Ice Cream Procurement Summary

This is a Request for Proposal (RFP) issued by West Hartford Nutrition Services, a division of the West Hartford Board of Education in Connecticut. West Hartford Nutrition Services seeks qualified vendors to supply ice cream products and delivery services for the 2026-2027 school year. The procurement encompasses 16 distinct ice cream products from approved manufacturers, including Fredericks and Rich's brands, offered in various formats such as 3-ounce and 4-ounce cups, juice bars (2.5 to 3 ounces), cones, and cyclone-style items, with estimated annual quantities ranging from 25 to 550 cases depending on the specific product. The RFP was posted on April 24, 2026, with a proposal submission deadline of June 5, 2026, at 3:00 p.m. EDT. No vendor question and answer period, site visits, or bidders' meetings have been scheduled. The contract period runs from August 15, 2026, through August 15, 2027, and the Board of Education reserves the right to extend the contract for additional school years upon mutual agreement. Delivery requirements include once-weekly service to 16 school locations throughout the district, with products required to be delivered frozen and properly packaged by 1:00 p.m., excluding holidays and Saturdays.

All ice cream products must comply with Connecticut's Healthy Snack Standards and be included on the approved list from the State Child Nutrition Office; vendors must provide detailed nutritional information and allergen data for all submitted items. Pricing must remain firm throughout the contract period and be net and inclusive of delivery charges, with all applicable taxes excluded. No estimated total contract value has been disclosed. Vendors are responsible for providing ice cream storage and display freezers and must remove them at contract end. All vendors are eligible to respond regardless of business classification, with no set-aside designations noted. The contract will be awarded to the lowest responsible bidder at the Board of Education's discretion. Insurance requirements include Commercial General Liability of $1,000,000 combined single limit, Automobile Liability of $1,000,000, Umbrella Liability of $1,000,000, Workers' Compensation at statutory limits, and Personal Property coverage on an all-risk replacement cost basis. Vendors must maintain a superior rating from the local Board of Health and comply with federal domestic commodity preference requirements under Section 104(d) of the William F. Goodling Nutrition Reauthorization Act of 1998. Either party may terminate the contract for cause with sixty days' written notice. Inquiries should be directed to Lisa Farrah at West Hartford Nutrition Services, 50 South Main Street, West Hartford, CT 06107.