OREGON CHILD NUTRITION COALITION
PO Box 23295
Tigard, Oregon 97281
Request for Proposal
OCNC RFP #1-3-2017
Pricing for Fee for Service, Net Off Invoice, and Cash Rebate for all Oregon Department of
Education Approved Commodity Processed Items
School Year 2017-2018
Issue Date – January 3, 2017
Proposals Due Not Later Than 9:00 am Pacific Standard Time
Monday, January 23, 2017
Issuing Office
Oregon Child Nutrition Coalition
PO Box 23295
Tigard, Oregon 97281
Contact Person
Janet Beer, RD
Co-Executive Director
Oregon Child Nutrition Coalition
503-705-6408
[email protected]
Entire Proposals Responses to be emailed to:
[email protected]
Two hard copies of Proposal Response
to be mailed or delivered to:
Oregon Child Nutrition Coalition
c/o Cheri Meeker, Food Service
503-554-5016
Newberg School District
714 E 6th Street
Newberg, Oregon, 97132
Page 1 of 27
GENERAL INFORMATION
The Oregon Child Nutrition Coalition (OCNC) is a joint cooperative buying group that
represents about 170,000 students in 79 school districts in the State of Oregon. A list of current
members can be found on Appendix A on page 14. Additional districts may join OCNC
according to the membership requirements during the term of this RFP and would be allowed to
“piggyback” on the RFP responses offered.
The RFP may or may not be awarded by individual districts for the processing of diverted
commodity products.
INTENT
A number of the individual school districts intend to issue contracts to manufacturers for the
purchase of commodity-processed products. The manufacturer shall accept USDA commodity
product diverted by OCNC member districts under the Federal Food Distribution program. The
manufacturer shall be permitted to use commodity product for sale to third parties in connection
with its normal business operation if allowed by USDA. The manufacturer shall make and
deliver commodity-processed products as directed by districts.
The majority of members will participate in taste testing on January 27, 2017, during the OCNC
meeting at the Jackson National Guard Armory, 6255 NE Cornfoot Road, Portland, Oregon,
97218. Information about the meeting is posted on the OCNC web site at www.ocnc.org under
the Comm RFP 17-18 tab. Some districts may choose to perform their taste testing at other
locations and on other dates.
OCNC is soliciting Fee for Service pricing, Net Off Invoice pricing and Cash Rebate pricing
without a commitment for volume.
The prices being requested are:
1. Fee for Service
Districts may elect to have commodity processed items made by the manufacturer
delivered by the selected distributor to the school district on mutually agreed upon dates.
The manufacturers shall establish a Fee for Service (FFS) charge and shall bill the school
district directly for the processing and the shipping to selected distributor. Selected
distributor shall establish fixed fees for handling and delivery to the school. Selected
distributor shall bill the school district those fees directly. Selected distributor and
OCNC members shall establish the list of products, by manufacturer, that will be
delivered by selected distributor as FFS in the spring before the upcoming school year.
FFS pricing forms are located on the OCNC web site at
www.ocnc.org.
Make additional copies as needed. A sample of the completed FFS Pricing form is on
page 25. (Individual districts may negotiate shipping on FFS items either to their own
warehouses or to third party warehouses at the time of award. Shipping shall be
proportional to original offer.)
Page 2 of 27
2. Net Off Invoice
Districts may elect to purchase commercial products and receive Net Off Invoice (NOI.)
These products shall be purchased from selected distributor. NOI pricing pages are
located on the OCNC web site at:
www.ocnc.org
Make additional copies as needed. A sample of the completed NOI form is
on page 27.
Items must have sufficient volume to be handled as a NOI item by selected distributor
under the terms negotiated with OCNC. Selected distributor and OCNC members shall
establish the list of products, by manufacturer, that will be delivered by selected
distributor as Net Off Invoice in the spring before the upcoming school year.
Manufacturers offering NOI must also fill out the FFS pricing pages so that in the
event the product does not get enough volume to come through the distributor it can
come through a third party warehouse or direct to the district with the FFS pricing.
Failure to quote FFS pricing on NOI items may result in canceled orders if the
selected distributor does not carry the item, as school districts will not have legal
bids on which to base the purchase.
3. Cash Rebates
Districts may elect to purchase commercial products and receive cash rebates. These
products will be purchased from selected distributor. Cash Rebate pricing forms are
located on the OCNC web site at
www.ocnc.org
Make additional copies as needed. A sample of the completed Cash Rebate form is
on page 28.
Finished products shall be delivered to either selected distributor, to the school district or to a
third party warehouse. Shipping charges shall be estimated to zip code 97070 as of January
2017.
Individual districts will evaluate the prices offered, nutrition qualifications and the results of taste
testing to award the RFP.
Manufacturer’s who offer electronic product calculators for commodity diversion must still fill
out the OCNC pricing pages.
The State of Oregon has established in most cases a standard of one full truckload of diverted
product for the entire State as a requirement for a manufacture to participate in commodity
processing for any school districts in the State. The State may combine a number of partial
trucks with other state orders to achieve the full truckload level. Failure by the manufacturer to
receive diversion poundage totaling one truckload from the entire State of Oregon or one
combined truckload as coordinated by the State may result in the State canceling those orders.
The solicitation for this RFP for that product would then be canceled.
Page 3 of 27
RFP TIME LINE
January 3, 2017
RFP issue date
RFP posted on ORPIN
Emailed to Vendors/Manufacturers/Brokers on the OCNC
Vendor email list
RFP posted on OCNC web site at under Comm RFP 17-18:
www.ocnc.org
January 4, 2017
Vendor Optional Information Meeting –
9:00 am -10:30 am Pacific Standard Time
SYSCO Food Services of Portland
26250 SW Parkway Center Drive
Wilsonville, Oregon 97070
January 9, 2017
Deadline for error and clarification submission
January 16, 2017
Final posting of addendums on website
Deadline for submission of protest
January 23, 2017
Proposal due by 9 am – not publically opened
OCNC, c/o Cheri Meeker
Newberg Public Schools
714 E 6th Street
Newberg, Oregon 97132
January 27, 2017
Product testing for the majority of members
OCNC Commodity/New Product Show
(Show information at: www.ocnc.org)
10:00 am – 1:00 pm Pacific Standard Time
Jackson National Guard Armory
6255 NE Cornfoot Road
Portland, Oregon, 97218
On or After March 1, 2017
Individual districts to issue Intent to Award as required by
Oregon law and award contract for purchase.
Page 4 of 27
NOTICE OF BID
OREGON CHILD NUTRITION COALITION
REQUEST FOR PROPOSAL
Fee for Service, Net Off Invoice, and Cash Rebate Pricing for all Oregon Department of
Education Approved Commodity Processed Items
Notice is hereby given that the Oregon Child Nutrition Coalition (OCNC) is requesting sealed
proposals for Fee for Service, Net Off Invoice, and Cash Rebate Pricing for all products
approved by ODE for commodity-processing without a volume commitment for the 2017-2018
school year. The purpose of the RFP is to solicit pricing and rebate information only. The
individual school districts shall evaluate the pricing offered, the nutrition qualifications and the
results of their taste testing and they individually may or may not issue an award of contract.
Proposals received after the designated time and date will be returned unopened.
The majority of members that are diverting commodities will do their taste scoring at the
Commodity/New Product Show, January 27, 2017. Members may also request samples to test at
their districts.
Oregon Child Nutrition Coalition members reserve the right to reject all bids and reserve the
right to waive any and all irregularities in the best interests of Oregon Child Nutrition Coalition
members.
Copies of the Request for Proposal document and information about the Commodity/New
Product Show are on the OCNC web site at:
www.ocnc.org
Posted on ORPIN January 3, 2017. ORPIN is located at:
http://orpin.oregon.gov/open.dll/welcome
Oregon Child Nutrition Coalition
PO Box 23295
Tigard, Oregon 97281
Janet Beer, Co-Executive Director
(503) 705-6408
Page 5 of 27
INSTRUCTIONS AND CONDITIONS
1. Preparation of RFP’s
RFP’s must be submitted both in hard copy and electronically. Portion sizes shall be defined
using traditional food based menu planning. Portion size for entrees shall not be less than one
meat/meat alternate. Portions for fruit and vegetable products shall be equal to one
quarter cup fruit/vegetable. The processor shall define portion sizes for all other items.
Three pricing options may be offered, including:
a. Fee for Service
b. Net Off Invoice
c. Cash Rebate
Pricing pages are located on the OCNC web site under the Comm RFP 17-18 tab at:
www.ocnc.org
List each product being offered with pricing on the pricing pages with six products each per
page. Signature on bids must be in ink or electronically signed to be considered acceptable.
2. Bid submission
Complete responses shall be emailed to [email protected].
Two hard copies of the response must be sealed in an opaque envelope and mailed or delivered
to:
Oregon Child Nutrition Coalition
Cherie Meeker, SNS, Nutrition Services Supervisor
Newberg School District
714 E 6th Street
Newberg, Oregon 97132
Email the following PDF files as the electronic response:
• The RFP Instructions to Bidders document with signature.
• SEPDS – multiple products on each page
• Nutrition Facts Labels with ingredient statements –only one product per
electronic file. Do not scan multiple products and send as a single file. Label
each product file with the product name, pertinent information, size,
manufacturer’s name and code number. For example: Pepperoni pizza, 16”,
ABC Company code 5551122, or Chicken nuggets, whole grain, fully cooked, .65
ounce, ABC Company code 1234.
• For all products with CN labels - a copy of the CN label with a watermark stating,
“Copy not for documenting Federal Meal Requirements” or with the Federal
Inspection Legend removed/redacted if applicable. CN box must still be legible
with component crediting amounts identified.
• Only for products without CN labels - a signed Manufacturer’s Product
Formulation Statement for all component credit.
• In the event the electronic files are too large to email contact Janet Beer,
[email protected] and a special folder in Dropbox will be set up the receive
the files.
Page 6 of 27
Only submit information on products for which pricing is offered. Do not submit information for
additional manufacturer’s products or for items not listed on the pricing pages.
3. Errors and Corrections
No erasures permitted. Mistakes may be crossed out and corrections made adjacent but must be
initialed in ink by person signing bid. Verify your bids before submission as they cannot be
withdrawn or corrected after being opened or withdrawn after the specified time period has
elapsed.
4. Acceptance of Proposals
Late proposals will not be accepted.
5. Bid Signatures
All proposals must show the firm name and must be signed in ink be signed electronically by a
responsible officer or employee fully authorized to bind the organization to the terms and
conditions herein. Obligations assumed by such signature must be fulfilled.
6. Warranty/Quality
The supplier, manufacturer, or his assigned agent shall guarantee the food products against all
defects.
7. Pricing – Term of Contract
Contract term is one (1) year. Quoted prices, including commercial price bid for districts
purchasing NOI or Cash Rebate, must stay in effect for one (1) year beginning on July 1,
2017. The same commercial bid price may or may not be extended to districts not buying NOI
or Cash Rebate.
8. Shipping
Shipping fees are to be calculated as if the minimum delivery of product was shipped to zip code
97070 as of January 2017.
OCNC understands that the actual shipping cost will vary, but is requesting this pricing location
at a single point in time so it may be evaluated as a part of cost. Shipping fees for the year shall
remain approximately the same unless there is a demonstrated extraordinary increase in
expenses. Approval of any increase shall solely be at the discretion of OCNC.
Districts may negotiate shipping to their warehouse or to a third party warehouse. Shipping
charges to these locations shall bear a proportional relationship to the proposed shipping charges
as described above, adjusted as appropriate for location and volume. Final actual shipping
charges by successful vendors may not increase more than actual verifiable increases in shipping
costs, adjusted as per shipper’s standard terms for volume.
9. No Minimum or Maximum Quantities, Order Charges or Limitations upon Number of
Orders.
The OCNC cannot guarantee the number of truckloads of each USDA commodity a
manufacturer may receive. Information on the USDA foods and the pounds diverted for the
Page 7 of 27
2016-2017 school year are posted on the OCNC web page at www.ocnc.org under the Comm
RFP 17-18 tab. Tabs on the bottom of the Excel workbook identify the manufacturer and the
USDA food code number.
10. ODE Vendor Approval
The vendor must have signed a National Processing Agreement approved by USDA and the
Oregon Department of Education. Food items shall be processed in accordance with the
agreement between the manufacturer, the State of Oregon and USDA.
11. Cancellation
Terms of cancellation or termination of contract shall be included in each individual school
boards award.
12. Buy American: Bidder will comply with the Buy American requirement, which dictates
that Sponsor’s participating in the federal Sponsor meal programs are required to purchase
domestic commodities and products for Sponsor meals to the maximum extent practicable.
Domestic commodity or product means an agricultural commodity that is produced in the US
and a food product that is processed in the US substantially (at least 51 percent) using
agricultural commodities that are produced in the US (7CFR210.21, 220.16).
13. Oregon Products
Pursuant to ORS 279A.120, goods manufactured or produced in Oregon shall be preferred if
price, fitness, availability and quality are otherwise equal. Include a list of all items bid that are
produced or manufactured in Oregon, indicating “Produced in Oregon”. Include a list of all
items that are partially produced or manufactured in Oregon, indicating “Partially Produced in
Oregon.”
14. Federal, State and Local Regulations
All items delivered to the OCNC members shall conform to applicable requirements of federal,
state, or local statutes and/or regulations. It is the responsibility of each bidder to examine the
entire solicitation, seek clarification in writing and check its offer for accuracy before submitting
the offer. Lack of care in preparation of the offer shall not be grounds for withdrawing the offer
after the offer due date and time nor shall it give rise to any contract claim.
15. Insurance Requirement
Vendor must carry at least $1,000,000 general liability insurance.
All employers, including Contractor, shall provide workers’ compensation insurance as required
by applicable workers’ compensation laws for persons performing work under this contract
including Employers’ Liability Insurance with limits not less than $500,000 each accident.
Contractor shall require and ensure that each of its subcontractors complies with these
requirements.
16. Bonds
Neither bid nor performance bonds will be required.
Page 8 of 27
17. Errors and Clarification
Any vendor who finds errors or who needs clarification of any bid document email
[email protected] no later than 9 am Pacific Standard Time January 9, 2017. Written
responses will be e-mailed to all vendors on the current vendor list in the form of an addendum
not later than January 16, 2017 and will be posted on OCNC web site at www.ocnc.org under the
Comm RFP 17-18 tab. This addendum must be acknowledged on the appropriate bid form. It is
the sole responsibility of the vendor to be certain that the addenda have been received.
18. Duration of Proposals
No bidder may withdraw his Proposal after the hour set for the opening thereof or before award
of the contract, unless said award is delayed by OCNC for a period exceeding NINETY (90)
DAYS. An award of the contract to any bidder shall not constitute a rejection of any other
proposal.
19. Transfers or Assignment
Bidder shall not assign any right nor delegate any duty under this contract without the prior
written approval of the member districts.
20. Acceptance of Conditions
Each bidder, by the submission of a proposal, assents to each and every term and condition set
forth anywhere in these specifications and agrees to be bound thereby.
21. Disclosure
Proposals will not be made a part of the public record until after the member districts have
completed their diversion with ODE (March 2017.) Responses to the RFP shall be available by
emailing a request to [email protected]. Individual school district evaluations of the pricing,
nutrition qualifications, and the results of the taste tests shall be available by calling the
individual districts.
22. Reservations
The OCNC members herein expressly reserve the right:
•
•
•
•
•
To reject all bids if it is in the public interest to do so;
To waive any and/or all irregularities in the bids submitted;
To base award with due regard to quality;
To reject any bid not in compliance with prescribed public bidding procedures and
requirements pursuant to ORS 279A and 279B.
Pursuant to ORS 279B.100, OCNC may reject any or all proposals in-whole or inpart, or may cancel this RFP at any time when the rejection or cancellation is in the
best interest of OCNC members, as determined by OCNC. OCNC is not liable to
any proposer for any loss or expense caused by or resulting from the delay,
suspension, or cancellation of the RFP, award, or rejection of any proposal.
23. Certifications
Proposer must complete Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion – Lower Tier Covered Transactions and Certification Regarding Lobbying.
Page 9 of 27
24. Hold Harmless
The vendor shall defend, indemnify and hold harmless the OCNC from any claim, demand, suit,
liability, judgment and expense (including attorney’s fees and other costs of litigation) arising
out of or relating to injury, disease or death of persons or damage to or loss of property resulting
from or in connection with the negligent performance of this contract by the vendor, its agents,
employees, and subcontractors or any one for whom the vendor is responsible. Any provisions
or limits of insurance set forth in this contract shall not limit the vendor’s liability. The
obligations, indemnities and liabilities assumed by the vendor under this paragraph shall not
extend to a liability caused by the negligence of the OCNC or its officers.
25. Non-collusion
By signing the offer and acceptance form or other official contract form, the proposer certifies
that this price is offered without any prior understanding, agreement or connection with any
corporation, firm or person submitting a price for the same products. The proposer certifies that
they understand that collusive bidding is a violation of federal/state law and shall be grounds to
reject a proposal as non-responsive.
26. Audit
The OCNC, the Oregon Department of Education, USDA, and Comptroller General of the
United Sates, or any of their duly authorized representatives, shall have access to any books,
documents, papers, and records of the vendor, which are directly pertinent to this specific
contract, for the purpose of making audits, examinations, excerpts, and transcriptions. The
vendor must maintain all required records for three years after districts make final payment and
all other pending matters are closed.
28. Force Majeure
Except for payments of sums due, neither party shall be liable to the other nor deemed in default
under this contract if and to the extent that such party’s performance of this contract is prevented
by Force Majeure. The term “Force Majeure” means an occurrence that is beyond the control of
the party affected and occurs without its fault or negligence. Without limiting the forgoing,
Force Majeure include acts of God; fire; flood; or other similar occurrences beyond the control
of the contract or the school district.
29. MWESB Participation
Oregon MWESB certified firms, as defined in ORS 200.055, have an equal opportunity to
participate in the performance of this RFP. By submitting its proposal, proposer certifies that it
will take reasonable steps to ensure that MWESB certified firms are provided an equal
opportunity to compete for and participate in the performance of any subcontracts resulting from
this procurement. Proposer further certifies and agrees that it has not discriminated and will not
discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex,
disability, sexual orientation or national origin, and it has not discriminated and will not
discriminate against a subcontractor in the awarding of a subcontract because the subcontractor
is a minority, woman or emerging small business enterprise certified under ORS 200.055.
If there may be opportunities for subcontractors to work on the project, it is the expectation of
OCNC that the Proposer will take reasonable steps to ensure that MWESB certified firms are
Page 10 of 27
provided an equal opportunity to compete for and participate in the performance of any contract
and/or subcontracts resulting from this procurement.
However, no preference will be included in the evaluation of proposals, no minimum level of
OMWBE participation shall be required as a condition for receiving an award, and proposals will
not be rejected or considered non-responsive on that basis. Any affirmative action requirements
set forth in federal regulations or statutes included or referenced in the contract documents will
apply.
30. Protests
A written protest of this RFP or any condition herein shall be received by Janet Beer, OCNC, PO
Box 23295, Tigard, Oregon, 97281, or emailed to [email protected] no later than January 16,
2017.
A protest shall include:
1. The name, address, email address, and telephone number of the protestor.
2. The signature of the protestor or an authorized representative of the protestor.
3. A detailed statement of the legal and factual grounds of the protest including copies of
relevant documents.
4. The form of relief requested.
A protest of a proposed award or of an award shall be filed with the individual district within ten
days after the protestor knows or should have known the basis of the protest. Each protest to an
individual district will be in accordance with that district’s standard protest procedures.
31. Updated Pricing
Vendors who respond to this bid may submit updated pricing and nutrition information in
September 2017 only for products that are reformulated or new. Vendors who do not respond to
the original Request for Proposal may not submit prices in September 2017.
Page 11 of 27
AWARD OF PROPOSAL
1.
Award of this bid may or may not be made by the individual districts to the responsible
bidders (for each product) who are fully responsive to the terms of this RFP.
2.
The Proposals shall be evaluated by all member districts, except David Douglas School
District, with points assigned based upon desirable features. The David Douglas Score
Sheet and sample are on page 18. Those proposals submitted that do not meet the
mandatory requirement will not be rated.
Criteria for evaluation of individual products (other than by David Douglas) shall include:
• Product must meet district nutrition qualifications. Failure to do so shall
disqualify the product. Individual districts will set the nutrition qualifications
and may be contacted for details.
• Price – 51 points. Price to be used in evaluation shall be true cost per portion.
Lowest bidder shall receive all 51 points. Next lowest vendor shall receive 49
points. Each subsequently lower vendor shall receive two points less than the
previous vendor.
• Product Testing – 49 points. The majority of representatives of the individual
districts shall do testing on January 27, 2017. Individual districts may also
make arrangements with vendors for samples to be sent to their districts for
testing. Product shall be scored by appearance and taste. A sample score sheet
is included in Appendix B.
• Product Grouping. Dependent upon the size of the district and the amount of
the diversion, members may combine individual product scores by manufacturer
and choose a single manufacturer for a product category when they believe it is
in the district’s best interests to do so. For example, members may award all
chicken processing to a single manufacture rather than to 2 or more.
• Total Score – a sample total score sheet is included in Appendix C.
3.
Member districts shall evaluate the offer including a complete review of all documents
submitted and may include conferring with selected customers of the processor. It may
also involve meeting with those processors selected to review their proposals.
4.
An award of contract to any bidder shall not constitute a rejection of any other bid.
5.
In the event two or more bids shall be for the same value the members of OCNC may
award the contract, as they deem appropriate.
6.
Notification of Intent to Award shall be issued by the individual school districts as required
by law. Information on Intent to Award requirements can be found at:
https://www.oregonlaws.org/ors/279B.135
7.
Actual awards shall be issued by the individual school districts after March 1, 2017.
Page 12 of 27
Appendix A – OCNC Members
Amity School District
Archbishop Howard School
Astoria School District
Athena-Weston School District
Brookings Harbor SD
Burns-Hines School District (Harney
Cty)
Cascade School District #5
Centennial School District
Central Linn School District
Christ the King School
Clatskanie School District 6J (w/Rainier
SD)
Colton School District #53
Coquille SD (w/North Bend SD)
Culver School District #4
David Douglas School District
Dayton Public Schools
Days Creek (Douglas County SD #15)
Dufur SD (Wasco County School
District 29)
Echo School District 5R
Estacada School District #108
Gervais School District #1
Gladstone School District
Glendale School District #77
Glide School Dist. #12
Hillsboro SD
Holy Redeemer
Hood River County SD
Ione School District R2
Jefferson County School Dist. 509J
(Madras)
Jefferson School District 14J (Jefferson)
Jewell School District
Junction City School District
Knappa School District
La Grande School District
Lake Oswego School Dist. 7J
Lowell School District
Marcola School District
McMinnville School District 40
Multnomah Co Juvenile Justice
Multnomah ESD Outdoor Schools
Myrtle Point SD
Neah-Kah-Nie SD
Nestucca Valley School Dist. #101
Newberg School District
North Bend School District
North Douglas SD
North Marion School District #15
NW Regional ESD Outdoor School
Oakland School Dist. #1
Oakridge School District
Oregon Trail SD #46
Rainier School District #13
Reedsport SD w/North Bend SD
Sauvie Island Academy
Scappoose SD
Sheridan School District #48J
Sherman County SD
Sherwood SD
South Lane School District
South Umpqua School District
South Wasco County School Dist.
Spray School Dist. #1
St. Helens School Dist. #502
St Mary's Academy
St. Matthew School
St. Paul School District
Sutherlin School District
Sweet Home School Dist.
Tigard-Tualatin School District
Vernonia School District 47J
Washington Cty CAO/Head Start
West Linn Wilsonville SD
Willamina School District 30J
Woodburn School District
Yamhill Carlton School District
Yoncalla School District #32 (with
South Umpqua)
Mt. Angel School District #91
Page 13 of 27
Appendix B
OCNC Commodity Processing
Nutrition Parameters and Tasting Score Sheet
Manufacturer__________________________________________ Date_________
District__________________________
Scorer_________________________
Score district nutrition parameters yes or no. Score of no will disqualify product.
Score appearance 0 to 20, score taste 0 to 29. Perfect score would be 49.
Item
Code Meets
Appearanc Taste Total Comment
Num. district
e (size,
nutrition
color,
parameter
shape)
s
Page 14 of 27
Appendix C
Summary Score Sheet
Scored by_____________________________
Product Name
Manufacturer
Date_____________________
Code #
True Cost
Per
Portion
Price
Score
(max 51)
Tasting
Score
(max 49)
Total
Score
Lowest price receives 51 points, second lowest 49, etc.
Page 15 of 27
Appendix D
David Douglas School District Score Sheet
Blank Form
Sample
Page 16 of 27
BIDDER RESPONSE CHECK LIST
2017-2018
All items must be submitted electronically by email to [email protected]
and 2 each hard copies delivered to:
Oregon Child Nutrition Coalition
c/o Cheri Meeker, Food Service
Newberg School District
714 E 6th Street
Newberg, Oregon, 97132
503-554-5016
1. Cover Sheet
2. Production Code Explanation
3. Addenda Acknowledgement – must be signed and dated for each addendum.
4. RFP Instructions to Bidders with Signature Page signed.
5. Certificate of Compliance with Federal Requirements – Payments to
Influence, Debarment, Clean Air & Water
6. For each product submitted:
• SEPDS – multiple products on each page
• Nutrition Facts Labels with ingredient statements –only one product per
electonic file. Do not scan multiple products and send as a single file. Label each
product file with the product name, pertinent information, size, manufacturer and
code number. For example: Pepperoni pizza, 16”, ABC Company code 5551122,
or Chicken nuggets, whole grain, fully cooked, .65 ounce, 124 Company code
1234. If the Nutrition Facts Label does not include the ingredient list submit it
separately.
• For all products with CN labels - a printed copy of the CN label with a watermark
stating “Copy not for documenting Federal Meal Requirements” or with the
Federal Inspection Legend removed/redacted if applicable. CN box must still be
legible with component crediting amounts
• Only for products without CN labels - a signed Manufacturer’s Product
Formulation Statement
• In the event the electronic files are too large to email contact Janet Beer,
[email protected] and a special folder in Dropbox will be set up the receive
the files.
Page 17 of 27
COVER SHEET
RFP Issued:
January 3, 2017
Due Date
9:00 am, Pacific Standard Time
Monday, January 23, 2017
Email copy to:
[email protected]
Deliver or send 2 each hard copies to
Newberg School District
714 E 6th Street
Newberg, Oregon 97132
NAME OF BIDDER:
__________________________________________________________
PHONE NUMBER:
__________________________________________________________
CONTACT PERSON: __________________________________________________________
EMAIL ADDRESS
__________________________________________________________
Note: All proposals are to be filed in accordance with Rules, Regulations, Statutes, Ordinances
and Specifications as outlined in the attached material and as applicable by the Federal, State and
Local Governments. Vendors/Contractors are advised to familiarize themselves with applicable
ORS, OAR, AG Model Public Contract Rules, and UCC as applicable in Oregon. All are
applicable and may not be spelled out in detail in this document.
Page 18 of 27
MANUFACTURER PRODUCTION CODE EXPLANATION
Please give a detailed breakdown of how to read the Production Code stamped on each case.
Example: code may be “31401-6-3”, which could mean the product was produced on March 14,
2001 at plant #6 in Dallas, third shift. The OCNC is looking for this information to better
communicate with the manufacturer and to insure better product rotation at the school level.
Code
Explanation
Page 19 of 27
July 1, 2017 – June 30, 2018
ADDENDA ACKNOWLEDGEMENT PAGE
I/we acknowledge receipt of the follow addenda:
Note addenda number, date and signature to acknowledge receipt.
Addenda Number
Date
Signature
Page 20 of 27
July 1, 2017 – June 30, 2018
SIGNATURE PAGE
The undersigned hereby proposes to furnish, within the time specified, the items listed, to be
delivered in accordance with foregoing specification hereto attached, for the amount set opposite
each item.
On acceptance by OCNC individual members this becomes a binding agreement.
BIDDER’S EMPLOYER FEDERAL IDENTIFICATION NUMBER ____________________
BIDDER’S EMPLOYER STATE IDENTIFICAITON NUMBER _______________________
Bidder’s failure to execute/sign bid prior to submittal may render bid non-responsive.
____________________________________________
Organization Name (print)
____________________________________________
Name and Title of Authorized Representative (print)
____________________________________________
Email address of Authorized Representative (print)
______________________________________________________________________________
Address
________________________________________ ______________________
City, State
Zip
I certify by my signature below that the prices quoted in this bid are correct and that the bid conforms to all
specifications and requirements outlined in this solicitation document. I further certify that I have the authority to
obligate the company to perform under the terms and conditions stated in this solicitation document, which is hereby
incorporated by reference and made a part hereof, and the company agrees to be bound by such terms and conditions
and any resulting contract. I further agree that any conflict between the terms and conditions of this solicitation
document and the company’s bid documents will be resolved in favor of this solicitation document, except as may
be otherwise agreed to in writing by the company and the Sponsor.
The undersigned hereby offers to provide End Products as specified in this bid for the period starting July 1, 2017
and ending June 30, 2018.
I understand that the Sponsor reserves the right to reject any or all bids, and that this bid may not be withdrawn
during a period of thirty (30) days from the time of opening of the bid.
_____________________________________
SIGNATURE (Of authorized representative):
PRINT NAME: _______________________
TITLE:
_______________________
_______________
Date:
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