RFP # I00126 - Virginia Grown Farm-to-School Products Distribution Services.pdf

REQUEST FOR PROPOSALS

VIRGINIA GROWN FARM-TO-SCHOOL

PRODUCTS & DISTRIBUTION SERVICES

FOR BLUE RIDGE AREA BUYING GROUP CREATIVE CULINARY

COLLECTIVE

RFP# I00126

SEPTEMBER 3, 2026

STAUNTON CITY SCHOOLS

RFP # I00126 Virginia Grown Farm-to-School Products and Distribution Services

Table of Contents

Table of Contents

Section 1 – Notice of Request for Proposal & Legal Authority

1.1 Notice

1.2 Legal Authority

1.3 Type of Contract Resulting From This RFP

Section 2 – Definitions

Section 3 – Background

Section 4 – Purpose & Objectives

4.1 Purpose

4.2 Objectives

Section 5 – Contract Structure, Term & Participating Divisions

5.1 Lead Agency Role

5.2 Individual Division Contracts (Cooperative Procurement Clause)

5.3 Contract Term & Renewal Options

5.4 Participating Divisions

Section 6 – Scope of Work

6.1 Products, Specifications & Estimated Quantities

6.2 Coordinated Menu Events

6.3 Value-Added Processing

6.4 Virginia-Grown Sourcing & Verification

6.5 Food Safety & Traceability Requirements

6.6 Delivery & Logistics

Section 7 – Offeror Qualifications (Responsibility Requirements)

Section 8 – Instructions to Offerors

8.1 Pre-Proposal Questions & Conference

8.2 Proposal Format

8.3 Submission Method & Copies

8.4 Proposal Firm Period

8.5 Right to Reject, Amend, or Cancel

Section 9 – Evaluation & Award

9.1 Evaluation Committee

9.2 Evaluation Criteria & Weighting

9.3 Scoring Methodology

9.4 Discussions & Negotiations

9.5 Award Determination

9.6 Protest Procedures

Section 10 – Schedule of Events

Section 11 – General Terms & Conditions

11.1 E-Verify

11.2 Buy American / Domestic Preference

11.3 No Obligation Created by This RFP Alone

Section 12 – RFP Coordinator & Submission Address

Appendix A – Offeror Response Format

A.1 Company Profile & Certifications

A.2 Virginia-Grown Sourcing & Capacity

A.3 Logistics & Distribution

A.4 Pricing Basis

A.5 Educational Engagement

A.6 References

Appendix B – Product & Pricing Schedule

Appendix C – Participating School Division Summary

Appendix D – Required Offeror Information Forms

D.1 Business Identification

D.2 Qualifications and References

D.3 Conflict of Interests

D.4 Collusion

D.5 E-Verify Certification

Signature:

Date:

D.6 Debarrment & Suspension Certification

Signature

Date

D.7 Acknowledgement of Addendum Received

D.8 Authorized Signature

PROCUREMENT GUIDELINES

1. SUBMISSION AND RECEIPT OF RFPS:

2. SPECIFICATIONS

3. BRAND NAMES

4. DELIVERY POINT:

5. CASH DISCOUNTS:

6. LATEST MODEL/QUALITY

7. CHARGES AND PAYMENTS

8. AUDIT

9. TESTING AND INSPECTION

10. ASSIGNMENT OF CONTRACT

11. DEFAULT

12. TAXES

13. INDEMNIFICATION

14. LIABILITY AND LITIGATION

15. CLAIM PROCESS

16. CONTRACTUAL CLAIMS

17. RESPONSIBILITY FOR PROPERTY

18. COPYRIGHTS

19. OFFEROR’S PERFORMANCE

20. AWARDING THE CONTRACT

21. DISCUSSION OF EXCEPTIONS TO THE RFP

22. PUBLIC INSPECTION OF PROCUREMENT RECORDS

23. ETHICS IN PUBLIC CONTRACTING

24. FORUM SELECTION

25. PROMPT PAYMENT ACT

26. REJECTION OF RFPS

27. COSTS FOR PROPOSAL PREPARATION

28. APPROPRIATIONS

29. ADDITIONAL FEDERAL GRANT PROVISIONS

30. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER

31. ANTITRUST

32. QUALIFICATIONS OF OFFERORS

33. CANCELLATION OF THE CONTRACT

34. AVAILABILITY OF FUNDS

35. SELECTION PROCESS/AWARD

36. SAFETY AND OSHA STANDARDS

37. CONTRACT TERM

38. SEVERABILITY

39. PAYMENT

40. COMPENSATION AND RECORD KEEPING

41. SOLICITATION ADDENDA

42. INSURANCE REQUIREMENTS

43. CONTRACT TERMINATION

44. DEBARMENT STATUS

45. CONTRACTOR UNDERSTANDING

46. SUBCONTRACTS

47. DRUG-FREE WORKPLACE

48. NON-DISCRIMINATION

49. USDA NON-DISCRIMINATION

50. SMALL & MINORITY BUSINESS & FAITH-BASED ORGANIZATIONS

51. PERMITS AND LICENSES

52. COOPERATIVE PROCUREMENT

53. IMMIGRATION REFORM AND CONTROL ACT OF 1986

54. CERTIFICATION OF INTEREST & RELATIONSHIPS

55. PROCUREMENT OF IMPORTED GOODS; FORCED AND INDENTURED

CHILD LABOR PROHIBITION (VA Code § 2.2-4311.3)

56. CERTIFICATION OF CRIMES AGAINST CHILDREN

57. MODIFICATION & WITHDRAWAL OF PROPOSAL

CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL

AWARDS

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION

CERTIFICATION REGARDING CONTACT WITH CHILDREN

REQUEST FOR PROPOSALS

TITLE:

Virginia Grown Farm-to-School Products & Distribution

Services

RFP #: I00126

RFP DUE DATE: SEPTEMBER 21, 2026

OPTIONAL CONFERENCE: YES

PURPOSE

The Blue Ridge Buying Group (BRBG), through Staunton City Schools acting as Lead Agency, is soliciting sealed proposals from qualified farms, producer cooperatives, food hubs, aggregators, processors, and distributors to supply Virginia-grown agricultural products and associated distribution services to participating BRBG school divisions.

INQUIRIES CONCERNING THE RFP

Any questions regarding the specifications for this Request for Proposals (RFP) should be directed, in writing, to:

Amanda Warren

Director of Nutrition Services

Staunton City Schools – Lead Agency on behalf of the Blue Ridge Buying Group awarren@stauntoncity.k12.va.us

Written inquiries are due by no later than 12:00 p.m. September 10, 2026.

RFP SCHEDULE

There are several dates that are important in the current RFP process. Be advised that all dates are a projection and not guaranteed. Dates can be found in Section 10.

RFP SUBMISSION FORMATS

This RFP is a request for a sealed proposal; therefore, proposals may be submitted electronically through the eVA system, or they may be submitted by non-electronic means (paper submissions) outside of the eVA system.

The Purchasing Office will NOT accept oral proposals or proposals received by E-mail, telephone, or fax.

Sealed proposals, whether electronic or paper, will be received not later than 2:00 p.m. on

SEPTEMBER 21, 2026, with proposals received by that time opened at 2:00 p.m. at Staunton

City Hall, Finance Department.

mailto:awarren@stauntoncity.k12.va.us

1. Paper Submissions

A. All paper proposals submitted by any delivery services (UPS, FedEx, etc.), US

Postal Service, or hand-delivered shall be timely delivered to:

ATTN: Chad M. Horvat

City of Staunton

Finance Office (3rd Floor)

116 W. Beverley Street

3rd Floor – Finance Department

Staunton, VA 24401

540-332-3819

PROPOSALS RECEIVED

AFTER THE DATE AND TIME SPECIFIED

WILL BE REJECTED

Office Hours

Monday through Friday, 8:00am to 5:00pm.

B. Offerors shall provide one (1) paper copy and one (1) identical electronic PDF copy

(on flash or thumb drive) of the proposal documents.

i. If proprietary/confidential information is included in the proposal, it shall be identified CONSPICUOUSLY using Attachment A, and

ii. Offeror is required to submit a redacted paper copy of the proposal in addition to the required number of proposal copies and,

iii. A redacted copy shall also be provided in electronic PDF format on the thumb drive. All electronic copies shall be an exact image of PDF scanned copies of the original, signed, completed documentation.

C. The proposal and any other required documents shall be enclosed in a sealed opaque envelope or box. The envelope containing the proposal shall be sealed and marked with the title and due date of the proposal. RFP # I00126 – VIRGINIA

GROWN FARM-TO-SCHOOL PRODUCTS AND DISTRIBUTION

SERVICES and be accompanied by complete specifications for the items offered.

D. Proposals should also clearly indicate the legal name, address and telephone number of the Offeror (company, firm, partnership, or individual) on the outside of the packaging.

E. No responsibility will attach to the Staunton City Schools or any official or employee thereof for the pre-opening of, post-opening of, or the failure to open a proposal not properly addressed and identified.

F. Official received time for proposals shall be determined by the time stamp affixed in the City of Staunton Finance Department at the time of receipt. Offerors are responsible for ensuring that their proposals are stamped by Finance Department personnel by the deadline indicated.

G. All expenses for making the proposal to Staunton City Schools shall be borne by the Offeror.

H. An authorized representative of the Offeror shall sign the Proposal as well as any other required attachments.

I. All proposals shall be either typewritten or filled in with ink in order to be considered.

2. Electronic Submissions via the eVA System

A. Electronic sealed proposals will be accepted ONLY through the eVA system.

Proposals delivered electronically by any method outside of the eVA system WILL

NOT be accepted.

B. Prior to the due date, Offerors should:

i. Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business Opportunities and then click on Virginia Business

Opportunities (VBO) to check for any updates, changes, amendments, cancellations, etc., and to ensure receipt of all Solicitation attachments and document to be completed and submitted; and.;

ii. Complete all attachments, amendments, exhibits, product information, etc.

and attach electronically to the Offeror’s electronic submission.

C. Electronic proposal submission with all required documents attached is required and submission as one singular PDF formatted document is preferred.

D. Offerors must submit one (1) complete copy of the proposal and all required documents and/or attachments.

eVA Specific Submission Instructions:

Offerors must be registered in eVA in order to submit an electronic proposal.

The following are instructions for submitting an electronic proposal:

1) Go to www.eva.virginia.gov;

2) Click on “I Sell To Virginia”;

3) Click on “eVA Supplier Training”; and

4) Click on “Viewing and Responding to Solicitations Video”.

5) If an Offeror needs assistance submitting an electronic response, the

Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov.

http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ mailto:eVACustomerCare@dgs.virginia.gov

Section 1 – Notice of Request for Proposal & Legal Authority

1.1 Notice

The Blue Ridge Buying Group (BRBG), through Staunton City Schools acting as Lead Agency, is soliciting sealed proposals from qualified farms, producer cooperatives, food hubs, aggregators, processors, and distributors to supply Virginia-grown agricultural products and associated distribution services to participating BRBG school divisions.

Unlike the Request for Information (RFI) previously issued on June 29, 2026 for market research purposes, this document is a Request for Proposal (RFP) and is a competitive solicitation that will result in one or more binding contracts.

1.2 Legal Authority

This RFP is issued under the competitive negotiation method authorized by the Virginia Public

Procurement Act (VPPA), Code of Virginia § 2.2-4300 et seq., specifically § 2.2-4302.2

(competitive negotiation for goods and non-professional services). This procurement also complies with:

• USDA Child Nutrition Program procurement regulations, 7 CFR § 210.21

• Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal

Awards, 2 CFR Part 200, Subpart D (§§ 200.317–200.327)

• USDA Buy American provision, 7 CFR § 210.21(d)

• Geographic preference option for unprocessed locally grown or locally raised agricultural products, 7 CFR § 210.21(d)(3) and USDA Policy Memo SP 33-2012 (as amended)

• Virginia Department of Education, Office of School and Community Nutrition Programs procurement guidance

• Applicable Virginia Department of Agriculture and Consumer Services (VDACS) and

Virginia Department of Health food safety regulations

1.3 Type of Contract Resulting From This RFP

This RFP will result in one or more indefinite-quantity, requirements-type contracts for the supply and delivery of Virginia-grown agricultural products. No specific quantity is guaranteed;

participating divisions will order against the contract(s) based on actual need. See Section 5 for contract structure.

Section 2 – Definitions

• Aggregator – An entity that sources, combines, and markets agricultural products from multiple farms or producers for institutional customers.

• Award – The formal selection of one or more Offerors to receive a contract resulting from this RFP.

• Best Value – A procurement approach in which factors in addition to price and price-related factors are considered in the evaluation of proposals, as permitted under Code of Virginia §

2.2-4301.

• Buy American Requirement – The federal requirement under 7 CFR § 210.21(d) requiring

School Food Authorities to purchase, to the maximum extent practicable, domestic agricultural commodities and products.

• Fiscal Agent / Lead Agency – Staunton City Schools, acting on behalf of BRBG to issue this

RFP, convene the evaluation committee, and negotiate pricing terms.

• Geographic Preference – The optional preference a School Food Authority may apply, under

7 CFR § 210.21(d)(3), for unprocessed locally grown or locally raised agricultural products.

• Offeror – Any individual, farm, cooperative, processor, food hub, distributor, or organization submitting a proposal in response to this RFP.

• Participating Division – Any of the eight Virginia public school divisions identified in

Appendix C that may elect to execute an individual contract with an awarded Offeror.

• Responsible Offeror – An Offeror who has the capability, integrity, and financial and technical resources to perform the contract requirements, per Code of Virginia § 2.2-4301.

• Responsive Proposal – A proposal that conforms in all material respects to the requirements of this RFP.

• Virginia-Grown Product – An agricultural product grown, raised, harvested, or substantially produced within the Commonwealth of Virginia.

Section 3 – Background

The Blue Ridge Buying Group (BRBG) is a regional school nutrition cooperative representing public school divisions throughout Virginia's Shenandoah Valley and Central Blue Ridge region:

Augusta County, Greene County, Harrisonburg City, Nelson County, Rockbridge County, Rockingham County, Staunton City, and Waynesboro City. Through the Creative Culinary

Collective Initiative, participating divisions coordinate menu planning, purchasing, and agricultural education to expand student access to Virginia-grown foods while supporting regional agriculture.

In June 2026, BRBG issued a Request for Information (RFI) to assess marketplace capacity.

Responses to that RFI, along with the estimated volumes in Appendix B, inform the scope of this

RFP. BRBG collectively represents approximately 82 schools and an estimated 40,000 students

(see Appendix C), and anticipates coordinated menu events generating over 20,000 meals and plus

40,000 pounds of agricultural product per event.

Section 4 – Purpose & Objectives

4.1 Purpose

The purpose of this RFP is to establish contract(s) with one or more qualified suppliers to provide

Virginia-grown agricultural products to participating BRBG school divisions on a recurring basis, including in support of coordinated regional menu events.

4.2 Objectives

• Maximize the use of Virginia-grown products in participating divisions' school meal programs, consistent with 7 CFR § 210.21(d).

• Establish reliable, scalable supply relationships that give Virginia producers predictable institutional demand.

• Ensure full traceability of product origin from farm to delivery point.

• Secure minimally processed, school-nutrition-ready product formats that support scratch cooking.

• Support coordinated regional menu events and Farm to School educational engagement.

• Maintain full compliance with applicable federal and state procurement, food safety, and nondiscrimination law.

Section 5 – Contract Structure, Term & Participating Divisions

5.1 Lead Agency Role

Staunton City Schools will serve as the Lead Agency, issuing this RFP, convening the evaluation committee, conducting negotiations, and making the award determination(s) on behalf of BRBG.

Staunton City Schools does not purchase product on behalf of other divisions and is not a party to any individual division's purchase orders.

5.2 Individual Division Contracts (Cooperative Procurement Clause)

Award of this RFP establishes eligibility for participating divisions to purchase from the awarded

Offeror(s). Each of the eight participating divisions listed in Appendix C retains sole authority to execute — or decline to execute — its own individual contract with an awarded Offeror, under terms consistent with those negotiated by the Lead Agency. This cooperative procurement approach is consistent with Code of Virginia § 2.2-4304, which authorizes public bodies to participate in, sponsor, conduct, or administer cooperative procurement arrangements.

Each Participating Division's individual contract is a separate legal instrument. Order volume, delivery sites, and payment obligations run between the awarded Offeror and each individual division — not between the Offeror and BRBG or Staunton City Schools collectively.

5.3 Contract Term & Renewal Options

The initial contract term for each division's individual contract will be one (1) year from the date of execution, with up to four (4) additional one-year renewal options, exercisable at the sole discretion of each Participating Division, contingent on satisfactory performance, mutual written agreement, and the availability of appropriated funds. Total potential contract duration, including all renewals, is five (5) years.

5.4 Participating Divisions

Participating School Division Schools Approx. Student

Enrollment

Augusta County Public Schools 19 10,000+

Greene County Public Schools 5 2,700+

Harrisonburg City Public Schools 8 6,700+

Nelson County Public Schools 4 1,500+

Participating School Division Schools Approx. Student

Enrollment

Rockbridge County Public Schools 7 2,500+

Rockingham County Public Schools 25 11,600+

Staunton City Schools 6 2,800+

Waynesboro Public Schools 7 2,900+

Enrollment and school counts are based on Virginia Department of Education Fall Membership reports and are subject to annual updates. Not every division is obligated to execute a contract under this RFP.

Section 6 – Scope of Work

6.1 Products, Specifications & Estimated Quantities

Offerors shall propose pricing and availability for the products listed in Appendix B. Quantities shown are estimates for one coordinated menu event (approximately 80 schools × 250 average daily participation = 20,000 meals); three coordinated events are currently planned per year, and additional recurring weekly/monthly volume will be ordered separately by individual divisions.

Estimated quantities are not a guarantee of purchase.

6.2 Coordinated Menu Events

Awarded Offerors may be asked to support synchronized regional menu events at key points in the school year (e.g., Virginia Farm to School Week), which require concentrated delivery volumes of featured products within a defined service window. Offerors should identify their capacity to support these coordinated deliveries in their proposal.

Tentative SY 27 BRBG - Coordinated Menu Event Schedule

Oct 6 – Virginia Farm to School Week

VA Apple BBQ Chicken Tray

• BBQ Chicken Drumsticks

• Fresh Snapped Green Beans

• Blue Ridge Apple Crunch Salad

• Fresh Virginia Grapes

• Fresh Va Peaches

Highlights: Shenandoah Valley apples, seasonal produce, regional food heritage

April 20- Finding VA (Cape Town Day )

Beefy Mac & Apple Delight Crunch Salad

• Baked Macaroni Pie with Local Ground Beef

• Apple Delight Greens Salad

• Fresh Apples

• Spinach & Kale

Highlights: local beef, Early Spring harvest produce, farm-to-school partnerships

May 6 – Farm Field Day and Jamestown Day

Lemon Chicken & Strawberry Fields Salad

• Farm Fresh Lemon Chicken Drumsticks

• Strawberry & Spinach Salad

• Fresh Greenhouse Strawberries

• Blanched & Chilled Asparagus with Regional Ranch Dip

Highlights: peak spring crops, fresh greens, strawberries, asparagus

6.3 Value-Added Processing

Where available, Offerors should propose minimally processed, school-nutrition-ready formats

(washed, trimmed, chopped, shredded, sliced, IQF, or portion-packed) that reduce labor demands in school kitchens, including pack sizes, minimum order quantities, and lead times.

6.4 Virginia-Grown Sourcing & Verification

Offerors must identify the percentage of proposed product that is Virginia-grown and describe the method used to verify and document product origin (e.g., farm affidavits, Virginia's Finest participation, origin documentation, traceability systems, state certification programs). Under 7

CFR § 210.21(d)(3), Participating Divisions may apply a geographic preference for unprocessed locally grown or locally raised agricultural products; this preference does not apply to processed products.

6.5 Food Safety & Traceability Requirements

Offerors must maintain, and provide documentation of, current food safety certification(s) appropriate to their product category (e.g., GAP, GHP, Harmonized GAP, HACCP, SQF, USDA inspection) and applicable Virginia Department of Agriculture and Consumer Services or Virginia

Department of Health licensure. Offerors must maintain a traceability system capable of identifying the farm or producer source of each product delivered.

6.6 Delivery & Logistics

Offerors shall describe delivery capabilities, including refrigerated transport, delivery radius, standard lead times, minimum order quantities, and ability to deliver to individual school kitchens versus centralized division warehouses, per Appendix A.

Section 7 – Offeror Qualifications (Responsibility Requirements)

To be considered responsible, an Offeror must, at a minimum:

• Be validly organized and authorized to do business in the Commonwealth of Virginia, including a valid Certificate of Authority from the Virginia State Corporation Commission where applicable under Code of Virginia § 2.2-4311.2;

• Hold all food safety certifications and state/federal licenses applicable to the products offered

(see Section 6.5);

• Carry commercial general liability insurance and, where product will be transported, commercial auto/cargo insurance, in amounts to be specified in the resulting contract;

• Register with, and be found eligible to work under, the E-Verify program, as required for

Virginia public contracts over $50,000 by Code of Virginia § 2.2-4308.2;

• Not be currently debarred or suspended from participation in federal or state contracts, and certify accordingly under 2 CFR § 200.214;

• Demonstrate financial and operational capacity to fulfill the proposed volumes, including references from comparable institutional accounts.

Section 8 – Instructions to Offerors

8.1 Pre-Proposal Questions & Conference

Questions regarding this RFP must be submitted in writing to the RFP Coordinator (Section 12) by the date specified in Section 10. An optional pre-proposal conference will be held via the platform and link specified in Section 10. Answers to substantive questions will be issued to all known prospective Offerors as a written Addendum; oral statements by BRBG or Staunton City

Schools staff are not binding.

8.2 Proposal Format

Proposals must be organized in the following order and should track the evaluation criteria in

Section 9:

• 1. Cover Letter & Completed Offeror Response Form (Appendix A)

• 2. Company Profile, Qualifications & Required Certifications (Section 7)

• 3. Technical Proposal — Virginia-Grown Sourcing & Production Capacity

• 4. Technical Proposal — Food Safety & Traceability

• 5. Technical Proposal — Educational Engagement

• 6. Pricing Proposal — Product & Pricing Schedule (Appendix B)

• 7. Required Forms (Appendix D): Non-Collusion Affidavit, SCC Certificate of Authority, E-

Verify Certification, Debarment Certification

8.3 Submission Method & Copies

Offerors shall submit one (1) signed original, three (3) copies, and one (1) electronic copy (PDF, USB, or approved electronic submission portal) of their proposal. Proposals must be sealed and clearly marked with the RFP number and Offeror name, and delivered to the address in Section 12 no later than the due date and time in Section 10. Proposals received after the deadline will not be considered, regardless of cause.

8.4 Proposal Firm Period

Proposals, including pricing, must remain valid and irrevocable for at least one hundred twenty

(120) days from the proposal due date to allow time for evaluation, negotiation, and division-level contract execution.

8.5 Right to Reject, Amend, or Cancel

BRBG and each Participating Division reserve the right to reject any or all proposals, waive informalities, request clarification, amend this RFP by written Addendum, or cancel this solicitation at any time, if doing so is determined to be in the public interest, consistent with Code of Virginia § 2.2-4319.

Section 9 – Evaluation & Award

9.1 Evaluation Committee

An evaluation committee convened by the Lead Agency, will include nutrition directors or designees from Participating Divisions, will independently score responsive, responsible proposals against the weighted criteria below, consistent with the competitive negotiation process under

Code of Virginia § 2.2-4302.2.

9.2 Evaluation Criteria & Weighting

Criterion Weight What Is Evaluated

Price 40%

Total proposed cost across the Product & Pricing

Schedule (Appendix B), including any volume, seasonal, or forward-contract pricing.

Virginia-Grown

Sourcing & Capacity 30%

Percentage of Virginia-grown product offered;

verification/traceability method; seasonal availability;

ability to scale to coordinated event volumes.

Food Safety 20%

Certifications held (GAP/GHP/HACCP/SQF/USDA);

licensure; cold-chain and traceability practices;

inspection history.

Educational Engagement 10%

Willingness and capacity to support Farm to School activities — farmer visits, farm tours, harvest celebrations, taste tests, and related programming.

9.3 Scoring Methodology

Each committee member will independently score each responsive proposal on a 100-point scale allocated per the weights above; individual scores will be averaged to produce a composite score per Offeror. Proposals falling within the competitive range, as determined by the committee, will proceed to discussions/negotiations.

9.4 Discussions & Negotiations

Consistent with § 2.2-4302.2, the Lead Agency may conduct discussions with Offerors in the competitive range to clarify proposals and may request Best and Final Offers (BAFOs).

Discussions will be conducted without disclosing one Offeror's proposal content to another.

9.5 Award Determination

Award will be made to the Offeror(s) whose proposal is determined most advantageous to BRBG and Participating Divisions, considering price and the other weighted factors — i.e., on a best-value basis, not solely on lowest price. BRBG may award to multiple Offerors by product category or region if doing so is determined to provide the best overall value. Award of this RFP is a prerequisite to, and does not itself constitute, execution of an individual division contract; each division proceeds to contract execution under Section 5.2 at its own discretion.

9.6 Protest Procedures

Any Offeror who wishes to protest the award or proposed award of a contract shall submit a written protest to the Lead Agency's RFP Coordinator no later than ten (10) days after award or announcement of the intent to award, whichever occurs first, in accordance with Code of Virginia

§ 2.2-4364. The protest must state the grounds for the protest and the relief sought. Untimely protests will not be considered.

Section 10 – Schedule of Events

Activity Date

RFP Issued 09/03/2026

Live ZOOM Pre-Proposal Meeting

Link:

https://us06web.zoom.us/j/85366377876?pwd=aA2wN6fVpkKv8xTjx

JoXlJXuuAMLh5.1

09/9/2026

10:00 a.m.

Written Questions Due 9/10/ 2026 by

12:00 p.m.

Questions & Answers Posted 09/14/2026 by5:00 p.m.

Proposals Due 09/21/2026

2:00 p.m.

Estimated Award Notification 10/02/2026

Target Contract Start Dates 10/05/2026

This schedule is provided for planning purposes and may be revised by the Lead Agency at its discretion, with notice to all known prospective Offerors.

Section 11 – General Terms & Conditions

11.1 E-Verify

Pursuant to Code of Virginia § 2.2-4308.2, any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 shall register and participate in the federal E-Verify program to verify information of all newly hired employees.

11.2 Buy American / Domestic Preference

Product supplied under any resulting contract must comply with the Buy American provision at 7

CFR § 210.21(d), requiring School Food Authorities to purchase domestic commodities or products to the maximum extent practicable. Any exception (e.g., limited non-domestic content) must be disclosed and justified by the Offeror in writing.

https://us06web.zoom.us/j/85366377876?pwd=aA2wN6fVpkKv8xTjxJoXlJXuuAMLh5.1 https://us06web.zoom.us/j/85366377876?pwd=aA2wN6fVpkKv8xTjxJoXlJXuuAMLh5.1

11.3 No Obligation Created by This RFP Alone

Issuance of this RFP, submission of a proposal, or selection for award does not by itself create a binding contract or obligate any Participating Division to purchase any minimum quantity. A binding obligation arises only upon execution of an individual division contract under Section 5.2.

Section 12 – RFP Coordinator & Submission Address

All communications and questions regarding this RFP shall be directed to:

Amanda Warren

Director of Nutrition Services Staunton City Schools

Lead Agency on behalf of the Blue Ridge Buying Group awarren@stauntoncity.k12.va.us

Email Subject Line for Questions:

"BRBG RFP [I00126] – Question – [Offeror Name]

Phone: 540-332-3920

Appendix A – Offeror Response Format

A.1 Company Profile & Certifications

• Company legal name, primary contact, mailing and physical facility address(es), phone, email, website

• Business structure and years in operation

• Business model: Farm / Producer Cooperative / Food Hub / Aggregator / Processor /

Distributor / Other

• Food safety certifications held (GAP/GHP/Harmonized GAP/HACCP/SQF/USDA inspection/Organic)

• Traceability system description (farm to delivery point)

A.2 Virginia-Grown Sourcing & Capacity

• List of Virginia-grown products offered, by category (fruit, vegetable, protein, grain, dairy)

• Percentage of proposed volume that is Virginia-grown, and verification method used

• Seasonal availability by month or academic term (Fall/Spring/Summer)

• Scaling capacity given 6–12 months' forward notice

• Value-added/minimal processing services offered (washing, peeling, dicing, slicing, IQF, portion-packing) and associated pack sizes

A.3 Logistics & Distribution

• Delivery fleet, refrigeration/cold-chain capability, and delivery radius

• Minimum order quantities by drop-off site

• Standard delivery schedule and required order lead time

• Ability to deliver to individual school kitchens vs. centralized division warehouse only

• Capacity to support concentrated deliveries for coordinated menu events

• Capacity to support coordinated delivery across multiple divisions on the same date

A.4 Pricing Basis

• Statement of proposed pricing basis (i.e. Fixed seasonal, market rate fluctuating, forward contract available, etc.)

A.5 Educational Engagement

• Willingness to provide farmer biographies, host farm tours, or visit schools

• Prior experience with Farm to School programming, if any

A.6 References

• At least three (3) institutional food-service references, including contact name, organization, and approximate annual volume supplied

Appendix B – Product & Pricing Schedule

Offerors shall submit the table below for each product offered, including firm delivered pricing.

Products and quantities shall include, but are not limited to, the items and quantities already listed in the Appendix B Table. Staunton City Schools will accept a full product listing in proposals and reserve the right to purchase throughout the year.

Quantities are estimated per single coordinated menu event (~20,000 meals); recurring/weekly volumes will be quoted separately as requested by each division. Submission of pricing here constitutes a firm offer for the period stated in Section 8.4, but does not itself constitute a purchase commitment by any division.

Appendix B Table:

Product Specification Pack Size Est. Qty /

Event VA-Grown?

Price/

Unit

Farm of

Origin

Apples

(Eating)

125–138 ct, sweet/tart

Loose pack case 6,700 lbs ☐ Yes ☐ No

Chicken

Drumsticks

2.5–3 oz avg, raw 40 lb case

20,000 ea

(~5,500–6,000 lbs) ☐ Yes ☐ No

Ground Beef

80/20 or leaner, fresh/IQF

40 lb case 2,500 lbs ☐ Yes ☐ No

Dark Leafy

Greens

(Kale)

Washed, fresh, bulk 10 lb case 2,500 lbs ☐ Yes ☐ No

Spinach Fresh, triple washed 10 lb case

2,000–2,500 lbs ☐ Yes ☐ No

Strawberries

Fresh, Greenhouse or packed

18 lb flat 3,200 lbs ☐ Yes ☐ No

Peaches Fresh whole

80ct, 20 lb case 3,000 lbs ☐ Yes ☐ No

Green Beans Fresh, trimmed 25 lb case 2,500 lbs ☐ Yes ☐ No

Asparagus Fresh, medium, trimmed 28 lb case 2,500 lbs ☐ Yes ☐ No

** Offerors may include other items and add rows to this table as needed.

Appendix C – Participating School Division Summary

Participating School Division Schools Approx. Student Enrollment

Augusta County Public Schools 19 10,000+

Greene County Public Schools 5 2,700+

Harrisonburg City Public Schools 8 6,700+

Nelson County Public Schools 4 1,500+

Rockbridge County Public Schools 7 2,500+

Rockingham County Public Schools 25 11,600+

Staunton City Schools 6 2,800+

Waynesboro Public Schools 7 2,900+

Regional Cooperative Total 82 Approximately 40,000 Students

Enrollment and school counts are based on participating school division data and Virginia

Department of Education Fall Membership reports and are subject to annual updates. Participation in a resulting contract is at each division's discretion.

Appendix D – Required Offeror Information Forms

D.1 Business Identification

BUSINESS/COMPANY NAME:

STREET ADDRESS:

MAILING ADDRESS:

CONTACT PERSON:

TITLE:

TELEPHONE NO.:

EMAIL ADDRESS:

REMITTANCE ADDRESS:

BUSINESS ORGANIZED UNDER THE

STATE LAWS OF:

PRINCIPAL BUSINESS LOCATION:

VA STATE CORPORATION COMMISSION

IDENTIFICATION (VA SCC) NUMBER.:

VA SCC Number:

** If Offeror does not have a VA SCC Number, Offeror must refer to Procurement Guidelines Item

30.2. and shall provide the required documentation.

FEDERAL ID NUMBER:

DUNS NUMBER:

D.2 Qualifications and References

Has the business ever defaulted or failed to complete any public body contract:

No:

Yes- Explain:

Is the entity or any of its principals currently debarred, disqualified or suspended from submitting responses to the school division, or any other state, local or federal entities?

No:

Yes - Explain

Type of work performed by this business:

Number of years this business has been in operation:

Number of employees: Full time: Part Time:

Business License: Type: Issued:

References:

Offerors shall provide a list of at least 3 references where similar services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person, a telephone number and/or an E-mail address.

Reference Name Contact Telephone

Address City, State ZIP E-mail

D.3 Conflict of Interests

This solicitation is subject to the provisions of Section 2.2-3100 et. Seq., Virginia Code

Annotated, the State and Local Government Conflict of Interests Act.

The business is aware of information bearing on the existence of any potential organizational conflict of interest.

YES,

Explain

Below

NO

D.4 Collusion

I certify that this proposal is submitted without collusion with any other Offeror, and that no attempt has been made to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State and Federal law and may result in fines, prison sentences, and civil damage awards.

YES

NO

D.5 E-Verify Certification

The undersigned certifies that the Offeror is registered and participates in the federal E-Verify program, or is exempt because it employs an average of 50 or fewer employees, consistent with

Code of Virginia § 2.2-4308.2.

Signature: Date:

D.6 Debarrment & Suspension Certification

The undersigned certifies, per 2 CFR § 200.214 and 2 CFR Part 180, that neither the Offeror nor any of its principals is presently debarred, suspended, proposed for debarment, or declared ineligible for participation in federal assistance programs by any federal department or agency.

Signature Date

D.7 Acknowledgement of Addendum Received

The undersigned warrants that it has received the following Addendum/Addenda for the Solicitation

(Show date of Addendum).

AMENDMENT NO. DATE INITIAL

[Add more as needed]

Addenda issued during the solicitation period will be incorporated into the Contract Documents.

D.8 Authorized Signature

By signing, Business certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in this Solicitation.

Authorized Signature: Date:

Name (Printed): Title:

Email Address: Telephone Number:

Procurement Guidelines

PROCUREMENT GUIDELINES

1. SUBMISSION AND RECEIPT OF RFPS:

1.1. In order for your Proposal, to receive consideration, it must be received prior to the specified time and date of opening as designated in the solicitation. E-mail and facsimile submittals are not acceptable.

2. SPECIFICATIONS

2.1. Offerors must indicate any variances from our specification and/or conditions, NO

MATTER HOW SLIGHT. If variations are not stated in the Proposal, it will be assumed that the product or service fully complies with our specifications. The

Purchasing Department is not responsible for locating or securing any information which is not included in the Proposal. Accordingly, to insure that sufficient information is available, the Offeror must furnish as part of his Proposal all descriptive material, (i.e., Catalog Cuts, illustrations, drawings, specifications, or other information) necessary for the Purchasing Department to determine whether the goods or services offered meet the salient characteristic requirements of the Proposal.

3. BRAND NAMES

3.1. Unless otherwise provided in the Request for Proposals, the name of a certain brand, make, or manufacturer does not restrict Offerors to the specific brand, make, or manufacture mentioned; it conveys the general style, type, character, and quality of the equipment desired. Staunton City Schools shall, in its sole discretion, determine whether the equipment proposed is the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended.

Acceptance shall be based solely on the School Division’s determination of suitability.

4. DELIVERY POINT:

4.1. All items shall be delivered F.O.B. destination, and delivery costs and charges included in the Proposal price. Failure to do so may be cause for rejection of Proposal. The

Offeror shall assume all liability and responsibility for the delivery of merchandise in good condition to the specified delivery location(s).

5. CASH DISCOUNTS:

5.1. Cash discounts will be considered in determining the award.

6. LATEST MODEL/QUALITY

6.1. Offeror shall base the Proposal on the latest model, design, etc. of this type of equipment by the manufacturer of which he represents. Equipment shall be new and unused.

7. CHARGES AND PAYMENTS

7.1. To Prime Contractor:

7.1.1. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the purchase order number.

7.1.2. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after satisfactory invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than

30 days, however.

7.1.3. All goods or services provided under the contract, which are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

7.1.4. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia

Debt Collection Act.

7.1.5. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, Staunton City Schools shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty

(30) days of notification. The provisions of this section do not relieve

Staunton City Schools of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

7.2. Payment to Subcontractors:

7.2.1. An offeror awarded a contract under this solicitation is hereby obligated:

7.2.1.1. To pay the subcontractor(s) within thirty (30) days of the offeror’s receipt of payment from Staunton City Schools for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

7.2.1.2. To notify the agency and the subcontractor(s), in writing, of the offeror’s intention to withhold payment and the reason.

7.2.2. The offeror is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the offeror that remain unpaid thirty (30) days following receipt of payment from Staunton City Schools, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U.S.

Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. An offeror’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of Staunton City Schools.

8. AUDIT

8.1. The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by Staunton City

Schools, whichever is sooner, and shall make such records available for audit and inspection by the contracting division, the Virginia Department of Education, USDA, and other authorized federal and state agencies, consistent with 2 CFR §§ 200.334–

200.337.

9. TESTING AND INSPECTION

9.1. Staunton City Schools reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

10. ASSIGNMENT OF CONTRACT

10.1. A contract shall not be assignable by the offeror in whole or in part without the written consent of Staunton City Schools.

11. DEFAULT

11.1. In case of failure to deliver goods or services in accordance with the contract terms and conditions, Staunton City Schools, after due oral or written notice, may procure them from other sources and hold the offeror responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which Staunton City Schools may have.

12. TAXES

12.1. Sales to Staunton City Schools are exempt from State and Federal sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request, as

Staunton City Schools determines appropriate. Any deliveries under this contract shall be free of Federal excise and transportation taxes.

13. INDEMNIFICATION

13.1. The Offeror agrees to indemnify, defend, and hold harmless Staunton City Schools and it’s Council members, officers, directors, agents and employees against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorney fees) arising out of, or resulting from any and all injuries to persons or damage to property or intellectual infringement claim arising out of services performed hereunder or by reason of the intentional or negligent acts or omissions of the Offeror, its employees, agents or sub-contractors, including any independent contractors. The provisions of this section of shall survive the completion, terminations or expiration of the contract.

14. LIABILITY AND LITIGATION

14.1. Staunton City Schools shall not indemnify or hold harmless any contractor or other third party. Staunton City Schools does not waive any right or release any party from liability, whether on its own behalf or on behalf of any boards, employees or agents.

Staunton City Schools does not waive the right to trial by jury for any cause of action arising from the Contract and shall not submit any Contract claim to binding arbitration or mediation. Staunton City Schools shall not be liable to contractor for any special, punitive or exemplary damages arising from the performance of the contract, including, but not limited to, incidental damages, and lost profit and lost wages, even if such special damages are reasonably foreseeable. Any provision(s) in the Contract contrary to these statements is/are hereby deleted and rendered void.

15. CLAIM PROCESS

15.1. Staunton City Schools and CONTRACTOR each hereby waive all right to trial by jury in any matter arising out of or in any way connected with resulting CONTRACT from this bid or their relationship, whether contractual or extra-contractual. They agree that prior to the assertion of any claim against the other, they will endeavor to resolve the claim through discussion, including the optional use of non-binding mediation.

15.2. Absent an agreed resolution, the process to assert a claim against Staunton City Schools is to present it in writing to the Appropriate Schools Division Director within 10 calendar days following the failure to resolve the claim. Staunton City Schools

Division Director shall review the claim and make a determination at the Departmental level.

15.3. If no resolution can be obtained at the Department level, the claim can be appealed and submitted to Staunton City Schools Superintendent or designee, and ultimately to

Staunton City School Board, with each such appeal to be submitted in writing within

10 calendar days of the prior decision. If no appeal is submitted withing 10 calendar days of the prior decision, no further action may be taken against Staunton City

Schools, and the claim will be null and void.

15.4. The appeal shall identify, in writing, on what specific basis, with citation to controlling and supporting documentation and legal authority, the appeal is sought and challenge made to the prior decision, and the resolution or remedy which would be acceptable.

15.5. With any claim that reaches the Staunton City School Board, the School Board shall decide the claim within 60 days of when it was submitted to the Schools Superintendent or designee.

16. CONTRACTUAL CLAIMS

16.1. Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the Successful firm's intention to file such a claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based.

16.2. Any notice or claim shall be delivered to Staunton City Schools's Finance Business

Manager, Third Floor City Hall, 116 W. Beverley Street, Staunton, VA 24401, and shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested.

16.3. Staunton City Schools's Finance Business Manager shall render a decision on the claim and shall notify the Successful firm within 30 days of receipt of the claim. The

Successful firm may appeal the decision of Staunton City Schools’ Finance Business

Manager by providing written notice to the Staunton City Schools Superintendent, within 15 days of the date of the decision.

16.4. The Staunton City Schools Superintendent shall render a decision on the claim within

60 days of the date of receipt of the appeal notice, and such decision shall be final unless the Successful firm appeals the decision in accordance with the Virginia Public

Procurement Act.

17. RESPONSIBILITY FOR PROPERTY

17.1. The Successful firm shall be responsible for damages to property caused by work performed under the CONTRACT. Property damage to surrounding or adjoining areas caused directly or indirectly by actions or omissions of the Successful firm shall be repaired or replaced by the Successful firm, to the satisfaction of the Owner, at the

Successful firm's expense.

18. COPYRIGHTS

18.1. The Offeror hired pursuant to this contract is prohibited from copyrighting any papers, interim reports, forms, or other materials resulting from performance under this agreement, without the written permission of the Purchasing Agency. Data and their analysis, forms, and images gathered or developed during fulfillment of this contract may be used by the Offeror in subsequent copyrighted publications, provided the copyrights do not in any way restrict or limit the Purchasing Agency’s ownership, use, or distribution of said information, forms, or images.

19. OFFEROR’S PERFORMANCE

19.1. The successful Offeror agrees and covenants that its agents and employees shall comply with all City, State and Federal laws, rules and regulations applicable to the business to be conducted under the contract.

20. AWARDING THE CONTRACT

20.1. The award of a contract shall be determined in the sole discretion of Staunton City

Schools based upon evaluation of all information as Staunton City Schools may request. Staunton City Schools reserves the right to waive any informality in RFPs submitted in response to this Request for Proposals when such waiver is in the best interest of Staunton City Schools.

20.2. Staunton City Schools shall endeavor to award the contract within thirty (30) days from receipt of RFPs. Notice of award will be posted on the City Web Site at http://www.staunton.va.us/solicitation-results and on the eVA procurement site.

21. DISCUSSION OF EXCEPTIONS TO THE RFP

21.1. The RFP, including its venue, termination, and payment schedule provisions, shall be incorporated by reference into the contract documents as if its provisions were stated verbatim therein.