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GWINNETT COUNTY BOARD OF EDUCATION
BID SPECIFICATIONS FOR BREAD PRODUCTS
BIDDERS ARE REQUIRED TO RETAIN THESE INSTRUCTIONS,
CONDITIONS AND SPECIFICATIONS FOR FUTURE REFERENCE.
1. General information
A. These instructions and conditions shall govern the selection of Bread Products furnished
and delivered to Gwinnett County Public Schools.
B. Bread Bid B-7032 is a sealed bid and should be delivered to the Gwinnett County Public
Schools purchasing office in sealed envelope with the Bid number clearly marked on the
outside.
C. Please direct all questions regarding terms and conditions to Gary Thomason, Director of
Purchasing 678-301-6390. Please direct all questions regarding product specifications to
Ava Crawford, School Nutrition 678-301-6240.
D. Successful Bidder must provide a Performance Bond in the amount of $10,000.00 prior
to contact award.
E. Buy American - School Nutrition programs are required to “Buy American” (7 CFR
210.21), when purchasing domestic commodity or product with Federal funds to the
maximum extent practicable. Please see Attachment A for a complete Buy American
provision statement.
F. Certification Regarding Debarment and Suspension - Please read and submit
Attachment B.
2. Method of Award
A. Awards will be considered on the basis of the entire bid being awarded to one vendor.
B. The Board reserves the right to reject any or all quotations and to waive any informality
in bidding so as to purchase for the best interest of the School Board. The Board further
reserves the right to terminate the contract at any time for due course which shall include
such reasons as unsatisfactory service or unsatisfactory products.
C. The Board reserves the right to inspect all vendors processing plant and request proof of
Georgia Department of Agriculture Inspection prior to award or at any time after the
award.
D. Should any item fail to meet specifications during the term of the contract, the Gwinnett
County Board of Education shall require the bidder to remove any such item from the
school and full credit shall be given to the Gwinnett County Board of Education for the
total amount of the product removed.
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Bidder’s Initials
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E. The Gwinnett County Board of Education may remove the bidder’s name from the
bidder’s list and restrict the company from participation in future bids.
F. All distributors’ quotes will be published in the vendor section of our web site.
www.gcsnp.org
G. Awards will be announced on June 22, 2007, after our Board of Directors meeting on
June 21, 2007.
3. Contract Period
A. The term of the contract will be for a period of one (1) year. The 2007-2008 school years
will run August 1, 2007 through July 31, 2008, which would be considered the contract
year. The contract year includes delivery to summer school production kitchens weekly
during the months of June & July, 2008. The Gwinnett County School System reserves
the right to extend this bid for one or more years (not to exceed three years) if requested
by the successful vendor at least six months prior to bid expiration and with the approval
of the Gwinnett County Board. Bid extensions will be approved in one year increments.
Gwinnett County School System will consider individual product price changes as part of
an extension agreement. Product price changes may not exceed the U.S. Department of
Labor-Bureau of Labor statistics Southeast BLS region not seasonally adjusted consumer
price index percentage change annual average for the previous 12 months.
4. Pricing
A.
B.
C.
D.
Prices are to be quoted on the unit.
Prices are to be quoted in dollars in 2 decimal places.
Base prices quoted are to remain firm for the entire period of the contract.
If units do not agree with your standard purchasing unit, please change the unit
description on the quote sheet to reflect your standard purchasing unit.
5. Product Requirements
All bread products must be produced in compliance with the conditions, regulations and
requirements of Georgia Department of Education. Nutritional Analysis and ingredients list
of each product must be included in bidder’s submission.
All bread products to be:
A. Forms: Round Top, traditional loaf. Flat top, pullman or sandwich loaf. Sliced loaf,
with slices approximately 1/2-inch thick. Thick-sliced loaf (Texas toast), slices
approximately 1-inch thick. Hamburger Buns should be no less than 3 1/2-inches in
diameter with and without seeds. Steak/Hoagie Buns should be no less than 6-inches in
length with and without seeds.
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B. Enriched white bread: Contains added thiamin, riboflavin, niacin, and iron. Amount of
enrichment coincides with Federal regulations. Can contain added calcium.
C. Whole-wheat bread: Made with 100% whole-wheat flour using the whole-wheat grain.
D. Ingredients: Product prepared from enriched hard wheat flour, water, salt, yeast and
optional ingredients. Optional ingredients include bleaching agents, emulsifiers, and
preservatives.
E. Fresh Bread should be no more than 24 hours old.
6. Container Requirements
A. Bread should be packaged in moisture proof wrapper or bag with production date code
clearly marked.
B. Successful Bidder must provide rolling bread racks or rolling storage units to shelf the
bread at delivery location that are no taller than 6.5 feet. These racks must be kept in safe
working condition and free of additional charge. All bread trays should be clean without
noticeable dirt and grime. Bread racks will be stored inside the kitchen area for Food
Security.
7. Quantity
A. The estimated quantities of items specified here in are based upon the best
information available and represent the estimated and not actual amounts which
may be required during the contract period. Estimates in this bid are not a commitment
by the Board of Education to purchase the same amount. All products quoted in this bid
must be made available until the last orders of the contract period are filled.
B. Estimated quantities which are not ordered prior to expiration of the period specified or
termination of the contract shall stand automatically canceled. Quantities needed may
vary; increased or decreased by 25%.
8. Orders/Delivery
A. The School Nutrition Program can provide orders by e-mail attachment, system
electronic upload, or printed for Successful Bidder to pickup a week in advance of
expected delivery.
B. Delivery shall be made to all schools by 8 a.m. for the order delivery date in accordance
with the cafeteria requirements. However, bread shall not be left unattended at the
kitchen back door prior to cafeteria staff arrival. In the event the bidder fails to
deliver, the Board reserves the right without prior notice or putting in default, but by
mere lapse of time, to obtain bread from any other person or firm at such prices as may
be charged back to the contracted vendor. The performance bond will be required from
the successful bidder.
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C. Due to several school’s physical plant design and campus policies, GCPS Nutrition
Department must provide a distributor that is able to meet turnkey after-hours deliveries
to some locations. These locations and procedures will be discussed in detail after bid
award is made. Due to the increased threat of bio-terrorism, under no circumstances will
bread be delivered and left unattended prior to cafeteria staff arrival. In order to meet an
8 a.m. delivery for the order delivery date, deliveries could take place the afternoon or
early evening prior. Successful delivery schedules can be discussed in detail after bid
award is made.
D. GCPS Nutrition Department 106 sites that will be submitting weekly bread orders for 40
weeks. Weekly direct-to-site deliveries are expected. Due to the quantity of bread
needed to meet menu requirements, cooler and dry storage space, most schools require
two or three deliveries per week.
9. Handling of poor quality bread
Unsatisfactory bread (damage, outdated) will be replaced at no cost to the Gwinnett County
Board of Education.
10. Billing
A. At the time of delivery to the schools, two (2) legible copies of the bidder’s invoice shall
be left with the cafeteria manager.
B. In the event of errors, a credit or debit is to be issued against the invoice as it was
presented to the cafeteria manager.
C. The credit or debit shall show the original invoice number, date and error being corrected
on the face of the credit or debit.
D. The credit or debit shall be sent, in duplicate, directly to the cafeteria manager.
E. In addition, the successful bidder will furnish the Finance Department of the Board of
Education a three-part consecutively numbered, series of credit memoranda so that
extension errors can be corrected through credit memoranda at the time of payment. The
Board’s Finance Department upon discovery of an extension error will issue a credit
memo, sending a copy to the bidder and a copy to the lunchroom manager.
F. Monthly statements shall be submitted for each individual school to:
Gwinnett County Board of Education
C/O Business & Finance Department Accounts Payable
437 Old Peachtree Road, NW
Suwanee, GA 30024
G. The Board of Education will pay all invoices within thirty (30) days of delivery and
receipt of invoice at the school.
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11. All distributors must submit documentation of HACCP compliance at bid opening. Any
distributor without HACCP compliance documentation will be eliminated as a potential food
distributor to school cafeterias.
A. All delivery personnel will be in uniform with company identification.
B. Delivery personnel will possess on their person at time of delivery distributor’s employee
identification.
C. Delivery personnel will allow nutrition receiving staff the opportunity to inspect the
inside of the delivery truck.
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Bidder’s Initials
Gwinnett County Bread Bid B-7032
08/01/2007 through 7/31/2008
ITEM #
NAME/DESCRIPTION
UNIT
QTY.
Unit Price
EXTENSION
School Breads
0001
Hamburger Buns, 3 1/2" round
12 count package
250
0003
Hamburger Buns, 3 1/2" round
60 count tray
11,000
0004
Hamburger Buns, 3 1/2" Seeded round
60 count tray
1,000
0005
Hamburger Buns, 4 " round
60 count tray
68,000
0006-A Hamburger Buns, 4" Seeded round
60 count tray
300
0007-A Steak Buns, 3x5 1/2" Bun
6 count package
1,300
0009
Steak Buns, Seeded 3x5 1/2" Bun
48 count tray
10,500
0010
White Bread Giant, 24 oz loaf/28 slices
loaf
46,000
0011
Whole Wheat Bread King, 20 oz loaf/24 slices
loaf
47,000
12 count package
38000
0012-A Whole Wheat King, Bun
0014
Hot Dog Bun, Top Cut
12 count package
64,000
0015
Hot Dog Bun, Side Cut
12 count package
16,500
0016
Texas Toast, 14 Slices
loaf
23,500
0017
Roll, Corn dusted, 4" round
12 count package
3,200
0026
Raisin Cinnamon Bread
16 oz loaf/16 slices
1,300
0027
Whole Wheat Loaf Enriched with Fiber and Calcium
20 oz loaf/20 slices
23,000
0028
Hog Dog Bun, Whole Wheat
12 count package
10,000
0029
Roll, Dinner
24 count package
23,000
TOTAL EXPECTED EXPENSE
Delivery to 106 sites on multiple delivery days each week. Due to increased threat of bio-terrorism,
under no circumstances will bread be delivered and left unattended prior to cafeteria staff arrival.
Successful delivery schedules can be discussed in detail after bid award is made.
Company Name: _________________________________________________________
Address: _______________________________________________________________
Contact Name & Phone: ___________________________________________________
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