Dairy RFP

The Genesee Intermediate School District, acting as the Lead Agency for the Genesee County Consortium of School Districts, issued an Invitation to Bid (ITB) for the procurement of milk and fluid dairy products for 38 participating school districts across six Michigan counties (Bay, Genesee, Ingham, Lapeer, Saginaw, and Shiawassee). The procurement encompasses a comprehensive range of dairy products including 1% white milk, 2% white milk, skim milk, whole milk, chocolate milk, strawberry milk, and dairy items such as cottage cheese, sour cream, and yogurt in multiple container sizes (half-pints, pints, half-gallons, and gallons), with estimated weekly aggregate demand exceeding 100,000 half-pint units during the 37-40 week school year. Deliverables include firm, fixed unit-cost pricing based on April 2021 Michigan Milk Producers Association Class I Milk pricing, with FOB inside delivery to all school buildings including freight and handling charges; weekly delivery schedule between 6:00 AM and 11:00 AM with completion within two business days of order placement; internet-based ordering at no cost with user passwords and approval routing; semi-annual usage reports; and dedication of a local sales representative. Required qualifications include production in Michigan Department of Agriculture-licensed plants meeting FDA and state health standards, Grade A homogenized and pasteurized standards with proper vitamin fortification, and HACCP protocol compliance. Vendors must carry workers compensation and general liability insurance and maintain adequate inventory. The bid opened on May 25, 2021 at 2:00 PM EDT at 2413 West Maple Avenue, Flint, Michigan, with the deadline for bidder questions having passed on May 10, 2021 and an addendum issued on May 18, 2021; the tentative bid award date is May 28, 2021 with Board of Education approval expected by June 8, 2021. The contract term runs from July 1, 2021 through June 30, 2023 (two years) with options to renew for up to three additional one-year periods contingent upon performance and mutual agreement, with renewal notice required 60 days prior to expiration.

No set-aside designations or restrictions on organization types responding to this procurement were identified in the available documentation. The Consortium reserves the right to award the contract to a single vendor or split awards among multiple vendors if doing so provides substantial cost savings; individual school districts retain the right to withdraw from the consortium and procure milk independently. Pricing adjustments during the initial contract period are limited to changes in the Class I milk price supported by written documentation from milk producers, with no allowance for cost increases related to fuel, labor, or other unforeseen business expenses; for contract extension periods beyond the initial two years, vendors may propose alternative pricing using a "not to exceed percent" structure with documented justification. Bids are firm for 90 days from opening until award, with pricing held firm through June 30, 2023. No specific budget range or award value was explicitly stated in the procurement documents; however, the scope of the procurement—serving 38 school districts with weekly aggregate demand exceeding 100,000 units—indicates a substantial contract opportunity. The procurement requires no fuel surcharges, handling fees, or other unusual cost increases during the contract term, and contract performance defaults, stockouts, late deliveries, or failure to meet specifications may result in termination for cause with the vendor barred from future bids for up to five years.