SNS - Staple Foods

The District seeks bids from qualified, licensed, and insured vendors to provide School Nutrition Services - Staple Foods.

Background

Through this Invitation To Bid (IFB), the District is seeking to identify one or more vendors who can most fully meet the needs of the District as specified in this document and any associated attachments.

Based on enrollment, the District is the seventh-largest school district in Virginia.  With nearly 40,000 students and 6,000 employees in 56 schools and centers, the District is committed to providing excellence in education for the children of Chesapeake.

The Chesapeake Public School System is an equal educational opportunity school system. The School Board of the City of Chesapeake also adheres to the principles of equal opportunity in employment and, therefore, prohibits discrimination in terms and conditions of employment on the basis of race, sex, sexual orientation, gender identity, national origin, color, religion, age, or disability.

Project Details

• Reference ID: 04-2627
• Department: School Nutrition Services
• Department Head: Larry Wade (Director of School Nutrition Services)

Important Dates

• Questions Due: 2026-06-04T16:00:00.000Z

Submission Requirements

• Authorized Signatory
• Name and Title of Authorized Signatory (required)
• By clicking confirm, the authorized signatory is confirming that they are authorized to bind the entity to the contract.* (required)
• Bid Proposal
• By confirming this response, I understand that any person / vendor visiting a Chesapeake Public Schools’ facility during school hours must check in at the Main Office and/or Security, follow all school procedures related to school safety, and not provide any disruption to instructional activities. * (required)
• Do you agree that quantities listed are not guarantees?* (required) —

  Quantities indicated in the bid are not guarantees, but close estimates of the school district’s requirement. The District reserves the right to adjust any and / or all quantities, without penalty, as necessitated by budget restrictions or changes in educational requirements.

  *When equals "No" explain why you do not agree to this requirement and provide information proposed plans on what is expected of the District. 

• Do you agree that you will not substitute a product throughout the duration of the contract?* (required) —

  During the term of any contract resulting from this request for bid, the Vendor is not authorized to substitute any item for that product or service identified in the solicitation without the prior written consent of the District.

• If products become obsolete, products may be substituted for the newest version. Will your company honor the same pricing or less than that of the obsolete equipment?* (required)
• Will you agree to cap the increase at no more than three percent (3%)? (required)
• I confirm that I will take every precaution and be responsible for protecting the immediate and surrounding work areas from damage within the building or on the grounds for which the required work is to be performed. I will also be responsible for clean-up, removal, and disposal of all debris, trash, etc., at the end of every workday, in an acceptable manner off school property.* (required)
• By confirming, I certify that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the District.* (required)
• If equipment is in need of repair, describe the repair process, including if an equipment loaner will be provided.* (required)
• What is the approximate lead time for delivery after receipt of purchase order?* (required)
• Sales Representative to be assigned to the Chesapeake Public Schools’ Account:* (required) —

  Enter Name, Phone and e-mail address.

• Does your company accept PCards for purchases? * (required)
• Does your company accept Purchase Orders?* (required)
• If no, why? (required)
• Can order / invoice information be accessed on the Internet? * (required)
• Please provide your website information: (required) —

  This should include information about account setup and how many users can setup an account.

• Please indicate the catalog number, quotation number, and / or contract number that should be referenced on Chesapeake Public Schools’ purchase orders:* (required)
• Does your company and company website have the capability to interface with the variety of financial software? * (required)
• Please list financial software you have interfaced with: (required)
• Do you agree to the Cooperative Agreement in the General Conditions. (required)
• Transmittal Letter (required) —

  Please download the below documents, complete, and upload.

• Vendor Response/Bid Pricing Form (required) —

  Please download the below documents, complete, and upload.

• Do you offer prompt payment discounts? (required) —

  Prompt payment is less than 30 days, but no less than 20 days.

• Provide the percentage. (required)
• References (required) —

  Please list, in the space provided, no less than three (3) references for which your company has provided School Nutrition Services, Foods or similar services and comparable in volume and frequency.

  Please provide the following information for each reference:

  • Reference Name and Address

  • Contact Person Name

  • Contact Person Email  

  • Contact Person Phone Number

• Exceptions/Deviations from Specifications and/or Conditions of Bid: (required) —

  Please provide, in the space below, any and all exceptions or deviations to the specifications / conditions or any other section of this document the vendor feels is necessary. If this section is left blank, Chesapeake Public Schools will assume that the vendor, as signified by signature on the Letter of Transmittal, is bidding “as specified” and agrees to all conditions set forth in the bid document. This section should not be construed as an invitation to offer alternative product(s) other than those specified. The vendor should keep in mind that not all exceptions or deviations from the specifications or conditions, you may list below, will be acceptable to Chesapeake Public Schools.

• Insurance Policies/Documents (required)
• Vendor's Authorization to Transact Business in the Commonwealth —

  To the extent the Contractor is organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership, such entity shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity by the State Corporation Commission. Any such business entity shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled at any time during the term of this contract. The Owner may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of Virginia Code Section 2.2-4311.2.

  Any bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

• Are you a corporation required to register with Virginia State Corporation Commission (“SCC”) (required)
• State Corporation Commission Identification Number (required)
• Describe why the bidder or offeror is not required to be authorized by the State Corporation Commission (required)
• Certificate of Compliance Regarding Certain Offenses —

  Code of Virginia § 22.1-296.1 requires that prior to awarding a contract, the contractor and the contractor’s employees who may be in direct contact with students in the performance of the contract certify that both the contractor and the contractor’s employees have not been convicted of any violent felony set forth in the definition of barrier crime in subsection A of § 19.2-392.02; any offense involving the sexual molestation, physical or sexual abuse, or rape of a child; or any crime of moral turpitude. For the purpose of implementation, Chesapeake Public Schools defines “direct contact with students” as a contractor working at a school site between the hours of 6:00 a.m. and midnight during normal school days, and during school-sponsored activities, in lieu of a school support facility such as the Warehouse or Transportation Department where students are not expected to be present.

  Below please find a certification (Certificate of Compliance) that is required to be completed and submitted prior to awarding your contract and/or issuing your purchase order. This form must be updated every twelve (12) months for the duration of the contract period. Should there be a change to the certification of your officers, or any individuals assisting in the performance of the contract between twelve (12) month periods, Chesapeake Public Schools must be notified immediately and an updated certification must also be provided to Chesapeake Public Schools within five (5) business days of such change. Failure to complete all certifications accurately may result in the award of the contract/agreement being revoked without recourse against Chesapeake Public Schools.

  Please feel free to contact the school/department responsible for finalizing your agreement, with any questions you may have, or call the Purchasing Department at 757-547-0265.

• Have you or any of your employees who will have direct contact with students been convicted of a felony set forth in the definition of barrier crimes in Code of Virginia §19.2-392.02. A., any offense involving the sexual abuse or rape of a child or any crime of moral turpitude? (required) —

  Please answer this question based on the best of your knowledge.

• By confirming, the authorized signatory agrees that individuals who have been convicted of a violent felony or crime as described above, will not be assisting with the performance of the contract. (required)
• List individuals assisting in the performance of this contract (Please use full, legal names including middle name or initials) (required)
• By confirming, the authorized signatory understands that should there be any change to this certification of officers, or individuals assisting in the performance of this contract, during any time of this contract, the Chesapeake Public Schools central office/school issuing this contract/PO will be notified immediately, and an updated certification will be provided to them within five (5) days of such change. (required)
• Certificate of Compliance With Immigration Laws and Regulations —

  The Federal Immigration Reform and Control Act makes it unlawful for a person or other entity to hire, recruit, or refer for a fee for employment in the United States, an alien, knowing the alien is unauthorized to work in the United States. Section 40.1-11.1 of the Code of Virginia makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. These laws place an affirmative duty on employers to ensure that aliens have proof of eligibility for employment.  In addition, Section 54-72.2 of the Chesapeake City Code requires that any person or entity doing business with the City of Chesapeake, including its boards and commissions, shall provide a sworn certification by the contractor or vendor of compliance with all federal immigration laws and regulations.

  Enclosed please find the certification document (Certificate of Compliance With Immigration Laws and Regulations) that is required to be completed and submitted for all contracts with a total value of $50,000 or more. This certificate shall be attached to the contract document, if applicable. For instances, where a purchase order will serve as the contract, this certificate shall be completed and returned to Chesapeake Public Schools. The Contract/Purchase Order will not be issued prior to submittal of a completed Certificate of Compliance With Immigration Laws and Regulations. No performance may take place until the completed certificate is provided to the school/department responsible for finalizing your agreement. This form must be updated every twelve (12) months for the duration of the contract/agreement period. Should there be a change to the certification between the twelve (12) month periods, Chesapeake Public Schools must be notified immediately and an updated certification must also be provided to Chesapeake Public Schools within five (5) days of such change. Failure to submit a certificate shall render the pending contract and/or purchase order void.

• Legal Name of Contractor or Vendor (required) —

  Note: This is your name as reported to the IRS. It should match your Social Security card or Federal Identification Number. 

• Doing Business As (If Applicable) (required) —

  Note: This is the name that appears on your invoices, but is not used as your reporting name.

• Type of Business Entity (required)
• List full name and address of all officers/managing members/partners. (required) —

  Full Name, Address, City, State and Zip, and Business Telephone

• Number of Employees (required)
• Are All Employees Eligible for Employment in the United States? (required)
• Acknowledgment (required) —

  Under penalty of perjury, the authorized signatory declares on behalf of the contractor/vendor listed above that to the best of my knowledge and based upon reasonable inquiry each and every one of the contractor’s employees is eligible for employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. The authorized signatory further declares on behalf of the contractor/vendor that due care and diligence shall be used to ensure that all employees hired in the future will be eligible for employment in the United States and that the authorized signatory agrees to remain in compliance throughout the duration of the contract. The authorized signatory affirms the information provided herein is true, correct, and complete. The authorized signatory also agrees to permit Chesapeake Public Schools to inspect records and documentation to ensure that all persons hired by the contractor/vendor are eligible for employment under the laws referenced in this certificate when deemed necessary by Chesapeake Public Schools. The authorized signatory agrees that the contractor/vendor will fully cooperate in any such audit.

• Claim of Business Confidentiality —

  Virginia Procurement Act – Virginia Code § 2.2-4342

  Public inspection of certain records. -- A.  Except as provided in this section, all proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (§ 2.2-3700 et seq.).

  F. Trade secrets or proprietary information submitted by a bidder, offeror or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of § 2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.); however, the bidder, offeror or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary. 

  A bidder, offeror, or contractor shall not designate as trade secrets or proprietary information (a) an entire bid, proposal, or prequalification application; (b) any portion of a bid, proposal, or prequalification application that does not contain trade secrets or proprietary information; or (c) line item prices or total bid, proposal, or prequalification application prices.

• Do you have any proprietary information provided in your response? (required)
• Claim of Business Confidentiality Form (required) —

  Please download the below documents, complete, and upload.

• Non-Collusion Affidavit
• Non-Collusion Affidavit (required) —

  Please download the below documents, complete, and upload.

• Certificate Regarding Lobbying —

  The Byrd Anti-Lobbying Amendment requires a lobbying certification to be obtained for procurement contracts of more than $100,000.
  Any vendor whose contract award is for more than $100,000 must complete a Certification Regarding Lobbying form.

• Byrd Anti-Lobbying Certificate (required) —

  Please download the below documents, complete, and upload.

• USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions
• USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions (required) —

  Please download the below documents, complete, and upload.

• Clean Air and Water Certificate —

  Contracts in excess of $150,000 shall contain provision that require compliance with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857[h]), Section 508 of the Clean Water Act (33 U.S. C. 1368),Executive Order 11738, and Environmental Protection Agency (EPA) Regulation (40 CFR §15), which prohibit the use of nonexempt federal contracts, grants, or loans of facilities included on the EPA list of violating facilities. The provision shall require reporting of violations to the grantor agency and to the EPA Assistant Administrator for Enforcement (EN-329). The contract must recognize mandatory standards and policies relating to energy efficiency that are contained in the State Agency conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163). Both the school food authority (SFA) and enter vendor, distributor, or FSMC if FSMC contract respondent shall execute this certificate.

• Clean Air and Water Certificate (required) —

  Please download the below documents, complete, and upload.

• Alternate Items
• Alternate Items —

  For any alternate items, please upload the specification sheet, product formulation statement, nutritional information, and Buy American letter.

• Buy American Certification
• Submission of Buy American Certification (required) —

  Please download the below documents, complete, and upload.