RFP 4130 - A la Carte Beverages.pdf

REQUEST FOR PROPOSAL

For

A la Carte Beverages

THIS IS NOT AN ORDER

VENDOR/PROPOSER NAME & ADDRESS

Unless otherwise noted, names of all organizations submitting proposals will be publicly available after the date and time specified as the deadline for submitting proposals. Proposals will be open to public inspection after award(s).

Revisions to this request for proposal, including due date, may be made by an official written amendment issued by Purchasing Services. Please check whether any amendments have been issued prior to submitting a proposal and do not submit a proposal before the School District issues its formal response to questions about the RFP.

Correspondence must reference the proposal number.

PROPOSAL NUMBER: 4130

ISSUE DATE: September 5, 2024

DUE DATE: September 20, 2024 - 2:00 PM (CST)

IF NOT PROPOSING, please check here and return this cover page only.

The original proposal may be submitted via US mail, hand delivery or a delivery service and must be received by Administrative Services at the above address.

Proposals not date/time stamped by Administrative Services staff by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a proposal has no enforceable right to amend its proposal after the submission deadline.

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

By signing this proposal, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned states that he/she is authorized to bind the proposer and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith.

SIGNATURE: DATE:

TYPE or PRINT NAME:

TITLE: TELEPHONE NUMBER:

FEIN or TAX ID NUMBER: FAX NUMBER:

EMAIL ADDRESS:

RFP # 4130 | A la Carte Beverages 1

Table of Contents

1. General Information

1.1 Introduction and background

1.2 Scope

1.2.1 . Project Description

1.2.2 . Needs

1.2.3 . Current Operations

1.3 Request for proposal process

1.4 Procuring and contracting department/division

1.5 Definitions

1.6 Clarification and/or revisions to the specifications and requirements

1.7 Debarred, suspended, proposed for debarment or declared ineligible

1.8 Accessibility guidelines related to proposed software and hardware

1.9 Reasonable accommodations

1.10 Calendar of events

1.11 Contract term and funding

1.12 State of Wisconsin VendorNet registration

2. Preparing and Submitting a Proposal

2.1 General instructions

2.2 Proprietary information

2.3 Incurring costs

2.4 Submitting the proposal

2.5 Proposal organization and format

2.5.1 . Cover Page (Sign and complete associated Request for Proposal cover page)

2.5.2 . Response to vendor/proposer qualifications (See Section 4):

2.5.3 . Response to requirements (See Section 5)

2.5.4 . Cost proposal (See Section 6):

2.5.5 . Required forms (See Section 9):

2.6 Multiple proposals

2.7 Oral presentations and site visits

2.8 Demonstrations

2.9 Withdrawal of proposals

3. Proposal Selection and Award Process

3.1 Preliminary evaluation

3.2 Proposal scoring

3.3 Right to reject proposals and negotiate contract terms

3.4 Evaluation criteria

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3.5 Award and final offer(s)

4. Vendor/Proposer Qualifications

4.1 Introduction

4.2 Organizational capabilities

4.3 Key staff

4.4 References

5. Requirements

5.1 Mandatory requirements

5.1.1 . Orders will be placed by lead workers at each site for their weekly needs according to Vendor’s guidelines outlined on Attachment E. Emergency orders or special orders may be phoned to Vendor by the school lead and Vendor must make an attempt to accommodte special service when requested. Any delivery minimums must be outlined on Attachment E

5.1.2 . A unique delivery schedule will be established with each secondary school (listed below) individually. The delivery schedule must include at least one delivery per site weekly and be scheduled for a time outside of meal service when food service staff ispresent, likely between the hours of 6:00am – 2:00pm. Not all cafeterias have the same hours and delivery schedules must be arranged in advance for each location. Items will be delivered to the school storage area (e.g. closet, storeroom, walk-in cooler, etc.) as designated by the site lead

5.1.3 . Delivery locations may be added or removed during the contract term

5.1.4 . All products must come in recyclable containers without six pack rings (or similar plastic restraints). Nutrition information should be available for all products offered to the District. All products must comply with the USDA’s Smart Snacks in Schools gidelines. Information regarding Smart Snacks can be found at: https://dpi.wi.gov/school-nutrition/national-school-lunch-program/smart-snacks

5.1.5 . Vendor must provide coolers for each site as requested. Coolers will include uprights with 200-300+ can/bottle capacity that are mobile with ability for securely locking and counter top models with ability for securely locking. Any marketing on providedcoolers must be limited to Smart Snacks approved products

5.1.6 . Repair and maintenance services for Vendor owned coolers are the responsibility of the Vendor. Any broken equipment must be repaired or replaced within five business days

5.1.7 . Delivery trucks cannot advertise any tobacco or alcohol products

5.1.8 . All unopened cases can be returned as well as any damaged product at the time of delivery. The District will not accept any crushed or dented cans or bottles. If delivered, a full refund is expected

5.2 Additional information

5.2.1 . Companies without a full variety of products as defined in this RFP may partner with other companies who have the additional required products when responding to the RFP. Partners must be disclosed at the time the RFP is submitted

5.2.2 . No solicitation of new products will be done at the school level. New products must be approved by the manager at the Food Production Center prior to being introduced at the school level. Nutrition information must be available as well as the per cost unt including any discounts at the time of proposal to the manager

6. Cost Proposal

6.1 Conditions for payment

6.2 General instructions on submitting cost proposals

6.3 Format for submitting cost proposals

6.4 Fixed price period

7. Special Contract Terms and Conditions

7.1 Hold harmless

7.2 Liquidated damages

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7.3 Prime contractor and minority business subcontractors

7.4 Additional terms

7.5 Termination of contract

8. Standard Terms and Conditions

9. Required Forms

9.1 Cover Page (Sign and complete RFP cover page)

9.2 Attachment A Vendor Information

9.3 Attachment B Vendor Reference

9.4 Attachment C Designation of Confidential and Proprietary Information

9.5 Attachment D Cost Summary Page (see Section 6)

9.6 Attachment E Value Added Services responses

9.7 Attachment F Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

9.8 Appendix A Affirmative Action Requirements for Contractors and Vendors

9.9 Appendix B Equal Employment Opportunity / Affirmative Action Employer Identification Report

9.10 Appendix C Affirmative Action & Equal Employment Opportunity Policy Statement

1. Standard Terms and Conditions (Non-Construction)

2. Attachment A – Vendor Identification

3. Attachment B – Vendor References

4. Attachment C – Designation of Confidential and Proprietary Information

5. Attachment D – Cost Summary Sheet

6. Attachment E – Value Added Services

7. Attachment F – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

8. Appendix A – Affirmative Action Requirements for Contractors and Vendors

9. Appendix B – Equal Employment Opportunity/Affirmative Action Employer Information Report

10. Appendix D – Intention to Submit a Proposal and Questions/Inquiries

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1. General Information

1.1 Introduction and background

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for juice, water, and sports drinks. The District as represented by Food & Nutrition intends to use the results of this solicitation to award a contract for purchasing juice water and sports drinks with delivery to multiple sites.

More than half of our 26,000 students are students of color, including 21% who identify as Latinx and 18% who are African American. Over a quarter are students who are learning English, coming from homes where nearly 100 different languages are spoken. Fourteen percent are students with disabilities. The district employs over 2,780 teachers, 145 administrators and 1,300 support personnel, plus more than 2,500 part time staff (including substitute teachers and summer recreation workers). The MMSD includes 49 school buildings in a 72 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 32 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 5 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The district also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, the Hoyt School, and the Affiliated Alternatives.

MMSD believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District’s strategic framework recognizes the following priorities in working toward the realization of our vision: 1) Coherent Instruction – every student should have well-rounded, culturally responsive and coherent instruction; 2) Personalized Pathways – students should be engaged in charting a personalized pathway to college, career and community readiness; 3) Family Engagement and Community Partnerships- we should engage families and community members as partners; 4) Thriving Workforce – we should cultivate a work environment to attract, develop and retain top talent;

and 5) Accountability Systems – we need to ensure accountability at all levels. It is important for any vendor or organization working with the District share in this vision for our students.

(MMSD’s Strategic Framework can be found at: https://www.madison.k12.wi.us/framework)

Because of the District’s sound financial management practices, Madison is one of only a few Wisconsin districts to have an “Aa1” bond rating.

1.2 Scope

1.2.1 Project Description

The Madison Metropolitan School District (MMSD) seeks a vendor to provide beverages for ala carte sales accompanying the National School Lunch Program at secondary schools district-wide. The contract is based on pricing provided by the distributor for the cost of providing a la carte beverages to schools.

https://www.madison.k12.wi.us/framework

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1.2.2 Needs

The District is looking for a beverage distributor that will deliver Smart Snack Compliant a la carte beverages including but not limited to juice, water, and sports drinks directly to multiple secondary school sites district-wide.

1.2.3 Current Operations

Our current vendor provides weekly deliveries to 14 secondary school sites throughout the District. The contract is estimated at $50,000 annually. The contract does not include sales outside of the Food & Nutrition department, even if they are within the District (e.g.

concessions sales).

1.3 Request for proposal process

This document is a Request for Proposal. It differs from a Request for Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As defined in the American Bar Association Model Procurement Code, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards which measure how well a vendor’s approach meets the desired requirements and needs of the District.

1.4 Procuring and contracting department/division

This Request for Proposal (RFP) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the Request for Proposal process. The person responsible for managing this procurement process is Chris Wayland, Lead Buyer.

As it pertains to this RFP, vendors shall NOT have contact with anyone other than the Assistant Director of Auxiliary Services through the duration of this RFP process. All communication pertaining to this RFP must be in writing by email (preferred) or US mail.

Any contract(s) resulting from this RFP will be administered by Madison Metropolitan School District, Office of Food and Nutrition. The contract administrator will be Jeff Orr, Administrative Manager.

1.5 Definitions

The following definitions are used throughout this document.

RFP means Request for Proposal District/MMSD means Madison Metropolitan School District.

Vendor/Proposer means a firm submitting a proposal in response to this RFP.

Contractor means proposer awarded the contract.

1.6 Clarification and/or revisions to the specifications and requirements

In order for your organization to directly receive updates to this Request for Proposal, including responses to submitted questions/inquiries, please complete Appendix D: Intentions to Submit a Proposal and Question/Inquiries. This document (Appendix D) can be emailed to

RFP # 4130 | A la Carte Beverages 6 bids@madison.k12.wi.us and it will assist in allowing the District to provide timely information to interested parties.

Any questions concerning this RFP must be submitted in writing in the format provided in Appendix D of this document by e-mail (preferred) or US mail on or before September 13, 2024

- 2:00 PM (CST) to:

Chris Wayland Purchasing Services Madison Metropolitan School District 545 West Dayton Street Madison, WI 53703-1967

Phone: (608) 204-6803 Email: bids@madison.k12.wi.us

During the selection process, vendors/proposers are specifically prohibited from contacting the District/schools to “prospect” for new business; introduce the firm’s staff; provide marketing or promotional materials; discuss advantages/benefits of their company, and/or discuss the disadvantages of working with their competitor(s). Vendors/proposers with questions about what constitutes allowable behavior during the selection process for this RFP should submit questions in writing to the above email address. Attempts to contact a District employee (including school personnel), official, or representative in any manner contrary to the requirements set forth in this document may lead to vendors/proposers being disqualified from consideration.

An electronic version of the RFP is available on the District’s web site:

www.madison.k12.wi.us/doingbusiness

Vendors/Proposers should raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT as early as possible in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all known recipients of this initial RFP or posted to the District’s Website at:

www.madison.k12.wi.us/doingbusiness

1.7 Debarred, suspended, proposed for debarment or declared ineligible

Contractors doing business with the MMSD must provide certification that they are not debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are not voluntarily excluded from conducting business with a federal department or agency of the federal government.

MMSD may exclude a contractor or its subcontractor from participating in the RFP process and/or contract award if the organization or its principal(s) has(have) been debarred or excluded from doing business with the Federal Government.

mailto:bids@madison.k12.wi.us

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1.8 Accessibility guidelines related to proposed software and hardware

Vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0).

In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.)

Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation.

1.9 Reasonable accommodations

The District will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening, contact Assistant Director of Auxiliary Services, Kenneth Thomas at (608) 663-5931.

1.10 Calendar of events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

DATE (all times are CST) EVENT

September 5, 2024 Date of RFP issue September 10, 2024 – 2:00 PM Mandatory intention to submit proposal and/or submission of written questions/inquiries September 12, 2024 (estimate) Response to vendor questions/inquiries (to include supplements or revisions) posted on the District’s website September 20, 2024 - 2:00 PM Proposals due from vendors September 27, 2024 (estimate) Recommendation October 28, 2024 (estimate) Board of Education Approval November 1, 2024 (estimate) Notification of intent to award

1.11 Contract term and funding

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through September 30, 2027, with an option by mutual agreement of the District and contractor, to renew for two additional one-year periods unless amended, cancelled or rebid.

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1.12 State of Wisconsin VendorNet registration

The District makes use of the State of Wisconsin’s purchasing information and vendor notification service. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us.

2. Preparing and Submitting a Proposal

2.1 General instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (i.e., expensive artwork, binders) beyond a sufficiently presented, complete, effective and securely bound proposal, are not necessary or desired.

2.2 Proprietary information

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with applicable law.

To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Public Records Law.

2.3 Incurring costs

The District is not liable for any cost incurred by proposers in replying to this RFP.

2.4 Submitting the proposal

Proposers must submit ONE hardcopy original (identified as such), ONE electronic version (memory stick, compact disk or e-mail attachment), and TWO (2) hardcopies including all materials (excluding Cost Proposal; see paragraph 6.2) required for acceptance of their proposal by September 20, 2024 at 2:00 p.m. (CST) to:

Chris Wayland Purchasing Services Madison Metropolitan School District 545 W Dayton St.

Madison, WI 53703

At proposal opening, only the names of responding vendors are provided. No further information will be available until contract award.

Proposals must be time/date stamped as received by Purchasing Services on or before the specified date and time provided above. Proposals not so stamped will not be accepted. Receipt of a proposal by the District’s mail system does not constitute receipt of a proposal by Purchasing Services, for purposes of this RFP.

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All proposals MUST be packaged, sealed and show the following information on the outside of the package:

Proposer’s name and address Request for proposal number Proposal due date

2.5 Proposal organization and format

Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings:

2.5.1 Cover Page (Sign and complete associated Request for Proposal cover page)

2.5.2 Response to vendor/proposer qualifications (See Section 4):

Introduction Organizational capabilities

Key staff References

2.5.3 Response to requirements (See Section 5)

2.5.4 Cost proposal (See Section 6):

2.5.5 Required forms (See Section 9):

Attachment A Vendor Information Attachment B Vendor Reference Attachment C Designation of Confidential and Proprietary Information Attachment D Cost Summary Page

Attachment E Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

Appendix A Affirmative Action Requirements for Contractors and Vendors Appendix B Equal Employment Opportunity / Affirmative Action Employer

Information Report Appendix C Affirmative Action & equal Employment Opportunity Policy

Statement

2.6 Multiple proposals

A vendor/proposer may submit multiple proposals; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.

2.7 Oral presentations and site visits

Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the District. The District will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct an interview or permit a site-visit on the date scheduled may result in rejection of the vendor’s proposal. Should a vendor be invited for

RFP # 4130 | A la Carte Beverages 10 an onsite presentation, they should expect to bring one (1) sample of each item included in the proposal.

2.8 Demonstrations

Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a District site. Product(s) being demonstrated must be delivered to the District site upon a two (2) week notice by the District to the vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The District will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor’s product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the District’s specified requirements during the demonstration may result in rejection of the vendor’s proposal.

The successful demonstration of the vendor’s product(s) and/or service(s) does not constitute acceptance by the District. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

2.9 Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the actual proposal closing date if the proposal has already been received by Purchasing Services. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to purchasing services. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the original proposal closing date and time.

3. Proposal Selection and Award Process

3.1 Preliminary evaluation

The proposals will first be reviewed to determine if requirements in Section 2.0 are met and if additional requirements are met (see all requirement sections). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the District reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this

RFP.

3.2 Proposal scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews, and conduct an on-site visit and use the results in scoring the proposals. Diverse-owned businesses are encouraged to participate in this solicitation and may receive a 5% preference. To qualify, vendors must be certified by the Wisconsin Supplier Diversity Program or participate in the Wisconsin Diversity Procurement Network.

3.3 Right to reject proposals and negotiate contract terms

The District reserves the right to reject any and all proposals and to waive minor irregularities and technicalities. The judgment of the District on such matters shall be FINAL. The District further retains

RFP # 4130 | A la Carte Beverages 11 the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the District may negotiate a contract with the next highest scoring proposer.

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3.4 Evaluation criteria

The proposals will be scored using the following:

3.5 Award and final offer(s)

The District may recommend a contract be awarded to the vendor with the highest total score as outlined in section 3.4, or may recommend that contracts be awarded to multiple proposers to provide portions of the services or goods proposed. Alternatively, multiple vendors with the highest total scores may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked in the same manner described above to determine the vendor with the highest total score.

4. Vendor/Proposer Qualifications

4.1 Introduction

Please provide an appropriate brief introduction as it pertains to your organization.

4.2 Organizational capabilities

Describe your company’s experience in providing services and products similar to those requested in this RFP, especially to K-12 food service operations, including evidence of the successful ability to provide branded products in sufficient quantity, quality, and diversity to adequately serve the District’s needs. This description shall contain dates of service, location of operation, and the name of the responsible individual(s) to be contacted concerning this capability.

4.3 Key staff

Describe the educational and work experiences for each of the key staff who would be assigned to our account. Please identify a customer service representative who will be assigned to our account, and include a resume with references for other accounts who work with this representative.

4.4 References

Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), that can be used as references for your work with ala carte beverages in the K-12 market. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project, emphasizing other K-12 accounts. The results of the references will be provided to the evaluation team and used in scoring the written proposals.

CRITERIA Weight (%)

Variety of products available 15%

Cost 40%

Organization’s ability to meet RFP requirements

15%

Organization’s qualifications/experience 15%

Documentation qualifying vendor as a diverse-owned business firm

5%

References 10%

TOTAL 100%

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5. Requirements

5.1 Mandatory requirements

The following requirements are mandatory and must be complied with.

5.1.1 Orders will be placed by lead workers at each site for their weekly needs according to Vendor’s guidelines outlined on Attachment E. Emergency orders or special orders may be phoned to Vendor by the school lead and Vendor must make an attempt to accommodate special service when requested. Any delivery minimums must be outlined on Attachment E.

5.1.2 A unique delivery schedule will be established with each secondary school (listed below) individually. The delivery schedule must include at least one delivery per site weekly and be scheduled for a time outside of meal service when food service staff is present, likely between the hours of 6:00am – 2:00pm. Not all cafeterias have the same hours and delivery schedules must be arranged in advance for each location. Items will be delivered to the school storage area (e.g. closet, storeroom, walk-in cooler, etc.) as designated by the site lead.

School Name Delivery Address

Badger Rock Middle School 501 Badger Road

Black Hawk Middle School 1402 Wyoming Way

Cherokee Middle School 4301 Cherokee Drive

Hamilton Middle School 4801 Waukesha Street

Jefferson Middle School 101 S. Gammon Road

O’Keeffe Middle School 510 S. Thornton Avenue

Sennett Middle School 502 Pflaum Road

Sherman Middle School 1610 Ruskin Street

Spring Harbor Middle School 1110 Spring Harbor Drive

Toki Middle School 5606 Russett Road

Whitehorse Middle School 218 Schenk Street

Wright Middle School 1717 Fish Hatchery Road

East High School 2222 E. Washington Avenue

La Follette High School 702 Pflaum Road

Memorial High School 201 S. Gammon Road

West High School 30 Ash Street

Food Production Center 4711 Pflaum Rd

5.1.3 Delivery locations may be added or removed during the contract term.

5.1.4 All products must come in recyclable containers without six pack rings (or similar plastic restraints). Nutrition information should be available for all products offered to the District.

All products must comply with the USDA’s Smart Snacks in Schools guidelines.

Information regarding Smart Snacks can be found at: https://dpi.wi.gov/school-nutrition/national-school-lunch-program/smart-snacks.

5.1.5 Vendor must provide coolers for each site as requested. Coolers will include uprights with 200-300+ can/bottle capacity that are mobile with ability for securely locking and counter top models with ability for securely locking. Any marketing on provided coolers must be limited to Smart Snacks approved products.

https://dpi.wi.gov/school-nutrition/national-school-lunch-program/smart-snacks https://dpi.wi.gov/school-nutrition/national-school-lunch-program/smart-snacks

RFP # 4130 | A la Carte Beverages 14

5.1.6 Repair and maintenance services for Vendor owned coolers are the responsibility of the Vendor. Any broken equipment must be repaired or replaced within five business days.

5.1.7 Delivery trucks cannot advertise any tobacco or alcohol products.

5.1.8 All unopened cases can be returned as well as any damaged product at the time of delivery. The District will not accept any crushed or dented cans or bottles. If delivered, a full refund is expected.

5.2 Additional information

5.2.1 Companies without a full variety of products as defined in this RFP may partner with other companies who have the additional required products when responding to the RFP.

Partners must be disclosed at the time the RFP is submitted.

5.2.2 No solicitation of new products will be done at the school level. New products must be approved by the manager at the Food Production Center prior to being introduced at the school level. Nutrition information must be available as well as the per cost unit including any discounts at the time of proposal to the manager.

6. Cost Proposal

6.1 Conditions for payment

As a public school district, MMSD must be a wise steward of public funds, and generally does not pay for goods or services prior to the delivery thereof, and any proposal for pre-payment should include the reasons why pre-payment is necessary and a wise use of public funds. Even in the case of a prepayment, the District will only agree to payments based on project phases (or project milestones) and established outcome targets for each phase. At the District’s sole discretion, these progress payments may be tied to the satisfactory completion of the work. The District may also include a ‘retainage clause’ of 5% to 10% to be released only after the entire project has been satisfactorily completed.

6.2 General instructions on submitting cost proposals

The original cost proposal and one copy should be submitted in a separate envelope with the written proposal. Proposal should also include one electronic copy (e.g. memory stick or email attachment) that is received prior to submission deadline. The cost proposal will be scored as described in sections 3.4 and 3.5.

6.3 Format for submitting cost proposals

The format for submitting Cost Proposals has been established in Attachment D and should not be modified.

6.4 Fixed price period

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals.

6.5 Pricing options and delivery minimums

Vendors are encouraged to submit multiple cost proposals that may allow MMSD to achieve lower pricing in exchange for alternative delivery minimums and/or volume discounts.

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7. Special Contract Terms and Conditions

7.1 Hold harmless

By submitting a proposal, contractor understands that the District and its representatives will determine which proposal is accepted. Vendor/Proposer waives any right to claim damages of any nature, whatsoever, based on the selection process, and any communications associated with the selection of the successful contractor. All completed proposals and supporting documentation submitted shall be the property of the Madison Metropolitan School District.

7.2 Liquidated damages

The Vendor/Proposer acknowledges that, if after being awarded a contract the contractor fails to deliver the goods or services in a timely manner, substantial economic and other damages will be incurred by the District, in an amount that is not easily ascertained, and that $1,000 per working day, not to exceed one-half of the total of the contract, for every day past the scheduled delivery date(s) is a fair and appropriate estimate of such damages. The contractor agrees that such amount is not intended to be a penalty but to represent actual damages incurred, and that the District shall have the right to assess such damages either through deducting the damages from the amount due under contractor’s invoices or by directly billing Contractor.

7.3 Prime contractor and minority business subcontractors

The prime contractor will be responsible for contract performance when subcontractors are used. If subcontractors are to be used, the proposer must clearly explain their participation and they must abide by all terms and conditions of the contract.

7.4 Additional terms

The District reasonably believes that sufficient funds are available or can be obtained to make payments due under any contract issued under this proposal; however, the contract will terminate immediately and absolutely if appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the District under this contract.

The District shall not be bound by any terms and conditions included in any proposer’s packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, including the standard terms and conditions contained herein, or in the resultant contract. If a proposer objects to any term or condition that shall relate to a contract resulting from this solicitation, the objection shall be clearly stated on a separate page entitled “Objection to Term or Condition.”

If the objection is accepted by the District it will be stated in any resultant contract. If not stated in the contract, the terms and conditions shall remain as written in the RFP.

7.5 Termination of contract

The District may terminate the resultant contract at any time at its sole discretion by delivering sixty

(60) days written notice to the contractor. Upon termination, the District’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the District. Termination by the contractor shall require written notice to that effect to be delivered by the contractor to the agency not less than ninety (90) days prior to said termination. In the event that the contractor exercises its right to terminate the contract, for any reason whatsoever, it will refund to the District within fifteen (15) days of said termination, all

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8. Standard Terms and Conditions

The District reserves the right to incorporate standard contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions and Supplemental Standard Terms and Conditions for Procurements for Products and/or Services).

Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

9. Required Forms

The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.0. Blank forms are attached.

9.1 Cover Page (Sign and complete RFP cover page)

9.2 Attachment A Vendor Information

9.3 Attachment B Vendor Reference

9.4 Attachment C Designation of Confidential and Proprietary Information

9.5 Attachment D Cost Summary Page (see Section 6)

9.6 Attachment E Value Added Services responses

9.7 Attachment F Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

9.8 Appendix A Affirmative Action Requirements for Contractors and Vendors

9.9 Appendix B Equal Employment Opportunity / Affirmative Action Employer Identification Report

9.10 Appendix C Affirmative Action & Equal Employment Opportunity Policy Statement

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1. Standard Terms and Conditions (Non-Construction)

1. GENERAL: “Madison Metropolitan School District,” “District,” and “MMSD” are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection.

2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD’s tax-exempt number is ES42341.

3. PRICING AND DISCOUNTS: The MMSD qualifies for governmental and educational discounts. Unit prices shall reflect these discounts. Unit prices shall govern in the bid/proposal evaluation and contract administration.

4. SPECIFICATIONS: All bidders/proposers must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired. The MMSD reserves the right to determine whether an alternate offer is equivalent to and meets the standard of quality indicated by the brand name referenced. When alternates are bid/proposed, they shall be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The MMSD shall be the sole judge of equivalency!

5. DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from the original text, terms, conditions, or specifications shall be described fully, on the bidder’s/proposer’s letterhead, signed and attached to this request. In the absence of such a request, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications.

6. CHANGES AND WITHDRAWALS: The MMSD reserves the right to change due dates and openings for its own convenience and to withdraw solicitations at any time without prior notice.

7. APPLICABLE LAW: This solicitation and any resultant contract shall be governed under the laws of the State of Wisconsin.

8. ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without prior written consent of the MMSD.

9. HOLD HARMLESS: The contractor will indemnify, save harmless, and defend the MMSD and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or any of its contractors, in prosecuting work under this agreement.

10. PUBLIC RECORDS ACCESS: It is the intention of the MMSD to maintain an open and public process in the solicitation, submission, review and approval of procurement activities. Bid/proposal openings are public unless otherwise stated. Records are not generally available until after an award has been made.

11. INSURANCE RESPONSIBILITY: The contractor performing services for the MMSD shall:

Maintain worker’s compensation insurance as required by law for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claims(s) that might occur in carrying out this agreement/contract. Minimum coverage shall be one million ($1,000,000) liability for bodily injury and property damage including product liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

The MMSD reserves the right to require higher or lower limits and additional types of insurance if warranted. All insurance required by this contract shall be maintained during the entire length of the contract.

12. CANCELLATION: The MMSD reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions and specifications of this contract.

The MMSD also reserves the right to cancel any contract with a federally debarred contractor or a contractor which is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

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13. SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the MMSD must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and all applicable OSHA Standards.

14. MATERIAL SAFETY DATA SHEETS: If any items(s) on order(s) resulting from this award(s) is a hazardous chemical, as defined under 29 CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy to MMSD - Risk Management, 4711 Pflaum Road, Madison, WI 53718-6721.

15. RESPONSIVENESS AND RESPONSIBILITY: Award will be made to the responsible and responsive bidder/proposer whose bid is most advantageous to the MMSD with price and other factors considered. For the purposes of this project, responsiveness is defined as conformance to the requirements of the solicitation and the furnishing of information requested.

Responsibility is defined as the bidder's/proposer’s potential ability to perform successfully under the terms of the proposed contract.

Briefly, a responsible bidder/proposer has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The MMSD reserves the right to refuse to accept any bid or proposal from any person, firm or corporation that is in arrears or is in default to the MMSD, or has failed to perform faithfully any previous contract with the MMSD. If requested, the bidder must present within five

(5) working days evidence satisfactory to the MMSD of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this solicitation document.

16. WARRANTY: Unless otherwise required equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one year from the date of receipt. Equipment manufacturer’s standard warranty shall apply as a minimum and shall be honored by the Contractor.

17. QUANTITIES: The quantities shown on this request are based on estimated needs. The MMSD reserves the right to increase or decrease quantities to meet actual needs.

18. QUALITY: Unless indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without the prior written consent of the MMSD.

19. AWARD CRITERIA: In comparing bids/proposals and making awards, the MMSD may consider such factors as relative quality and adaptability of supplies and services, bidder/proposer financial responsibility, skill, experience, record of integrity, and ability to furnish repairs and maintenance services, the time of delivery or performance offered, contract compliance requirements, and any other element or factor in addition to that of the price which would affect the final cost to the MMSD and whether the bidder has complied with the specifications.

20. AWARD: Award(s) will be made, as determined by the MMSD, to the lowest responsive and responsible bidder/proposer meeting MMSD award criteria.

21. ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special conditions are stated elsewhere in the request; in such cases, the special conditions shall apply. Further, the written contract and/or order with referenced parts and attachments including these Standard Terms and Conditions shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgement shall be effective or binding unless expressly agreed to in writing by the MMSD.

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2. Attachment A –…