Request for Proposal for A la Carte Beverages

The Madison Metropolitan School District (MMSD) in Wisconsin has issued a Request for Proposal (RFP 4051) for a la carte beverages to be delivered to 14 secondary school sites, including 12 middle schools and 5 high schools. The procurement seeks a single primary vendor to supply juice, water, and sports drinks that comply with USDA Smart Snacks in Schools guidelines. Vendors must provide weekly deliveries of a minimum of 10 cases per stop, scheduled between 6:00 AM and 2:00 PM, with unique delivery schedules for each location. The proposal requires comprehensive product offerings, including nutrition information and recyclable containers, and vendors must supply coolers with 200-300+ can/bottle capacity at each site, maintaining repair and replacement services. Evaluation criteria include product variety (15%), cost (35%), organizational ability (20%), qualifications and experience (15%), and references (10%). Key dates include a mandatory question deadline of May 2, 2019, proposal submissions due May 20, 2019, potential vendor interviews on May 23, 2019, and site demonstrations on May 30, 2019, with Board of Education approval anticipated by June 24, 2019.

The contract will be effective upon award through August 19, 2022, with options for two additional one-year renewals. The estimated annual contract value is approximately $75,000, with a preference for diverse-owned businesses certified by the Wisconsin Supplier Diversity Program or participating in the Wisconsin Diversity Procurement Network, which may receive a 5% scoring advantage. The district is exempt from Federal Excise Tax and Wisconsin State Sales Tax and qualifies for governmental and educational discounts. Vendors must maintain fixed pricing valid for 60 days from the proposal due date and are subject to liquidated damages of $500 per working day for failure to meet scheduled delivery dates, not to exceed one-half of the total contract value. Equipment needs will vary by school site and will be determined through consultation after contract award, with the district aiming to increase a la carte sales. The selection committee will comprise multiple MMSD staff members who will evaluate proposals using the specified scoring criteria, with a focus on product variety and compliance with district requirements.