RFP # SEP Roll-Thru Heated Cabinet Page1 Fall 2026

Request for Proposals – SEP Roll-Thru Heated Cabinet

The Southeast Polk Community School District Nutrition Services Department issues this Request for Proposal (RFP) for a Roll-Thru Heated Cabinet for Southeast Polk Jr. High School.

Contact:

Sara Salvini Director of Food & Nutrition Services Southeast Polk Community School District 8031 NE University Avenue Pleasant Hill, Iowa 50327 Phone: (515) 957-3431 sara.salvini@southeastpolk.org

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TABLE OF CONTENTS

1 SECTION 1- INTRODUCTION 6

1.1 Background 6

1.2 Intent of the Request for Proposal (RFP) 6

1.3 Contract Type 6

1.4 Definitions 6

2 SECTION 2: ADMINISTRATIVE INFORMATION 8

2.1 Issuing Officer 8

2.2 Procurement Timetable 9

2.3 Questions, Request for Clarification and SuggestedChanges 9

2.4 Response to Inquiries 10

2.5 Amendment to the RFP and Withdrawal of the RFP 10

2.6 Cost to Prepare the RFP 10

2.7 Rejection of RFP 10

2.8 Reservation of Rights 10

2.9 Public Disclosure of RFP Contents 10

2.10 RFP Clarification Process 11

2.11 Vendor Disqualification 11

2.12 Regulations 11

3 SECTION 3: VENDOR QUALIFICATIONS AND RESPONSIBILITIES 12

3.1 Requirements 12

3.2 Federal Procurement Requirements 13

3.3 Business Ethics 13

4 SECTION 4: FORMAT AND CONTENT OF THE PROPOSAL 13

4.1 Instructions 13

4.2 Format 14

4.2.1 Typed 14

4.2.2 Page Numbering 14

4.2.3 Formatting 14

4.2.4 Vendor Name 14

4.2.5 Number of Copies 14

4.2.6 Envelope Labeling 14

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4.3 Response Content 14

4.3.1 Proposal Cover Letter 14

4.3.2 Table of Contents 15

4.3.3 Acknowledgement 15

4.3.4 Official Pricing Spreadsheet 15

4.3.5 Suspension and Debarment Certification 15

4.3.6 Certification of Lobbying 15

4.3.7 Assurance of Civil Rights Compliance 15

4.3.8 References 15

4.3.9 Assurance of Non-Collusion or Certificate ofIndependence 15

5 SECTION 5: CONTRACT TERMS AND CONDITIONS 16

5.1 Precedence for Contract Documents 16

5.2 Appropriated Funds 16

5.3 Contractor Responsibility 16

5.4 Contract Termination 16

5.5 Conflict of Interest Clause 17

5.6 Equal Employment Opportunity 17

5.7 Clean Air Act (42 U.S.C. 7401-7671q) and the FederalWater Pollution Control Act (33 U.S.C. 1251-1387) 19

5.8 Energy Policy and Conservation Act (42 U.S.C.6201) 19

5.9 Contract Work Hours and Safety Standards Act (40U.S.C. 3701-3708) 19

5.10 Targeted Small Business Certification 19

5.11 Insurance 19

5.12 Confidentiality of Proposal 19

5.13 Protest Procedures 20

5.14 Indemnification 20

5.15 Force Majeure 20

5.16 Record Keeping Requirements 20

6 SECTION 6: EVALUATION OF PROPOSALS 21

6.1 Evaluation 21

6.2 Evaluation Committee 21

7 SECTION 7: INTENT TO AWARD 22

7.1 Intent to Award 22

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7.2 Award 23

RFP # SEP Roll-Thru Heated Cabinet Page5 https://docs.google.com/document/d/1XJcdVwzDOx0R19FH83UJqrlUPI7Rwjnd/edit#heading=h.bo1rgsltzild

List of RFP Attachments

Attachment #1: Proposal Cover Letter Attachment #2: Acknowledgement Attachment #3: Official Pricing Spreadsheet Attachment #4: Suspension and Debarment Certification Attachment #5: Certification Regarding Lobbying Attachment #6: Assurance of Civil Rights Compliance Attachment #7: Acceptance of Terms and Conditions Attachment #8: References Attachment #9: Assurance of Non-Collusion and Certificate of Independence Separate Included Attachment: Roll-Thru Heated Cabinet Specifications

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1 SECTION 1- INTRODUCTION

1.1 Background

This SFA participates in the federally-funded National School Lunch Program (NSLP), School Breakfast Program (SBP), Summer Food Service Program (SFSP), Fresh Fruit and Veggie Program (FFVP) and Afterschool Snack Program (ASSP). The NSLP and the SBP programs are funded by the Food and Nutrition Services (FNS) of the United States Department of Agriculture (USDA) and administered at the state level by the Iowa Department of Education - Bureau of Nutrition and Health Services (IDOE-BNHS).

The Southeast Polk Community School District serves approximately 7500 students across 12 sites in the communities of Altoona, Pleasant Hill, Mitchellville, Runnells and Des Moines.

1.2Intent of the Request for Proposal (RFP) The purpose of Southeast Polk Community School District (herein after referred to as “School Food Authority” or “District” or “SFA”) Request for Proposal (RFP) is to solicit competitive proposals from qualified suppliers (herein after referred to as “vendor” or “contractor” or “bidder”) for a a roll-thru heated cabinet.

The Southeast Polk Community School District intends to award a contract to the most responsive and responsible vendor whose proposal conforms to meeting the minimum requirements of the proposal in accordance to the specifications, general and specific terms and conditions, general instructions, and the conditions of purchase as contained in this Request for Proposal (herein after referred to as “RFP”) and addenda.

This RFP is intended to promote fair and open competition. If the language, specifications, terms and conditions or any combination thereof restricts or limits the requirements in this RFP to a single source, it must be the responsibility of the interested vendor to notify Sara Salvini, in writing, at sara.salvini@southeastpolkschools.org so as to be received within five (5) business days after the date this RFP is issued by the SFA. The RFP may or may not be changed, but a review of such notification will be made prior to the award of the contract.

1.3Contract Type A fixed price contract will be awarded to the responsible and responsive vendor. The Southeast Polk Community School District will select the winning proposal based on the evaluation criteria and the terms and conditions contained herein.

1.4Definitions Addendum or Addendameans a written document(s) addedto the issued Request for Proposal (RFP) document. Addendum can be a proposed change, clarification/explanation, or addition of missed information to the original RFP document.

The addendum/addenda is made in writing and issued to all potential vendors. The addendum or addenda are considered part of the RFP.

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Bureaumeans the Bureau of Nutrition and Health Services of the Iowa Department of Education (IDOE).

Business Daysmeans the days the SFA is open for regularworkday.

Child Nutrition Programs (CNP) –The National SchoolLunch Program (7 CFR 210) including the Fresh Fruit and Vegetable Program, the Seamless Summer Option, and afterschool snacks, School Breakfast Program (7 CFR 220), Special Milk Program (7 CFR 215), Summer Food Service Program (7 CFR 225), the Food Distribution Program (7 CFR 250), and the Child and Adult Care Food Program (7 CFR 226) are collectively referred to as the Child Nutrition Programs (CNP).

Contractmeans a formal, legally enforceable agreementbetween the SFA and the vendor. The contract would include the RFP solicitation document, the general and special terms and conditions, any clarifications and amendments made to the RFP, vendor proposal, and the award documents, and any terms implied by law.

Extended Pricemeans the unit price for a productmultiplied by the quantity.

Food and Nutrition Service (FNS)– the agency underthe United States Department of Agriculture responsible for administering the NSLP, USDA Foods, and other nutrition and food assistance programs.

Freight-on-Board (F.O.B.)– Delivery is “just-in-time”Freight-on-Board to the delivery location(s) identified in this RFP. Delivery charges or fees, if any, shall beincluded in the bid price.No charges shall be noted on the invoicefor delivery or handling fees. If the distributor manages the freight by picking up at the manufacturer’s storage facility, or their production plant, the manufacturer agrees to reimburse the distributor the difference between the delivered bid price and the distributors into stock cost including all freight cost.

Invoicemeans a bill submitted to the SFA by the vendorfor services rendered under the contract.

National School Lunch Act (NSLA)means the legislationthat established the National School Lunch Program (NSLP) (42 USC 1751 et seq.) in 1946.

Recipient Agency (RA)means a School Food Authorityor district (public or non-public) or Residential Child Care Institution (RCCI) that participates in the National School Lunch Program.

Request for Proposal (RFP) –It is a formal methodof procurement where the type of solicitation documents is a competitive proposal. The RFP identifies the goods and services needed and all significant evaluation factors of which price is of the primary factor to consider an award to the most responsive and responsible vendor.

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Responsible Vendormeans a vendor that has the capability in all respects to perform the requirements of the contract. In determining whether a vendor is a Responsible Vendor, the SFA may consider various factors including, but not limited to, the vendor’s competence and qualifications to provide the goods and services requested, the vendor’s integrity and reliability, past performance of the vendor and the best interest of the SFA.

School Food Authority (SFA) –the governing body thatis responsible for the administration of one or more schools, and has the legal authority to operate the Program therein or be otherwise approved to by United States Department (USDA) to operate the Program.

State Agency (SA) –Agency identified in an agreementwith USDA to administer Child Nutrition Programs. In Iowa, the Iowa Department of Education (IDOE) is the State Agency for administering the Child Nutrition Programs.

Targeted Small Businessmeans a small business whichis fifty-one percent (51%) or more owned, operated and actively managed by one (1) or more women, minority persons, or persons with a disability, as defined in Iowa Code Section 15.102.

Vendormeans a person, firm, corporation, partnership,or joint venture submitting a Bid for the purpose of obtaining a contract.

United States Department of Agriculture (USDA)meansthe Federal agency designated by the Congress to administer the National School Lunch Program.

2 SECTION 2: ADMINISTRATIVE INFORMATION

2.1Issuing Officer The Issuing Officer, identified below, is the sole point of contact regarding this Bid from the date of issuance until selection of the successful vendor(s):

Sara Salvini, Director of Food & Nutrition Services Southeast Polk Community School District

8031 NE University Avenue Pleasant Hill, Iowa 50327 Phone: (515) 957-3431 sara.salvini@southeastpolk.org (email is the preferred method of communication)

RFP # SEP Roll-Thru Heated Cabinet Page9 mailto:sara.salvini@southeastpolk.org

2.2Procurement Timetable The following dates are set forth for informational and planning purposes; however, the SFA reserves the right to change the dates:

Event Date/Time and Location, as applicable

Issue Request for Proposal (RFP) Friday, October 9th

Deadline for submission of vendor questions to the Issuing Officer

Friday, October 16th by noon

Issue responses to vendor questions Monday, October 19th

Due date for proposals and location Friday, October 23rd

Sara Salvini at:

sara.salvini@southeastpolk.org

Notice of Intent to Award &

Notice of Awarded Installation Company

Friday, October 30th

Successful Bid Awarded November School Board meeting (approval as required)

Warming Cabinet Installation Target Date

Prior to December 31st, 2026

2.3Questions, Request for Clarification and Suggested Changes Vendors are invited to submit questions and requests for clarification, interpretation, and suggestions. All inquiries concerning interpretation, additional clarification, additional information, and questions pertaining to this RFP must be submitted in writing and sent via U.S. mail, or electronic mail to Sara Salvini RFP Issuing Officer, sara.salvini@southeastpolk.organd must be receivedby Thursday, June 19th.

Email is the preferred method of communication.

Oral questions (in person or via telephone) will NOT be permitted. Please reference the page(s) and section number(s) if questions pertain to a specific section of the RFP.

Inquiries must include the vendor’s business name, vendor authorized representative contact name and job title, email address, and phone number.

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2.4Response to Inquiries Written addendum to questions and requests for clarification or interpretation, and suggestions will be posted on or before June 19th. on the SFA website:

https://www.southeastpolk.org/food-nutrition/. Onceissued, all addenda will be considered part of this RFP. The SFA assumes no responsibility for verbal representations made by its officers or employees unless such representations are confirmed in writing and incorporated into this RFP.

2.5Amendment to the RFP and Withdrawal of the RFP The SFA reserves the right to amend this RFP at any time. The vendor shall acknowledge receipt of any addendums to this RFP.

Vendors who submit proposals in advance of the deadline may withdraw, modify, and re-submit proposals at any time prior to the deadline. Vendors must notify the Issuing Officer in writing if they wish to withdraw the proposal.

After the deadline for the submission of the RFP, vendors may make a written request to withdraw their RFP and must provide evidence that a substantial mistake has been made or a change in the vendor’s ability to perform.

2.6Cost to Prepare the RFP The costs of preparation and delivery of the RFP to the SFA are the sole responsibility of the vendor.

2.7Rejection of RFP The SFA reserves the right to reject any or all bids, in whole or in part, received in response to this RFP, and at its discretion, may withdraw or amend the RFP at any time prior to the execution of a written contract. Issuance of the RFP in no way constitutes a commitment by the SFA to award a contract.

2.8Reservation of Rights The SFA reserves the following rights:

1. To waive any deviations or errors that are not material, do not invalidate the legitimacy of the bid, and do not improve a vendor’s competitive position.

2. To re-award the solicitation to another vendor in the event the awarded contractor defaults in executing the formal agreement; and

3. All awards will be made in a manner deemed in the best interest of the SFA and therefore; the SFA shall select the next most responsive vendor, if necessary, issue a new solicitation or take other action as the SFA deems appropriate.

2.9Public Disclosure of RFP Contents Before the Notice of Intent to Award is issued, all details of the RFP will remain confidential. Upon issuance of the Notice of Intent to Award, all RFPs become public information. The release of information by the SFA is subject to Iowa Code Chapter 22 or

RFP # SEP Roll-Thru Heated Cabinet Page11 https://www.southeastpolk.org/food-nutrition/ other applicable laws. Vendors are encouraged to familiarize themselves with Chapter 22 before submitting a RFP. The SFA will treat all information submitted by a vendor as public information unless the vendor properly requests that information be treated as confidential at the time of submission.

Any request for confidential treatment of information must be included in the transmittal/cover letter with the vendor’s proposal. In addition, the vendor must enumerate the specific grounds in Iowa Code Chapter 22 or other applicable law, which support treatment of the material as confidential and must explain why disclosure is not in the best interest of the public. The request must include: the name, the address, and telephone number of the person authorized by the vendor to respond to any inquiries by the SFA concerning the confidential status of the materials.

An entire RFP cannot be marked confidential. Only those sections that meet the criteria in Iowa Chapter 22 or other applicable laws for confidentiality may be marked and treated as confidential information.

2.10 RFP Clarification Process

The SFA reserves the right to contact a vendor for the purpose of clarifying price/package information to ensure mutual understanding. The SFA will not consider information if the information materially changes the RFP the Vendor is submitted to the SFA. Failure to comply with requests for additional information may result in rejection of the RFP as non-responsive.

2.11 Vendor Disqualification

Issuance of this RFP in no way constitutes a commitment by the SFA to award any contract or agreement. The SFA reserves the right to accept or reject any part of any RFP and to accept or reject any and all RFPs without penalty. This RFP is designed to provide the vendor with the information necessary to prepare a competitive proposal. It is not intended to be comprehensive and each vendor is responsible for determining the factors necessary for submission of a comprehensive proposal. A RFP may be rejected for various reasons, including but not limited to any of the following reasons:

The vendor fails to deliver the proposal by the due date and time.

The vendor fails to comply with requests for additional information for clarification purposes, or for request for documents and references within the time specified.

The vendor presents information requested by this RFP in a format that is inconsistent with the instructions of this RFP.

The vendor response limits the rights of the SFA.

The vendor response materially changes the service requirements.

The vendor states a service requirement cannot be met.

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The vendor fails to include information necessary to substantiate that it will be able to meet a product or service requirement. A response of “will comply” or merely repeating the requirement is not sufficient. Responses must indicate present capability;

representations that future developments will satisfy the requirement are not sufficient.

The vendor rejects in whole or in part the Terms and Conditions of this RFP.

Modifications, additions or changes to the Terms and Conditions of this RFP

The vendor submits proposal with missing or inaccurate pricing information on theOfficial Pricing Spreadsheetmay be ineligible for evaluationand selection for an awarded contract.

Erasure or the use of typewriter correction fluid on the RFP is not acceptable. Prior to submission of the RFP, errors may be crossed out, corrections entered and initialed by the vendor authorized contact.

The vendor initiates unauthorized contact regarding the RFP with the SFA or employees/agents of the SFA.

The vendor fails to include any signature, certification, authorization, stipulation, disclosure, guarantee or other item requested in this RFP.

The vendor fails to disclose any matters that might be conflict of interest, real or apparent shall constitute a material breach of the contract.

The vendor fails to get prior approval for alternate models.

2.12 Regulations

All Vendors submitting an RFP, agree to comply with all required contract provisions identified in program regulations for programs operated (7 CFR Parts 210, 215, 220, 225, 226, as applicable), USDA Foods (7 CFR Part 250), and Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200), respectively.

3 SECTION 3: VENDOR QUALIFICATIONS AND RESPONSIBILITIES

3.1Requirements The SFA is looking for a Vendor to provide a roll-thru heated cabinet as listed in this RFP.

The vendor will provide names and contact information of three (3) references of SFA customers.

Bid pricing must be good through the date of installation. Any rebates received (such as energy rebates) shall be paid to the District Nutrition Department upon receipt.

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3.2Federal Procurement Requirements All vendors submitting a Request for Proposal agree to comply with all the required contract provisions identified in Child Nutrition Programs procurement regulations for those programs the SFA operates. The applicable regulations areNSLP 7 CFR Part 210.21, SBP 7 CFR Part 220.16, SMP 7 CFR Part 215.14a, SFSP 7 CFR Part 225.17, CACFP 7 CFR Part 226.22, FDP 7 CFR 250 and Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200).

To the greatest extent practicable and consistent with law, preference is given for the purchase, acquisition and use of goods, products and materials produced in the United States (including but not limited to iron, aluminum, steel and other manufactured products).

● “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

3.3Business Ethics The vendor must have a satisfactory record of performances, and must not have been notified by any local, state, or federal agency with competent jurisdiction that vendor’s standing in any matters whatsoever would preclude it from participating in a contract. The vendor shall provide information on any litigation, arbitration, mediation, administrative proceeding, investigation, or like matter, related to their business activities in which they are currently a party to or in which they were a party within last four (4) years.

The vendor shall comply with any reasonable requests for information.

The vendor shall not include, without prior approval; the SFA’s name in a published list of customers.

The vendor agrees not to publish or cite in any form any comments or quotes from the SFA without prior approval.

The vendor agrees not to refer to the contract award in commercial advertising in such manner as to state or imply that the vendor products or services provided are in any way endorsed or preferred by the SFA.

The vendor must note any and or matters that might constitute a conflict of interest, real or apparent.

4 SECTION 4: FORMAT AND CONTENT OF THE PROPOSAL

4.1Instructions All submitted responses should adhere to the instructions and format requests outlined in this RFP. The instructions are designed to facilitate a uniform review process. All responses must follow the outline below, including the numbering, section, and sub-section headings as they appear here. Vendors are asked to be brief and to respond only with the information sought. Proposals must provide all information noted in this RFP, per issued forms, or on vendor’s letterhead, when appropriate and have required

RFP # SEP Roll-Thru Heated Cabinet Page14 signatures. All information requested in the RFP must be received at the time of submission.

4.2Format

4.2.1 Typed

The response should be typed or printed. Responses should be on white 8 ½“ x 11” paper, single-spaced with 1” margin using Arial font style no smaller than point size 11.

4.2.2 Page Numbering

As best possible, all pages should be numbered consecutively beginning with number one (1) on the first page of the narrative (this does not include the cover page or the table of contents page) through to the end, including all forms and attachments.

4.2.3 Formatting

All information should be presented in the same order and format as described in RFP Page #5.

4.2.4 Vendor Name

As best possible for clarity, the vendor’s name should appear on every page, including Attachments.

4.2.5 Number of Copies

One original copy of the RFP will be submitted to the Issuing Officer in a clearly labeled envelope or email.

4.2.6 Envelope Labeling

Envelopes or emails should be clearly labeled with Vendor Name, and Authorized Vendor Representative’s contact information (e-mail and phone number).

4.3Response Content

4.3.1 Proposal Cover Letter

Vendors shall complete a “Proposal Cover Letter.” The letter shall be signed by an individual authorized to legally bind the vendor. The letter shall include:

● Vendor Mailing Address

● Authorized Signer’s Electronic Mail Address

● Authorized Signer’s Telephone Number

● Vendor Fax Number

Any request for protection of confidential information shall be included in the letter in addition to the specific statutory basis supporting the request and an explanation why the disclosure of the information is not in the best interest of the public. The cover letter shall also contain the name, address, and telephone number of the individual authorized to respond to the SFA about the confidential nature of the information.

The vendor shall acknowledge in the letter the receipt of any amendments and receipt of the SFA’s responses to questions submitted by vendors.

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The vendor shall specifically agree that the proposal is predicated upon the acceptance of all terms and conditions stated in this RFP. However, if the vendor objects to any term(s) or condition(s), the vendor must specifically refer to the page(s) and section(s) clearly identifying the term and condition they object and include a statement recommending term(s) and condition(s) the vendor would find acceptable. Rejection in whole or in part to the Terms and Conditions may be cause for rejection of a vendor’s proposal.

The vendor shall provide information on any litigation, arbitration, mediation, administrative proceeding, investigation, or like matter, related to their business activities in which they are currently a party to or in which they were a party within the last four (4) years.

4.3.2 Table of Contents

The vendor may include a Table of Contents.

4.3.3 Acknowledgement

Attachment #2 - The vendor certifies that the contents of the RFP submitted on behalf of the vendor are true and accurate.

4.3.4 Official Pricing Spreadsheet

Attachment #3- Vendors must follow the instructions found on theOfficial Pricing Spreadsheet.Sign and Date

4.3.5 Suspension and Debarment Certification

Attachment #4

4.3.6 Certification of Lobbying

Attachment #5

4.3.7 Assurance of Civil Rights Compliance

Attachment #6

4.3.8 References

Attachment #7 - The vendor shall submit three (3) SFA references, whom the vendor has applicable business experience with. The following must be listed for each reference:

● Contact Name

● School District

● Phone Number

● Electronic Mail Address

4.3.9 Assurance of Non-Collusion or Certificate of Independence Attachment #8 The vendor assures that this RFP has been prepared independently. The vendor assures that any business entity represented by the vendor hasnotreceived compensation for participation in the preparation of any specifications, or General Terms and Conditions, and prices related to this RFP.

Neither the vendor, nor any business entity represented by the vendor, nor anyone acting for such business entity, has violated the Federal Antitrust Laws with regard to this RFP.

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5 SECTION 5: CONTRACT TERMS AND CONDITIONS

5.1Precedence for Contract Documents Upon notification of Intent to Award, this RFP shall constitute the contract between the SFA and selected vendor. This awarded contract will represent the contractual requirements listed in this RFP, amendments to this RFP, and selected Prime Vendor proposal. Failure to execute the awarded contract will disqualify awarded contractor and the next responsive and responsible vendor with the next highest scoring points will awarded a contract. The SFA has full responsibility for ensuring that the terms of the contract are fulfilled.

Once proposals are opened they become the property of the SFA and will not be returned.

5.2Appropriated Funds Any and all payments to the vendor are dependent upon and subject to the availability of funds to the SFA for the purpose set forth in this agreement. In the event no funds or insufficient funds are appropriated for payments due under a contract made pursuant to this RFP, the SFA shall immediately notify the vendor awarded the contract of such occurrence but the SFA shall have no further obligation.

5.3Contractor Responsibility The awarded vendor is solely responsible for fulfilling the contract, with responsibility for all services offered and products to be delivered as stated in this RFP, the vendor’s response to the RFP, and the resulting contract. Following execution of the contract, the vendor shall proceed diligently with all services/shipments and shall perform such services/shipments with qualified personnel in accordance with the contract.

5.4Contract Termination Except as otherwise provided within the Terms and Conditions of this RFP and per Child Nutrition Programs procurement regulations, the resulting contract may be terminated in whole, or in part, by either the SFA or the vendor for any reason including in the event of substantial failure by the other party to fulfill its obligations under the contract through no fault of the terminating party; provided that:

● Termination for Convenience: The School Food Authority may terminate the contract prior to the expiration of the agreed upon contract duration or school year, without cause and without penalty. The SFA will provide thirty (30) days written notification to the selected vendor.

● The party terminating the contract provides the party to be terminated a reasonable opportunity to rectify the defects in products or performance, prior to termination.

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● Termination for Cause: The School Food Authority (SFA) or the selected vendor may terminate the contract in whole, or in part, for any reason. The reasons may include but are not limited to:

o Failure by one party to fulfill its obligations under the contract through no fault of the terminating party. The terminating party will provide a reasonable opportunity to rectify the issues identified in product or service performance prior to termination.

o In the event that no funds or insufficient funds are appropriated and budgeted for payments due to the vendor. The SFA shall notify the vendor of such occurrence as soon as SFA’s designated individual is notified of insufficient funds by the SFA administration.

The SFA may terminate the contract due to noncompliance and nonperformance with Federal and State regulations, effective immediately after written notification by the SFA to the awarded contractor.

5.5Conflict of Interest Clause The vendor will maintain a written code of standards of conduct governing the performance of their employees engaged in the administration of contracts. No employee, officer, or agent of the vendor shall participate in the administration of a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when:

1. The employee, officer, or agent,

2. Any member of his/her immediate family,

3. His or her partner, or

4. An organization which employs, or is about to employ, any of the above has a financial or other tangible personal interests that conflict with the ethics and standards of business conduct of the vendor.

5.6Equal Employment Opportunity The vendor shall comply with the Executive Order 11246, “Equal Employment Opportunity”, as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60,”Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

To comply, the vendor will:

i. Provide equal opportunity to all qualified persons, to prohibit discrimination in employment on the basis of race, color, religion, sex or national origin.

ii. Will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin.

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iii. That the applicants are employed and treated fairly during employment, which shall include, but is not limited to the following: upgrading, demotion, or transfer;

recruitment, layoff or termination, rates of pay or other forms of compensation; and selection for training.

iv. The vendor will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of the non-discrimination clause.

v. USDA Nondiscrimination Statement (Revised 4-2-26)

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the State or local Agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email:

program.intake@usda.gov.

This institution is an equal opportunity provider.

vi. Iowa Nondiscrimination Statement (Revised 7-1-25)

It is the policy of this CNP provider not to discriminate on the basis of race, creed, color, sex, sexual orientation, national origin, disability, age, or religion in its programs, activities, or employment practices as required by the Iowa Code 216.6, 216.7, and 216.9. If you have questions or grievances related to compliance with this policy by this CNP Provider, contact the Iowa Civil Rights Commission, 6200 Park Ave, Suite 100, Des Moines, IA 50321; phone number 515-281-4121 or 800-457-4416; website: https://icrc.iowa.gov/.

RFP # SEP Roll-Thru Heated Cabinet Page19 mailto:program.intake@usda.gov

By submitting a response, the vendor has agreed to affirmatively cooperate in the implementation of the policy and provisions of Executive Order 11246, Executive Order 11375, and 40 CFR part 60.

5.7Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387)

The vendor is required 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).

5.8Energy Policy and Conservation Act (42 U.S.C. 6201) The vendor agrees to comply with all mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

5.9 Contract Work Hours and Safety Standards Act (40 U.S.C.

3701-3708)

The vendor agrees to comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor Regulations (29 CFR Part 5).

5.10 Targeted Small Business Certification

Small businesses, businesses owned, operated, and managed by women, minority persons, veteran-owned are encouraged to respond to the solicitation. The Vendor should attach a copy of the Targeted Small Business (TSB) certification issued by the Iowa Department of Economic Development.

5.11 Insurance

The vendor awarded the contract shall maintain all necessary and proper insurance for the duration of the work to be performed, including Comprehensive General Liability Insurance, Property Damage Insurance, Workers Compensation Insurance, Employer’s Liability Insurance, and Automobile Liability Insurance. Should any required insurance be cancelled before the expiration date, the issuing company will mail 30-days written notice to the SFA. The awarded vendor shall meet the statutory requirements of the State of Iowa for workers’ compensation coverage and employer’s liability insurance.

5.12 Confidentiality of Proposal

In submitting a proposal, the Vendor agrees not to disclose or otherwise reveal the contents of its RFP to any source outside of the SFA contact, government or private, until afterthe award of the contract. All vendors who submita RFP are advised that they are not to have any communications with the SFA during the evaluation of the RFP (i.e., after the opening of the RFP and before the award of the Contract), unless the SFA Issuing

RFP # SEP Roll-Thru Heated Cabinet Page20

Officer contacts the vendor for the purpose of seeking clarification. Only those communications with the SFA as authorized by this RFP are permitted.

5.13 Protest Procedures

Per IAC Chapter 11.117.20 (8A) any vendor that filed a timely bid or proposal and that is aggrieved by an award may appeal the decision by filing a written notice of appeal within five (5) calendar days of the date of award, exclusive of Saturdays, Sundays, and legal state holidays. Protests must be in writing and provide specific reasons with supporting documentation for the protest.

Vendors whose RFP has been filed in accordance with the requirements of this RFP may appeal the decision by filing a written notice of appeal to:

Kevin Baccam, CFO, Southeast Polk School District 8031 NE University Avenue Pleasant Hill, Iowa 50327

A copy of the appeal shall also be submitted to the Issuing Officer. A notice of appeal must be filed within five (5) business days. The appeal must clearly and fully identify all issues being contested by referencing the page(s), section(s), line number(s) and/or the Notice of Intent to Award. A notice of appeal may not stay the negotiations with the apparent successful vendor.

5.14 Indemnification

Awarded vendor shall indemnify participating SFA from and against any and all claims, demands lawsuits, liabilities, judgments, and expenses (including attorney fees and other costs of litigation) arising out of or relating to injuries, disease, or death of persons or damages to or loss of property resulting from or in connection with the negligent performance of this contract by the vendor, its agents, employees, or one for whom the vendor is responsible. The vendor liability shall not be limited by any provisions or limits of insurance set forth in this contract. The obligations, indemnities, and liabilities are assumed by the vendor under this paragraph shall not extend to any liability caused by negligence of the participating SFA or its employees.

5.15 Force Majeure

Except for payments of sums due, neither party shall be liable to the other nor deemed in default under this contract if and to the extent that such party’s performance of this contract is prevented by reason of Force Majeure. Force Majeure includes acts of God;

fire; flood; or other similar occurrences beyond the control of the Contract or participating

SFA.

5.16 Record Keeping Requirements

By responding to this RFP, the vendor awarded the contract understands that the participating SFA, the U.S. Department of Agriculture, the Bureau, the Comptroller General of the United States, or any of their duly authorized representatives, shall have

RFP # SEP Roll-Thru Heated Cabinet Page21 access to any books, documents, papers, and records of the vendor which are directly pertinent to this contract, for the purpose of audits, examinations, excerpts, and transcriptions.

Additionally, the vendor(s) awarded the contract must provide all documents necessary for an independent auditor to conduct the participating SFA’s single audit.

The vendor awarded the contract must retain all pertinent records identified by source, type, and category for a minimum of three (3) years after the participating SFA makes final payments. In the event of any unresolved audit findings, the records shall be retained beyond the three (3) year period for as long as required for resolution of the issues raised by the audit.

6 SECTION 6: EVALUATION OF PROPOSALS

6.1Evaluation Proposals that are submitted prior to or on the due date and time and are not subject to disqualification will be reviewed in accordance with the evaluation criteria set forth in this RFP. The evaluation process is developed to award the contract to the lowest responsive and responsible vendor.

6.2Evaluation Committee The SFA intends to conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. The SFA evaluation team will review the proposals using the evaluation criteria outlined in this RFP.

The SFA will evaluate each proposal independent of other proposals.

The Evaluation Committee will evaluate proposals using the following evaluation criteria, based on a hundred (100) possible points. Factors without points assigned will not be used in computing the total score but will instead be used to determine completeness of the proposal and possible disqualification.

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7 SECTION 7: INTENT TO AWARD & AWARD

7.1Notice of Intent to Award The SFA will issue a Notice of Intent to Award letter to the selected vendor. Where required, proposal will be recommended to the School Board of Directors for award of a contract.

RFP # SEP Roll-Thru Heated Cabinet Page23 Fall 2026

Evaluation Criteria Criteria Checklist Requirements Completed Attachment #1: Proposal Cover Letter Mandatory Table of Contents Recommended Completed and signed Attachment #2:

Acknowledgement

Mandatory

Completed and signed Attachment #3: Official Pricing Spreadsheet

Mandatory

Completed and signed Attachment #4: Suspension and Debarment Certification Form

Mandatory

Completed and signed Attachment #5: Lobbying Certification and Disclosure of Lobbying Activities Form, if applicable (if not applicable – sign and write not applicable)

Mandatory

Completed and signed Attachment #6: Assurance of Civil Rights Compliance

Mandatory

Completed and signed Attachment #7: Acceptance of Terms and Conditions

Mandatory

Completed Attachment #8: References Mandatory Completed and signed Attachment #9: Assurance of Non-Collusion or Certificate of Independence

Mandatory

Technical Evaluation Criteria Maximum Score Bid Completeness 20 points Vendor Qualifications and Experience - References 15 points Ability to Meet Project Scope & Timeline 15 points

Product Performance & Specs. 5 points Pricing Evaluation Criteria Total Extended Costs (including delivery) 45 points Total Possible Score 100 points

7.2Award After SFA approval, this RFP, to the extent accepted by the SFA, shall become the contract and shall represent the entire agreement between the SFA and the awarded vendor. Any conflict between the terms and conditions of the RFP and the Proposal documents will be resolved in favor of SFA and the awarded vendor.

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Attachment #1

Proposal Cover Letter

Southeast Polk Community Schools Nutrition Department Attn: Sara Salvini 8031 NE University Ave.

Pleasant Hill, IA 50327

Re: RFP - SEP Roll-Thru Heated Cabinet

Dear Southeast Polk Nutrition Department, Thank you for the opportunity to respond to the Request for Proposal RFP – SEP Roll-Thru Heated Cabinet.

The following individual has prepared the proposal and will serve as the primary contact for proposal questions and contract execution.

First and Last Name

Email Address

Phone Number

Fax Number

(vendor contact person) has received the fullcopy of RFP – SEP Roll-Thru Heated Cabinet as well as the SFA’s responses to vendor questions and all addenda.

The vendor specifically agrees that the proposal is predicated upon the acceptance of all terms and conditions stated in this RFP.

Thank you.

Name:

Title:

RFP # SEP Roll-Thru Heated Cabinet Page25

Attachment #2

Acknowledgement

Date:

Southeast Polk Community Schools Nutrition Department Attn: Sara Salvini 8031 NE University Ave.

Pleasant Hill, IA 50327

Re: Request for Proposal for Prime Vendor Services RFP - SEP Roll-Thru Heated Cabinet.

Dear Southeast Polk Nutrition Department, I certify that the contents of this request for proposal submitted on behalf of (vendor) in response to Request for Proposal RFP – SEP Roll-Thru Heated Cabinet, are true and accurate.

I certify that (vendor) has not made any knowinglyfalse statements in its proposal and that I, the undersigned, have the authority to represent this company and submit this proposal.

Sincerely, Name:

Title:

Attachment #3

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Official Pricing Spreadsheet

The Southeast Polk Community School District is requesting pricing quotes for a roll-thru heated cabinet.

School Site location Hobart Model Number:

Total Price per unit Number of

Units

TOTAL

Cost

Jr. High School 8325 NE University Ave.

Pleasant Hill, IA

Traulsen

RIH132LP-FHS

Full-height solid doors

Right Hand Swing (serving line side)

Left Hand Swing (kitchen side)

208-230/115/60/1 to feed this equipment that will utilize a

NEMA L14-20

configuration for its connection point 1

*Official Specification sheets are included as an additional attachment. Prior approval is required for alternate models which may require a site visit and electrical assessments.

Alternative Models must meet or exceed the listed specifications in capacity, utilities, dimensions and benefits.

Please provide a complete, itemized breakdown of all costs and specifications.

Roll-thru heated cabinet must be delivered to the specified installer. Southeast Polk Community Schools will provide installation by an approved Traulsen equipment installer.

Vendor Name Southeast Polk Community School District

By: By:

RFP # SEP Roll-Thru Heated Cabinet Page27

Name: Name:

Title: Title:

Date: Date:

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Attachment #4

Suspension and Debarment Certification

U.S. DEPARTMENT OF AGRICULTURE

Certification Regarding Debarment, Suspension, Ineligibility and Other

Voluntary Exclusion – Lower Tier Covered Transactions

ThiscertificationisrequiredbytheregulationsimplementingExecutiveOrder12549,DebarmentandSuspension,7 CFR Part 3017, Section 3017.510, Participants’ responsibilities. TheregulationswerepublishedasPartIVofthe January30,1989FederalRegister(pages4722-4733). Copiesoftheregulationsmaybeobtainedbycontactingthe Department of Agriculture agency with which this transaction originated.

(BEFORE COMPLETING CERTIFICATION, READ ATTACHED INSTRUCTIONS)

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Organization Name PR/Award Number or Project Name

Name(s) and Title(s) of Authorized Representative(s)

Signature(s) Date Form AD-1047 (1/92)

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Instructions for Certification

1. 1.By signing and submitting this form, the prospectivelower tier participant is providing the certification set out on the form in accordance with these instructions.

2. The certification in this clause is a material representation of fact upon which reliance was placed when the transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms "covered transaction", “debarred”, "suspended", "ineligible", "lower tiered covered transaction", "participant", "person", "primary covered transaction", "principal", "proposal", and "voluntarily excluded" as used in this clause, have the meanings set out in the definitions and coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered Transactions", without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. Aparticipantinacoveredtransactionmayrelyuponacertificationofaprospectiveparticipantinalowertier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the methodand frequencybywhichitdeterminestheeligibilityofitsprincipals. Eachparticipantmay,butisnotrequiredto, check the Non-procurement List.

8. Nothing contained in the foregoing shall be construed to require…