form of proposal des moines public schools no: b7423
TRANSCRIPT
B6318 FOP EXT4 15-16FORM OF PROPOSAL Des Moines Public Schools No:
B7423 Division of Purchasing Date Issued: 3/22/16 1915 Prospect
Road Date Due: 4/13/16 Suite 1200 Time: 3:00 p.m. Des Moines, IA
50310 Phone (515)242-7751 Fax (515)242-7550
BIDS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED WILL BE RECEIVED AT THE ABOVE OFFICE UNTIL, BUT NOT LATER THAN, THE DATE AND TIME ABOVE STATED AND THEN PUBLICLY OPENED FOR FURNISHING THE FOLLOWING SUPPLIES, EQUIPMENT AND/OR SERVICE F.O.B. DESTINATION Mark Mattiussi, Purchasing Agent
MILK, DAIRY AND JUICE PRODUCTS IN ACCORDANCE WITH THE ATTACHED FORM OF PROPOSAL WORKSHEETS,
VENDOR PROFILE, SPECIAL CONDITIONS, GENERAL TERMS AND CONDITIONS, and ATTACHMENTS
Print or Type name, title and phone number of person to be contacted for bid information:
Name:
Title:
Phone:
Required Submittals: 1) This Form of Proposal Page; 2) Acknowledgment & Certification; 3) Product Spec Sheets; 4) Vendor Profile; 5) Attachments A, B, C with Supporting Documents; 6) Requested Samples
Period of Contract This contract is for the period July 1, 2016 through June 30, 2017. The District reserves the option to renew the contract with the successful bidder for up to four additional years. The amount of the contract for the second through the fifth year shall be negotiated at the close of each preceding year. The renewal option may not be exercised if it is not in the District’s best interest
The undersigned bidder certifies, by responding to this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal, State or Local department or agency. Further, it is the policy of the Des Moines Community School District not to illegally discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you believe you have been discriminated against or treated unjustly, please contact the Equity Coordinator, Isaiah McGee at 2323 Grand Avenue, Des Moines, IA 50312, 515-242-7662 [email protected] Section 504 34 CFR 104.8, Title IX 34 CFR 106.9, OCR Guidelines IV.O and V.C. Also the District plans to pay Seller using a procurement or virtual credit card, or may make payments by electronic funds transfer and recommends that Contractors accept one of these forms of payment. Finally by signing this document the Seller and their agent(s) have read, understand and will comply with the District’s Acknowledgement & Certification requirements as detailed below. Delivery shall be made between the hours of 8:00 a.m. and 3:30 p.m. to the various locations detailed below
Company Name: Street Address
Representative Title: Phone Fax SUBJECT TO THE TERMS AND CONDITIONS @ http://www.dmschools.org/wp-content/uploads/2014/11/General-Terms-n-Conditions-New.pdf THIS FORM AND EACH ADDITIONAL FORM OF PROPOSAL, IF ANY, MUST BE SIGNED.
Acknowledgment & Certification
_____________________ (“Company”) is providing services to the Des Moines Independent Community School District (“District”) as a contractor, vendor, supplier, provider or sub-provider and/or is operating or managing the operations of a contractor, vendor, supplier or provider. The services provided by the Company may involve the presence of the Company’s employees upon the real property of the District. The Company acknowledges that Iowa law prohibits a sex offender who has been convicted of a sex offense against a minor from being present upon the real property of the District. The Company further acknowledges that, pursuant to Iowa law, a sex offender who has been convicted of a sex offense against a minor shall not operate, manage, be employed by, or act as a contractor or volunteer at the District. The Company hereby certifies that no one who is an owner, operator or manager of the Company has been convicted of a sex offense against a minor. The Company further certifies and agrees that it shall not permit any person who is a sex offender convicted of a sex offense against a minor to provide any services to the District in accordance with the prohibitions set forth above. The Company further certifies that the Company has completed a satisfactory background check on the Company’s employees. The Company hereby agrees to provide the District with the Company’s background screening procedures including specific context and infractions that are reviewed by the Company. The District reserves the right to, but does not have the obligation to, conduct a District background check on Company employees as determined by the District in its sole discretion. The District reserves the right to restrict access of any Company employee upon the real property of the District if such employee does not clear the District’s background check. The District reserves the right, but does not have the obligation to, to audit the Company’s background screening program at any time, whether announced or unannounced. The Company hereby agrees that the Company shall, upon request, permit an authorized District representative to review background screening records, including those of individual Company employees, in order to conduct a compliance review, audit or investigation, to the fullest extent permitted by law. The Company shall ensure that the provisions of this Acknowledgement and Certification are extended to any and all subcontractors, consultants, or others the Company may engage if such engagement involves their presence upon the real property of the District. The Company understands and agrees that violation of any of the provisions of this Acknowledgement and Certification shall constitute sufficient grounds for termination of any contract or subcontract without damages or penalty to the District. This Acknowledgment and Certification is to be construed under the laws of the State of Iowa. If any portion hereof is held invalid, the balance of the document shall, notwithstanding, continue in full legal force and effect. In signing this Acknowledgment and Certification, the person signing on behalf of the Company hereby acknowledges that he/she has read this entire document that he/she understands its terms, and that he/she not only has the authority to sign the document on behalf of the Company, but has signed it knowingly and voluntarily.
SPECIAL CONDITIONS: MILK, DAIRY PRODUCTS AND JUICE PRODUCTS
CONTRACT PERIOD Bid to be effective for the 2016-2017 school year for deliveries beginning July 1, 2016, through June 30, 2017. The District reserves the option to renew the contract for four (4) additional years after the original contract period. Pricing for the second through the fifth year is to be negotiated at the close of each preceding year. GENERAL Bids are requested for escalator milk pricing for the School District. Bids will be evaluated for best value on the basis of price, product specifications, vendor qualifications, packaging and qualitative characteristics of product. All milk, dairy and non-dairy items listed on the bid will be evaluated. Bidders must complete the Vendor Profile and submit with the Form of Proposal. The district reserves the right to award the bid on an item by item basis. PRICING AND ESCALATION/DE-ESCALATION CLAUSE FOR MILK BIDS All prices shall be firm for 30 days, after which prices for milk can increase or decrease in accordance with changes in Class I milk prices based on monthly Federal Milk Market Order Announcements for the Central Marketing Area. For example, prices for milk delivered may be increased or decreased at the rate of $0.001 per half pint for each full $0.15 increase/decrease in raw milk per hundred weight. Each bidder shall submit for review the escalator clause that they use to calculate pricing adjustments (see Attachment B). All escalator clauses must be based on the Central Federal Milk Order #32 Announcements for Class I Price @ 3.5% Butterfat, or Class I Skim Price and Class I Butterfat Price. See ‘Attachment A’ to complete Bid Pricing. See ‘Attachment B’ to complete Escalator Examples. MILK CARTONS/CONTAINERS The school district will use the 1/2 Pint, Gable Top, Paper Milk Carton for all milk varieties during the 2016-2017 school year, unless specified otherwise. The container is to be printed with all required nutritional information and date code (at no additional charge). The nutrition (and other) panels (and any subsequent changes) on milk cartons are to be approved by the District’s Director of Food & Nutrition Management. Containers are to be adequately sealed and structured to prevent leakage. The ½ pint milk container must be designed so that the container can be opened by an elementary school child. Damaged, partially-filled, or leaking cartons will not be used and will be picked up by the vendor and returned for credit. Milk crates and cases must be clean and in good condition. QUANTITIES Quantities shown on Form of Proposal are based on anticipated usage during the school year. The school district reserves the right to increase or decrease quantities as required. No guarantee is given or implied as to the total quantity or dollar value of this bid. QUALITY All milk products must be USDA Grade “A” fresh, approved, not frozen, pasteurized, homogenized, vitamin A and D enriched. All milk products must meet all city, state and federal regulations. NUTRITIONAL INFORMATION As part of the bid submittals, all bidders will supply the District with printed copies of product specification sheets (with nutrient analysis information) for all items bid. SAMPLES REQUIRED As part of the bid evaluation process, each bidder is required to provide samples of the items specified in ‘Attachment A.’ Samples must be received at the Des Moines Public Schools Central Nutrition Office, 1225 2nd Avenue, prior to the time that the bid is due. Failure to submit samples will disqualify the bid. Please note, samples are to be delivered to a different location than the Bid Documents.
SHORT - WEIGHTING Products obtained under this contract may be tested by State weights and measures representatives. If products fail to meet either contract or label specifications, the supplier will provide, at a minimum, these remedies:
a. Cash restitution or in-kind replacement, at the District’s discretion, for the total lot which failed. b. Payment for the value of all meals that the District served which failed to contain the minimum quantities and
components required of a reimbursable meal under the Child Nutrition Programs because the supplier provided short-weighted products.
c. The time frames for providing restitution and payments to the District. d. A note that repeated instances of products failing to contain required quantities is a material breach of the
contract which may result in contract termination for cause. e. A requirement that all costs resulting from termination for cause must be borne by the contractor.
AVAILABILITY OF PRODUCT If Federal/State reimbursement is lost because of failure to meet the terms of this contract, the District will require the bidder to pay a dollar amount equal to the cost of the product and reimbursement lost. MILK COOLERS The District shall provide and own all milk coolers. ORDERS AND DELIVERY Order for specific quantities for each school will be placed daily by the Food Service Manager or a representative. Deliveries must be made to all schools before 10:15 a.m. Deliveries will not be accepted prior to 6:30 a.m. at the Middle and High Schools. Deliveries to Elementary Schools will not be accepted prior to 7:00 a.m. Product is to be placed in coolers by the delivery person by case or carton, as required, for best service to that building. All milk is to be kept at proper temperature (between 35 degrees and 40 degrees F) during and after delivery. Refrigerated trucks or other means of refrigeration must be used whenever necessary to keep products in perfect conditions.
See ‘Attachment C’ for the 2016-2017 delivery schedule for milk products
USAGE REPORTS: It is the responsibility of the awarded vendor(s), based on the agreed ordering system, to provide the Des Moines Public School District, Director of Food and Nutrition Department, updated product and pricing information. Documents are to be conveyed by email or other electronic means. Awarded vendor shall be required to submit to the Office of Food and Nutrition a District-wide, monthly and year-to-date product usage/sales volume report by the 15th of the month for the previous month's deliveries. A product utilization report should also be available by the 15th of each month which indicates the product usage for each school site along with a total dollar amount. These reports must be submitted to the Office of the Food and Nutrition in an Excel spreadsheet. Price list must be faxed to the Food and Nutrition Management office each week. The fax number is (515) 242-8118 FAILURE OF DELIVERY: In the event of breakdown or other delay, the awarded vendor will be responsible to ensure the products are delivered to the school site as scheduled. The awarded vendor will contact the Office of Food and Nutrition and the affected schools immediately to notify of any delivery delays and re-schedule for same-day delivery. The awarded vendor is responsible for notifying the Office of Food and Nutrition if deliveries will be attempted outside the stated delivery window. If the delivery results in additional labor hours required by the school site, the District reserves the right to recoup these additional costs from the awarded vendor. If staff is not available to receive an order outside the normal delivery schedule, the awarded vendor will redeliver the next day prior to 8:00 A.M. without additional charges. If Federal/State reimbursement is lost because of failure to deliver, the District will require the bidder to pay a dollar amount equal to the cost of the product and reimbursement lost.
INVOICES/DELIVERY TICKET: The driver will leave signed copies of the invoice/delivery ticket with the site manager. The invoice/delivery ticket must indicate the product delivered, quantity, unit price, and extended total pricing for each item delivered. Extended Total Pricing on the invoice/delivery ticket shall be stated in terms of two decimal points. To arrive at the two decimal points from costs which extend beyond, the vendor shall round down digits of 49 or less and round up digits of 50 or more. Any discrepancies shall be noted on the invoice/delivery ticket and a credit invoice will be completed by the driver at the time of the delivery. Shorted items will be corrected on the invoice/delivery ticket and the shorted product will be delivered the next business day. The site manager will contact the vendor directly with any discrepancies. BIDDER QUALIFICATIONS Bidder must be deemed qualified, in the judgment of the District Food and Nutrition Management Department, to perform as required herein. For any bid on which bidder includes qualifying exceptions, bid may not be considered. A bid may be rejected if a bidder fails to meet any one of the following qualifications.
Product Line It must be clearly evident to the District Food and Nutrition Management Department that a bidder is capable of delivering promptly all items on the bid list and acquiring, on short notice, any peripheral items which might be required. Capacity A bidder must clearly demonstrate to the District Food and Nutrition Management Department the capacity, both physically and financially, to supply items to the District in economical quantities as required. Facilities and Equipment A bidder must have adequate warehouse for supplying contract products. Sanitation Requirements District officials may routinely inspect the successful bidder’s facilities. Facilities and operating practices must be continuously in compliance with all the Federal, State and Local laws and regulations.
Reliability A bidder must have a successful record of service, particularly with respect to delivering all items on a regularly scheduled basis, at favorable prices. If the school district does not have adequate historical data to determine the contractor’s ability to comply with the service level requirement outlined in the bid, three (3) letters of reference from previous school district customers shall be provided. Additional large corporation (non-school district) references may be required.
Accounting Practices A successful bidder must clearly demonstrate to the District Food and Nutrition Management Department its capability to provide accurate, reliable and timely reports specific to the district, in term of invoices, statements, credits and utilization reports.
PAYMENT: Payment will be made after the items/service awarded to a vendor have been received/completed, inspected and found to comply with award specifications, free of damage or defect and properly invoiced with any related credit invoice.
Vendor Profile
FY 2016-17 I. Product Line
a. Is this vendor a
full line_____ specialty____ special breed _____ other___________ b. What percentage of products required by the school is stocked? ______________ % c. How much time after bid award will the vendor require to have the additional items in stock?
____________________________________________________________________________ II. Physical Facilities
a. Plant Address:
b. Warehouse Address:
c. Describe your receiving/loading area - Can product be received/loaded in inclement weather without damage to packaging? Is this area refrigerated?_____________________________________________ ____________________________________________________________________________________
______________________________________________________________________________
III. Delivery Equipment a. What type of equipment is used for delivery? ____________________________________________
Dry only ______ Dry and Frozen ______ Refrigerated Only _____ Dry/frozen/Refrigerated ________ b. How is product loaded?
1. Slip-sheeted (wrapped in plastic on pallets) __________________________________________ 2. Stacked by customer order _______________________________________________________ 3. Stacked by product type _________________________________________________________ 4. Other - describe: _______________________________________________________________
c. Do trucks have on-board computers for monitoring temperature in the storage area throughout the
delivery? _______________________________________________________________________
IV. Financial History a. List the Name and Contact information for credit references from three major suppliers.
1. ____________________________________________________________ 2. ____________________________________________________________ 3. ____________________________________________________________
Notes: __________________________________________________________
V. Service History
a. List four school districts that are currently utilizing your products and services: School district Contact Phone number
1.
2.
3.
4.
Company Address Contact Phone number
1.
2.
3.
4.
c. Fill rate: from previous history, what percentage of your orders do you fill? (Note: out-of-stocks are stated as a positive number; e/g/ 97%.)
1. Inventory outs (normally printed on invoice as out-of-stock)?__________________________
2. Inventory shortages at order fill time (normally hand-marked out)? _____________________
VI. Accounting Practices a. Are invoices computer generated; are they clear and readable? _____________________________ b. Describe the procedure for issuing credit memos:
c. What type product utilization report can you provide? (submit sample page)
d. Describe the procedure for issuing credit memos, if necessary:
e. Attach a copy of your order guide.
f. Describe the order placement procedure: ________________________________________________
____________________________________________________________________________________
_________________________________________________________________________
Supplier (Manufacturer): _______________________________________________________
Date: ______________ Address: _________________________________________________
To suppliers (current/potential vendors): If your firm has a HACCP program, it is part of our QA program. It is very costly to receive a product or service from a supplier that does not meet expectations. Please answer the following questions and provide the material as appropriate concerning your company’s quality assurance plan and program to achieve each requirement. The supplier is expected to demonstrate effective and continual improvement.
1. Who developed the HACCP/QA program? Who validated the program as effective? Who are the members of the HACCP/QA team?
What are the qualifications of the HACCP/QA team members?
How often do they meet? Describe the pre-ship verification program?
2. Has each employee who works with food been taught the hazards associated with the task he/she performs and how to perform the necessary controls? Attach material to support the answer provided.
3. What are suppliers required to do in terms of ingredient HACCP controls?
4. Please tell about recall and emergency action programs.
5. Describe the responsibilities of Quality Assurance/Quality Control Department.
6. Describe product testing procedures.
Vendor Profile: Physical Facilities Review Criteria
1. Cleanliness of floors?
3. Organization of product in slots?
4. Cleanliness/orderliness of cold storage?
5. Type of storage (describe those available):
If several different temperature ranges, record the temperatures: ____________________ _________________________________________________________________________
6. Pest Control:
8. Delivery Equipment:
Vendor Profile: Milk, Dairy, and Juice Products
Buy American: Districts participating in the federal school meal programs are required to purchase domestic commodities and products for school meals to the maximum extent practicable. Domestic commodity or product means an agricultural commodity that is produced in the US and a food product that is processed in the US substantially (at least 51 percent) using agricultural commodities that are produced in the US (7CFR210.21, 220.16).
1. Federal regulations require that all foods purchased for CNP be of domestic origin to the maximum extent practicable. While rare, two (2) exceptions may exist when:
a. The product is not produced or manufactured in the US in sufficient, reasonable and available quantities of a satisfactory quality, such as bananas and pineapple; and
b. Competitive Proposals reveal the cost of a domestic product is significantly higher than a non- domestic product.
2. ALL products that are normally purchased by Distributor as non-domestic and bid as part of this RFP must be identified with the normal country of origin. Distributor shall outline their procedures to notify CBC parties when products are purchased as non-domestic.
Iowa Gift Law: Distributor shall comply with the gift law set out in Iowa Code Chapter 68B, as well as Iowa Code section 722.1 of the Code of Iowa, which states that it is a felony to offer, promise or give anything of value or benefit to a person serving in a public capacity including a District employee or board member with the intent to influence that person’s act, opinion, judgment or exercise of discretion with respect to the person’s duties. Food Laws: Selected Distributor(s) shall operate in accordance with all applicable laws, ordinances, regulations and rules of federal, state and local authorities, including but not necessarily restricted to a Hazard Analysis and Critical Control Point (HACCP) plan. Districts may inspect Selected Distributor(s)’s facilities and vehicles. Selected Distributor(s) must have documented their company’s compliance with Good Agricultural Practices (GAPs), Standard Operating Procedures (SOPs), Sanitary Standard Operating Procedures (SSOPs) and Good Management Practices (GMPs) for farm and field operations, packing facilities, cold storage operations, produce shippers, and their distribution facilities, if appropriate. Products must be held at the proper temperatures and humidity as recommended by packers, manufacturers, or current Iowa Food Code, so as to maintain the products and packages at optimum levels of quality and condition. Selected Distributor(s) shall be liable for the safety and appearance of products and packaging materials. Any products or packages received that are out of condition, as per HACCP or other applicable guidelines will be returned for full credit.
1. DMPS reserves the right to request dock inspection reports/documentation including, but not limited to Brix and Blemish reports, conduct on-site inspections of Selected Distributor(s)’s facilities, delivery vehicles and records, at any time during the Contract period.
2. Temperature logs will be available for review, at any time during the Contract period. 3. The warehouse and delivery vehicles must be clean, be free of insects and rodents, and be adequate for
storing and delivering products (dry, chilled, and frozen).
The Certification Statement Regarding Food Laws and Certification Statement Regarding Buy American must be signed by an authorized person and attached with the formal proposal.
Upon request from DMPS, Selected Distributor(s) shall provide
1. Their current Hazard Analysis and Critical Control Point plan. 2. Latest facility inspection forms and comments from applicable federal, state, and local agencies. 3. Procedures for food safety and sanitation, including procedures used for product holds or recalls. 4. DO NOT SUBMIT UNLESS REQUESTED.
CERTIFICATION REGARDING BUY AMERICAN PROVISIONS
Milk, Dairy & Juice Products 2016-17
Distributor certifies, by submission of this proposal, that it 1. Understands the Buy American provision required by USDA rules, 2. Agrees to the maximum extent possible to ensure that all products provided under this proposal will meet this
provision, 3. Will clearly identify products proposed that do not meet this provision, 4. Will provide documentation as required to demonstrate compliance.
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in U.S.:
Organization Name (print) Name and Title of Authorized Representative (print): Signature Date
Attachement A
MILK, DAIRY & JUICE PRODUCTS BID
ATTACHMENT A: BID PRICING FOR JULY 1, 2016 - JUNE 30, 2017 B7423
VENDOR:
Sample Required**
0.5 pint
0.5 pint
0.5 pint
0.5 pint
12 oz.
24 oz.
5 lb.
6 oz.
X0700
Yogurt, Lowfat, 5 lb. Container Plain, Cherry Vanilla, and Vanilla
5 lb.
12 oz.
4 oz.
TOTAL:
* Pricing Quoted is to be based on the March 2016 CENTRAL FEDERAL MILK MARKETING ORDER #32 for Class I Skim and Class I Butterfat
** Deliver Samples to: Des Moines Public Schools Food & Nutrition, 1225 2nd Avenue, Des Moines, IA 50314, prior to bid opening.
Sheet2
Sheet3
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Attachment B
2016-17 Dairy Bid - Attachment B - Escalator Clause With Example Docs.pdf
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Attachment C
ATTACHMENT C: 2016-2017 DAIRY DELIVERY SCHEDULE - B7423
"x" = delivery day
x
x
x
x
x
x
x
High Schools must receive deliveries between 6:30 a.m. and 10:15 a.m.
Middle Schools must receive deliveries between 6:30 a.m and 10:15 a.m.
Elementary Schools must receive deliveries between 7:00 a.m and 10:15 a.m.
SIGNATURE PAGE
Do you agree to make deliveries according to this schedule:
Yes
No
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Company Name: Street Address
Representative Title: Phone Fax
Name:
Title:
Phone:
What percentage of products required by the school is stocked:
Physical Facilities:
Plant Address 1:
Plant Address 2:
Warehouse Address 1:
Warehouse Address 2:
packaging can deliveries be set and loaded in temperature appropriate space:
What type of equipment is used for delivery:
Dry only:
Stacked by customer order:
Stacked by product type:
2 Inventory shortages at order fill time normally handmarked out:
Are invoices computer generated are they clear and readable 1:
Are invoices computer generated are they clear and readable 2:
What type product utilization report can you provide submit sample page:
Describe the procedure for issuing credit memos 1:
Describe the procedure for issuing credit memos 2:
Describe the procedure for issuing credit memos 3:
Describe the procedure for issuing credit memos 4:
Describe the procedure for issuing credit memos if necessary 1:
Describe the procedure for issuing credit memos if necessary 2:
f Describe the order placement procedure:
undefined:
Date:
Who validated the program as effective 1:
Who validated the program as effective 2:
Who validated the program as effective 3:
Who are the members of the HACCPQA team:
What are the qualifications of the HACCPQA team members:
How often do they meet 1:
How often do they meet 2:
Describe the preship verification program 1:
Describe the preship verification program 2:
heshe performs and how to perform the necessary controls:
3 What are suppliers required to do in terms of ingredient HACCP controls:
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2_5:
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1_6:
2_6:
3_5:
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1_10:
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1_11:
2_11:
3_6:
1_12:
2_12:
1_13:
2_13:
Are the trucks clean:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 1:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 2:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 3:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 4:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 5:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 6:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 7:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 8:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 9:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 10:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 11:
Organization Name print:
Date_2:
Text1:
Text4:
delivery:
BIDS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED WILL BE RECEIVED AT THE ABOVE OFFICE UNTIL, BUT NOT LATER THAN, THE DATE AND TIME ABOVE STATED AND THEN PUBLICLY OPENED FOR FURNISHING THE FOLLOWING SUPPLIES, EQUIPMENT AND/OR SERVICE F.O.B. DESTINATION Mark Mattiussi, Purchasing Agent
MILK, DAIRY AND JUICE PRODUCTS IN ACCORDANCE WITH THE ATTACHED FORM OF PROPOSAL WORKSHEETS,
VENDOR PROFILE, SPECIAL CONDITIONS, GENERAL TERMS AND CONDITIONS, and ATTACHMENTS
Print or Type name, title and phone number of person to be contacted for bid information:
Name:
Title:
Phone:
Required Submittals: 1) This Form of Proposal Page; 2) Acknowledgment & Certification; 3) Product Spec Sheets; 4) Vendor Profile; 5) Attachments A, B, C with Supporting Documents; 6) Requested Samples
Period of Contract This contract is for the period July 1, 2016 through June 30, 2017. The District reserves the option to renew the contract with the successful bidder for up to four additional years. The amount of the contract for the second through the fifth year shall be negotiated at the close of each preceding year. The renewal option may not be exercised if it is not in the District’s best interest
The undersigned bidder certifies, by responding to this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal, State or Local department or agency. Further, it is the policy of the Des Moines Community School District not to illegally discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you believe you have been discriminated against or treated unjustly, please contact the Equity Coordinator, Isaiah McGee at 2323 Grand Avenue, Des Moines, IA 50312, 515-242-7662 [email protected] Section 504 34 CFR 104.8, Title IX 34 CFR 106.9, OCR Guidelines IV.O and V.C. Also the District plans to pay Seller using a procurement or virtual credit card, or may make payments by electronic funds transfer and recommends that Contractors accept one of these forms of payment. Finally by signing this document the Seller and their agent(s) have read, understand and will comply with the District’s Acknowledgement & Certification requirements as detailed below. Delivery shall be made between the hours of 8:00 a.m. and 3:30 p.m. to the various locations detailed below
Company Name: Street Address
Representative Title: Phone Fax SUBJECT TO THE TERMS AND CONDITIONS @ http://www.dmschools.org/wp-content/uploads/2014/11/General-Terms-n-Conditions-New.pdf THIS FORM AND EACH ADDITIONAL FORM OF PROPOSAL, IF ANY, MUST BE SIGNED.
Acknowledgment & Certification
_____________________ (“Company”) is providing services to the Des Moines Independent Community School District (“District”) as a contractor, vendor, supplier, provider or sub-provider and/or is operating or managing the operations of a contractor, vendor, supplier or provider. The services provided by the Company may involve the presence of the Company’s employees upon the real property of the District. The Company acknowledges that Iowa law prohibits a sex offender who has been convicted of a sex offense against a minor from being present upon the real property of the District. The Company further acknowledges that, pursuant to Iowa law, a sex offender who has been convicted of a sex offense against a minor shall not operate, manage, be employed by, or act as a contractor or volunteer at the District. The Company hereby certifies that no one who is an owner, operator or manager of the Company has been convicted of a sex offense against a minor. The Company further certifies and agrees that it shall not permit any person who is a sex offender convicted of a sex offense against a minor to provide any services to the District in accordance with the prohibitions set forth above. The Company further certifies that the Company has completed a satisfactory background check on the Company’s employees. The Company hereby agrees to provide the District with the Company’s background screening procedures including specific context and infractions that are reviewed by the Company. The District reserves the right to, but does not have the obligation to, conduct a District background check on Company employees as determined by the District in its sole discretion. The District reserves the right to restrict access of any Company employee upon the real property of the District if such employee does not clear the District’s background check. The District reserves the right, but does not have the obligation to, to audit the Company’s background screening program at any time, whether announced or unannounced. The Company hereby agrees that the Company shall, upon request, permit an authorized District representative to review background screening records, including those of individual Company employees, in order to conduct a compliance review, audit or investigation, to the fullest extent permitted by law. The Company shall ensure that the provisions of this Acknowledgement and Certification are extended to any and all subcontractors, consultants, or others the Company may engage if such engagement involves their presence upon the real property of the District. The Company understands and agrees that violation of any of the provisions of this Acknowledgement and Certification shall constitute sufficient grounds for termination of any contract or subcontract without damages or penalty to the District. This Acknowledgment and Certification is to be construed under the laws of the State of Iowa. If any portion hereof is held invalid, the balance of the document shall, notwithstanding, continue in full legal force and effect. In signing this Acknowledgment and Certification, the person signing on behalf of the Company hereby acknowledges that he/she has read this entire document that he/she understands its terms, and that he/she not only has the authority to sign the document on behalf of the Company, but has signed it knowingly and voluntarily.
SPECIAL CONDITIONS: MILK, DAIRY PRODUCTS AND JUICE PRODUCTS
CONTRACT PERIOD Bid to be effective for the 2016-2017 school year for deliveries beginning July 1, 2016, through June 30, 2017. The District reserves the option to renew the contract for four (4) additional years after the original contract period. Pricing for the second through the fifth year is to be negotiated at the close of each preceding year. GENERAL Bids are requested for escalator milk pricing for the School District. Bids will be evaluated for best value on the basis of price, product specifications, vendor qualifications, packaging and qualitative characteristics of product. All milk, dairy and non-dairy items listed on the bid will be evaluated. Bidders must complete the Vendor Profile and submit with the Form of Proposal. The district reserves the right to award the bid on an item by item basis. PRICING AND ESCALATION/DE-ESCALATION CLAUSE FOR MILK BIDS All prices shall be firm for 30 days, after which prices for milk can increase or decrease in accordance with changes in Class I milk prices based on monthly Federal Milk Market Order Announcements for the Central Marketing Area. For example, prices for milk delivered may be increased or decreased at the rate of $0.001 per half pint for each full $0.15 increase/decrease in raw milk per hundred weight. Each bidder shall submit for review the escalator clause that they use to calculate pricing adjustments (see Attachment B). All escalator clauses must be based on the Central Federal Milk Order #32 Announcements for Class I Price @ 3.5% Butterfat, or Class I Skim Price and Class I Butterfat Price. See ‘Attachment A’ to complete Bid Pricing. See ‘Attachment B’ to complete Escalator Examples. MILK CARTONS/CONTAINERS The school district will use the 1/2 Pint, Gable Top, Paper Milk Carton for all milk varieties during the 2016-2017 school year, unless specified otherwise. The container is to be printed with all required nutritional information and date code (at no additional charge). The nutrition (and other) panels (and any subsequent changes) on milk cartons are to be approved by the District’s Director of Food & Nutrition Management. Containers are to be adequately sealed and structured to prevent leakage. The ½ pint milk container must be designed so that the container can be opened by an elementary school child. Damaged, partially-filled, or leaking cartons will not be used and will be picked up by the vendor and returned for credit. Milk crates and cases must be clean and in good condition. QUANTITIES Quantities shown on Form of Proposal are based on anticipated usage during the school year. The school district reserves the right to increase or decrease quantities as required. No guarantee is given or implied as to the total quantity or dollar value of this bid. QUALITY All milk products must be USDA Grade “A” fresh, approved, not frozen, pasteurized, homogenized, vitamin A and D enriched. All milk products must meet all city, state and federal regulations. NUTRITIONAL INFORMATION As part of the bid submittals, all bidders will supply the District with printed copies of product specification sheets (with nutrient analysis information) for all items bid. SAMPLES REQUIRED As part of the bid evaluation process, each bidder is required to provide samples of the items specified in ‘Attachment A.’ Samples must be received at the Des Moines Public Schools Central Nutrition Office, 1225 2nd Avenue, prior to the time that the bid is due. Failure to submit samples will disqualify the bid. Please note, samples are to be delivered to a different location than the Bid Documents.
SHORT - WEIGHTING Products obtained under this contract may be tested by State weights and measures representatives. If products fail to meet either contract or label specifications, the supplier will provide, at a minimum, these remedies:
a. Cash restitution or in-kind replacement, at the District’s discretion, for the total lot which failed. b. Payment for the value of all meals that the District served which failed to contain the minimum quantities and
components required of a reimbursable meal under the Child Nutrition Programs because the supplier provided short-weighted products.
c. The time frames for providing restitution and payments to the District. d. A note that repeated instances of products failing to contain required quantities is a material breach of the
contract which may result in contract termination for cause. e. A requirement that all costs resulting from termination for cause must be borne by the contractor.
AVAILABILITY OF PRODUCT If Federal/State reimbursement is lost because of failure to meet the terms of this contract, the District will require the bidder to pay a dollar amount equal to the cost of the product and reimbursement lost. MILK COOLERS The District shall provide and own all milk coolers. ORDERS AND DELIVERY Order for specific quantities for each school will be placed daily by the Food Service Manager or a representative. Deliveries must be made to all schools before 10:15 a.m. Deliveries will not be accepted prior to 6:30 a.m. at the Middle and High Schools. Deliveries to Elementary Schools will not be accepted prior to 7:00 a.m. Product is to be placed in coolers by the delivery person by case or carton, as required, for best service to that building. All milk is to be kept at proper temperature (between 35 degrees and 40 degrees F) during and after delivery. Refrigerated trucks or other means of refrigeration must be used whenever necessary to keep products in perfect conditions.
See ‘Attachment C’ for the 2016-2017 delivery schedule for milk products
USAGE REPORTS: It is the responsibility of the awarded vendor(s), based on the agreed ordering system, to provide the Des Moines Public School District, Director of Food and Nutrition Department, updated product and pricing information. Documents are to be conveyed by email or other electronic means. Awarded vendor shall be required to submit to the Office of Food and Nutrition a District-wide, monthly and year-to-date product usage/sales volume report by the 15th of the month for the previous month's deliveries. A product utilization report should also be available by the 15th of each month which indicates the product usage for each school site along with a total dollar amount. These reports must be submitted to the Office of the Food and Nutrition in an Excel spreadsheet. Price list must be faxed to the Food and Nutrition Management office each week. The fax number is (515) 242-8118 FAILURE OF DELIVERY: In the event of breakdown or other delay, the awarded vendor will be responsible to ensure the products are delivered to the school site as scheduled. The awarded vendor will contact the Office of Food and Nutrition and the affected schools immediately to notify of any delivery delays and re-schedule for same-day delivery. The awarded vendor is responsible for notifying the Office of Food and Nutrition if deliveries will be attempted outside the stated delivery window. If the delivery results in additional labor hours required by the school site, the District reserves the right to recoup these additional costs from the awarded vendor. If staff is not available to receive an order outside the normal delivery schedule, the awarded vendor will redeliver the next day prior to 8:00 A.M. without additional charges. If Federal/State reimbursement is lost because of failure to deliver, the District will require the bidder to pay a dollar amount equal to the cost of the product and reimbursement lost.
INVOICES/DELIVERY TICKET: The driver will leave signed copies of the invoice/delivery ticket with the site manager. The invoice/delivery ticket must indicate the product delivered, quantity, unit price, and extended total pricing for each item delivered. Extended Total Pricing on the invoice/delivery ticket shall be stated in terms of two decimal points. To arrive at the two decimal points from costs which extend beyond, the vendor shall round down digits of 49 or less and round up digits of 50 or more. Any discrepancies shall be noted on the invoice/delivery ticket and a credit invoice will be completed by the driver at the time of the delivery. Shorted items will be corrected on the invoice/delivery ticket and the shorted product will be delivered the next business day. The site manager will contact the vendor directly with any discrepancies. BIDDER QUALIFICATIONS Bidder must be deemed qualified, in the judgment of the District Food and Nutrition Management Department, to perform as required herein. For any bid on which bidder includes qualifying exceptions, bid may not be considered. A bid may be rejected if a bidder fails to meet any one of the following qualifications.
Product Line It must be clearly evident to the District Food and Nutrition Management Department that a bidder is capable of delivering promptly all items on the bid list and acquiring, on short notice, any peripheral items which might be required. Capacity A bidder must clearly demonstrate to the District Food and Nutrition Management Department the capacity, both physically and financially, to supply items to the District in economical quantities as required. Facilities and Equipment A bidder must have adequate warehouse for supplying contract products. Sanitation Requirements District officials may routinely inspect the successful bidder’s facilities. Facilities and operating practices must be continuously in compliance with all the Federal, State and Local laws and regulations.
Reliability A bidder must have a successful record of service, particularly with respect to delivering all items on a regularly scheduled basis, at favorable prices. If the school district does not have adequate historical data to determine the contractor’s ability to comply with the service level requirement outlined in the bid, three (3) letters of reference from previous school district customers shall be provided. Additional large corporation (non-school district) references may be required.
Accounting Practices A successful bidder must clearly demonstrate to the District Food and Nutrition Management Department its capability to provide accurate, reliable and timely reports specific to the district, in term of invoices, statements, credits and utilization reports.
PAYMENT: Payment will be made after the items/service awarded to a vendor have been received/completed, inspected and found to comply with award specifications, free of damage or defect and properly invoiced with any related credit invoice.
Vendor Profile
FY 2016-17 I. Product Line
a. Is this vendor a
full line_____ specialty____ special breed _____ other___________ b. What percentage of products required by the school is stocked? ______________ % c. How much time after bid award will the vendor require to have the additional items in stock?
____________________________________________________________________________ II. Physical Facilities
a. Plant Address:
b. Warehouse Address:
c. Describe your receiving/loading area - Can product be received/loaded in inclement weather without damage to packaging? Is this area refrigerated?_____________________________________________ ____________________________________________________________________________________
______________________________________________________________________________
III. Delivery Equipment a. What type of equipment is used for delivery? ____________________________________________
Dry only ______ Dry and Frozen ______ Refrigerated Only _____ Dry/frozen/Refrigerated ________ b. How is product loaded?
1. Slip-sheeted (wrapped in plastic on pallets) __________________________________________ 2. Stacked by customer order _______________________________________________________ 3. Stacked by product type _________________________________________________________ 4. Other - describe: _______________________________________________________________
c. Do trucks have on-board computers for monitoring temperature in the storage area throughout the
delivery? _______________________________________________________________________
IV. Financial History a. List the Name and Contact information for credit references from three major suppliers.
1. ____________________________________________________________ 2. ____________________________________________________________ 3. ____________________________________________________________
Notes: __________________________________________________________
V. Service History
a. List four school districts that are currently utilizing your products and services: School district Contact Phone number
1.
2.
3.
4.
Company Address Contact Phone number
1.
2.
3.
4.
c. Fill rate: from previous history, what percentage of your orders do you fill? (Note: out-of-stocks are stated as a positive number; e/g/ 97%.)
1. Inventory outs (normally printed on invoice as out-of-stock)?__________________________
2. Inventory shortages at order fill time (normally hand-marked out)? _____________________
VI. Accounting Practices a. Are invoices computer generated; are they clear and readable? _____________________________ b. Describe the procedure for issuing credit memos:
c. What type product utilization report can you provide? (submit sample page)
d. Describe the procedure for issuing credit memos, if necessary:
e. Attach a copy of your order guide.
f. Describe the order placement procedure: ________________________________________________
____________________________________________________________________________________
_________________________________________________________________________
Supplier (Manufacturer): _______________________________________________________
Date: ______________ Address: _________________________________________________
To suppliers (current/potential vendors): If your firm has a HACCP program, it is part of our QA program. It is very costly to receive a product or service from a supplier that does not meet expectations. Please answer the following questions and provide the material as appropriate concerning your company’s quality assurance plan and program to achieve each requirement. The supplier is expected to demonstrate effective and continual improvement.
1. Who developed the HACCP/QA program? Who validated the program as effective? Who are the members of the HACCP/QA team?
What are the qualifications of the HACCP/QA team members?
How often do they meet? Describe the pre-ship verification program?
2. Has each employee who works with food been taught the hazards associated with the task he/she performs and how to perform the necessary controls? Attach material to support the answer provided.
3. What are suppliers required to do in terms of ingredient HACCP controls?
4. Please tell about recall and emergency action programs.
5. Describe the responsibilities of Quality Assurance/Quality Control Department.
6. Describe product testing procedures.
Vendor Profile: Physical Facilities Review Criteria
1. Cleanliness of floors?
3. Organization of product in slots?
4. Cleanliness/orderliness of cold storage?
5. Type of storage (describe those available):
If several different temperature ranges, record the temperatures: ____________________ _________________________________________________________________________
6. Pest Control:
8. Delivery Equipment:
Vendor Profile: Milk, Dairy, and Juice Products
Buy American: Districts participating in the federal school meal programs are required to purchase domestic commodities and products for school meals to the maximum extent practicable. Domestic commodity or product means an agricultural commodity that is produced in the US and a food product that is processed in the US substantially (at least 51 percent) using agricultural commodities that are produced in the US (7CFR210.21, 220.16).
1. Federal regulations require that all foods purchased for CNP be of domestic origin to the maximum extent practicable. While rare, two (2) exceptions may exist when:
a. The product is not produced or manufactured in the US in sufficient, reasonable and available quantities of a satisfactory quality, such as bananas and pineapple; and
b. Competitive Proposals reveal the cost of a domestic product is significantly higher than a non- domestic product.
2. ALL products that are normally purchased by Distributor as non-domestic and bid as part of this RFP must be identified with the normal country of origin. Distributor shall outline their procedures to notify CBC parties when products are purchased as non-domestic.
Iowa Gift Law: Distributor shall comply with the gift law set out in Iowa Code Chapter 68B, as well as Iowa Code section 722.1 of the Code of Iowa, which states that it is a felony to offer, promise or give anything of value or benefit to a person serving in a public capacity including a District employee or board member with the intent to influence that person’s act, opinion, judgment or exercise of discretion with respect to the person’s duties. Food Laws: Selected Distributor(s) shall operate in accordance with all applicable laws, ordinances, regulations and rules of federal, state and local authorities, including but not necessarily restricted to a Hazard Analysis and Critical Control Point (HACCP) plan. Districts may inspect Selected Distributor(s)’s facilities and vehicles. Selected Distributor(s) must have documented their company’s compliance with Good Agricultural Practices (GAPs), Standard Operating Procedures (SOPs), Sanitary Standard Operating Procedures (SSOPs) and Good Management Practices (GMPs) for farm and field operations, packing facilities, cold storage operations, produce shippers, and their distribution facilities, if appropriate. Products must be held at the proper temperatures and humidity as recommended by packers, manufacturers, or current Iowa Food Code, so as to maintain the products and packages at optimum levels of quality and condition. Selected Distributor(s) shall be liable for the safety and appearance of products and packaging materials. Any products or packages received that are out of condition, as per HACCP or other applicable guidelines will be returned for full credit.
1. DMPS reserves the right to request dock inspection reports/documentation including, but not limited to Brix and Blemish reports, conduct on-site inspections of Selected Distributor(s)’s facilities, delivery vehicles and records, at any time during the Contract period.
2. Temperature logs will be available for review, at any time during the Contract period. 3. The warehouse and delivery vehicles must be clean, be free of insects and rodents, and be adequate for
storing and delivering products (dry, chilled, and frozen).
The Certification Statement Regarding Food Laws and Certification Statement Regarding Buy American must be signed by an authorized person and attached with the formal proposal.
Upon request from DMPS, Selected Distributor(s) shall provide
1. Their current Hazard Analysis and Critical Control Point plan. 2. Latest facility inspection forms and comments from applicable federal, state, and local agencies. 3. Procedures for food safety and sanitation, including procedures used for product holds or recalls. 4. DO NOT SUBMIT UNLESS REQUESTED.
CERTIFICATION REGARDING BUY AMERICAN PROVISIONS
Milk, Dairy & Juice Products 2016-17
Distributor certifies, by submission of this proposal, that it 1. Understands the Buy American provision required by USDA rules, 2. Agrees to the maximum extent possible to ensure that all products provided under this proposal will meet this
provision, 3. Will clearly identify products proposed that do not meet this provision, 4. Will provide documentation as required to demonstrate compliance.
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in U.S.:
Organization Name (print) Name and Title of Authorized Representative (print): Signature Date
Attachement A
MILK, DAIRY & JUICE PRODUCTS BID
ATTACHMENT A: BID PRICING FOR JULY 1, 2016 - JUNE 30, 2017 B7423
VENDOR:
Sample Required**
0.5 pint
0.5 pint
0.5 pint
0.5 pint
12 oz.
24 oz.
5 lb.
6 oz.
X0700
Yogurt, Lowfat, 5 lb. Container Plain, Cherry Vanilla, and Vanilla
5 lb.
12 oz.
4 oz.
TOTAL:
* Pricing Quoted is to be based on the March 2016 CENTRAL FEDERAL MILK MARKETING ORDER #32 for Class I Skim and Class I Butterfat
** Deliver Samples to: Des Moines Public Schools Food & Nutrition, 1225 2nd Avenue, Des Moines, IA 50314, prior to bid opening.
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Attachment B
2016-17 Dairy Bid - Attachment B - Escalator Clause With Example Docs.pdf
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Attachment C
ATTACHMENT C: 2016-2017 DAIRY DELIVERY SCHEDULE - B7423
"x" = delivery day
x
x
x
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High Schools must receive deliveries between 6:30 a.m. and 10:15 a.m.
Middle Schools must receive deliveries between 6:30 a.m and 10:15 a.m.
Elementary Schools must receive deliveries between 7:00 a.m and 10:15 a.m.
SIGNATURE PAGE
Do you agree to make deliveries according to this schedule:
Yes
No
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Company Name: Street Address
Representative Title: Phone Fax
Name:
Title:
Phone:
What percentage of products required by the school is stocked:
Physical Facilities:
Plant Address 1:
Plant Address 2:
Warehouse Address 1:
Warehouse Address 2:
packaging can deliveries be set and loaded in temperature appropriate space:
What type of equipment is used for delivery:
Dry only:
Stacked by customer order:
Stacked by product type:
2 Inventory shortages at order fill time normally handmarked out:
Are invoices computer generated are they clear and readable 1:
Are invoices computer generated are they clear and readable 2:
What type product utilization report can you provide submit sample page:
Describe the procedure for issuing credit memos 1:
Describe the procedure for issuing credit memos 2:
Describe the procedure for issuing credit memos 3:
Describe the procedure for issuing credit memos 4:
Describe the procedure for issuing credit memos if necessary 1:
Describe the procedure for issuing credit memos if necessary 2:
f Describe the order placement procedure:
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Date:
Who validated the program as effective 1:
Who validated the program as effective 2:
Who validated the program as effective 3:
Who are the members of the HACCPQA team:
What are the qualifications of the HACCPQA team members:
How often do they meet 1:
How often do they meet 2:
Describe the preship verification program 1:
Describe the preship verification program 2:
heshe performs and how to perform the necessary controls:
3 What are suppliers required to do in terms of ingredient HACCP controls:
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Are the trucks clean:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 1:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 2:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 3:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 4:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 5:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 6:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 7:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 8:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 9:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 10:
Describe how DMPS will be notified when agricultural products are not substantially produced or processed in US 11:
Organization Name print:
Date_2:
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delivery: