Vance County - 1 NEW Bid Invitation to Vendors 2025-2026.pdf

2025 - 2026 Vendor Invitation for New Bid

School District: Vance County DATE: May 12, 2025

IFB/CONTRACT # -9102526M

Description:

This IFB/Contract is issued with the intent of entering into a FIRST YEAR Contract for procurement and delivery of MILK products for a federally-funded School Nutrition program operating in North Carolina. The term IFB/Contract, as used in this document, means the current year Vance County IFB/Contract. The awarded contract becomes the FIRST YEAR of a contract with the potential of two – one year renewals provided both Vendor and School District agreement terms are accepted.

BID OPENING DATE: Thursday, May 29, 2025 TIME OF BID OPENING: 2:00 p.m.

Location of Bid Opening: Vance County Schools 1724 Graham Avenue Henderson, NC 27536

Options for Delivery of Vendor Bids:

HAND DELIVER BIDS TO: Vance County Schools School Nutrition Office 1724 Graham Ave Henderson, NC 27536

• Vendors attending Bid Opening will hand deliver Bid Package between: 1:00 p.m. – 1:59 p.m.

• Vendor, Designee, is solely responsible to sign in bid BEFORE 2:00 p.m. as shown by the reception desk clock.

Vendors who hand deliver bids will be directed to the School Nutrition office to personally deliver to SN Director.

OR

MAIL BIDS:

Bid must be received by Wednesday, May 28 at 4:00 PM. It is the vendor’s sole responsibility to assure a mailed bid is received by the deadline, no exceptions. Mail tracking delivery is recommended but do not require a signature for delivery.

Outer Envelope Mailing Address: Phyllis Newcomb, School Nutrition Director

Vance County Schools PO Box 7001 Henderson, NC 27536

VENDOR INSTRUCTIONS

1. VENDOR BID: Deliver ONE (1) Original of the complete bid package which includes the documents as listed on the Vendor Checklist for the New Bid. Place the completed Vendor Checklist ON TOP of your bid documents and organize bid packet pages according to the Vendor Checklist. Place in a sealed envelope inside the mailing envelope and label as shown:

Vance County Schools Milk Bid August 1, 2025 – July 31, 2026

Bid Opening: Thursday, May 29, 2025 - 2:00 PM Name of Company / Name and Title of Person Authorized to Sign Bid

2. VALUE ADDED INFORMATION: If a Vendor offers Value Added features, a separate, sealed envelope labeled

“Value Added Features” with the Company Name, and Date of Bid Opening may be submitted inside the sealed bid envelope. Value added provisions are NOT a factor in award of this contract and will not be opened until bid awards are final.

3. Vendor Award Notification Procedure:

• Subject to the conditions, provisions and the specifications associated with this IFB/CONTRACT, sealed bids will be received at the named location until the stated date and time and publicly opened. Bids received after this date and time will not be accepted.

2025 - 2026 Vendor Invitation for New Bid

4. NON- RESPONSIVE BID - MATERIAL ERRORS: The material errors below are non-negotiable and will result in the declaration of a NON – RESPONSIVE BID:

Missing Original Vendor Signature on the Official Vendor Bid Certification Form – New or Renewal Any change to Vance County IFB/CONTRACT language by the Vendor

5. Bid Opening Procedures:

• Bid Signatures and evidence of contract language changes will be reviewed by the School District representative at the opening.

• A School District representative may appoint a designee to receive and open bids on their behalf.

• ONLY Totals from the Vendor Bid Tabulations will be announced at the Bid Opening.

• No open discussion or questions regarding the bid procedures or bid language will be allowed at the Opening.

• All vendor questions pertaining to such shall be put in writing for clarification by the Vance County SN Director.

Official clarification will be e-mailed to vendors and Vance County members after the Official Bid Opening.

6. Final bid awards will be announced by the School District AFTER the following actions:

• Vendor bid tabulations are reviewed, corrected and Vendor Bid Total is verified by the School District.

• Preliminary Award Letter is sent from the School District to ALL Vendors noting verified bottom line bid totals from all bidders.

• Local School District approval for the bid contract is received for the Preliminary Awarded Vendor.

• Official Bid Certification and Agreement page is signed by School District Representative after local approval.

One copy is filed by the School District and one copy is mailed to Awarded Vendor.

• Final Official Notification of bid award is the issuance of a Purchase Order to the Awarded Vendor.

Method of Award: Firm Price Bottom Line

ADDITIONAL INFORMATION FOR THE VENDOR:

• SPECIAL CONDITIONS are included with this IFB/CONTRACT: Yes

Copies of Bid Specifications & Forms may be obtained by contacting Phyllis Newcomb, School Nutrition Director.

Questions and further inquiries may be directed to Phyllis Newcomb at 252.492.2127 x2600, pnewcomb@vcs.k12.nc.us

USDA Non-Discrimination Statement

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

• Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

• To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

• 1. mail:

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

• 2. fax:

(833) 256-1665 or (202) 690-7442; or

• 3. email: program.intake@usda.gov

• This institution is an equal opportunity provider.

https://www.usda.gov/sites/default/files/documents/ad-3027.pdf http://mailto:program.intake@usda.gov/

USDA Non-Discrimination Statement