April 25, 2006

Bid Title: Food Products and Miscellaneous Non-Food Supplies

Requirements Bid

Idaho Treasure Valley School Nutrition Co-op

To Distributor: 9:00 A.M. Tuesday, May 17, 2006

To Co-op: 9:00 A.M. Monday, May 22, 2006

Meeting : 9:00 A.M. Tuesday, May 23, 2006

Invitation to Bid: Your firm is invited to submit a bid for providing Food Products and Miscellaneous Non-Food Supplies for the fall 2006 school year for the Idaho Treasure Valley School Nutrition Co-op. Following are instructions and bidding conditions.

The ITVSNC Bid Document, in excel format, is available to view and download on the Homedale School Website, www.homedaleschools.org, under Food Service. Contact Marlene Bean at 208-337-4033 for a password to the website or an e-mailed copy of the bid documents. A copy of the bid documents can also be obtained from Deborah Redmond, at 16358 S. 10^th, Caldwell, ID 83607, phone number: 208-454-9614.

Bids will be received for consideration by the Idaho Treasure Valley School Nutrition Co-op either by:

1. downloading the file from the website, entering the information on the computer, printing a hard copy and returning it, along with a copy of the file on a CD or a 3.5" floppy disc by 9:00 A.M., Monday, May 22, 2006 to Deb Redmond at Vallivue Middle School 16358 South 10^th, Caldwell, ID. 83607. The data will then be entered into the master document to be compared and awarded during the meeting the following day, on Tuesday, May 23, 2006. No faxed forms will be accepted. For assistance or an e-mailed copy of the bid documents, contact Marlene Bean in Homedale School District, at 208-337-4033, ext 236.

or:

2. downloading the file from the website, entering the information by hand, and returning the handwritten bid in a sealed envelope by 9:00 A.M., Monday, May 22, 2006 to Deborah Redmond at Vallivue Middle School 16358 South 10^th, Caldwell, ID. 83607. The data will then be entered into the master document to be compared and awarded during the meeting the following day, on Tuesday, May 23, 2006. No faxed forms will be accepted.

The Idaho Treasure Valley School Nutrition Co-op herein called the "ITVSNC," is a non-profit corporation providing food and supply purchasing services to its members, which include non-profit food service departments of public and private school districts in the state of Idaho. A complete listing of the members of the ITVSNC is on Attachment A.

The ITVSNC seeks vendors to supply food and non-food supplies to its members. Bids will be awarded by line item. The awarded vendors will supply goods pursuant to purchase orders placed by the individual members, who will solely be responsible for payment. Delivery of goods is to the sites of the individual members.

This contract has a term from August 1, 2006 through December 31, 2006.

Bidders must bid a fixed price, which includes additional shipping or surcharges to the participating school districts. All prices quoted must the delivered price. Prices quoted should not include excise or other taxes.

No bid may be withdrawn after the time of opening. ITVSNC may, at it’s option, require a Performance Bond of the successful bidder if such is deemed to be in the best interest of said School Districts’.

RESERVATIONS:

The ITVSNC herein expressly reserves the rights:

1. to reject all bids;

2. to waive any and/or all irregularities in the bids submitted;

3. to base award with due regard to quality;

4. to reject any bid not in compliance with prescribed public bidding procedures and

requirements.

1. ADDRESSES:

All bids must be sealed in an opaque envelope and addressed to:

The envelope must be clearly marked on the outside:

FOOD PRODUCTS AND MISCELLANEOUS NON-FOOD SUPPLIES BID

2. SIGNATURES

The bid quotations and signatures must be submitted on the pages provided in these specifications and shall be signed with ink.

3. ERRORS AND CLARIFICATION

Any vendor who finds errors or who needs clarification of this bid document may call Marlene Bean, Homedale School District at 208-337-4033 ext. 236, or Deborah Redmond, Vallivue School District at 208-454-9614.

4. TIME

Bids will not be considered if filed after the time specified in the advertisement and announcement calling for bids.

5. BONDS

Neither bid nor performance bonds will be required.

6. ESTIMATED VOLUME OF PRODUCTS TO BE PURCHASED

The estimated numbers of units of each item as presented on the Bid Proposal are based on historical data from each member district. The number represents "best estimates" only, and does not constitute or imply any commitment by the ITVSNC members as to the maximum volume of units to be purchased under this bid. Should the quantities of any of the items be increased, the bidder shall furnish the additional items at the unit prices quoted, and should the quantities be decreased, payment will be made on the actual quantities accepted or received at the unit price. The bidder will make no claim for anticipated profits or additional compensation of any increase or decrease in quantities. These estimated figures are to be used only for determining the approximate total of this bid. Estimates may be affected by prices bid and USDA allocations.

7. STANDARD OF QUALITY

All products are in one of three groups.

The first is distributors choice. Any manufacturer’s product that meets the description will be acceptable. ITVSNC reserves the right to request alternate products if the awarded product is deemed not acceptable. Price adjustment may be negotiated on alternate products.

The second category is private label. These products are classified as first quality, second quality or third quality. Manufacturer’s name and code number must be included in the bid for all private label items. Vendor must submit a list of labels and their quality definitions.

The third group is manufacturer defined. These products have specific brand names and manufacturers' numbers. These products were "pre-qualified" by the ITVSNC by means of sample cuttings and tasting. Items that are bid that are not pre-approved will not be accepted.

8. PACKAGING

Unless specifically noted in an item specification, the number of units per package specified herein is not a firm requirement. Bidders may propose other packaging. Bidders shall clearly indicate the unit price and number of units per package on the bid form.

9. STOCK/NONSTOCK

Vendor needs to identify all products bid that will not be stocked in the vendor’s warehouse, and are a special order item.

10. PRICE

The price for each item shall include delivery to the listed ITVSNC member's delivery sites. Purchases are not subject to State or Federal taxes.

11. FEDERAL, STATE AND LOCAL REGULATIONS

All items delivered to the ITVSNC members shall conform to applicable requirements of federal, state, or local statues and/or regulations.

12. INSURANCE REQUIREMENT

The contractor, it's subcontractors, if any, and all employers working under this Contract are subject employers under the Idaho Workers' Compensation Law which requires them to provide workers' compensation coverage for all their subject workers. Vendor must also carry at least $500,000 general liability insurance.

13. IDAHO PRODUCTS

Goods manufactured or produced in Idaho shall be preferred if price, fitness, availability and quality are otherwise equal. If item bid is produced or manufactured in Idaho, indicate "Produced in Idaho" by inserting next to the item. If item bid is partially produced or manufactured, indicate "Partially Produced in Idaho" by inserting next to item.

14. MEMBER CONTRACT

A copy of the agreement for members to join the ITVSNC is included as

Attachment C.

15. Where prices are equal, ITNSNC prefers to purchase environmentally friendly products.

1. Bids will be copied to a master file and will be publicly viewed and awarded at the time designated in the advertisement. The awarded bids will be available on the Homedale School District Website, www.homedaleschools.org, and also will be filed with the Vallivue School Food Service office. The members shall use the criteria below to recommend an award by each member district.

2. An award of contract to any bidder shall not constitute a rejection of any other bid.

3. In the event two or more bids shall be for the same value, the members of the ITVSNC may award the contract as it deems appropriate.

Awards will be determined per each line item.

5. Nutrient analysis must be available upon request.

6. Samples may be required of non pre-approved items, prior to final bid acceptance.

7. Individual ITVSNC member’s school boards may elect to participate in the contract or not.

8. Notification to successful bidders will be e-mailed no later than one week following the bid opening.

 

1. ORDERING/DELIVERY

Deliveries shall be made during working hours of the individual delivery sites. Vendors are responsible for verifying normal working hours of the individual delivery sites. Generally between the hours of 6:30 AM and 1:30 PM is acceptable. Delivery during meal hours is discouraged. Delivery schedules will be monthly, usually during the first full week of each month, but may be altered upon mutual agreement between the vendor and the receiving person of the individual delivery sites. Deliveries in safe, sanitary, proper conditions shall be the responsibility of the vendor regardless of the method used. Delivery of items is to be made in temperature appropriate trucks.

No drop shipments will be accepted without prior approval. Deliveries two weeks overdue may be refused and purchased from another vendor.

All products covered by this contract shall be processed and delivered under sanitary conditions. All processing and packing plants must be currently approved and licensed by the appropriate state or federal authorities.

Each delivery is to be accompanied by a legible delivery receipt. This receipt is to be signed at the time of delivery by the Kitchen Manager, who will retain the appropriate copies.

2. VENDOR INFORMATION

Upon award of the bid, it is the responsibility of the vendor to provide the individual ITVSNC members with the following information:

a. Contact person, phone, e-mail and FAX numbers for placing orders.

b. Order day, delivery day, delivery restrictions if any.

c. Order guides and forms.

d. Invoicing and billing procedures.

e. Contact person and phone number for orders and problems incurred with delivery of product, product quality, pricing, credits and billing.

Route salesmen are not required.

3. MSDS SHEETS

Vendors will provide all ITVSNC members with Material Safety Data Sheets for all bid items awarded that are classified as hazardous under OAR 437 Division 155 by the first delivery of the bid session. If additional products are purchased by members or if the vendor changes manufacturers, appropriate MSDS sheets shall be provided to all members.

4. INVOICING

Invoices are to be sent to the individual ITVSNC member for items ordered and delivered to that member. ITVSNC does not guarantee or assume any responsibility for payment. Food items are to be invoiced separately from supply items.

5. ITVSNC INFORMATION

Upon award of bid ITVSNC members will provide successful bidders with the following information.

a. Contact person and phone number for orders

b. Estimated order

c. Current school calendar

d. Delivery site addresses, phone number, contact person at the site

e. Billing address

6. ITVSNC ORDERING AND PAYMENT

Each ITVSNC member will act on its own behalf for purchase orders and payment of all vendor invoices. Payments are to be made following the third Monday of each month.

7. SHORTAGES

Each month, prior to delivery, the vendor shall be responsible for indicating shortages, back orders, delayed shipments, at the time of order. The vendor shall be responsible for seeking confirmation from the districts by phone for any non-continuous substitutions (non-continuing is defined as a substitution on a one-time delivery) made on an order, prior to shipment. If vendor is unable to deliver all items shorted within time needed by district, vendor is to provide alternate product. All alternate products offered shall be at equal or better quality and at the bid price or less.

8. SUBSTITUTIONS

Suppliers are expected to contact the members of the ITVSNC prior to substituting items. Substitutions are to be of equal or greater quality. The ITVSNC members reserve the right to reject any and all merchandise furnished which does not meet the product description in every aspect. In the event of failure on the part of the supplier to promptly replace rejected merchandise, or to furnish products meeting product descriptions in every respect, or in case of default by the vendor, the ITVSNC members reserve the right to cancel existing agreements and purchase orders upon 14 days written notice, and to remove the name of the non complying supplier from future bid lists.

9. PRIVATE LABEL

Vendors wishing to change awarded bid items to private label or change manufacturers for private label items after the bid award must notify the ITVSNC 14 days prior to the effective date of the proposed change, of the manufacturer name and manufacturer code number of the proposed private label item. Bidders may be required to submit a product sample before approval. The vendor must have approval prior to the implementing the change.

10. DISCONTINUED PRODUCT

In the event a manufacturer discontinues a product the vendor will: notify the ITVSNC, propose alternative items of equal or greater quality, and provide a cutting of proposed items if required.

 

11. WARRANTY

All bids submitted are understood as containing a warranty that merchandise furnished will be of good and merchantable quality. Delivery will be timely. The members of OCNC reserve the right to reject any and all merchandise furnished which does not meet the product descriptions in every aspect.

1. CANCELLATION

Contracts resulting from this bid may be canceled under the following conditions:

a. By mutual agreement of both parties. Termination under this provision requires 30 days written notice.

b. By the members of the ITVSNC for breach by the vendor of vendor's obligations as set forth in this bid. The members of the ITVSNC shall give the vendor written notice of intent to terminate under this provision. A vendor shall have five (5) calendar days from the receipt of such notice to respond.

Failure to respond may result in cancellation.

c. By the vendor, for failure of payment by an ITVSNC member,

but only with respect to the member in breach.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ATTACHMENT A

MEMBER LIST

ATTACHMENT B: MEMBER AGREEMENT

This agreement is to define the cooperative purchasing group referred to as the Idaho Treasure Valley School Nutrition Co-op.

The name of the purchasing group shall be the Idaho Treasure Valley School Nutrition Co-op, hereinafter referred to as the "ITVSNC". The member districts, schools or residential childcare centers hereby agree to cooperatively purchase upon the following terms and conditions:

The members of the ITVSNC are duly constituted school districts or private schools, or within the state of Idaho operating not for profit food service programs.

The food service departments of the members will not contract for service of any kind with a for-profit food service management company. In the event, during the time the purchase agreement is in effect, any member’s food service function becomes contracted with or purchases services from a for-profit food service management company, that district will no longer be eligible to be an ITVSNC member. Such a district will therefore no longer have access to the pricing provided by the ITVSNC bid awards immediately after signing the agreement or purchasing the service. The members of the ITVSNC have joined together for the purpose of letting bids for the purchase of selected food, supplies, chemicals, services and equipment.

All bid awards shall be in accordance with all state and federal laws and regulations.

No member of the ITVSNC will accept responsibility for the performance of any purchasing contract by the vendor and/or the payment of the purchase price by any other member.

Each member agrees to make a good faith estimate of the quantity of each individual product that they expect to purchase during the bid cycle

The award shall be a sole vendor agreement based on an extended bottom line total.

Members will be mailed the original bid award. The final approval of the bid award is the sole responsibility of the governing body of the individual members of ITVSNC. Any and all contracts are entered into by the individual districts, private schools or residential child care centers.

Members agree to purchase all products they estimated from the awarded distributor.

This agreement shall be in full force and effective from August 1^st through December 31^st of the fall bid session and from January 1^st through June 30^th of the spring bid session.

Members agree to attend all group co-op meetings unless unable to, due to certain unavoidable circumstances. Members who fail to attend may not be eligible to be members the following session.

Members agree to comply with all reasonable distributor time lines and minimum and maximum order quantities.