CCSD USDA Pizza Processing SN-04-25-24C

Agency:	Columbia County School District
State:	Georgia
Type of Government:	State & Local
Posted Date:	Mar 21, 2024
Due Date:	Apr 25, 2024
Solicitation No:	SN-04-25-24C
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Invitation for bid # SNP-04-25-24C Processing USDA Foods Pizza

The Columbia County School District Food Authority (SFA) is requesting sealed bids for School Nutrition for Processing USDA Foods

from USDA during the 2024-2025 school year.

The purpose of this bid request to cover the terms and conditions under which the selected vendor(s) shall be responsible to

supply and deliver the processed USDA items to our USDA warehouse, which is Williams Institutional Foods. Orders will be

tracked and billed from the Columbia County School Nutrition Program (CCNP). Deliveries will be coming from and

coordinated by the USDA distribution warehouse, Williams Institutional Foods. CCSD is accepting Manufacturer bids only.

This is a commodity bid using donated pounds and after the donated pounds are used items can then be purchased commercially.

Reporting will be tracked through commodity information systems such as Processor Link or k12 Food Service. Bidders are to

state the commodity information system to be utilized.

The Columbia County School District will accept bids sent by email. Bidders are to consider emailed bids not received by

Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18 megabytes exceed our size limit

and cannot be received. Electronic Signatures will be accepted on bids.

Bids are due by the date, time and location shown on the Invitation for Bid Timeline. Bids will be opened at the date, time and location

shown on the Invitation for Bid Timeline.

Sealed Bids shall be mailed or delivered to:

Columbia County School District

School Nutrition Program

4781 Hereford Farm Road, Evans GA 30809

Questions regarding this Invitation for Bid shall be directed to: Dana Smith Dana.Smith@CCBOE.net.

Invitation for Bid Timeline

Bid Issue Date

03/22/24

Final Date for Written Questions

04/18/23 (CCSD offices closed 4/8 – 4/12)

Bid Due Date and Time

04/25/24, 2:00pm

Bid Due Location

CCSD, 4781 Hereford Farm Rd., Evans GA 30809

Estimated Award Date (per award letter or purchase order)

05/16/24 (after review and award by BOE)

Contract start date and end date (CCSD reserves the right to extend 06/30/24

this contract on an annual basis and at the same contract provisions,

terms and conditions for up to an additional 4 years upon mutual

written consent by both parties)

Columbia County School District

School Nutrition USDA Processing Pizza

SNP-04-25-24C

DEFINITIONS

Addendum: A change, addition, alteration, correction or revision to a bid or contract document.

Bidder: A firm, individual, or corporation submitting a bid in response to this IFB.

Bid Unit: The unit designation which shall be applicable to all pricing offered for bid evaluation purposes. Unit cost, freight, fixed fee,

estimated usage, and the extended cost shall be stated in terms of the designated bid unit. In some instances,

the bid unit and the package unit may be the same.

Columbia County School District: CCSD.

Contract Documents: Consist of the Agreement between the School Nutrition Program and the Vendor, terms and conditions, schedule,

specifications, drawings, any and all addenda, errata, and bulletins issued prior to execution of the contract, other documents listed in the

Agreement, and modifications issued after execution of the contract.

Damaged Item: Refers to an item that has sustained damage that would allow spillage from the original container, a loss or disfigurement

of a label that would hinder identification, contaminated package that would affect the content of that package or any other happening that

would affect the quality and/or quantity of the original item.

Dry Food Product: A dry product that does NOT require freezing or refrigeration.

HUB: Historically Underutilized Business

Invitation for Bid (IFB): A type of solicitation document used in competitive sealed bidding, where the primary consideration is cost,

and the expectation is that competitive bids will be received, and an acceptance (award) will be made to the responsive and responsible

Bidder whose bid is lowest in price and meets the specifications of the bid. An IFB is a formal method of procurement that uses sealed

bidding and results in a fixed price contract with or without adjustment factors. The IFB must be publicly advertised, and bids shall be

solicited from an adequate number of known suppliers, providing them with sufficient time to respond prior to the date set for opening the

bids.

NSLP: National School Lunch Program

Pack size: With some items the bid unit does not represent a package configuration by which the item would normally be purchased. In

such instances, the Bidder will be required to bid according to the designated bid unit and also state how

the product will be packaged and to provide a cost for purchase unit.

Purchase Unit: The package configuration (case, carton, box, bag, etc.) by which the product would normally be sold.

This shall also mean packaging being referred to when the term "case price" is applicable.

SBP: School Breakfast Program

SFA: School Food Authority

Solicitation: A document used by the School Nutrition Program to acquire goods and /or services. Solicitations must incorporate a clear

and accurate description of the technical requirements for the material, product, or service to be procured. Solicitations must also identify

all the requirements which the Offerors or Bidders must fulfill and all other

factors to be used in evaluating the bids or proposals.

Vendor: The provider of the goods and/or services under the Contract.

Columbia County School District

School Nutrition USDA Processing Pizza

SNP-04-25-24C

INTENT

a) It shall be the intent and purpose of this Invitation for Bid (IFB) to cover the terms and conditions under which a successful

Bidder shall be responsible to supply and deliver products to the CCSD SFA through sealed bids. School food authorities shall

comply with the requirements of 7CFR 210.21 and 2 CFR part 200, subpart D and USDA implementing regulations 2 CFR part

400 and part 415, as applicable, which implement the applicable requirements, concerning the procurement of all goods and

services with nonprofit school food service account funds.

b) The SFA is seeking to identify and select one (1) or more vendors to provide the items as listed in the attached list in Attachment

B. The selected vendor(s) shall provide products in accordance with the Standard Terms and Conditions, Special Terms and

Conditions, the IFB and any applicable Addenda.

c) The SFA reserves the right to accept or reject any or all bids, or to accept any part of a bid without accepting

d) the whole thereof, or to accept such bid as they deem to be in the best interest of the SFA.

CONTRACT TIME PERIOD

a) Initial Term: The initial term of this contract, which results from the award of this IFB, shall commence and terminate on the

dates shown on the Invitation for Bid Timeline (found on cover page). The Contract shall be deemed to terminate absolutely and

without further obligation on the part of CCSD at the close of the calendar year in which it was executed and at the close of each

succeeding calendar year for which it may be renewed. In the event of insufficient funding, the Contract shall terminate

absolutely and without further obligation as of that moment.

b) Extension Option: The contract may be extended up to three (3) months at the same bid pricing, provided mutual agreement by

both parties in written form.

c) Renewal Option: This contract may be renewed by mutual agreement of both parties in written form. (Usually 1-year term with

the option to renew 4 additional 1-year terms based on vendor performance.)

II. BID SUBMISSION PROCEDURES

The CCSD SFA is not liable for any costs incurred by Bidders prior to issuance of or entering into a contract. Costs associated with

developing the bid, preparing for oral presentations, and any other expenses incurred by the Bidder in responding to this IFB are entirely

the responsibility of the Bidder and shall not be reimbursed in any manner by the SFA.

a) Bids must be enclosed in a sealed envelope. The outside of the envelope shall be clearly marked as shown on page #1 of this

document.

b) Bids must be received by the SFA no later than the date shown on the Invitation for Bid Timeline.

c) Late bids shall not be accepted. The SFA shall not be responsible for late receipt of bids. Bids must be mailed or delivered to the

location as stated above. Emailed and/or faxed bids are not acceptable and will not be considered for SEALED BIDS. An Excel

electronic copy or paper copy of the bid Quote Sheet, along with any alternate or required information must be included inside

the sealed bid package.

d) If the Bidder submits bid documents with informalities, errors, or omissions such as, but not limited to, non-conforming bid

security, non-conforming non-collusion affidavit or samples, or fails to properly execute and seal the said documents the Bidder,

in the SFA’s sole discretion, may be given 72 hours from the time of the bid opening in which to provide such information to the

SFA.

e) The SFA has the right to waive any and all informalities.

III. BID OPENING DATE/TIME/PLACE

Bids will be opened at the date, time and location shown on the Invitation for Bid Timeline.

IV. AWARD DETERMINATION STATEMENT

Columbia County School District

School Nutrition USDA Processing Pizza

SNP-04-25-24C

a) This IFB is intended to be awarded to a single or to multiple vendors and to result in a firm fixed price contract. All bid prices

shall remain firm for the contract period and in accordance with terms listed within the Escalation/De-escalation Clause, if

applicable.

b) The award of this IFB is contingent upon available budget funds and approval of the Board of Education.

c) The School Nutrition Program will award the contract to the lowest responsive and responsible Bidder(s) meeting all terms,

conditions, and specifications of the IFB, within approximately sixty (60) days of the opening of the bids. Submitted bid pricing

shall remain valid during this sixty-day period. The School Nutrition Program reserves the right, in its sole discretion, to accept

or reject any and all bids or parts thereof.

d) An official letter of acceptance will be forwarded by the School Nutrition Program to the successful Bidder after bid selection

and prior to contract award.

e) Upon acceptance and award of a vendor's bid, the contract between the Bidder and the SFA shall be drafted from (a) the IFB and

addenda, (b) the selected bid response to the IFB by the Bidder and any attachments thereto, and (c) all written communications

between the SFA and the Bidder concerning the transactions.

f) The contract shall constitute the entire and only agreement and shall supersede all prior negotiations, commitments,

understandings, or agreements, whether oral or written.

SYSTEM CONTACT INFORMATION

a) This Invitation for Bid (IFB) is issued by the CCSD SFA. All inquiries, clarifications, or interpretations regarding this IFB

should be directed by email to:

Dana Smith, Dana.Smith@ccboe.net and carbon copy Hudson Chandler, Hudson.Chandler@ccboe.net

b) Responses to inquiries that affect the content of this IFB will be provided in writing to all recipients of the IFB. It is the

responsibility of each Bidder to inquire about any aspect of the IFB that is not fully understood or is believed to be susceptible to

more than one interpretation. The SFA will accept only written inquiries regarding this IFB until the date shown on the Invitation

for Bid Timeline, in order for a reply to reach all Bidders before the bid closes and to give bidders ample time to respond to any

Addenda. Any information given to a prospective Bidder concerning an IFB will be furnished to all prospective Bidders as an

Addendum to the IFB if such information is necessary or if the lack of such information would be prejudicial to uninformed

Bidders.

VI. VENDOR CONTACT INFORMATION

Vendor Company Name

Street Address

City, State, Zip

Contact Person

Telephone

Email address

Columbia County School District

School Nutrition USDA Processing Pizza

SNP-04-25-24C

SECTION 2

STANDARD TERMS AND CONDITIONS

This contract between the CCSD SFA and the Vendor shall be governed in accordance with the laws

of the State of Georgia and all applicable Federal regulations.

LOBBYING CERTIFICATE (for bids over $100k)

Per 2 CFR 200 Appendix II Section I: A Lobbying Certification and Disclosure must be completed for all bids $100,000 and over. Please

see and complete Attachment E. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): Vendors that apply or bid for an award exceeding

$100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated

funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of

Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract,

grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in

connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

II. DEBARMENT AND SUSPENSION VERIFICATION (for bids over $25k)

Institutions shall solicit offers from, award contracts to, and consent to subcontracts with responsible vendors and/or principals only. The

serious nature of debarment and suspension requires that sanctions be imposed only in the public interest for the Government's protection

and not for purposes of punishment. Institutions shall impose debarment or suspension to protect the Government's interest and only for

the causes and in accordance with the procedures set forth in 2 CFR 200.213.

The Vendor certifies that the Vendor and/or any of its sub vendors or principals have not been debarred, suspended, or declared ineligible

by any agency of the State of Georgia or any agency of the Federal government or as defined in the 2 CFR 200.213 which states “Non-

federal entities are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and

12689, 2 CFR part 180. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or

otherwise excluded from or ineligible for participation in Federal assistance programs or activities.” The Vendor will immediately notify

the School Food Authority if Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors by a

federal entity. See Attachment F.

By signing this agreement, the Vendor is testifying that they are not debarred, suspended, or has any ineligible or voluntary exclusions

with the U.S. Department of Agriculture or any other Federal or State Agency. All responses will be verified. Debarment and Suspension

(Executive Orders 12549 and 12689): A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide

exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive

Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM

Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible

under statutory or regulatory authority other than Executive Order 12549.

III. BUY AMERICAN STATEMENT (Food only) (7 CFR Part 210.21(d))

Contractor must comply with the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Buy American Act:7 CFR 210.21(d))

which requires schools and institutions participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP)

in the contiguous United States to purchase, to the maximum extent practicable, domestic commodities or products for use in meals

served under the NSLP and SBP.

Buy American:

(1) Definition of domestic commodity or product. The term ‘domestic commodity or product’ means:

(i) An agricultural commodity that is produced in the United States; and

(ii)A food product that is processed in the United States substantially using agricultural

commodities that are produced in the United States. Substantial means over 51% of the

final processed product consists of agricultural commodities that were grow domestically.

Products from Guam, American Samoa, Virgin Islands, Puerto Rico, and the Northern Mariana Islands

are allowed under this provision as territories of the United States.

The Buy American provision (7 CFR Part 210.21(d)) is one of the procurement standards SFAs must comply with when purchasing

commercial food products served in the school meals programs. Exceptions to the Buy American provision are very limited; however, an

alternative or exception may be approved by the SFA upon request. To be considered for an alternative or exception, the request must be

submitted in writing to the SFA, a minimum of 5 day (s) in advance of delivery. The request must include:

CCSD USDA Pizza Processing SN-04-25-24C

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