RFP - Dairy Products 25-26.pdf

Request for Proposal RFP No. 25-26/04

SPRINGFIELD PUBLIC SCHOOLS,

SCHOOL DISTRICT #19,

LANE COUNTY, OREGON

PURCHASING SERVICES

640 A Street

SPRINGFIELD, OR 97477

(541) 726-3257

Purchasing Manager: Demian Laudati Email: demian.laudati@springfield.k12.or.us

Phone: 541-726-3348

Nutrition Services Dairy Products

Issue Date: April 17, 2026 Published on OregonBuys Advertised Daily Journal of Commerce Posted on District Website

Vendor questions due: May 1, 2026 Final addendum issued: May 6, 2026 Proposals due: May 22, 2026, at 2:00 pm PST

LATE BIDS WILL NOT BE ACCEPTED

REQUEST FOR PROPOSAL

Springfield School District No. 19 Project: Nutrition Services Dairy Products Proposals Due: Friday, May 22, 2026, 2:00 pm PST Request for Proposal Solicitation No: RFP 25-26/04

Notice is hereby given that Springfield School District No. 19 will receive Proposals and E-mailed Proposals for furnishing Dairy Products for the School Nutrition Services Programs for the 2026-27 school year, with the option to renew in subsequent years. The total contract shall in no case exceed five years.

Proposals will be received by Demian Laudati, Purchasing Manager, Springfield School District No. 19, at the Administration Building, 640 A Street, Springfield, Oregon, 97477, or via email at demian.laudati@springfield.k12.or.us, by the time and date listed above. Proposals must be clearly marked “NUTRITION SERVICES DAIRY PRODUCTS RFP" either in the subject line of the email or on the physical envelope if delivered to the District office. Proposals will be received until the proposal due date stated above.

Proposals will not be publicly opened. Contents will remain confidential until completion of the evaluation process and issuance of a Notice of Intent to Award.

Copies of the proposal documents may be obtained from the Purchasing Department of the Springfield School District No. 19 (address above). Electronic copies may be obtained from the District Website and OregonBuys at https://oregonbuys.gov/bso/view/login/login.xhtml.

All proposers are required to comply with the provisions of the Oregon Revised Statutes. Attention is directed to: ORS 244. Government Ethics; ORS 279A & 279B Public Contracting; and OAR Chapter 137, Division 46 and 47 as documented in the most current version of the State of Oregon Department of Justice Attorney General's Public Contracts Manual. Proposers must clearly indicate resident status as required in ORS 279A.120.

Springfield School District reserves the right to (1) reject any or all Proposals not in compliance with all public proposal procedures and requirements, (2) postpone award of the Contract for a period not to exceed sixty

(60) days from the Proposal due date, (3) waive informalities in the Proposals, and (4) select the Proposal which appears to be in the best interest of the District.

Demian Laudati Purchasing Manager

Published: April 17, 2026 Daily Journal of Commerce Oregon Buys Website Springfield School District No. 19 Website mailto:demian.laudati@springfield.k12.or.us https://oregonbuys.gov/bso/view/login/login.xhtml

TABLE OF CONTENTS

Advertisement -------------------------------------------------------------------------------- 2

Table of Contents ---------------------------------------------------------------------------- 3

General Instructions------------------------------------------------------------------------- 4-12

Complete Requirements-------------------------------------------------------------------- 13-16

School District Delivery Sites-------------------------------------------------------------- 17

Vendor Information------------------------------------------------------------------------------ 18

Qualifying Information ---------------------------------------------------------------------- 19-20

Projected Price-------------------------------------------------------------------------------- 21-22

Attachment A: Certification of Independent Price Determination-------------------- 23

Attachment B: Certification Regarding Federal Matters------------------------------- 24-25

Attachment C: Certification Regarding Lobbying Disclosure------------------------ 26-29

Attachment D: Clean Air and Water Certification--------------------------------------- 30-31

Attachment E: Suspension and Debarment Certification----------------------------- 32-33

GENERAL INSTRUCTIONS

1. SCOPE:

The purpose of this solicitation is to establish an annual requirements price agreement contract for the provision of Dairy Products on an as-needed basis between the Provider and the District. The products include, but are not limited to, the products listed on pages 20-21. Individual product specifications are listed on the Projected Price Sheet, located on pages 20-21.

The Provider shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned work, whether temporary or permanent, and whether or not incorporated into the work, including, but not limited to, materials, equipment, labor, including subcontractor, transportation, equipment and machinery, tools, and other facilities and incidentals. Delivery of all goods and/or services shall be priced FOB minus taxes. Any additional taxes or fuel surcharges must be disclosed in the proposal.

Provider shall not have any public or private interest and shall not acquire directly or indirectly any such interest which conflicts in any manner with the performance of its services under this Contract.

Provider shall employ only persons duly licensed by the State of Oregon to perform the work required under this Contract for which applicable Oregon Law requires a license.

2. SOLICITATION REVIEW:

Proposers must carefully review this document and are responsible for knowing and understanding the terms and conditions included in or applicable to this document. Unless defects, ambiguities, omissions, or errors are brought to the contract manager's attention before the proposal due date, protests or appeals based on such defects, ambiguities, omissions, or errors will not be favorably considered.

3. CHANGE, CLARIFICATION, OR PROTEST PURSUANT TO ORS 279B.100: Proposers may request changes or clarification to, or protest, the contract terms and conditions and/or the specifications of the RFP. Proposer’s comments must be made in writing/email and received by the District by May 1, 2026, end of day, to allow for an amendment to be issued, if required. Such comments shall include:

a. A detailed statement of the legal and factual grounds for the change, clarification, or protest;

and

b. A description of the resulting prejudice to the Proposer; and

c. A statement of the form of relief requested or any proposed changes to the contract terms and conditions or specifications.

d. All proposals are to remain valid for sixty (60) days from the due date. All envelopes containing requests or protests must be clearly marked to facilitate handling. The District shall not consider a Proposer’s request for change or protest after the RFP due date and time. The District shall provide notice to the applicable Proposer if it entirely rejects the request or protest.

If the District agrees with the Proposer’s request or protest, in whole or in part, the District shall issue an amendment reflecting its determination.

4. AMENDMENT:

Changes or additions to RFP documents shall be accomplished by written amendment.

Amendments shall be issued before the RFP due date and in sufficient time to allow Proposers to consider the changes or additions in preparing their offers. The Proposer shall acknowledge receipt of all amendments issued on the appropriate submittal tab enclosed. At its discretion, the contract manager may extend the RFP due date and time to allow the Proposer’s time to analyze and adjust to any changes. The District shall notify Proposers of any changes to the due date and time in the amendment. Proposers are responsible for making inquiries as to any amendments issued.

5. MODIFICATION OR WITHDRAWAL:

Proposers may modify or withdraw their submitted proposals only prior to the RFP due date and time. Any modification or withdrawal shall be in writing, prepared on the Proposer’s letterhead, signed by an authorized representative of the Proposer, and state the action requested (e.g., the modified offer supersedes the prior offer; the submitted offer is withdrawn).

Modifications or withdrawals must be submitted to Demian Laudati, Purchasing Manager.

Electronic submissions via email are preferred, sent directly to demian.laudati@springfield.k12.or.us.Submissions will also be accepted in print.

6. SUBMITTING PROPOSALS:

Proposers are solely responsible for delivering offers in the designated manner, to the required delivery point, before the RFP due date and time.

a. To ensure proper identification and handling, offers shall be submitted electronically via email sent directly to demian.laudati@springfield.k12.or.us.Submissions will also be accepted in print, delivered to Springfield School District at 640 A Street, Springfield, OR 97477.

Between the business hours of 8 am-4 pm, Monday through Friday, before the due date and time.

b. Failure to submit proposals in the format specified shall be considered just cause for rejection of the proposal at the sole discretion of the District.

c. The contents of the proposals will not be disclosed to the public until all proposals are evaluated, scored, and a recommendation for award has been determined.

7. LATE PROPOSALS:

Proposals received after the exact due date and time specified shall not be considered and shall be held unopened by the District until after the award of the contract. The Contract Manager shall make no concessions regarding postal service or any other form of conveyance of the offer document, even when timely delivery of the offer fails through no fault of the Proposer. The Contract Manager reserves the right, at its discretion, to consider offers that have been delayed or mishandled by the District.

8. CANCELLATION/REJECTION OF OFFERS:

The Contract Manager may cancel the solicitation if such cancellation is in the best interest of the district. The contract manager may reject for good cause an offer:

a. That is not in compliance with prescribed RFP procedures and requirements;

b. Upon the contract manager's written determination that it is in the public interest to do so;

c. When the Proposer is not responsible, e.g., when the Proposer has failed to perform under some other contract of a similar nature with the district;

d. When the offer is not signed in ink.

e. When the Proposer fails to supply an offer security or performance bonds, specifications, samples, descriptive literature, references, etc., when such is required or requested.

f. When the Proposer fails to include an acknowledgement of all amendments issued;

g. When the offer contains an alteration or erasure that is not initialed by the signer.

9. MISTAKES BY PROPOSER:

The contract manager has the authority to waive any and all minor deviations, informalities, or inadvertent nonjudgmental mistakes on any offer. Such mistakes must be a matter of form rather than substance, which is clearly evident regarding the offer or an insignificant mistake that can be waived or corrected promptly without prejudice to other Proposers or the district. Errors in judgment made in an offer by a Proposer shall not be waived.

10. RESPONSIVE RESPONSIBLE PROPOSER:

A responsive proposal conforms in all material respects to the RFP. The Contract Manager reserves the right to waive technicalities or minor informalities in determining a Proposer’s responsiveness. A responsible Proposer is a person or firm that has the capability in all respects mailto:sficek@msd.k12.or.us to perform fully the contract requirements, and the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff, and credit that will assure good faith performance.

11. AWARD OF CONTRACT:

a. The contents of the proposal of the successful Proposer will become contractual obligations if an award is made. Failure of the successful Proposer to accept these obligations in a contract may result in cancellation of the award.

b. A contract is awarded only to the responsible Proposer that received the highest score according to the criteria on pages 11 - 12. Proposer must provide pricing on all items listed.

c. A Notice of Intent to Award (NIA) will be published on June 1, 2026, after the evaluation process is complete. Public notice of award will be made through sending an email to all proposers and on Oregon Buys.

12. AGGRIEVED PROPOSERS:

Any adversely affected Proposer may submit a written protest of the District’s Notice of Intent to Award (NIA). Protest(s) must be received no later than 12:00 noon on the fifth (5th) workday after the NIA is published.

a. A Proposer is only adversely affected if the Proposer is eligible for award of the contract. The protesting Proposer must claim that the selected Proposer is ineligible for the award:

i. Because their offer was non-responsive; or

ii. The District committed a substantial violation of a provision in the RFP document or of an applicable administrative rule, and the protesting Proposer was unfairly evaluated and would have, but for such substantial violation, been the selected Proposer.

b. The written protest must include the name of the person submitting the protest, the name of the Proposer represented by that person, the specific RFP, including the solicitation number that is being appealed, and a detailed explanation of the reasons (facts of evidence) for the appeal.

c. The contract manager shall not consider a protest submitted after the time period established.

d. The aggrieved Proposer must serve all other Proposers with notice of its appeal to allow for rebuttal.

e. Failure to give written notice of appeal to the contract manager as provided herein constitutes a waiver by the aggrieved Proposer of any objections to the NIA.

f. Disagreement with the proposal process is not a justification for appeal.

Protest Decision-Upon receipt of any appeal, the Director of Business or designee shall review the protest and submit a written decision to the protester within fourteen (14) calendar days of the date of receipt of the protest. The affected Proposer must take further protest to the District’s Board of Directors. The aggrieved Proposer must notify the Director of Business in writing before such action is taken.

13. ACCEPTANCE PERIOD:

To provide time for evaluation of offers received and approval of proposed awards, all offers submitted shall remain valid for a period of thirty (30) days. The District shall request in writing any extension of this thirty (30) day acceptance period.

14. PROPOSAL PREPARATION COSTS:

The district is not liable for any costs incurred by the Proposer in preparation of the Proposal.

15. LAWS AND AFFIRMATIVE ACTION:

By submitting this proposal, the proposer certifies conformance to all the applicable Federal Acts, Executive Orders, and Oregon Statutes and Regulations, including those concerning Affirmative Action toward equal employment opportunities.

16. ESTIMATED VOLUME OF PRODUCTS TO BE PURCHASED:

The estimated numbers of units of each item as presented on the Proposal are based on historical data. The number represents “best estimates” only, and does not constitute or imply any commitment by the district as to the maximum or minimum volume of units to be purchased under this proposal. Should the quantities of any of the items be increased, the proposer shall furnish the additional items at the fixed fee prices quoted, and should the quantities be decreased, payment will be made on the actual quantities accepted or received at the fixed fee price. The proposer will make no claim for anticipated profits or additional compensation for any increase or decrease in quantities. These estimated figures are to be used only for determining the approximate total of this proposal. The District reserves the right to purchase additional items from local farmers or farming co-ops in reference to USDA’s Farm to School Initiative on a seasonal and as available basis.

17. “BUY AMERICAN” PROVISION: As required by the Buy American provision, all products must be of domestic origin as required by 7 CFR Part 210.21(d). (210.21(d) is the Buy American Provision) • The District participates in the National School Lunch Program and School Breakfast Program and is required to use the nonprofit food service funds, to the maximum extent practical, to buy domestic commodities or products for Program meals. A “domestic commodity or product” is defined as one that is either produced in the U.S. or is processed in the U.S.

substantially using agricultural commodities that are produced in the U.S. as provided in 7 CFR Part 210.21(d). • 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 must be submitted in writing to a designated official, a minimum of 7 days in advance of delivery. The request must include the:

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

(i) Price of the domestic food alternative substitute (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 the non-domestic product that meets

18. DISQUALIFICATION OF PROPOSER:

Any one or more of the following causes may be considered sufficient for the disqualification of a proposer and the rejection of the proposal:

a. Evidence of collusion among proposers.

b. The proposer does not have sufficient financial ability to perform the contract.

c. The proposer does not have equipment available to perform the contract.

d. The proposer does not have key personnel available with sufficient experience.

e. The proposer has repeatedly breached contractual obligations to public and private contracting agencies.

f. The proposer has failed to sign the proposal form.

g. To make an award to any proposer whose proposal, in the opinion of the District, serves the interest of the District.

h. To reject any or all proposals in accordance with ORS 279B.100.

19. PAYMENTS TO PROVIDER:

Payments shall be made for work performed under this RFP in accordance with the attached Proposal and Specifications. The District agrees to pay 100% of the RFP price after formal acceptance of delivery is made. The District shall act on its own behalf for purchase orders and payment of all vendor invoices.

20. BUDGET FAILURE

The District promises to use reasonable efforts to adopt a valid budget, which includes funds to pay the RFP price in the time and manner promised in these RFP documents. If the District fails to adopt a budget, or adopts a budget excluding part or all of the funds necessary to pay Provider, the District has the right to cancel the agreement and to pay Provider for all products received as of the time of the cancellation. This RFP is completely contingent upon the passing of budgetary funds. No deliveries are to start without written authority from The District.

AUDIT:

The District, the Oregon Department of Education, USDA, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the contractor, which are directly pertinent to this specific contract, for the purpose of making audits, examinations, excerpts, and transcriptions. The contractors must maintain all required records for three years after the District makes final payment and all other pending matters are closed (OMB Circular A-102).

21. ESCALATION AND DE-ESCALATION:

Prices for milk and dairy products shall be adjusted each month based on changes in the Pacific Northwest Federal Milk Order. Prices may be increased, but must be decreased based on subsequent Pacific NW Milk Orders. The provider shall send written notice and verification to the District at least ten (10) days before the price change, which will become effective the first day of the following month. Failure to provide the required information shall be cause for cancellation of the contract. Provider is to specify the method for determining the increase or decrease in price on the Qualifying Information page.

22. CONTRACT PERIOD:

The contract manager desires to complete a contract award for a one (1) year period, commencing on the date of award and terminating at the end of the school year 2026/2027.

The contract manager has the option to renew the agreement annually for up to a maximum of five (5) years.

TERMINATION FOR DEFAULT:

The District may, at its option, terminate or cancel an agreement for any material violation of the provisions of the Agreement. Such provisions generally include, but are not limited to:

1. Standard terms and conditions included in all Contracts

2. Product or service Specifications

3. Delivery or completion requirements; or

4. Pricing and price escalation/de-escalation clauses

The district’s termination of an agreement or of a Vendor’s performance shall not restrict or abrogate any other remedy available to the District that is provided either by law or under the Agreement, unless other remedies are expressly limited by the terms of the Agreement.

Unless otherwise agreed upon in the Agreement, the District will provide the Vendor with written notice of its intent to terminate the Agreement or the Vendor’s performance. If the Vendor provided a performance and payment bond, the surety shall also be provided with a copy of the notice of termination. Unless otherwise provided in the Agreement, the notice shall include:

1. The effective date of termination (which may be the date of notice receipt);

2. The grounds for termination,

3. Notice of the time (if any) in which the District will permit the Vendor to correct the failure to perform.

23. CANCELLATION:

Agreements resulting from this proposal may be canceled under the following conditions:

a. By mutual agreement of both parties. Termination under this provision requires thirty

(30) days' written notice.

b. By the district for breach by the proposer of the proposer’s obligations as outlined in this proposal. The district shall give the proposer written notice of intent to terminate under this provision. A proposer shall have five (5) calendar days from the receipt of such notice to respond. Failure to respond may result in cancellation.

c. By the proposer, for failure of payment by the district.

24. DELIVERY STANDARD:

The Vendor shall have the ability to fill 98% of the original order on the scheduled day of delivery. The remaining 2% shall be delivered within 24 hours of the scheduled delivery day unless the District agrees that the product will be reordered.

Products supplied under this contract shall be processed and delivered under the most sanitary conditions by a currently approved and licensed plant. Products are to be delivered in refrigerated trucks if applicable, are to be kept at the appropriate temperature during delivery, and are to be placed in designated storage areas at each delivery site. Deliveries shall be on a consistent schedule agreed upon by the district. If a holiday impacts the scheduled delivery day for a district, it shall be delivered one business day before or after.

25. ORDER PROCESS:

The proposer is to describe the order process and lead time needed for routine deliveries and school calendar holidays.

Proposer is also to describe the procedures when faced with inclement weather delays.

26. NON-DISCRIMINATION:

The Vendor shall comply with the applicable provisions of the Federal Civil Rights Act of 1964 and all Amendments thereto, the Equal Employment Opportunity Act and all amendments thereto, the Springfield School District administrative regulations, and all regulations issued hereunder by the Federal and State governments. If the Vendor fails to comply with such acts and regulations, Springfield School District shall have the right to immediately terminate this Agreement.

27. USDA NON-DISCRIMINATION:

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating based on race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at

(202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form, which can be obtained online at:

https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form- 0508-0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410

Fax: (833) 256-1665 or (202) 690-7442

Email: program.intake@usda.gov

28. DEBARMENT AND SUSPENSION VERIFICATION:

Springfield School District shall solicit offers from, award contracts to, and consent to subcontracts with responsible contractors and/or principals only. The serious nature of debarment and suspension requires that sanctions be imposed only in the public interest for the Government's protection and not for purposes of punishment. Institutions shall impose debarment or suspension to protect the Government's interest and only for the causes and in accordance with the procedures outlined in Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.

1 Subpart 9.4. By signing this agreement, the proposer is testifying that they are not debarred, suspended, or have any ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other Federal or State Agency. All responses will be verified.

Contractor certifies that the Contractor and/or any of its subcontractors or principals have not been debarred, suspended, or declared ineligible by any agency of the State of Oregon or any agency of the Federal government, or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch. 1 Subpart 9.4. Contractor will immediately notify the Springfield School District if Contractor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Contractors by a Federal entity.

29. CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT:

Vendors submitting proposals must agree to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency

(EPA). CL CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT:

30. BYRD ANTI-LOBBYING AMENDMENT:

All Proposers must complete and submit the required certification with their proposal that it will not and has not used Federal appropriated funds to pay any person or organization for http://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-For mailto:program.intake@usda.gov influencing or attempting to influence an officer or employee of any agency, a of Congress, officer or employee of Congress, or an employee of a of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

31. REMEDY:

If either party, Springfield School District and Vendor, commits any material breach or default of any covenant, warranty, obligation, or agreement under this contract, or fails to perform the work under this contract in accordance with its terms, such breach, default, or failure shall be cured within (10) ten business days of written notice by the injured party. Failure to cure or remedy shall be grounds for Termination for Cause.

32. OFFER CONTENT AND EVALUATION FACTORS:

a. Proposers are cautioned to provide in their proposals as much detail as possible about their capabilities and experience to the goods and/or services requested in this RFP. The specifications, characteristics, and requirements listed in this RFP are in no way to be considered to be exhaustive.

b. Proposers shall present a proposal containing the specific information requested below to provide a uniform basis for evaluation of all proposals received. The relative importance of the categories is indicated by the “Points” shown for each Evaluation Factor – 100 points total.

The proposals shall be evaluated in accordance with these point ratings.

Evaluation Factors Points

a. Signed Proposal (a “fail” in this area will be cause for rejection of the offer)

Pass/Fail

b. Experience, Past Performance, References 25 Points

c. Product and Service Capabilities 30 Points

d. Proposed Costs – Mandatory Products Only – Extended Cost 45 Points

Total Score 100 Points

33. EVALUATION FACTORS

The Evaluation Committee will apply the following selection criteria when evaluating the above Evaluation Factors and shall score according to the Evaluation Factors scoring structure listed https://www.govinfo.gov/link/uscode/31/1352 https://www.govinfo.gov/link/uscode/31/1352 above. To provide a uniform basis for evaluation on all proposals received, each Proposal must provide the information requested below.

a. Signed Proposal – Pass/Fail

b. Experience, Past Performance, References – 25 Points

i. Demonstrated relevant experience providing dairy products to K-12 schools or similar institutions.

ii. Quality of references (three minimum) and past performance.

iii. Reliability and history of contract performance.

c. Product and Service Capabilities – 30 Points

i. Ability to meet product specifications and delivery requirements.

ii. Order fulfillment process and demonstrated fill rates.

iii. Substitution practices and backorder handling.

iv. Overall responsiveness to service expectations.

d. Proposed Costs – 45 Points

i. Total cost of products as submitted on pages 20-21, Projected Usage/Prices.

The projected usage/price analysis shall be completed by the district.

ii. Cost proposals will be scored comparatively, with the lowest cost receiving the maximum points in this area and others scored proportionally.

COMPLETE PROPOSAL REQUIREMENTS

1. Springfield School District No. 19 hereby solicits a composite RFP for fresh Dairy Products for the District for the 2026-2027 school year. A product price sheet is attached to be completed by the Proposer.

2. All dairy products are to meet the Oregon State Department of Agriculture's standards for school dairy products.

3. Products supplied under this contract shall be processed and delivered under the most sanitary conditions by a currently approved and licensed vendor. Products are to be delivered in refrigerated trucks (if applicable) and are to be placed in designated storage areas at each delivery site. Delivery shall be arranged with the district, but shall not be less than once per week. District will not require refrigerators, freezers, or any other equipment.

4. Dairy items are to be delivered during days school is in session, and ending at the close of the school year. The base proposal will include twice-weekly delivery to each of the 19 school sites listed on page 17 between the hours of 6:00 AM and 1:00 PM.

5. The delivery schedule shall be coordinated with the Springfield Nutrition Services Supervisor.

6. Orders will be called, or electronically transmitted to the Vendor a minimum of two days before the scheduled delivery. Addresses are provided for all proposed delivery locations along with Schools with breakfast or à la carte programs (page 17).

7. The proposer must include all mandatory items listed in the proposal. The District can purchase items not on agreement following its own district purchasing guidelines.

8. Complete RFP shall include:

a. Signed Proposal, page 18

b. The evaluation criteria requested on pages 11 – 12. An outline is provided on pages 19 – 20.

c. Projected Prices, pages 21 - 22, with price offered, extended line total, and extended bottom line total.

d. Completed attached certifications.

PROPOSAL CONDITIONS:

Eligibility to Bid: Any established distributor in the Eugene-Springfield area who can guarantee that the requirements of the District can be satisfied regarding quantity and quality of products offered and quality of services provided. The plant must be listed on the most recent interstate milk shippers list, published by the USDA. The plant must have a rating of 90 or better based on standards set by the State of Oregon milk sanitation authorities.

Products must be delivered to schools in well-constructed baskets measuring approximately 12” X 12” X 12” and holding not more than 66 half-pint containers. These baskets shall be clean and free of rust and other contaminants. Milk shall be between 34 and 41 degrees Fahrenheit at the time of delivery.

Any milk delivered outside this temperature range shall be rejected.

THE BOARD OF DIRECTORS OF SPRINGFIELD SCHOOL DISTRICT #19 RESERVES THE RIGHT

TO REQUIRE A PERFORMANCE BOND FROM THE SUCCESSFUL PROPOSER BEFORE

SIGNING OF A CONTRACT.

Dairy goods shall be delivered at least 7 days before the expiration date on the containers. Delivery is required at each of the Springfield School District delivery sites between the hours of 6:00 AM and 1:00 PM. Deliveries for the 2026-27 school year should begin on Tuesday, September 9, 2026, and end at the close of the school year, Thursday, June 18, 2027. Delivery locations of the schools involved are provided in this document. Unless otherwise stated in writing, the contract will provide for daily delivery of products provided under this agreement to each location identified. The District, at its sole discretion, may make exceptions to the delivery schedule, including adding or reducing the number of locations, delivery point(s), or delivery time(s) covered under this agreement. Exceptions must be requested in writing and approved by the District Nutrition Services Supervisor.

Milk case dollies shall be supplied by the successful bidder as specified on the following page. Dairy products shall be awarded all or nothing on both Parts I and II.

Orders may be adjusted or canceled due to changes in the school schedule or other emergencies. In case of inclement weather forcing the cancellation of a school day, the supplier will be informed by radio or other electronic means before 7:00 AM on that day.

It shall be understood that milk left over on the last school day before break periods shall be collected and credits issued for the entire amount. Filthy, damaged, leaking, partially filled containers, and spoiled or frozen product must be replaced or credited.

1. Please submit on the attached sheets, in the spaces provided, the price at which you furnish the items specified. Unless the Proposer states otherwise, it is understood that quotations are submitted on exact specifications as described in the proposal. All prices must be quoted NET.

Proposal response forms shall be signed with ink.

2. If you are unable to furnish the items in accordance with our description and wish to offer a substitute, then such substitute or approved proposals will be considered when accompanied by samples and/or complete details. Samples must be delivered to the designated location before the stated proposal due date and time. All samples submitted that are not consumed in testing must be picked up within ten (10) days after notification by the Nutrition Service Department, or they become the property of the District.

3. All goods or materials are subject to the approval of the District. Any rejection of goods or materials, whether held by the District or returned, will be at the vendor’s risk and expense. In the event of a breach by the vendor of any of the provisions of the contract, including delivery, the District reserves the right to cancel and terminate the contract upon giving 15 days' written notice.

Upon termination, Springfield School District may, at its sole option, elect to award the contract to the next highest rated proposer to allow for uninterrupted service during the remainder of the school year. Upon mutual agreement of the newly awarded vendor and the District, the vendor will qualify for renewal options periods as if originally awarded the agreement.

4. CONTRACT EXTENSION: At the option of the District, and with the vendor’s concurrence, the contract may be extended for additional periods upon 30 days' written notice. The total term of the contract, including extensions, may not exceed five years. Contract extension will be based on competitive pricing and vendor performance during the previous contract period(s).

Price adjustments may be considered at contract renewal. An increase will only be allowed in proportion to a documented increase in vendor costs. The District will either accept the increase or re-negotiate the contract. The District may request the renewal, and if the vendor accepts, they will provide continued service through the contract extension period. The District will be given the benefit of any price decreases at contract renewal as well.

5. RIGHT TO ADD PRODUCT AND SERVICES: The District reserves the right to add new products to the contract “Authorized Products List” based on programmatic needs during the course of this agreement. Pricing will be provided at the same percentage markup as the base contract items, and the contractor shall provide documentation to substantiate the pricing of new contract items.

The “Authorized Products List” shall not be altered without the written consent of the Nutrition Services Supervisor.

Notice of any change in product offerings (new milk flavors, change in packaging, additional products, etc.) must be submitted in writing to Heather Murray, Nutrition Services Supervisor, 640 A Street, Springfield, Oregon, 97477. The request must be submitted by the 15th day of the month preceding the month in which the change will occur. All changes must be approved by the District Nutrition Services Supervisor before delivery of any new merchandise added to the agreement.

The District also reserves the right to add or change delivery locations over the course of this agreement. This will be negotiated on a case-by-case basis during the contract period. Initial contract pricing shall reflect delivery to only the locations indicated in the bid document.

6. Pursuant to the intent of Oregon Statute, any publicly funded city, county, district, agency, or similar entity shall have the authority to purchase goods directly from the contractor under the terms and conditions of this contract, provided that said agency has met the requirements of ORS 279A.205 & 279A.215. Public agencies may elect to purchase from the contractor without further bidding under the terms and conditions of this contract.

Springfield School District No. 19 cannot commit to a purchase on behalf of any other agency or party. Any contracting, ordering, billing, or problem resolution shall take place directly between the contractor and such other agency. The contractor shall provide a listing of agencies utilizing this provision upon request of Springfield School District No. 19.

7. ESCALATION/DE-ESCALATION CLAUSE FOR HALF-PINT MILK: The proposal is based upon the raw milk cost as of May 22, 2026, as published by the Federal Order of the Milk Market Administrator or as amended by the Milk Stabilization Division of the Oregon State Department of Agriculture. A copy of the Federal/State Milk Order must be included with the proposal submission.

Any change in the Federal or State order of the price of Class I, raw milk (up or down), which amounts to the equivalent of .001 or more per half-pint, shall increase or decrease the bid price by the same amount on the first day of the following month. The original bid price and subsequent price changes will remain fixed for at least 30 days.

Notice of any price change must be submitted in writing to Heather Murray, Nutrition Services

Supervisor, 640 A Street, Springfield, Oregon, 97477. The request must be submitted by the 15th day of the month preceding the month in which the change will occur. A copy of the Federal and State orders upon which the change is based must be included for each request. A written calculation must also be provided showing how the new price was determined.

8. For additional information, please contact Demian Laudati, Purchasing Manager, 640 A STREET, Springfield, Oregon. Phone (541) 726-3257 or e-mail at demian.laudati@springfield.k12.or.us.

mailto:demian.laudati@springfield.k12.or.us

DAIRY DELIVERY DROP POINTS:

Springfield School District No. 19 Dollies School Name(s) Address Needed Bkfst/Lunch

Centennial Elementary 1315 Aspen Way Y B, L Douglas Gardens Elementary 3680 Jasper Road Y B, L Elizabeth Page Elementary 1300 Hayden Bridge Road Y B, L Guy Lee Elementary 755 West Harlow Road Y B, L Maple Elementary 2109 J Street Y B, L Mt. Vernon Elementary 935 Filbert Lane Y B, L Ridgeview Elementary 526 North 66th Street Y B, L Thurston Elementary 7345 Thurston Road Y B, L Two Rivers-Dos Rios Elem 1084 G Street Y B, L Yolanda Elementary 2350 Yolanda Avenue Y B, L Riverbend Elementary 320 51st Street Y B, L Walterville Elementary 40589 McKenzie Hwy Y B, L

Briggs Middle School 2355 Yolanda Avenue Y B, L Hamlin Middle School 326 Centennial Blvd. Y B, L Thurston Middle School 6300 Thurston Road Y B, L Agnes Stewart Middle School 900 S. 32nd Street Y B, L

Springfield High School 875 North 7th Street Y B, L Thurston High School 333 North 58th Street Y B, L Brattain Campus 425 10th Street Y B, L

Backup Drop site:

District Warehouse 1898 N 42nd Street Y N

LEGEND

B = Breakfast program Y = Yes L = Lunch Program N = No

RETURN THIS PAGE AND SUBSEQUENT PAGES

AUTHORIZATION

The person whose signature appears below warrants that they are duly authorized to bind the bidding firm to this contract.

Firm Name:

Address: City/State:

Phone:

Name of Bidder:

(Print or type) Title of Bidder:

(Print or type) Authorized by:

(Signature) Date: Federal Employer Identification#:

VENDOR INFORMATION

Resident Bidder Status as defined in ORS 279A.120? The above signed bidder hereby states their bidder status as follows:

1. Is the bidder an Oregon resident as defined in ORS 279A.120? YES NO

If yes, Oregon Taxpayer Identification #

If a non-resident bidder, indicate the percent of preference given (if any) to bidders in the state or area in which you reside. % State of residence

2. Years in business: 3. Location of distribution facility:

4. REFERENCES: List three public agencies with which you have done business during the last year.

Agency Name Address Phone Contact

5. A schedule indicating delivery days to each delivery site must be submitted with the bid.

6. Additional information, references, or comments you may wish us to know about your company or proposal.

Attach additional pages if necessary.

QUALIFYING INFORMATION

1. Describe your company’s experience providing dairy products to K-12 schools or similar institutions.

2. Provide at least three (3) current or recent clients of similar size and scope:

Reference 1

Organization:_____________________________________________

Contact Name:____________________________________________

Phone/Email:______________________________________________

Reference 2

Organization:_____________________________________________

Contact Name:____________________________________________

Phone/Email:______________________________________________

Reference 3

Organization:_____________________________________________

Contact Name:____________________________________________

Phone/Email:______________________________________________

3. Describe your product lines relevant to this RFP:

4. Describe your order and delivery process:

5. Describe any additional services or benefits your company provides (eg, menu planning, product training, sustainability practices, reporting tools, etc.):

6. Describe the method for determining the increase or decrease in price of products:

Answers can be provided above or submitted in an attached narrative and are part of the proposal document.

Certification:

I certify that the information provided is accurate and complete.

Authorized Signature: _____________________________________________________

Printed Name: _________________________________________________________

Title: _______________________________________________________________

Date: ___________________________

PART I

Vendor Response Form

Products for use in the District’s 21 schools during the 2026-27 school year in the regular School Nutrition Services Programs. The stated “Approximate Volume Consumed” includes 2025-26 numbers for the Springfield School District.

A. FLUID MILK in half-pint cartons must meet all State and local grade A requirements and meet or exceed the minimum butter fat content regulations of the State of Oregon for its category.

2025-26 approximate volume consumed: 1,200,000 half-pint cartons

*See the escalation clause that applies to half-pints of milk. Please indicate the size of milk cases and the number of half-pint containers per case.

Case Dimensions: # of Cartons per Case:

BASE CONTRACT PRICE

1. Grade A homogenized, pasteurized, LOW FAT milk _________________Per Ctn fortified with vitamins A & D. Shall not exceed 1.00% butter fat per half-pint. Indicate price per half-pint carton.

2. Grade A homogenized, pasteurized, CHOCOLATE flavored _______ ____Per Ctn NON-FAT milk fortified with vitamins A & D. Shall not exceed 0.50% butter fat per half-pint. Indicate price per half-pint carton. Shall not contain more than 10g of added sugars per 8 oz.

3. Grade A homogenized, pasteurized, LOW FAT milk _______ ____Per Ctn fortified with vitamins A & D. Shall not exceed 1.00% butter fat per gallon. Indicate price per gallon carton.

4. Soy Milk – Milk Substitute, must be fortified in accordance ________________ Per Cup with guidelines set forth for the Food and Drug Administration.

(ex, Calcium at least 276mg, Protein at least 8g)

PART II

Vendor Response Form

Prices for items listed below will remain firm or fixed during the entire 2026-27 school year.

2026-27 FIRM PRICE

1. LIGHT SOUR CREAM - LITE Per Ctn.

Not to exceed 2.5 gms of butter fat per 30 gm serving Indicate price per 5 LB carton.

2. COTTAGE CHEESE Per Ctn.

Low-fat (2%), small curd cream-style cheese made from pasteurized milk. Indicate price per 5Lb carton.

3. YOGURT Per 4oz Made with grade A homogenized, pasteurized milk In assorted flavors, fortified with vitamins A & D Per 6oz Shall not exceed1.00% butterfat. Not to exceed 200 calories per 4oz serving. Include pricing for Per Qt each container size indicated.

*Please include a list of all flavors available and per 5 Gal additional sizes/pricing if other than listed here.

*Shall not contain more than 12 g of sugar per 6 ounces.

Per 32#

4. SNACK CHEESE ____________ Per Case String or cubed, Mozzarella or Cheddar, low moisture (160/1oz) part skim.

ATTACHMENT A

Certificate of Independent Price Determination

Springfield School District No. 19 and the Proposer ___________________________ shall execute this Certificate of Independent Price Determination.

(A) By submission of this offer, the offeror certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror before opening in the case of an advertised procurement or before award in the case of a negotiated procurement, directly or indirectly, to any other offeror or to any competitor; and

(3) No attempt has been made or will be made by the offeror to induce any person or firm to submit or not to submit an offer for the purpose of restricting competition.

(B) Each person signing this offer on behalf of the Proposer certifies that:

(1) He or she is the person in the offeror's organization responsible within the organization for the decision as to the prices being offered herein and has not participated, and will not participate, in any action contrary…