SLED Opportunity · UTAH · CANYONS DISTRICT PROCUREMENT
AI Summary
RFP issued by Canyons School District for high quality fresh produce supply to Nutrition Services. Requires licensed suppliers with liability insurance, bonded drivers, and compliance with federal procurement and USDA regulations. Contract is firm fixed price for one year with options to extend. Deliveries to central warehouse with refrigerated transport required.
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified Suppliers to provide Canyons School District (CSD) with high quality produce for Nutrition Services. It is anticipated that this RFP may result in a contract award to a qualified Supplier as needed and as defined further in the Scope of Work. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. Proposing suppliers are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. All solicitation responses must be submitted electronically through Euna Procurement, powered by Ion Wave. All procurement-related inquiries relative to this proposal must be submitted through the questions tab in Euna Procurement, powered by Ion Waveand will be answered through Euna Procurement, powered by Ion Wave up to the Q & A deadline. Proposals will be opened electronically within five (5) business days of the closing of the solicitation. Eligibility Requirements In order to be eligible to respond to this RFP, an interested Suppler must meet all of the following minimum qualifications: A. Licensed: The proposing Supplier must be properly licensed to do business in the State of Utah. B. Liability Insurance: The interested supplier must provide Certificate of Liability Insurance that will protect the Supplier from the following: claims under workmen's compensation acts and other employee benefit acts, claims for damages resulting in bodily injury and claims for damages to property which may arise from the Supplier's actions pursuant to the fulfillment of this contract, whether such operations be by himself or by any partner/Supplier or anyone directly or indirectly employed by the Supplier. C. Bonded: The interested Supplier must provide all delivery drivers' bonding information including bonded limits. D. Federal Requirements: The interested supplier must comply with Federal Code 2 CFR, parts 200.318-326 General Procurement Requirements: 1. Federal Code 7 CFR Part 220.16 (d) Buy American Agriculture Provisions 2. Contract provisions as required in appendix II to 2 CFR 200 3. USDA Commodity items 7 CFR 250.30 4. Federal code 7 CFR 210.19-21 Additional responsibilities and buy American provisions 5. Ability to service the group with weekly deliveries 6. Weekly warehouse drops 7. Recall Plan - must include a primary & secondary contact 8. Hazard analysis and critical control points 9. Bioterrorism plan 10. Ability to handle commodities (net off invoice as well as fee for service commodity providers) Invoice statements must show PTV, commodity price and fee seperate. 11. Invoice must include the purchase order number 12. Ability to complete commodity reporting 13. Ability to accept uploaded orders from Horizon software and others Some eligibility requirements that require checkboxes and/or responses can be found in the Attribute Library. General Information A. Terms & Conditions: It is expected of all proposing suppliers to read the CSD Standard Terms and Conditions, rev. date 02/04/26 (available in attachments tab) as they contain necessary information that is not included in this document. B. Inquiries: All inquiries relative to this RFP must be submitted through Euna Procurement, powered by Ion Wave and will be answered through Euna Procurement, powered by Ion Wave up to the Q & A deadline. C. RFP Award: When the award is made, it will be posted in Euna Procurement, powered by Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Euna Procurement, powered by Ion Wave as well. D. Right of Rejection: CSD reserves the right to reject the low proposal if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated). E. Contract Period: This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each proposal must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term. F. Contract Pricing: The contract will be a Firm Fixed Price Contract. Consideration for proposal price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier. G. Oral Presentations An oral presentation by the proposing Supplier to expand on their submitted proposal may be required. Presentations will be scheduled after the submission of proposals. More information about the required presentation content will be addressed at that time. Scope of Work In order to be considered for award, the interested Supplier must agree to meet or exceed all of CSD's specifications, requirements, and provide the services outlined below. Requirements include, but are not limited to, the following: A. Product Grade: Produce must be XF/Grade A products unless a Choice Grade exception has been approved. Such cases may be necessary if the supplier does not have sufficient produce to accomodate the selected items and to eliminate stickered fruit. B. Substitutions: Substitutions made for lack of inventory must be minimal. Any substitution from the contract item must be given at the contract item cost. The item substituted must be given in equivalent amount and equal or better quality to what was originally ordered. CSD must be notified of any shortages within 48 hours in advance of substitution. CSD reserves the right to approve/disapprove substitutions. C. Damaged, Spoiled, or Unacceptable Product: CSD will only accept produce of the highest quality, according to specifications contained in this RFP. Produce that does not meet with described specifications - grade, size, color, freshness, etc. - will be refused. All processed product must have a code date of no less than seven (7) days from the time of delivery to the CSD warehouse or school site(s). Any produce that is refused, damaged, or spoiled must be immediately replaced in order to allow CSD to maintain its current planned menu. If the replacement of refused, damaged, or spoiled produce is not replaced or is not needed by CSD, a credit must be issued by the Supplier within 48 hours. In addition, the supplier will accept liability for doors left open, loss of product, or theft if building is not secured after departure. The supplier will take responsibility for any damages to building or property caused by trucks/drivers. D. Deliveries: CSD has a total of 46 schools. All deliveries will be made to the CSD Central Warehouse. There will be one (1) to two (2) deliveries per week, possibly three (3) depending on the product. The first delivery is required on Monday between 6:00am to 1:30pm. If a holiday falls on a Monday, the supplier will be expected to deliver first thing Tuesday morning at 6:00am. Please note that schools receive some DOD produce from the state-approved DOD provider weekly and their order size will depend on availability of products throughout the year. This product will be fill in. The line items listed in this RFP are simply a sample market basket to calculate points on price and is not a guarantee of quantities that will be purchased and items will vary by week E. Product Transportation: The supplier must have refrigerated transportation services that comply with HACCP and ServSafe criteria to ensure the safety and quality of the produce. F. Fuel Surcharges: No fuel surcharges will be allowed. Technical Proposal Requirements The technical proposal constitutes all necessary information (as listed below), but should not include any pricing. The proposing supplier is expected to fulfill the following requirements as part of their proposal: Proposing Suppliers are expected to complete Schedules A-D (in Attachments) and upload as part of their proposal. Line items(Pricing) The cost proposal constitutes all necessary cost information, as listed in the line items. It is important to note that when entering pricing, please include the following information: *manufacturer *manufacturer number (#) *please include the unit breakdown by case/bag/pound/etc. *list the price per case/bag/flat/etc. that it lists as the unit of measure in each line **It is important to note that the line items listed for pricing is simply a sample market basket to calculate points on price and is not a guarantee of quantities that will be purchased and items will vary by week.** Each supplier shall submit only one proposal. Alternate or multiple proposals from a single supplier are prohibited. On any item where multiple proposals are submitted, that item may be deemed non-responsive. Evaluation of Proposals Evaluation Criteria CSD will evaluate each proposal submitted based on responsiveness to CSD’s overall needs. The award of contract, if made, will be to the supplier(s) who is responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP. A supplier must use the attached schedules in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal. n/a: Certification of Proposal (Schedule A) 10 Points: Executive Summary (Schedule B) 25 Points: Detailed Response (Schedule C) 20 Points: Qualifications/Experience (Schedule D) 10 Points: References (Schedule E) 35 Points: Price Proposal (Line Items/fill in prices):Fill in pricing on sample market basket: This is not a guarantee of quantities that will be purchased and items will vary by week. Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 1-5 (1 being low and 5 being high). Scores will then be multiplied by a specified number. The scores will be totaled and added to the cost scores to obtain the overall highest score. Line items (Pricing) will be evaluated by the Purchasing Agent using the following point weight method: (Lowest Proposed Price / Each Individual Proposed Price) x 35 Points. NOTE: If price proposals are unclear and clarification is needed, the Purchasing Agent reserves the right to request a best and final offer from all submitting Suppliers.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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