2. ___________________________________________________________

3. ___________________________________________________________

Enclose this information with the submitted RFP

Affirmative Action and Equal Opportunity Certification To: Prospective Vendors From: Nutmeg Buying Group Subject: Compliance with Connecticut Equal Opportunity and Non-Discrimination Requirements The Nutmeg Buying Group and its participating members are committed to the principles of equal employment opportunity and nondiscrimination in accordance with applicable federal and State of Connecticut laws. The Group will conduct business only with vendors that are in full compliance with all statutes, regulations, and executive orders pertaining to equal opportunity, nondiscrimination, and affirmative action.

As a condition of consideration for award, vendors must complete and submit the certification below as part of their RFP response. Failure to provide this certification may result in the proposal being deemed non-responsive.

Vendor Certification of Compliance The undersigned certifies that ___________________________________________________ maintains policies and practices that provide equal employment opportunity to all qualified persons. The organization does not discriminate on the basis of race, color, religious creed, age, sex, sexual orientation, gender identity or expression, marital status, national origin, ancestry, intellectual disability, mental disability, learning disability, physical disability (including blindness), veteran status, or any other protected classification under applicable federal or Connecticut law.

The organization further certifies that it is in compliance with the provisions of Connecticut General Statutes §§ 4a-60, 4a-60a, and 46a-68c, as applicable, and with all other relevant Equal Opportunity and Civil Rights statutes and regulations.

Authorized Signature: ________________________________________________________ Printed Name and Title: _______________________________________________________ Organization Name: ___________________________________________________________ Address: __________________________________ City: __________________ Zip: _______ Date: _____________________________ Telephone: ___________________________________________________

Certification regarding Debarment

School food authorities (SFAs) are required to ensure that all sub-contractors and sub-grantees are neither excluded nor disqualified under the suspension and debarment rules found at 2 CFR 200.212 by doing any one of the following:

• Checking the Excluded Parties List found at the System for Award Management (SAM) www.SAM.gov ;

• Collecting a certification that the entity is neither excluded nor disqualified. Since a federal certification form is no longer available, the grantee or sub-grantee electing this method must devise its own; • Including a clause to this effect in the sub-grant agreement and in any procurement contract expected to equal or exceed $25,000, awarded by the grantee or a sub-grantee under its grant or sub-grant;

• Sub-grantee and contractors must obtain a Unique Entity ID. All Federal Government awards are required to have a Unique Entity ID. To obtain a Unique Entity ID, visit www.SAM.gov to register.

There is no charge for a Unique Entity ID. The Unique Entity ID serves as a means of tracking and identifying applications for Federal assistance and is required on all applications for Federal assistance.

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension. 2 CFR 200.212 Suspension and Debarment. The regulations were published as Part III of the December 26, 2013, Federal Register (pages 78590-78691). Copies of the regulations may be obtained by contacting the Department of Agriculture agency with which this transaction originated.

Before completing the certification, read “Instructions for Certification” on the next page.

1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Organization name: ____________________________________ PR/award number or project name: ________________________________ Name and title of authorized representative: ______________________________ Signature: _________________________ Date: _____________________________

Instructions for Certification - Regarding Debarment:

1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the reverse side in accordance with these instructions.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms “covered transaction,” “debarred,” “suspended,” “ineligible,” ‘lower tier covered transaction,” “participant,” “person,” “primary covered transaction,” “principal,” “proposal,” and “voluntarily excluded,” as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check SAM’s Excluded Parties List.

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and /or debarment.

CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, And Cooperative Agreements

The undersigned certifies, to the best of their knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person(s) for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person(s) for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form‑LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all* sub-awards at all tiers (including subcontracts, sub-grants and contracts under grants, loans, and cooperative agreements) and that all* sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Name of Certifying Official

Signature

Date

* Note: In these instances "all", in the Final Rule is expected to be clarified to show that it applies to covered contract/grant transactions over $100,000 (per OMB).