RFP_026-41_Technical_Proposal_Workbook.docx
DOCX document 3 MB Posted
- Attached to
- RFP 026-41 Commercial & USDA Foods
- Solicitation number
- RFP 026-41
- Issued by
- New Haven County, Connecticut
About this file
This is a Technical Proposal Workbook for RFP 026-41 issued by the City of Meriden Purchasing Department on behalf of Meriden Public Schools in Connecticut. The solicitation seeks qualified vendors to supply and distribute commercial groceries, beverages, produce, and further processed USDA Foods to serve 8,200 students across 13 school sites and 14 delivery locations. Deliveries are scheduled primarily on Wednesdays and Thursdays between 6:00 a.m. and 1:30 p.m., with twice-weekly deliveries for seasonal programs at select sites. The RFP was released January 28, 2026, with written questions due by February 6, 2026, vendor responses provided by February 10, 2026, and proposals due February 25, 2026, at 11:00 a.m. EST via the City eProcurement Portal. The anticipated contract award date is April 24, 2026, with the contract term commencing July 1, 2026, and concluding June 30, 2027, with an option for mutual renewal for up to five years total, with each renewal period not to exceed one year and requiring written agreement 90 days prior to expiration.
The anticipated contract value for the 2026-2027 school year is approximately $3,100,000, with pricing structured in three groups: Group A with fixed unit prices for commercial groceries and Fresh Fruit and Vegetable Program snack packs; Group B with value pass-through pricing for further processed USDA Foods; and Group C with cost-plus-fixed-fee pricing for seasonal products subject to market fluctuations. All prices include complete inside delivery costs and exclude federal, state, and local excise taxes. The RFP is open to all qualified vendors with no explicit set-aside designations or restrictions limiting organizational types. Proposers must demonstrate qualifications including years in business, experience in the K-12 segment, relevant staffing certifications, and provide at least three school district references from similar work completed within the past five years. The evaluation criteria are weighted as follows: qualifications and experience (15%), service delivery approach (25%), cost proposal (45%), and responsive and responsible bidder status (15%). The district reserves the right to award to a single prime vendor or to make multiple awards based on delivery capability, volume requirements, and service quality. Invoices will be paid within 30 days, and records must be maintained for at least three years following final payment.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_026-41_Commercial_&_USDA_Foods_(Addendum_#2_Revision).pdf | ||
| RFP_026-41_Commercial_&_USDA_Foods.pdf | ||
| RFP_026-41_Technical_Proposal_Workbook.docx | DOCX document | |
| RFP_026-41_USDA_&_Commercial_Foods_(PDF).pdf | ||
| RFP_026-41_Cost_Proposal_Workbook_Index_(Excel).xlsx | XLSX spreadsheet |
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Text version
City of Meriden Solicitation Number: RFP 026-41 Commercial & USDA Foods
Attachment:
TECHNICAL PROPOSAL WORKBOOK
Meriden Public Schools City of Meriden Solicitation Number: RFP 026-41 Commercial & USDA Foods
Instructions Proposer is to complete this Technical Proposal Workbook and submit it as their response to this RFP.
Proposer General Information Legal Company Name (Proposer to include response here)
Proposer Headquarters Address (Proposer to include response here)
Authorized Company Representative (Proposer to include response here)
Proposer Contact Information (Email and Phone) (Proposer to include response here)
If a Corporation, Where Incorporated (Proposer to include response here)
Company Website (Proposer to include response here)
Technical Proposal Proposer’s answers to the following questions will comprise the proposer’s official Technical Proposal response to this RFP. Information prepared by the proposer and submitted with their proposal may be incorporated into a final contract.
Proposers are reminded that the Cost Proposal Workbook is a separate document and must also be completed as part of the proposal.
Category 1: Qualifications, Experience, and Capacity (15.0 points)
1. Qualifications and Experience
a. Overall qualifications: Provide a general overview of your organization. Why is your organization uniquely qualified to partner with Meriden Public Schools for this scope of work? (2.5 points) (Proposer to include response here)
b. Years in business: Detail the number of years your organization has been in business. (1.5 points) (Proposer to include response here)
c. Current business: What percentage of your current business consists of the K-12 segment? (3.0 points) (Proposer to include response here)
2. Staffing, Capacity, and Oversight
a. Team overview: Describe the team that would work on this contract. Include a list of key team members and their expected availability throughout the contract period. Include any relevant licenses/certifications. (2.0 points) (Proposer to include response here)
3. References: List at least three references that are school districts for similar work performed within the past five years. (2.0 points per reference)
| Reference 1 |
| Name |
Email Address
Phone Number
Name and Location of School District
Project Start and End Dates
| Reference 2 |
| Name |
Email Address
Phone Number
Name and Location of School District
Project Start and End Dates
| Reference 3 |
| Name |
Email Address
Phone Number
Name and Location of School District
Project Start and End Dates
Category 2: Service Delivery Approach (25 Points)
1. Product Orders
a. Electronic capabilities: Describe your ordering system, including availability of nutritional information, product images, inventory levels, next delivery date, and delivery quantity. Include any training/demonstrations available. (5.0 points) (Proposer to include response here)
b. Order placement: Describe the method and timeline for order placement and ability to make changes. (2.0 points) (Proposer to include response here)
c. Order minimums: Indicate if a minimum order is required per site; if so, please state how much. (2.0 points) (Proposer to include response here)
d. Substitutions: Describe the process for notification and handling of shortages or substitutions. Provide contact information for the person handling these issues. (1.5 points) (Proposer to include response here)
e. Special orders: Describe your process for special orders, including ability to allocate spacing, typical lead times, and any other customer requirements. (1.0 point) (Proposer to include response here)
f. Reporting: Describe any reports available to the district, including usage/velocity reports and the information available to be included in these reports. (1.0 point) (Proposer to include response here)
2. Deliveries
a. Delivery schedule: Describe how your organization would approach logistics and communications with Meriden Public Schools if you could not meet the proposed delivery schedule. Include procedures to deliver to schools for holidays, half-days, and school closures due to inclement weather. (2.0 points) (Proposer to include response here)
b. Delivery surcharges: Is there a proposed fuel surcharge? If so, please include the amount. (4.0 points) (Proposer to include response here)
c. Product issues: Describe your organization’s plan to respond to concerns with deliveries, such as wrong or damaged products delivered. (1.5 points) (Proposer to include response here)
3. Invoices, Statements, and Payment
a. Prompt payment discounts: Does your organization offer prompt payment discounts? If so, what opportunities are available to Meriden Public Schools? (5.0 points) (Proposer to include response here)
Continuation of Responses If you require additional space to answer any required section, use the space below. Please label your response with the corresponding section and question number/letter.
(Proposer to include response here, if applicable) image1.png
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