IceCreamBidLetter2026.docx

50 South Main Street, West Hartford, CT 06107 Director of Nutrition Services Tim Prosinski Phone: (860) 561-6610 Fax: (860) 561-6921

Request for Proposal Ice Cream Products

West Hartford Nutrition Services is now accepting solicitations for our 2026 – 2027 Ice Cream contract.

The solicitation period for this contract runs from August 15, 2026 through August 15, 2027. We invite your company to review the solicitation specifications and submit a proposal for consideration.

Key Submission Details:

· Bid Reference: WHIceCream26-27

· Submission Deadline: June 5, 2026

· How to Access: All bid documents, specifications, and the official proposal form are included and available on the Connecticut State Contracting Portal (CTsource).

Please ensure that all required documentation, including pricing spreadsheets and product specifications, is submitted according to the instructions outlined in the RFP.

Please submit your completed bid via email or mail:

Email: lisa_farrah@whps.org Mailing Address:

West Hartford Nutrition Services Attn: Lisa Farrah 50 South Main Street West Hartford, CT 06107 Thank you for your interest in West Hartford Nutrition Services. If you have any questions, please feel free to contact me at (860) 561-6679.

Sincerely, Lisa Farrah Administrative Assistant

WEST HARTFORD SCHOOL NUTRITION SERVICES

PROPOSAL FORM – ICE CREAM PRODUCTS

Specifications for Furnishing Ice Cream For sixteen (16) schools in West Hartford, Connecticut

STANDARDS FOR ICE CREAM PRODUCTS

All ice cream products must comply with the State of Connecticut Healthy Snack Standards and be included on the approved list from the State Child Nutrition Office:

https://portal.ct.gov/SDE/Nutrition/List-of-Acceptable-Foods-and-Beverages#ListAcceptableFoodsBeverages Vendors must provide detailed nutritional information for each item submitted to verify compliance, including allergen information (e.g., presence of nuts or risk of cross-contamination).

In accordance with Section 104(d) of the William F. Goodling Nutrition Reauthorization Act of 1998, schools participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) must, to the maximum extent practicable, purchase domestic commodities or products.

DELIVERY SCHEDULE

· Deliveries will be made once per week to each school.

· No deliveries will be accepted on holidays or Saturdays.

· All deliveries must be made inside the kitchen/cafeteria and placed in designated freezers by 1:00 p.m.

· Products must be delivered frozen, properly packaged, and under sanitary conditions.

· All processors must maintain a superior rating from the local Board of Health.

· A call system will be used for placing orders; delivery days will be mutually agreed upon.

· Each delivery must include a delivery slip.

· Failure to meet delivery requirements may result in rejection; same-day replacement is required.

A list of school names and addresses will be provided by School Nutrition Services.

ICE CREAM FREEZERS

Please indicate the availability of ice cream storage and/or display freezers, including any associated costs. Vendors are responsible for removing equipment at the end of the contract period.

INVOICING

· Each delivery must include a legible and accurate invoice, signed by authorized school personnel.

· Monthly statements for each cafeteria must be submitted to the School Nutrition Services Office no later than the 5th of the following month.

PRICING

· Pricing must remain firm for the period of August 15, 2026 through August 15, 2027.

· All prices must be net and inclusive of delivery charges.

· Prices must exclude all applicable taxes (local, state, and federal).

· Approved substitutions must be provided at no additional cost.

INSPECTION

Products may be inspected upon delivery by the school cafeteria supervisor. The supervisor’s decision regarding acceptance or rejection will be considered final.

BID AWARD

The West Hartford Public Schools Board of Education reserves the right to:

· Award the contract to the lowest responsible bidder

· Waive any informalities in bids

· Reject any or all bids The contract may be extended for additional school years upon mutual agreement by both parties.

REJECTION OF BIDS

The Board of Education reserves the right to reject any or all bids or waive any informalities to serve the best interests of West Hartford Public Schools.

RIGHT TO TERMINATE

Either party may terminate the contract for cause with a minimum of sixty (60) days written notice.

West Hartford Nutrition Services – Proposal Form Ice Cream Products Vendor Information & Submission Cash Discount on Monthly Bills (If payment is made no later than the 15th of the following month):

Minimum Delivery Requirement per School:

Submission Reminders:

· Electronically: lisa_farah@whps.org

· Mail: West Hartford Nutrition Services, 50 South Main Street, West Hartford, CT 06107 (Attention: Lisa Farrah)

· Pricing Sheet: Your itemized costs for products you are bidding on.

· Technical information: Product specifications.

· Affirmative Action Statement

· Certification regarding debarment

· Non-Collusive Statement

· Insurance Indemnification if awarded bid.

· Deadline: June 5, 2026

Authorized Signature Signed: ____________________________________________________________ Printed Name: _______________________________________________________ Company: __________________________________________________________ Phone Number: ______________________________________ Email: ______________________________________________ Date: _______________________________________________

West Hartford Public Schools

Affirmative Action and Equal Opportunity Certification To: Prospective Vendors From: West Hartford Board of Education, Nutrition Services Subject: Compliance with Connecticut Equal Opportunity and Non-Discrimination Requirements The West Hartford Board of Education, Nutrition Services Department 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: ____________________________________

RFP/award number or solicitation 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.

West Hartford Public Schools Nutrition Services

NON-COLLUSIVE BID STATEMENT

All bidders are required to sign a Non-Collusive Statement with all public bids as follows:

1. The bid has been arrived at by the bidder, independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with any other bidder of material, supplies, equipment, or services described in the solicitation, designed to limit independent bidding or competition: and

2. The contents in the solicitation have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid, and will not be communicated to any person prior to the official opening of the solicitation.

Date

Signed Printed Name

Company

Address

Telephone Number

INSURANCE EXHIBIT

The Contractor shall procure insurance coverage against claims that may arise from, or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The Contractor shall keep all the required insurance in force continuously pursuant to their responsibility described in this contract, including any and all extensions. The Contractor shall pay all costs, premiums, and audit charges earned and payable under the required insurance.

For the purpose of this exhibit: the term "Contractor" shall also include their respective agents, representatives, employees or subcontractors; and the term "Town of West Hartford and West Hartford Board of Education" (hereinafter called the "Town") shall include their respective officers, agents, officials, employees, volunteers, boards and commissions.

A. Minimum Scope and Limits of Insurance:

The insurance required shall be written for not less than the scope and limits of insurance specified in this exhibit, or required by applicable federal, state and/or municipal law, regulation or requirement, whichever coverage is greater. It is agreed that the scope and limits of insurance coverage specified in this exhibit are minimum requirements and shall in no way limit or exclude the Town from additional limits and coverage provided under the Contractor's policies.

1) Commercial General Liability:

$1,000,000 combined single limit per occurrence for bodily injury, personal injury, property damage, contractual liability and products /completed operations. Contractor shall continue to provide products/completed operations coverage for two

(2) years after completion of the work.

2) Automobile Liability and Physical Damage Coverage:

$1,000,000 combined single limit per occurrence for any auto, including statutory uninsured/underinsured motorists coverage and $1,000 medical payments. Policy to include collision and comprehensive coverage for any auto used for the purpose of this contract.

3) Umbrella Liability:

$1,000,000 per occurrence following form.

4) Workers' Compensation:

Coverage A / Workers' Compensation: statutory limits as required by the Labor Code of the State of Connecticut. Coverage B / Employer's Liability: limits of $100,000 each accident, $500,000 disease/policy limit, $100,000 disease/each employee. If the Contractor decides not to procure workers’ compensation in accordance with Connecticut law, the Contractor agrees to comply with the Connecticut Workers’ Compensation Act’s (Act) requirements for withdrawing from the provisions of the Act, including, but not limited to, filing the appropriate notice of withdrawal with the commissioner. The Contractor agrees to hold the Town of West Hartford, the West Hartford Board of Education, their respective boards and commissions, officers, agents, officials, employees, servants, volunteers, contractors and representatives harmless from any and all suits, claims, and actions arising from personal injuries sustained by the Contractor or Contractor’s employees during the course of the performance of this contract, however caused.

5) Personal Property:

"All risk" insurance on a replacement cost basis to cover the value of personal property belonging to the Contractor and others (including but not limited to the personal property of subcontractors) brought, used or stored on Town property for the duration of the contract. The deductible shall not to exceed $1,000. The Town shall not be responsible to the Contractor for any injury or damage caused to the Contractor’s property, however caused. All property of the Contractor and its agents shall be brought or maintained on the Town property at the sole risk of the Contractor. To the extent permitted by law, the Contractor agrees to indemnify, defend and hold harmless the Town from any and all losses or damages, however caused, to any and all personal property belonging to the Contractor, its agents, representatives, employees and/or subcontractors.

A. Additional Insured Endorsement:

All liability policies (with the exception of Worker’s Compensation) shall include the Town of West Hartford, the West Hartford Board of Education, and their respective officers, agents, officials, employees, volunteers, boards and commissions as an Additional Insured with respect to liability arising out of or in connection with the activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, leased, or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Town.

B. Acceptability of Insurers:

Contractor’s policies shall be written by insurance companies licensed to do business in the State of Connecticut, with a Best's rating of no less than A:VII, or otherwise deemed acceptable by the Town's Risk Manager.

C. Subcontractors:

Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

D. Waiver of Subrogation:

Contractor shall provide that all insurance policies include a waiver of subrogation clause that states that it is agreed that in no event shall the insurance company have any right of recovery against the Town. When the Contractor is self-insured, it is agreed that in no event shall the Contractor have any right of recovery against the Town.

E. Claims-Made Form:

If the insurance coverage is underwritten on a claims-made basis, the retroactive date shall be prior to or coincident with the date of the contract. The certificate of insurance shall state the retroactive date and that the coverage is claims-made. The Contractor shall maintain coverage for the duration of the contract and for the two (2) years following the completion of the contract. Evidence of such coverage shall be provided to the Town thirty (30) days prior to each policy expiration.

F. Aggregate Limits:

If a general aggregate is used, the general aggregate limit shall apply separately to the project or shall be twice the occurrence limit. All aggregate limits must be declared to the Town. It is agreed that the Contractor shall notify the Town with reasonable promptness with information concerning the erosion of limits due to claims paid under the general aggregate during the contract term. If the aggregate limit is eroded, the Contractor agrees to reinstate or purchase additional limits to meet the minimum limit requirements stated herein. The Contractor shall pay the premium.

G. Deductibles and Self-Insured Retentions:

Contractor must declare any deductibles or self-insured retentions to the Town. All deductibles or self-insured retentions are the sole responsibility of the Contractor to pay and/or to indemnify.

A. Notice of Cancellation or Nonrenewal:

For other than non-payment of premium, each insurance policy required by this exhibit shall be endorsed to state that coverage shall not be suspended, voided, cancelled, or reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the Town. Ten (10) days prior written notice shall be given for non-payment of premium

B. Other Insurance Provisions:

The policies are to contain, or be endorsed to contain, the following provisions:

1) Liability Coverages

a) The Contractor's insurance coverage shall be primary insurance with respect to the Town. Any insurance or self- insurance maintained by the Town shall be excess of the Contractor's insurance and shall not contribute with it.

b) Coverage shall state that the Contractor's insurance shall apply separately to each insured against whom a claim is made or suit is brought.

c) Any failure to comply with the claim reporting provisions of the policy shall not affect coverage provided to the Town.

K. Verification of Coverage:

The Contractor shall provide the Town with certificates of insurance, declaration pages, policy endorsements or provisions confirming compliance with this exhibit before work commences. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. Renewal of expiring certificates shall be filed thirty (30) days prior to expiration. The Town reserves the right to require complete, certified copies of all required policies, at any time.

All insurance documents required by this exhibit should be mailed to: Town of West Hartford, Risk Management Division, 50 South Main Street, West Hartford, Connecticut 06107.

L. Failure to Purchase or Maintain Insurance:

If the Town or the Contractor is damaged by failure of the Contractor to purchase or maintain insurance required by this exhibit, the Contractor shall bear all reasonable costs including, but not limited to, attorney's fees and costs of litigation, properly attributable thereto.

Initials/ Contractor Date

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