Statewide Cooperative for Frozen and Cooler Foods

The State of Utah Division of Purchasing is requesting proposals for bulk order purchasing of frozen and cooler food products through a statewide cooperative agreement under RFP NS26-156, with proposals due August 25, 2026. The RFP may result in multiple awards to vendors meeting mandatory minimum requirements and achieving specified evaluation thresholds.

The scope encompasses frozen and refrigerated food products including deli meats, prepared proteins, pre-cut vegetables, refrigerated beverages, seafood, bakery items, prepared meals, and desserts. All products must meet USDA Grade A standards where applicable, with locally sourced options prioritized. Contractors must maintain FDA registration and USDA approval for applicable facilities, implement HACCP plans, obtain GFSI certification under SQF or BRCGS standards, comply with Buy American provisions for school lunch programs, and ensure proper allergen and ingredient labeling. Delivery is required Monday through Friday between 6:00 a.m. and 3:00 p.m., with lead times not exceeding 7–10 business days on an F.O.B. Destination, freight prepaid basis. Contractors must provide online ordering capabilities with a maximum minimum order requirement of $600 and maintain a local authorized representative available Monday through Friday 9:00 a.m. to 4:00 p.m. for 24-hour response to customer service inquiries.

The contract term is five years. Vendors must guarantee pricing for three months. An administrative fee of 0.75% applies to all net purchases. Previous spending under the related MA3784 contract between 2022–2025 totaled approximately $48.5 million, though contract awards do not guarantee sales volume.

Evaluation requires vendors to meet all mandatory minimum requirements, score at least 455 of 700 available technical points (65%) to advance to cost evaluation, and achieve a combined minimum of 650 of 1,000 total points (technical plus cost) to receive an award. Technical evaluation spans five sections: Operational Approach and Deliverables (120 points), Logistics and Statewide Distribution (130 points), Ordering Systems and Product Data (210 points), Risk Management and Product Recalls (120 points), and Continuity of Operations and Disaster Planning (120 points). Cost evaluation allocates 300 points, with the lowest-priced proposal receiving full cost points and others receiving proportional points. Vendors must submit cost proposals separately from technical responses and are prohibited from including pricing information in technical submissions. The State reserves the right to conduct discussions with reasonably susceptible vendors and request best and final offers prior to award.

Authorized users include state departments, institutions, agencies, political subdivisions, and authorized nonprofit organizations across Utah. Contractors must maintain comprehensive insurance, comply with anti-boycott and forced-labor restrictions, and submit quarterly utilization reports.