Oregon Child Nutrition Coalition
REQUEST FOR PROPOSAL
RFP# OCNC7192013
EXECUTIVE DIRECTOR
DUE: 10:00 AM, Wednesday July 31st, 2013
Rick Larson
Director of Business and Operations
Centennial School District
18135 SE Brooklyn, Portland, OR
Please return proposals to the above address
SUMMARY
Proposals will be accepted by the Oregon Child Nutrition Coalition Purchasing Cooperative (hereafter referred to as either
OCNC or COOP) from an individual or company by July 31th, 2013, to provide contractual services as the OCNC Executive
Director. The OCNC is an organization comprised of 77 school districts throughout the State of Oregon formed to support
National School Lunch Program bidding for food, supplies, commodity processing and other shared services as determined by
the OCNC Executive Board.
The Executive Director will be responsible for managing and conducting operations on behalf of the OCNC. The Executive
Director shall provide skilled leadership in all facets of the organization’s operations as directed by the OCNC Executive Board;
advise and assist members with COOP issues, maintain confidentiality of information, and uphold the highest degree of ethics in
representing OCNC business. Term of contract will be for 1 year, beginning August 1, 2013, with options to renew each year for
five (5) years.
Please review the COOP website at www.ocnc.org for all bid documents and bylaws of the COOP. All addenda items to the
Executive Director proposals will be posted on the website.
CONTACT PERSON:
CENTENNIAL SCHOOL DISTRICT
Rick Larson, Director of Business and Operations
Phone: 503-762-3650
Email: Rick Larson at [email protected]
TIMELINE:
July 23rd, 2013
July 31, 2013
August 1, 2013
August 1, 2013
RFP#OCNC7192013
RFP Emailed to Prospective Proposers
Last date for proposals to be received
Notify candidates of interview selections/schedule interviews
Services begin
Page 1
TABLE OF CONTENTS
1. Request for Proposal
Page
1
2. Table of Contents
Page
2
3. Instruction to Proposers
Page
3
4. Standard Terms and Conditions
Page
4
5. Proposal Form
Page
8
6. Specifications/Job Description
Page
9
7. Job Duties
Page
10
8. Response Requirements
Page
12
RFP#OCNC7192013
Page 2
SECTION I - STANDARD INSTRUCTIONS TO PROPOSERS
This section contains instructions regarding the preparation and submission of proposals.
1.
PROPOSER’S RESPONSIBILITIES
A. Read and understand the solicitation document, and all attachments.
B. Seek clarifications if necessary.
C. Become familiar with, and abide by, applicable federal laws, state and local statutes, regulations, and ordinances.
2.
QUESTIONS & INQUIRIES
All questions related to the solicitation in general shall be directed solely to the solicitation Coordinator named in the
solicitation document. Inquiries shall be in writing and shall reference the appropriate section and paragraph number. Only
questions answered by written addenda are binding. Oral interpretations have no legal effect.
3.
PREPARATION OF PROPOSAL
A. Due Date and Time: Original, signed, sealed proposal(s) must be received at the specified location on or before the
specified date and time. Late proposals will not be accepted and will be automatically disqualified from further
consideration.
B. Format: To receive consideration, proposals must be legible and shall be made on the form provided by the COOP,
or on a letter containing the information. If a letter is used it must meet the satisfaction of the COOP, be properly
headed and signed, properly marked on the outside of the envelope, received by the date and time specified, and be
accompanied by a signed and completed solicitation form provided by the COOP. Unless otherwise authorized,
proposals must be filled out in ink or with electronic printer or other similar office equipment and properly signed by an
authorized representative of the proposer. All changes and/or erasures shall be initialed in ink. Unsigned proposals
will be rejected on opening. However, the COOP may accept such proposals if it is determined that satisfactory
evidence was submitted prior to opening date and time which clearly indicates the proposers desire to be bound by
his/her proposal such as a signed cover letter. In lieu of the requirement for an original signature as outlined above, the
purchasing activity may implement a policy which authorizes the use of digital signature(s) or electronic submission of
proposals provided that such policy provides adequate safeguards to ensure the integrity of the sealed bid process.
C. Identification: Proposals must be submitted in a sealed envelope, addressed as shown below:
Proposers Return Address
RFP # OCNC7192013
Due Date: July 31,2013
4.
Centennial School District
Rick Larsen
18135 SE Brooklyn
Portland, Oregon 97236
WITHDRAWAL OR MODIFICATION OF PROPOSAL
A. Prior to submittal: Proposal changes or modifications shall be initialed in ink by a proposer’s representative.
B. After submittal: At any time prior to the date and time set for opening, the proposer or authorized representative may,
upon written request to the Solicitation Coordinator, modify or withdraw the proposal. After withdrawing a previously
submitted proposal, the Proposer may submit another proposal at any time up to the closing date and time.
C. After proposal opening: No proposal shall be altered or amended. Errors and/or omissions in preparing a proposal do
not give a proposer the right to withdraw their proposal after opening. The Fiscal Agent or designee may allow a
proposal to be withdrawn if the proposer demonstrates that they miscalculated proposal prices. A low proposer, who
claims error and fails to enter into a contract with the Proposer, shall be prohibited from proposing on the same service
if the requirement is subsequently re-solicited by the COOP.
5.
AWARD
Upon award, notification will be sent to all participating proposers. Award results will not be given over the phone.
6.
CONTRACT FORMATION
Your proposal is an offer to contract with the OCNC purchasing cooperative. A proposal becomes a contract when
officially accepted in writing by the COOP. All proposals submitted become the property of the OCNC and become a matter
of public record after award.
RFP#OCNC7192013
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SECTION II - STANDARD TERMS AND CONDITIONS
The terms and conditions in this section apply to all solicitations except as noted.
1.
ASSIGNMENT
The work to be provided under this Agreement, and any claim arising hereunder, shall not be assigned or delegated by
either party in whole or in part, without the express prior written consent of the other party, which consent shall not be
unreasonably withheld.
2.
DEBARMENT/SUSPENSION
Proposer certifies by submission of a proposal that to the best of their knowledge/belief its principals are not presently
debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded for the award of contracts by
the Federal governmental agency or department. Further, bidder certifies that they are not presently indicted for or have
not within a three (3) year period preceding this proposal have been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a public transaction or contract. If it is later determined that the bidder knowingly rendered an erroneous
certification, in addition to any other remedies available to the COOP, the COOP may terminate this contract for default.
3.
INTERPRETATION OF SPECIFICATIONS
If a bidder finds discrepancies in, or omissions from these specifications, or questions their meaning; they are requested
to immediately notify the Fiscal Agent, which, if necessary, will issue a written interpretation of the document as an
addendum to all Proposer. It is the responsibility of each Proposer to be aware of all addenda issued. The COOP will
not be bound by or responsible for any oral interpretation of the intent or meaning of the specifications or other
documents. Questions received less than five (5) calendar days prior to Bid Opening cannot be answered. All addenda
issued will become part of the basic proposal and any contract that may result there from.
4.
CHANGES
No alteration in any of the terms, conditions, or contractual requirements herein shall be effective without the prior
written consent of the Fiscal Agent as evidenced by issuance by the COOP of a contract change notice.
5.
INDEMNIFICATION
To the fullest extent permitted by law, the Contractor shall indemnify, defend, and hold harmless the Centennial School
District, Oregon Child Nutrition Coalition, and all officials, agents and employees herein, from and against all claims for
injuries or death arising out of or resulting from the performance of the contract. Contractor’s obligation to indemnify,
defend and hold harmless includes any claim by Contractor’s agents, employees, representatives, or any subcontractor or
its employees.
Contractor expressly agrees to indemnify, defend, and hold harmless Centennial School District, Oregon Child Nutrition
Coalition, for any claim arising out of or incident to Contractor’s or any subcontractor’s performance or failure to
perform the contract. Contractor shall be required to indemnify, defend and hold harmless the District or OCNC only to
the extent claim is caused in whole or in part by negligent acts or omissions of Contractor.
6.
CONTRACT DEFAULT
This RFP is subject to all terms and conditions as established in the proposal request. Failure to provide the services as
indicated in this proposal in accordance to the quotation terms and conditions and Proposal Form and Response, will
constitute contract default, and, after due written notification, allows OCNC to declare the contract void and to award to
another firm. When the contractor fails to furnish goods or services in accordance with the terms and conditions of this
contract and the district must purchase at a price greater than the contract price, the difference may be charged to the
contractor. The district may exercise this charge as a credit against invoices due the contractor.
7.
INTEGRATION/MODIFICATION
This Proposal constitutes the entire and exclusive agreement between the parties regarding this matter and no deviations
from its terms shall be allowed unless a formal, written, mutual proposal occurs between the parties. No such
modification shall be valid unless the written modification is first provided via certified mail or personal delivery to each
of the parties. Actual receipt by either party constitutes compliance with the requirement to send by certified mail or
personal delivery.
8.
COMPLIANCE
The parties shall comply with all laws, ordinances and regulations of governmental bodies applicable to this proposal as
well as applicable local policies and procedures. All provided services will be in accordance with local, state and federal
universal/universal/hazardous waste laws and regulations.
RFP#OCNC7192013
Page 4
9.
PERSONAL LIABILITY
It is agreed by and between the parties hereto that in no event shall any official, officer, employee or agent of the State of
Oregon, Centennial School District and/or OCNC Purchasing Cooperative be in any way personally liable or responsible
for any covenant or agreement herein contained whether expressed or implied, nor for any statement or representation
made herein or in any connection with this agreement.
10. SEVERABILITY
The provisions of this contract are intended to be severable. If any term or provision is illegal or invalid for any reason
whatsoever, such illegality or invalidity shall not affect the validity of the remainder of the contract.
11. INSURANCE
Contracting agency or individual will maintain (at its expense), or require the individuals it provides under this
Agreement to maintain, a valid policy of insurance evidencing general and professional liability coverage of not less
than $1,000,000 per occurrence covering acts or omissions and general liability which may give rise to liability for
services under this Agreement. Contractor shall provide a certificate of insurance evidencing such coverage upon
request by the District.
12. RENEWAL OPTIONS
At the discretion of the COOP, this contract may be renewed for 5 additional years. Contractor must submit a request
for renewal for OCNC’s consideration prior to March 1, 2014, for the 2014-2015 school years.
13. EVALUATION OF PROPOSALS
This contract shall be awarded to the firm(s) that are deemed qualified and best meet the COOP needs as stated
herein. Evaluation criteria shown hereafter, together with consideration of required qualifications will be the basis for
selection. Such determination will, of necessity, require judgmental evaluations by COOP representatives. Other
industry specialists may be used in the evaluation process at the discretion of the COOP. The decision resulting from
the evaluation process as to which firm(s) best meet the needs of Coop remains the sole responsibility of the COOP
and are final.
14. EVALUATION CRITERIA (not prioritized)
a.
b.
c.
d.
e.
Proper certification, resume and reference letters of personnel providing services to the COOP.
Reliability, quality, performance, and versatility of the service offered.
Previous School District experience.
References by agency, agency personnel or individual references.
Hourly rates and proposed timeline for completing tasks outlined in job duties.
1. A detailed cost proposal is required in order for OCNC to objectively compare the proposals from bidders
to establish the most responsible bidder at the best value. We request that bidders identify their total
compensation package for services rendered and how it will be derived. It is estimated that the job will
take up to 850 hours for a non-commodity processing bid year and 1125 in a bid year. Responses to
interview questions.
15.
REJECTION OF PROPOSALS
OCNC reserves the right in its sole discretion to reject any or all proposals in whole or in part, without incurring any cost
or liability whatsoever. All proposals will be reviewed for completeness of the submission requirements. If a proposal
fails to meet a material requirement of the RFP, or if it is incomplete or contains irregularities, the proposal may be
rejected. Immaterial deviations may also cause a bid to be rejected. OCNC may or may not waive an immaterial
deviation or defect in a proposal. OCNC waiver of an immaterial deviation or defect shall in no way modify the RFP or
excuse a bidder from full compliance with the RFP requirements. Any proposal may be rejected where it is determined
to be not really competitive, or where the cost is not reasonable. Proposals that contain false or misleading statements
may be rejected if in OCNC’s opinion the information was intended to mislead OCNC regarding a requirement of the
RFP process.
16.
ERRORS OR DISCREPANCIES
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the Request for Proposal, the
proposer should immediately provide OCNC with written notice of the problem and request that the RFP be clarified or
modified. Without disclosing the source of the request, OCNC may modify the document prior to the date fixed for
submission of proposals by issuing an addendum to all potential bidders to whom the RFP was sent. If prior to the date
fixed for submissions, a proposer knows of or should have known of an error in the RFP but fails to notify OCNC of the
error, the proposer shall propose at its own risk, and if, awarded the contract, shall not be entitled to additional
compensation or time by reason of the error or its later correction.
RFP#OCNC7192013
Page 5
17.
SUBCONTRACTING
Consultant may subcontract with other qualified firms or individuals as required to complete all, or a portion of, the
delivery of equipment and services, with the prior written approval of OCNC. Consultant will clearly describe the
reason for using any subcontractors, the specific role each subcontractor will play, and the relationship between the
consultant and its subcontractor to be maintained during the term of this agreement. No subcontract will be approved
unless the consultant provides a written guarantee that the consultant will be contractually obligated to assume all project
responsibilities and the insurance requirements set forth above.
18. CONFLICT OF INTEREST
The COOP may, in its sole discretion, by written notice to the Contractor terminate this contract if it is found after due
notice and examination by the Agent that there is a violation of any statute involving the Contractor in the procurement
of, or services under this contract.
In the event this contract is terminated as provided above, the COOP shall be entitled to pursue the same remedies
against the Contractor as it could pursue in the event of a breach of the contract by the Contractor. The rights and
remedies of the COOP provided for in this clause shall not be exclusive and are in addition to any other rights and
remedies provided by law
19. CONFIDENTIALITY/SAFEGUARDING OF INFORMATION
The Contractor shall not use or disclose any information concerning the Purchaser, or information which may be
classified as confidential, for any purpose not directly connected with the administration of this contract, except with
prior written consent of the Purchaser, or as may be required by law.
20. CONTRACT AND GENERAL TERMS AND CONDITIONS
Successful Proposers will be expected to enter into contract/contracts that is/are substantially the same as the sample
contract, and its general terms and conditions. In no event is a Proposer to submit its own standard terms and conditions
in response to this solicitation. The Proposer may submit exceptions as allowed in the Certifications and Assurances
section to this solicitation.
21. FORCE MAJEURE
Definition: Except for payment of sums due, neither party shall be liable to the other or deemed in default under this
contract if and to the extent that such party's performance of this contract is prevented by reason of force majeure. The
term "force majeure" means an occurrence that is beyond the control of the party affected and could not have been
avoided by exercising reasonable diligence. Force majeure shall include acts of God, war, riots, strikes, fire, floods,
epidemics, or other similar occurrences.
Notification: If either party is delayed by force majeure, said party shall provide written notification within forty-eight
(48) hours. The notification shall provide evidence of the force majeure to the satisfaction of the other party. Such
delay shall cease as soon as practicable and written notification of same shall be provided. The time of completion shall
be extended by contract modification for a period of time equal to the time that the results or effects of such delay
prevented the delayed party from performing in accordance with this contract.
22. LICENSING, ACCREDITATION AND REGISTRATION
The Contractor shall comply with all applicable local, state, and federal licensing, accreditation and registration
requirements/standards, necessary for the performance of this contract.
23. LIMITATION OF AUTHORITY
Only the Board Chair or delegate by writing (delegation to be made prior to action) shall have the express, implied, or
apparent authority to alter, amend, modify, or waive any clause or condition of this contract. Furthermore, any
alteration, amendment, modification, or waiver or any clause or condition of this contract is not effective or binding
unless made in writing and signed by the Agent.
24.
RECORDS, DOCUMENTS, AND REPORTS
The Contractor shall maintain complete financial records relating to this contract and the services rendered including all
books, records, documents, magnetic media, receipts, invoices and other evidence relating to this contract and
performance of the services described herein, including but not limited to, accounting procedures and practices which
sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this contract.
Contractor shall retain such records for a period of six years following the date of final payment. At no additional cost,
these records including materials generated under the contract shall be subject at all reasonable times to inspection,
review, or audit by the Purchaser, the Office of the State Auditor, and federal and state officials so authorized by law,
rule, regulation, or agreement.
RFP#OCNC7192013
Page 6
If any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained
until all litigation, claims, or audit findings involving the records have been resolved.
25. SITE SECURITY
While on Board Members premises, Contractor, its agents, employees, or subcontractors shall conform in all respects
with physical, fire or other security regulations.
26. TAXES
All payments accrued on account of payroll taxes, unemployment contributions, any other taxes, insurance or other
expenses for the Contractor or its staff shall be the sole responsibility of the Contractor.
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PROPOSAL FORM
I hereby certify that I have read and understand the request for proposal, and all proposal documents pertaining to this
submittal.
COMPANY NAME:
__________________________________________________________________
BUSINESS ADDRESS:
________________________________________________________________________________
EMAIL ADDRESS:
_____________________________________________________________________________________
TELEPHONE NUMBER: _______________________________ FAX NUMBER: ______________________________________
SIGNATURE: ___________________________________________________________________________________________
PRINTED NAME: ________________________________________________________________________________________
TITLE: _________________________________________________________________________________________________
FIRM IS: [ ] Corporation
[ ] Partnership
[ ] Individual
[ ] Other _________________________________________________
Oregon State License or
Registration Number: _______________________________________________________
Expiration Date: ____________________________________________________________
ADDENDA ACKNOWLEDGEMENT
(to be completed only if an addendum is issued)
Receipt of Addendum No. ________________________________ is hereby acknowledged.
Initial: _____________________ Date: ____________________
RFP#OCNC7192013
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JOB DESCRIPTION/SPECIFICATIONS
OCNC EXECUTIVE DIRECTOR
OREGON CHILD NUTRITION COALITION PURCHSING COOPERATIVE OVERVIEW
The OCNC is an organization comprised of 77 school districts throughout the State of Oregon. The COOP was formed to
support National School Lunch Program bidding for food, supplies, and commodity processing and other shared services as
determined by the OCNC Executive Board.
JOB DESCRIPTION
Under contractual agreement with OCNC, the Executive Director, as an independent consultant, will be responsible for the
administration and management of the OCNC. The Executive Director will supervise staff and consultants, advise and assist
members with cooperative issues, maintain confidentiality of information, and uphold the highest degree of ethics in representing
OCNC business. Term of contract will be for 1 year, beginning August 1, 2013, with options to renew each year for five (5)
years.
OFFICE MANAGEMENT & COMMUNICATION

Provide consistent and timely management of OCNC business

Communicate with members, vendors, and consultants in a timely, courteous manner utilizing efficient and other
electronic means.

Receive all mail, forwarding to Executive Board as appropriate

Coordinate the distribution of new membership information (such as bids and membership expectations, calendar of
activities and website highlights)

Maintain website; including coordination of layout and design, postings and communications to member districts

Complete the tabulation of all surveys, proxy votes or other data. Surveys are completed after each commodity bid to
determine districts usage.

Compose announcements, communications and information.

Maintain files and information in a readily accessible format to OCNC.
EXECUTIVE BOARD RELATIONS/LEADERSHIP/MEETINGS

Attends Executive Board meetings/calls and OCNC meetings as an ex-officio member. There are at least two
executive board meetings per year. Meetings have extended from between 2-5 hours, depending upon the topics under
discussion.

Maintain attendance roster

Record minutes of OCNC and Executive board meetings; prepare and distribute minutes to Member Districts,
Superintendents, Cooperative designees, and others as required. Meetings are currently held two times per school year,
lasting between 2 – 5 hours each and are held in a variety of locations including school districts that lie along the I-5
Corridor.

Maintain historical file of original minutes

Present minutes for approval to the OCNC and Executive Board

Notify via e-mail OCNC and Executive Board members of meetings, locations and proxy vote forms at least one week
prior to the meeting and as directed by the OCNC Executive Board

Prepare other correspondence and notices required by the OCNC

Provide accountability to the Executive Board and the OCNC

Seek and maintain rapport and support of the OCNC, Child Nutrition Directors and Purchasing Agents of the Member
Districts

Maintain a process for regular payment of invoices of OCNC, which requires coordination with the Board chair of
OCNC and OCNC Executive Board approval prior to payment by the Executive director. Currently OCNC utilizes
Excel for invoice processing and other accounting purposes.
BID FUNCTIONS

Identify upcoming bid work for next school year & establish an annual calendar of meeting to support the bidding
sequence (pre-bid, opening, award and completion of any vendor work)

Identify bid committee membership for each upcoming bid

Identify personnel from a district who will obtain pre-committee meeting materials during the summer and prior to
each first bid committee meeting

Work with various committees in preparation of bid documents as recommended by the Executive Board

Develop bid item selection process prior to the first bid committee meeting

Set up formal cooperative bid file and document handling process for ALL communications and activities supportive to
the bid creation

Set up protocol for bid committee for any vendor/manufacturer/broker communications
RFP#OCNC7192013
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














Set up bid committee meetings and review protocol for any vendor/manufacturer/broker communications for the period
of bid work through bid award
Select & announce bid committee membership to Cooperative
Publish bid meeting schedule and invite Cooperative member observers
Determine schedule of meetings, critical path of committee work, working backwards from bid award date
Divide bid into boilerplate discussions and line item determination
Boilerplate: discusses test methodology for final bid award and set parameters for bid items appearance or deletion on
the bid
Bid line items: set parameters, discuss nutrition specification, and establish form for bid line items
Provide reports and input to bid committee and Executive Board for issue areas
Boilerplate and Bid line items: measure progress of work according to schedule of meetings, critical path of committee
work
Contact Board Chair for any bid line item questions
Discuss elements of pre-bid conference including any taste tests
Set up taste test protocol, forms, and tally process
Review taste test results and include qualified items on bid
Prepare final sittings of boilerplate and bid line items and turn into Executive Board
Assign members that will attend bid opening conducted by the Executive Board
FINANCIAL MANAGEMENT

Maintain computerized account of all bank accounts receivables and payables

Provide financial coordination to Executive Board members including budget expenditures and variances

Provide Executive Board members with a regular accounting of all transactions and bi-annual financial statements

Maintain record of activities and hours

Payment for hours worked needs to be approved by the Executive Board
CONTRACT SERVICES

Organizes and manages staff and consultants providing goods or services to OCNC.

Develops other contractual services or benefits to members as identified and approved by the Executive Board of
OCNC. This includes improvement of the OCNC website, such as posting or sharing of: district innovations; nutrition
education resources; menus; special dietary accommodation tips and others.
MISCELLANEOUS

Must be able to travel (in and out of state) to attend meetings, conferences, trainings and other events as determined by
the Executive Board; including those required to maintain proficiency in fulfilling the responsibilities of the position

Performs other tasks as assigned
REPORTING

The Executive Director will report to the Executive Board

The OCNC owns all files, communications, data and information developed for and transmitted between the Executive
Director, staff and members, vendors and consultants contained in electronic or paper form. The Executive Director
shall maintain all data to be readily accessible to OCNC on demand.
Specific Duties:
OCNC Executive Director Duties
Request for Proposal for Food and Non-Food Supplies
1.
Initial issuance – every 5 years

RFP document development and review of current state & federal bid laws

Gathering of all usage information

Develop and distribute draft specifications of branded products to vendors Organize paper screening by
members of nutrient information for branded products

Coordinate and organize pre-approval of branded products as directed by members

Develop food and supply specifications

Hold pre-bid meeting with vendors

Hold pre-bid meeting with distributors including a tour of facilities and evaluation of safety and sanitation
procedures

Issuance of RFP

Receive all offers, analyze and make recommendation for award

Post sample Intent to Award Letter, and all other documents to website
2.
Maintenance of RFP

Ongoing dialogue and development of partnership with winning distributor

Research possible additional benefits from distributor and inform members

Respond to members requests
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Page 10

3.
Monthly review of price increases and decreases. If prices increased without foundation discuss with the
distributor to resolve problems

Periodic review of usage. Bid pricing to be sought for items bought in quantity by members if the items are
not already on the bid.

Twice yearly audit of top 10 items pricing.

Periodic analysis of purchases off-bid with reports to members.

Addition of new products or changes to existing ones as directed by members

Attend School Nutrition Association annual conference
Extension of RFP

Annual negotiation with successful distributor and board for extension of the RFP

Extension documentation posted to website for members
Request for Proposal for Commodity Processing - annually
1. Initial issuance January

RFP document development

Gathering of all usage information

Issuance of the CRFP

Offer pre-bid meeting with vendors and distributors

Organize and manage New Product/Commodity Processed Product Food Show

Review RFP process and results with members at food show
2. Receive all offers, post information in Drop Box for members.
3. Maintenance of RFP

Ongoing dialogue with winning manufacturers and current distributor

Follow up on piecing as necessary

Timely response to members requests

Reissue to respondents in September for pricing on new or reformulated products

Perform annual facility review as directed by ODE at awarded distributor
4. An executive director to attend American Commodities’ Distribution Association national meeting
5. Maintain OCNC membership in ACDA
Member Communications
1. Emails as needed including market changes, price changes, off bid reports
2. Development and maintenance of OCNC web site with a minimum of:

Financial information

RFP documents, including notice of advertisement

Current member list

Vendor information

Contact information

New member information

All quotes for OCNC purchases as required by USDA/ODE

Total purchases year to date posted periodically
3. Maintain nutrition information, CN label information and MPFS in a Drop Box account for all members.
4. Provide list of items that meet the Oregon School Nutrition Standards to members who pay the optional fee.
Member Meetings
1. Member meetings cover at a minimum the following

Budget issues

General RFP information

Legislative updates

Voting as required in the By Laws
2. Meetings twice per year

OCNC show (may be provided by staffing an OCNC table at the food show.)

As part of the Industry Seminar Meeting

Minutes posted on the website
Record Maintenance
1. Storage of all records for the RFP’s and OCNC as required by law.
2. Provide copies of records to members as needed.
3. Banking actions for OCNC as required
4. Compile information for CPA and file annual reports for State of Oregon and Federal 990
5. Follow purchasing requirements and maintain records as required by USDA/ODE
Representation of Members

OCNC executive directors represent members at meetings as requested and appropriate.
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Annual Board Meeting
1. Organize annual Board Meeting
2. Develop financial review
3. Review activities for the past year
4. Propose activities for the upcoming year
5. Propose budget for the upcoming year
6. Maintain required meeting records
QUALIFICATIONS: Applicants with the following qualifications will be given the highest consideration

Demonstrates excellence in oral and written communication skills with the ability to listen and respond

Commands a high work ethic and recognizes, respects, and utilizes individual talents of others

Demonstrated success in a leadership role within an organization

Demonstrates experience in building strategic alliances with a wide variety of groups and organizations

Experience performing market research, identification of potential vendors and creating solicitation packages;
demonstrates literacy in the use of technology as it relates to organizational management and services; as well as
successful experience in organizational management practices.

Demonstrated knowledge of pre-award, award and post award procurement processes

Demonstrated knowledge of state and federal procurement and policies, regulations, and directives

Knowledge and experience administering large institutional contracts

Experience, training and passion for food systems; Nutrition Services/Food Service, Child Nutrition

Bachelors Degree in Institutional or Organizational Management, Registered Dietitian or Eligible, SNS,
or at least 5 years applicable experience or related experience in the above qualifications
OR

Masters Degree in Business Administration or field related with 5 years of experience
INFORMATION REQUESTED WITH RESPONSE:

Business history and current client list

Credentials of principals and staff in the association management firm (Note the use of temporary staff if applicable)

Three (3) Professional references; may be submitted in writing or provide contact information for a phone reference

Services to be included in proposal

Proposed fee for service. The Executive Director will be paid monthly; with the initial contract term being for a oneyear period of time. Compensation will be distributed by the Board Chair.

Please include all office expenses in the proposed fee

Compensation will be distributed by the Board Chair, as approved by the Executive Board of OCNC. Identify process
by which data transfer from OCNC will be accomplished

Identification of any fees which are piece work/not included within the scope of services, and what rate will be charged
for additional services
It is the policy of the Oregon Child Nutrition Coalition (OCNC) to employ persons on the basis of merit, training, and
experience and that no employee or applicant shall be discriminated against based on the following real or perceived
characteristics: race, creed, color, religion, ancestry, national origin, economic status, gender, sexual orientation, gender
identity, pregnancy, marital status, physical appearance, or mental, physical, or sensory disability, except as may be permitted
to meet a bona fide occupational qualification. The OCNC shall comply with all state or national laws as may pertain to this
subject. This policy also shall be extended to apply to all contractors or vendors serving the OCNC.
RFP#OCNC7192013
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