H i INFORMAL REQUEST FOR PROPOSAL · Page 10 Santa Paula Unified School District Informal Request for Proposal, Produce For school year 2020/2021 ii. Example of weekly produce offering

Santa Paula Unified School District Informal Request for Proposal, Produce For school year 2020/2021

INFORMAL REQUEST FOR PROPOSAL

DATE: October 20th, 2020

DESCRIPTION: PRODUCE 2020-21 – Santa Paula USD, Child Nutrition Services

CLOSING DATE: Tuesday, November 3rd, 2020 by 10:00 am

CONTACT: [email protected] or (805) 933 8838

PLEASE RETURN PROPOSALS VIA EMAIL ONLY DUE TO COVID 19 Santa Paula Unified School District, Attn: Suzanne Stamp, Director Child Nutrition Services Child Nutrition Services Department 201 South Steckel Drive, Santa Paula CA, 93060 [email protected] If you have any questions about this proposal, contact Suzanne Stamp via email at [email protected] and/or call cell (805) 368 3469.

This document has intentionally not been PDFed so bidders can write in responses to the vendor questionnaire at the end of this document and send back as an official bid submission.

His

Child Nutrition Department Suzanne Stamp

Director, Child Nutrition Services www.santapaulaunified.org

201 S Steckel Dr, Santa Paula CA 93060 (805) 933-8838

mailto:[email protected]:[email protected]://www.santapaulaunified.org/


SECTION A – OVERVIEW

1. Background

Santa Paula Unified School District (SPUSD) manages a self-operated Food & Nutrition Services (FNS) Department. The FNS department provides meal services at 8 locations including, six elementary school sites, one junior high school, one high school. As well, FNS provides meal service to local Boys and Girls Club, Mupu Elementary School District and Renaissance Continuation High School. Santa Paula USD is a K-12 school district. There are approximately 5,300 students enrolled at these locations and the Child Nutrition department serves approximately 600,000 lunches, 350,000 breakfast, and 115,000 suppers per school year.

The purpose of this request for proposal is to establish a contract for the purchase of fresh produce in conjunction with the needs of SPUSD. SPUSD Child Nutrition Services Department is seeking a Vendor partner who is willing and able to “think outside the (cardboard) box” and foster a mutually beneficial relationship based on trust and transparency for the 2020/2021 school year. Although the successful Vendor will be designated as the sole provider of the specific awarded item/s to the District during the effective period of the contract, it is hereby agreed and understood that the Vendor will be required to provide periodic shipments of items during various delivery cycles throughout the term of the contract. SPUSD reserves the right to award contracts for produce to separate Vendors, based on the outcome of the proposal process. SPUSD also reserves the right to purchase off contract for other produce items, specifically for HOTM and FFVP grant needs. SPUSD will continue to use fresh fruit and vegetables supplied by USDA when it is available. SPUSD reserves the right to cancel this informal RFP at any time and for any reason.

2. Department and District Ethos Child Nutrition Services Department Vision Statement: Advancing student academic achievement through delicious school meals made from whole, local and fresh ingredients. Sustainability: At SPUSD we seek a Vendor partner who is willing to minimize food miles and thus has the ability to source from local and regional farmers, producers, and aggregators when possible. We seek foods that are whole and less processed as well as items in bulk packaging that is sustainable, compostable, recyclable and/or reusable. 3. Menu Produce Needs Salad Bars in Every School: During lunch, 8 school cafeterias provide an “all you can eat” salad bar, containing fruits, vegetables, and composed salads, that students visit to choose their fruit and vegetable meal components. Students are allowed to return for more salad bar foods at no extra charge. Breakfast and Supper Menus: SPUSD Child Nutrition Services Department will run a Breakfast in the Classroom at 8 sites during Hybrid School Model due to Covid-19 – where whole and cut fruit is served daily. Students pick up meals in Cafeteria during traditional learning model and program is Offer Vs Serve. Afterschool Meal programs, offered at all schools, also utilize fresh produce daily.


Summer School: SPUSD Child Nutrition Services Department operates a mid size summer school program for 1000 students for 6 weeks once the school district adjourns for the school year from mid June to mid August. Total Purchases: Produce purchases for School Year (SY) 2019/2020 were approximately $150,000 dollars. The district expects to purchase similar quantities in SY 2020/2021. Approximate volumes of produce used in SY 2019/2020 are in the pricing worksheet to be filled out by bidding Vendors. Due to COVID 19 our school year concluded almost 3 months early thus our produce volume in the worksheet approximates a full school year.

SECTION B – STATEMENT OF NEED

1. Procurement Priorities

The District’s key objective is to get the best overall value for our students, considering quality, cost, service, diversity, community involvement, sustainability and other relevant values, for the products and services we intend to acquire.

Produce grade: The District expects to be offered #1 product at all time.

Produce Quality Assurance: The District expects that all produce will be inspected for quality assurance, and that any produce that does not appear to be of the highest quality be pulled and replaced before shipping out to sites.

Product Origin Transparency: The District requires clear identification of the origin of product on the weekly offering list and the invoices. This includes:

a. Mandatory identification of Country of Origin; b. Mandatory identification of California products; d. Prefer the identification of Farm/Farmer and farm location

California Grown: The District wishes to engage a Vendor that has a proven track record of both purchasing and promoting agricultural products grown in California.

California-Grown Small and Mid-Sized Farms: Vendor should show a history of working with, or willingness to work with, small and mid-scale farmers via two letters of support (or email endorsements).

Vendor will create unique product/stock codes for local products as opposed to similar non-local products so that sales reports clearly separate the two.

Local Farmer Promotion: Information promoting the farmers, their history and practices is a valuable asset to the SPUSD student cafeteria education experience. The Vendor’s ability to


promote and provide Food & Nutrition Services information about the farmers from whom they purchase products is preferred.

Produce Traceability Initiative: The District must work with a Vendor that has the ability to trace produce. Please describe your traceability system and capabilities as related to recalls in your RFP response. Estimated Quantities: Estimated quantities (spend) for SY 2020/2021 will be similar to purchases for SY 2019/2020. No guarantee is expressed or implied as to quantities that will be used during the contract period. Due to COVID 19 our school year concluded almost 3 months early thus our produce volume in the worksheet approximates a full school year.

2. Delivery Requirements:

Annual Period of Delivery: The District has 8 school sites that use fresh produce on a daily basis in breakfast, lunch and supper programs. Delivery to the seven school sites will begin on or about Monday November 16th, 2020 or as determined by District needs. Deliveries to the 8 school sites will continue through the school year on a weekly basis until on or about June 3rd, 2021. Delivery to 3 or more locations for summer school will continue through August 2021. Deliveries will be scheduled for once a week but special occasions may require delivery more than once per week especially at Isbell Middle School and Santa Paula High School. Advance notice will be given to the winning Vendors should this be necessary. Location and Hours Specified: The Vendor shall deliver items in conjunction with this proposal to the four kitchens once a week, on Monday, between 6:30 and 10:30 AM. More specific delivery schedules can be mutually established after the award of the contract. The 8 kitchens are located at: Barbara Webster Elementary 1150 Saticoy Street Santa Paula CA 93060

Bedell Elementary 1305 Laurel Road Santa Paula CA 93060

Blanchard Elementary 115 Peck Road Santa Paula CA 93060

Glen City Elementary 141 S Steckel Drive Santa Paula CA 93060

Grace Thille Elementary 1144 E Ventura Street Santa Paula CA 93060

McKevett Elementary 955 Pleasant Street Santa Paula CA 93060

Isbell Middle School 221 S. 4th Street Santa Paula CA 93060

Santa Paula High School 404 N. 6th Street Santa Paula CA 93060

Holidays and Professional Development Days: Delivery schedules may change a few times a year when the District is closed due to breaks, holidays or other closings for professional development. Please review the school calendar for holidays and other dates the district may be closed.


Delivery Delays: The Vendor will inform the District of any delivery delays due to late deliveries, inclement weather, poor road conditions, truck problems, etc., by calling and/or emailing Director at [email protected] or 805-933-8838 as soon as the delay occurs. Vendor may also contact the Site Lead at particular school site. Delivery Conditions: All deliveries shall be made in accordance with good commercial practice in clean trucks and containers and shall be adhered to by the successful Vendor. Refrigerated products shall be delivered at 41 degrees Fahrenheit or less, and products requiring slightly warmer temperatures (e.g. bananas) shall be loaded onto the warmest part of the truck. Product(s) exceeding allowable temperatures or displaying evidence of temperature shock or signs of freezing will be rejected and replacement expected. The Vendor shall deliver product in containers that are completely clean. All deliveries shall be free of dirt and grime at the time of delivery. Invoice Upon Delivery: The Vendor shall enclose a complete invoice with any items to be delivered in conjunction with this proposal. The invoice shall either be delivered directly to the authorized SPUSD representative for signature, or attached to the shipping cartons/containers such that the authorized representative can find it easily and check orders prior to the Vendor driver leaving the premises. Invoice Details: The invoice shall include, at a minimum, the following information: customer site name; date of order; date of delivery; a complete listing of items being delivered with product item number, units, price per unit, and extended price; product origination, including mandatory country of origin, mandatory identification of California products, and mandatory identification of state of origin of other products. It is very important that all origination identifiers be designated in a separate Vendor database field for velocity report pulling and sorting by product origin. The SPUSD receiving representative has the authority to reject shipments that do not conform to this requirement. Deficiencies, Defects, and/or Damages to Products shall be Corrected by Vendor: The successful Vendor shall promptly correct all deficiencies, defects and/or damages in products delivered to SPUSD in accordance with this proposal. All corrections shall be made within a maximum of two (2) calendar days after such deficiencies, defects and/or damages are reported, verbally or via email, to the Vendor by the Child Nutrition Department. The Vendor shall be responsible for filing, processing and collecting all damage claims against the shipper when applicable. Credits and Refusal of Product: SPUSD reserves the right to refuse goods at time of delivery if quality is deemed unacceptable based on the judgment of receiving staffs. Refused products at time of delivery will be credited on the invoice and signed for by driver and staff person receiving goods. Credits for Product Post Delivery: Damaged or substandard product discovered after the time of delivery will be reported to the Vendor within 24 hours for credit and immediate product pickup and replacement if needed. 3. General Packaging Specifications Container Labeling Requirements: All containers must be printed with product identification and expiration date. Perishable refrigerated products shall have at least ten (10) days of remaining shelf life

mailto:[email protected]


at the time of delivery. If expiration dates are coded, the translation/interpretation code shall be provided to OVSD at the time of submitting the proposal. Foreign Object Detection: All products shall be free of foreign objects to include but not limited to plastics and metals. Detection of stainless steel, ferrous, and non-ferrous (e.g. lead, copper, and aluminum) metals is required. 4. Orders/Edits/Substitutions /Shorts/Backorders Ordering Window: Orders for produce will be emailed or called in to the Vendor by Wednesday (no later then 2:00 pm) for next Monday delivery between 6:00 am and 10:00 am. The District prefers not to utilize a Vendor-based online ordering system. Edits to orders should be taken by the Vendor via email or phone until Friday by 4:30 pm. A mutually beneficial ordering schedule will be set up between the Vendor and district upon signing the winning contract. Communication on Shorts: The Vendor must be capable of emailing or calling the District to alert of any product shorts prior to the day’s delivery. Substitutions: The Vendor shall not deliver any substitute item as a replacement for an awarded item without direct, explicit approval from the FNS Department prior to such delivery. Substitutions for ordered product must be communicated to the District prior to delivery and approved by District. Re-procurement: In the event that the contracted Vendor does not provide products in a timely manner as defined above, OVSD reserves the right to purchase products elsewhere to cover the orders that were not fulfilled. 5. Food Safety HACCP Program: Vendor must provide documentation of their HACCP program in place (systematic manufacturing practices that follow food safety compliance.) This shall be submitted as part of the Vendor’s proposal. Any changes to the Vendor’s HACCP plan shall be communicated to SPUSD upon implementation of changes. Vendor must also include Covid related Safety Measures in their HACCP plan submitted to the District. Recalls: Vendor shall take immediate action to correct any situation when product integrity is violated. In the event of a mandatory or voluntary recall, Vendor shall remove or authorize disposal of all recalled product from SPUSD immediately, and shall replace the product with new product at no cost to the District as soon as possible. If replacement is not available or possible, credits shall be issued for all recalled product. Integrity is up to the discretion of the purchaser. A product recall may be enacted at any time within three (3) calendar months of receipt. Vendor must have a traceability system in place in case of a foodborne illness outbreak or recall.


6. Reporting and Documentation Monthly statements: Statements reflecting site volume and details of purchased goods, credits and returns or damaged goods by school is expected, including items, quantities, and pricing. Monthly statements shall be emailed to Sandee Alamillo, Accounting Assistant; [email protected] the fifth day of the following month. Velocity Reports: The chosen Vendor must be able to produce digital monthly and year-end velocity reports in Excel spreadsheets (not PDFs or scans). Detailed reports by site and consolidated reports by district are required. Reports shall be emailed to the Director [email protected] by the fifth day of the following month. Reports must contain the following:

1. Item name 2. Brand Name 3. Pack size 4. Country of origin 5. State of origin (or farm location) 6. Distinction as local (see definition below) 7. Quantity purchased 8. Item price

SECTION C – VENDOR MINIMUM QUALIFICATIONS

Delivery - Ability to deliver to all school sites identified in this solicitation on Monday. Local Produce: It is the intention of SPUSD to buy as much local foods as possible, where quality and cost allow. It is necessary that the winning Vendor be willing and able to buy local foods from small to mid-sized family farms that own their farms and work on said farm and are located within 250 miles of the district. Farmer References: Bidding Vendors must prove via two letters of support (or email references) that they are able to buy from small to mid-sized family farms that own their farms and work on said farm and are located within 250 miles of the district. Definitions:

1. Small farm is defined as a farm which grosses annually less then $350,000 per year from all farm sales per year).

2. Mid-sized farm is defined as a farm which grosses annually between $350,000 to $999,999 from all farm sales per year.

3. Local is grown within a 250 miles radius of the SPUSD – 201 S Steckel Drive, Santa Paula, CA 93060.

mailto:[email protected]:[email protected]


SECTION D –TERMS AND CONDITIONS 1. Period of Performance It is our intent to award a 1-year contract to the Vendor that can provide the best pricing while meeting our minimum requirements with an option to renew the contract for three (3) one-year periods. The District will consider an alternative contract term; however, we reserve the right to reject any or all proposals offered with an alternate term. The prices or discounts quoted in this Contract shall prevail until the end of August, 2021. Contract pricing for additional years will be reconsidered after that time. Vendor performance will be evaluated at the end of the contract period based upon their ability to fulfill all requirements as stated in this RFP. If the winning Vendor did not fulfill the needs of SPUSD as laid out in this solicitation SPUSD reserves the right to terminate the contract. The contract can also be terminated by either part without just cause so long as the service level is maintained as outlined below until a new Vendor can be found.

Limited Contract Extension to Maintain Service Levels: It is hereby agreed and understood that this contract may be extended for an additional sixty (60) day transitional period after the contract is scheduled for termination (or terminated early). During this transitional period, the Vendor agrees to continue the same level of service to the District at the same prices while the new contract, also in force, is being mobilized.

Federal Regulation Compliance Due to the Use of Federal Dollars (Buy American): Because the items that will be acquired under this proposal will be purchased, in part or in whole, with federal dollars, it is hereby agreed and understood that the products provided will be grown, packed and processed by U.S. purveyors. These products must be packaged and inspected in accordance with applicable regulations (Pure Food, Drug and Cosmetic Act, Agricultural Marketing Act, Fish and Wildlife Act, Meat Inspection Act, The Tariff Act, Poultry Products Inspection Laws, Perishable Agricultural Commodities Act, The Antitrust Laws).

Payments: The District shall pay the Vendor the full amount of each invoice within thirty (30) days of receipt. Notwithstanding the forgoing, in the event that the District in good faith disputes any fees or costs set forth in the Vendor’s invoice, SPUSD shall, on or before the applicable due date, timely pay the undisputed amount, notify the Vendor in writing of the dispute and provide the Vendor with reasonable detail of the nature of, reason of, and the amount of dispute. Vendor shall review and the dispute shall be informally resolved within thirty (30) days.


SECTION E – REPORTING

Pricing and Variable Costs: SPUSD recognizes that because agricultural products are affected by seasonality and weather, produce pricing is responsive to market pressures and trends in ways other food markets are not. SPUSD is seeking proposals using a “cost plus” pricing method. Cost plus pricing recognizes the variable market fluctuations to the Vendor while guaranteeing the District’s case markup does not fluctuate throughout the year.

Case Markup: Please list your proposed case markup in your RFP response within the excel document attached in this email. This markup will remain firm for the full school year of purchases August 1, 2020 through July 31, 2021. A new mark-up will be discussed after July 31, 2020. Any price adjustments shall correspond with the Districts fiscal year. Vendor must submit a written price adjustment request to the Child Nutrition Services Department no later then May 15 of a particular year to have the price adjustment go into effect at the start of a new fiscal year.

Proof of Purchase: Throughout the life of the contract with a winning bidder SPUSD will request that the Vendor provide sample invoices from past purchases (of the items below) that reflect the Vendors purchase price and farm/location origin of these items in the following time periods; on or about Sept 1, 2020; and January 1, 2021; and April 1, 2021 and email them to the SPUSD Director of Child Nutrition Services for the following items:

1. Apples – Gala, 138 ct

2. Oranges- 113 ct, 40 lbs

3. Bananas – Petite, Green Tip, 150 ct

4. Lettuce, Romaine Chopped, 6/2 lbs

5. Cucumbers - 36 ct

Weekly produce listings: The District expects to receive digital weekly produce offerings and market reports. Pricing listed in the weekly offering list must display the sum of the Vendor’s cost plus the agreed-upon case markup.

SECTION F: INSTRUCTION TO BIDDERS

1. Preparation of RFP Documents:

A. All proposals must be submitted via email. Please write answers directly into this word

document plus the excel file sent with this email. If you have trouble writing directly in the

document please call Suzanne Stamp at 805 585 9374.

All proposals must include:

1. A complete Vendor questionnaire (included at the end of this document)

2. A complete pricing worksheet (sent as a separate excel sheet via email)

3. Proof of minimum qualifications

i. Proof of a HACCP program


ii. Example of weekly produce offering

iii. Two letters of support or email endorsement from two local farmers

iv. Ability to deliver on Monday (reply yes in questionnaire)

B. Final proposals must be received at Santa Paula Unified School District by 10:00 AM, Tuesday

Nov 3rd, 2020. No late proposals will be accepted. Proposals must be submitted via email to:

[email protected]

Email submission subject title should read: SUBMISSION OF PRODUCE BID C. Proposals must be signed by an agent authorized to enter into an agreement (e-signature OK).

Withdrawal of Vendors: Proposal may be withdrawn with written notice from agent who signed original document. Once submitted, documents become property of Santa Paula Unified School District. When documents are opened, they become public information and any restrictions put upon the District regarding the sharing of information after opening will be grounds to reject the proposal.

Schedule for Vendor Selection: Vendor selection will take place two weeks following the closing of the informal RFP.

The Evaluation and Selection Process: Bid packets will be evaluated by an Evaluation Committee which may (but not necessarily) include select staff from the Child Nutrition Services team, the Director of Child Nutrition Services Department and the Assistant Superintendent of Business Services.

Before a produce Vendor can be considered for award they must meet the minimum qualification criteria. The Evaluation Committee shall evaluate all proposals to determine which bidders meet the minimum qualification criteria, without regard to price. This evaluation may, at the Evaluation Committee’s discretion, be augmented by verbal or written requests for clarification, or additional information as necessary to determine whether the Vendor can meet the minimum qualification criteria. Bids will be dismissed if produce Vendors do not meet the minimum qualifications. Once minimum qualifications have been established qualifying bidders and their bids will evaluated on price and the contract award will go to the lowest price bidder.

Upon approval from the authorized District signer, the District will then proceed with contract discussions with the selected Vendor(s). The District has no liability to any Vendor participating in this solicitation process prior to when the authorized District signer signs a contract to that Vendor. It is the intent of the District to select the most responsive, responsible Vendor whose proposal demonstrates that they can provide superior products, acceptable services and on time deliveries.

Questions may be directed to Suzanne Stamp, Director via email; [email protected] or phone at 805 933 8838. We look forward to your response!

mailto:[email protected]


2020-2021 Santa Paula USD School Calendars are located at:

https://www.santapaulaunified.org/domain/68

VENDOR QUESTIONNAIRE BEGINS HERE Please answer the following questions and return to Suzanne Stamp. To answer simply click on the text box provided and fill out the answer. THE UNDERSIGNED HEREBY AGREES the information contained in their bid proposal to be true and the obligations contained herein will be honored as written in this document. Signing this is not a contract.

AUTH. SIGNATURE: DATE _____________

An e-signature via word is OK

AUTH. SIGNATURE (PRINT OR TYPE): ______________________________________

Santa Paula Unified School District (SPUSD) is an equal opportunity employer. Businesses owned and operated by minorities or women are encouraged to submit proposals. Vendor/contractors to whom a contract is awarded shall not discriminate on the basis of race, ethnicity, national origin, gender, sexual orientation, age, religion or disability.

1. Organization Name: Click or tap here to enter text.

2. Website (if you have one): Click or tap here to enter text.

3. Primary Contact Name: Click or tap here to enter text.

Expected to communicate by phone/email in a timely manner regarding availability and orders.

4. Primary Contact Title: Click or tap here to enter text.

5. Work Phone: Click or tap here to enter text.

6. Cell Phone (if different): Click or tap here to enter text.

7. Email: Click or tap here to enter text.

https://www.santapaulaunified.org/domain/68


8. Secondary Contact Name: Click or tap here to enter text.

When Primary Contact is unavailable.

9. Secondary Contact Title: Click or tap here to enter text.

10. Work Phone: Click or tap here to enter text.

11. Cell Phone (if different): Click or tap here to enter text.

12. Email: Click or tap here to enter text.

13. Organization’s Physical Address: Click or tap here to enter text.

14. Organization’s Mailing Address (if different): Click or tap here to enter text.

15. Is this organization able to deliver to all the sites listed in this solicitation on a Monday?

Click or tap here to enter text.

16. Do you sell local produce?


17. Please describe in detail the organization’s commitment to local and small to mid-sized family farms.


18. Describe the organization’s HACCP program and traceability process. How will the organization be

able to identify and trace all produce from the farm to the District? Please include your Covid Safety

Plan.


19. Is it required that the district order through a Vendor managed online order system?


20. The District’s key objective is to get the best overall value for our students, taking into account

quality, cost, service, diversity, community involvement, sustainability and other relevant values, for the

products and services we intend to acquire. Because one of our objectives is to reduce our cost of doing

business, how will you help us accomplish this objective without compromising these values?


21. Is a representative from this organization interested in partnering with the District to educate

students about farming and local food?



22. We would like to work with the awarded Vendor to arrange opportunities for students to meet (or

at least learn about) the farmers that grew their foods. Can you assist with this? Check all that apply.

☐Farm pen pals with a classroom ☐ Visits to classrooms/cafeterias by farmers

☐ Farm field trips to farms ☐ Special educational events – TBD

21. Is there any further information pertinent to this solicitation that you wish to add?


Please remember to fill out the pricing worksheet – a separate excel sheet –

sent via email with this document!