SPECIFICATION AND REQUEST FOR PROPOSAL FORM

Transcription

1 SPECIFICATION AND REQUEST FOR PROPOSAL FORM MILK FOR SCHOOL LUNCH/BREAKFAST PROGRAM RFP # AB Due on or before 10:00 a.m. on Friday, June 20, 2014 OFFICE OF ADMINISTRATIVE SERVICES Cheshire Public Schools 29 Main Street Cheshire, CT Sealed proposals will be received by the Office of Administrative Services of the Cheshire Public Schools of the Town of Cheshire, Connecticut until 10:00 a.m. on June 20, Each proposal should be clearly marked MILK FOR SCHOOL LUNCH/BREAKFAST PROGRAM, RFP # AB. Specifications, instructions and proposal forms may be obtained at the above address. CONDITIONS FOR REQUEST FOR PROPOSAL 1. The Cheshire Public Schools reserves the right to reject any proposals if it is deemed to be in the best interests of the Town of Cheshire, Connecticut. 2. The Cheshire Public Schools reserves the right to grant an award in total or for any part thereof for the items or services being proposed. 3. The submission of an RFP shall be conclusive evidence that the proposer has satisfied himself as to the requirements of the RFP specifications and any controlling conditions which may exist. 4. No proposer may withdraw his proposal for a period of 60 days from the date of RFP opening. 5. All RFP prices are to include the complete cost of delivery which includes inside delivery to each school or location, if applicable. 6. Quantities mentioned may be increased or decreased by the Cheshire Public Schools depending upon its actual requirement. Page 1 of 9

2 7. In determining the winning proposer, the Cheshire Public Schools will consider a. Cleanliness of the product delivered. b. Accuracy of delivery. c. Customer service of delivery men d. Consistency of delivery personnel in rotating product in milk coolers. e. Ability of the proposer to provide maintenance and service of their milk coolers. f. Fill rate or the availability of the products listed on the RFP. g. Price. 8. See attached Specifications and RFP Form to be used. 9. Terms of Contract; Contract Extension. These specifications shall cover the period from August 1, 2014 to June 30, Include 2 types of pricing. The Cheshire Board of Education may renew or extend the contract for one (1) successive year based on the same terms and conditions as the contract. 10. The prices for milk must be net and must include all cost for loading, transportation, inside delivery at destination, and rotation of product. There shall be no fuel or surcharges during the terms of this contract. 11. Names of school districts served by your company for the school year are requested to check service performance. 12. Enclosed is a map showing locations of the schools to be serviced and the School Calendar. 13. Vendors must furnish statements, in duplicate, to the School Lunch Program office by the 5th of the month. Please indicate discounts and cost savings that are available. 14. Interested vendors are to contact Mrs. Madeleine C. Diker, Food Service Director, Cheshire Public Schools, 29 Main Street, Cheshire, CT 06410, or by phone at (203) for clarification of any part of the RFP specifications. For information regarding proposals and purchasing process, please contact the Office of Administrative Services at Cheshire Public Schools, 29 Main Street, Cheshire, CT 06410, or by phone at (203) Page 2 of 9

3 15. Deliveries to the schools are to be made daily, prior to 10:30 a.m. when school is in session. Each delivery slip must be signed at the time of delivery by a school representative. Changes in delivery schedules may be arranged on an individual basis. 16. The Main Office will fax an order for all schools before 2:00 p.m. to ensure the proper amount and type of milk needed for delivery the following day. 17. The Cheshire Board of Education reserves the right to terminate the milk contract with 21 days notice at any time for due cause, if any of the RFP requirements are not met. RFP PRICES Proposers may submit prices in one or both categories. The proposal may specify (1) fixed prices, with all items to be supplied at a fixed price for the entire contract period; (2) initial fixed prices with subsequent price adjustments. If the proposal specifies initial fixed prices with subsequent price adjustments, the following provisions shall apply: Price General - Contract prices indicated shall be based upon the Federal Milk Order No. 1, Northeast Marketing Area, Class 1 Suffolk County, MA (Boston) at 3.5% butterfat including any and all processor assessments for the month of July 2014 (as if you were to be making a delivery and invoicing for product for July 2014). Price is net, per quart; F.O.B. point of destination indicated. There shall be no fuel adjustments/surcharges for products delivered from the Contractor s warehouse to the schools. No extra charge is to be made for packing or packages. There shall be no additional pallet charges or additional charges for inside delivery. Price Adjustment Format and Frequency of Pricing Updates: Price changes shall be submitted electronically (excel file) only, no later than three (3) working days prior to the end of each month. Failure to provide the monthly changes in a timely manner shall result in the Cheshire Food and Nutrition Department to either average the pricing or allow the previous month s pricing to stand. Whichever is in the best interest of the Cheshire Board of Education. All Other Items: Cream (heavy, whipping or Half & Half), Skim Milk; Buttermilk; Cottage Cheese, Chocolate Lowfat Milk etc. The price shall be based on the raw product cost of skim and butterfat used Page 3 of 9

4 in the products using values for same as announced and calculated as stated in the Proposal. Changes will be in direct proportion to the changes announced in raw product cost, per Federal Milk Market announcements. Cottage Cheese must conform to Federal Spec. C-C-281 of latest issue, Type I (Dry Curd) and Type II (Dry Curd with added cream) Price changes shall be to mdiker@cheshire.k12.ct.us using the format (Excel file) sample following -indicating the current unit pricing. The format of this spreadsheet may be subject to change. Spreadsheet shall include all items used per facility. Sample of price change spreadsheet to be submitted to Cheshire Food and Nutrition Department Description Unit of Measure Current Unit Price Price Change Price for next month MILK-LO-FAT 1% 8 oz In addition, along with the price changes, the Proposer must show documented proof of price adjustments based on the most recent Federal Milk Market announcements for both increases and decreases. With the exception of monthly Federal Milk Market announcements, pricing for all items not affected by the Federal Milk Market announcements are firm through July 30, Page 4 of 9

5 CHESHIRE PUBLIC SCHOOLS Cheshire, Connecticut MILK FOR SCHOOL LUNCH/BREAKFAST PROGRAM RFP # AB Due on Friday, June 20, 10:00 a.m. SPECIFICATIONS AND REQUIREMENTS GENERAL: Items required in 8 oz. containers are: Non-Fat (Skim) Milk Chocolate Non Fat Milk 1 % Reduced Fat White Milk Non Fat Strawberry Flavored Milk Non Fat Vanilla Flavored Milk Lactaide Milk 1% or less Items required in 10 oz. containers are: Chocolate Non Fat Milk 1 % Reduced Fat White Milk Strawberry Non Fat Milk SPECIFICATIONS REQUIRED: Quality of Milk (see attachment) Cartons in 8 oz. and 10 oz. sizes, are to be free of soil at time of delivery. Straws - the bid price shall include the furnishing of individually wrapped plastic 5 1/2 long straws, in proportion to the amount of milk purchased. Vendors may be required to provide invoices that separate out the milk products eligible for reimbursement from any other products, such as straws, orange juice, etc. Nutritional Analysis of each product listed in the RFP, not only milk, must be included with the proposal. Page 5 of 9

6 EQUIPMENT: The successful proposer will be required to furnish and maintain satisfactory electrically-refrigerated storage coolers. The supplier must provide dry milk coolers. Each cooler is to be equipped with a locking device and a built-in thermometer. Seven (7) schools needing such equipment are DARCEY, CHAPMAN, DOOLITTLE, HIGHLAND, NORTON, DODD MIDDLE AND CHESHIRE HIGH SCHOOL. Current vendor equipment is listed below to be used as a guideline in determining equipment needs. For minimum capacity requirements for each school listed above, reference should be made to the section on approximate delivery requirements. APPROXIMATE DELIVERY REQUIREMENTS: Quantities shown in the RFP requirements are based on estimated requirements. It is understood and agreed that the contract shall cover actual requirements of the Board of Education whether more or less than the quantities shown. School Chapman 38 Country Club Road Highland 490 Highland Avenue Dodd Middle School 100 Park Place Doolittle 735 Cornwall Avenue Cheshire High School 525 South Main Street Norton 414 No. Brooksvale Road Darcey 1686 Waterbury Road Central Office 29 Main Street Milk & Water Approximate Daily Total 8 Crate 12 Crate 16 Crate As Needed None None None Page 6 of 9

7 DELIVERY SCHEDULE: CREDIT: The successful proposer shall make deliveries of milk a minimum of twice per week in a five day week. The successful proposer shall make deliveries in a clean refrigerated truck not later than 10:30 a.m. daily and shall include placing milk cases into coolers and rotating milk following first in first out. In the event of incorrect deliveries caused by shortages of product ordered, successful vendor is responsible for redelivery before 12:00 noon on that day. Milk storage facilities of the vendor must be within a reasonable distance to allow for correction of deliveries within the same day. Successful proposer will lock coolers after delivery of milk if kitchen manager is not on premises. Initial deliveries will be established in advance by each school manager. Equipment included in this RFP is to be in place, in working order, prior to the first day of delivery which is Thursday, August 21, In the event of cancellation of school, milk suppliers will be notified by official media announcements on radio stations WTIC, WDRC, WKSS and WRCH or TV Channels 3, 8 or 30. No deliveries will be made until school resumes, or as agreed upon between proposer and customer. Failure to Deliver Any school not receiving milk deliveries in sufficient quantities as ordered or designated times in order to meet Child Nutrition Guidelines is subject to financial reimbursement penalties for all meals (served that day). These costs will be automatically transferred to the vendor. Credit is to be given for outdated milk, soured milk, dirty milk cartons, milk in dirty cases, milk received in leaking containers and frozen milk. All unused milk left in coolers prior to vacation period of six (6) or more continuous calendar days must be dated so it will be useable upon return of students to classes or is to be credited on dairy credit slip for accounting purposes. A credit slip is to be left at each school at time of pick up. Page 7 of 9

8 QUALITY OF MILK: 1. MILK ANALYSIS: The Board of Education reserves the right to test samples of milk throughout the school year to determine if the milk is up to specifications. If milk is found not up to specifications, the Board may, at its discretion, cancel the contract. 2. SANITARY CONDITIONS: The carrying cases holding the milk cartons are to be clean and sanitary at all times conforming to standards set by the State Department of Health and/or local health officials. The refrigerated vehicle, which is to be maintained in excellent sanitary condition, shall be subject to unannounced inspections by the school and/or Health Department. Please enclose copy of last Health Inspection. 3. SPECIFICATIONS: All milk to be Homogenized and Pasteurized a. Non-Fat Milk 1) Not less than 2,000 USP units of Vitamin A per quart. 2) Not less than 400 USP units Vitamin D per quart. 3) Not more than 0.5% milk fats. 4) Shall be protein fortified and contain not less than 8.25% total solids non-fat. The ratio of the protein to total non-fat milk solids of the food and the protein efficiency ratio of all protein present, shall not be decreased as a result of adding such ingredients. 5) Contain no less than 300 mg calcium. b. Chocolate Non Fat Milk 1) Not less than 2,000 USP units of Vitamin A per quart. 2) Not less than 400 USP units Vitamin D per quart. 3) Not more than 0.5% milk fats. 4) Shall be protein fortified and contain not less than 10.0% total milk solids, non-fat. The ratio of the protein to total non-fat solids of the food and the protein efficiency ratio of all protein present shall not be decreased as a result of adding such ingredients. 5) Emulsifiers or stabilizers added shall not be more than 2% by weight of the Page 8 of 9

9 total non-fat milk solids added. 6) Cocoa or chocolate or other approved flavoring shall be added. 7) Contain no less than 300 milligrams of calcium. 8) Contain no more than 4 grams of added sugar per ounce. c. Non fat Flavored Milk - Strawberry and Vanilla 4. SHELF LIFE: 1) Not less than 2,000 USP units of Vitamin A per quart. 8 oz. meeting all expectations of all low fat/non fat milks above, using flavorings with no more than 4 grams per ounce and must be acceptable to food services. As manufacturer specifies. 2) Not less than 400 USP units Vitamin D per quart. 3) Not more than.5% milk fats. 4) Shall be protein fortified and contain not less than 8.25 % total milk solids non-fat. Dates on all milk products will be maximum shelf life upon delivery. 5. TEMPERATURE: All milk shall be delivered at a temperature not to exceed 40 F or be less than 33 F. Page 9 of 9