CNP FLUID MILK BID

Phenix City School District
Invitation to Bid
BID NO. GF2027-1
Bid Opening Date and Time: August 11, 2026 @ 9 AM EST
I. Miscellaneous
Failure to provide any of the information requested in this solicitation, in the requested format, or to meet any of
the criteria outlined herein is reason for disqualification without consideration.
A. The Phenix City School Board of Education intends to contract for milk products that contribute
to the meal component requirement of the USDA meal pattern with the most responsive bidder
offering a proposal that is deemed the most acceptable and advantageous to the Phenix City
School District.
B. The Phenix City School District will accept sealed bids to provide the specified services for a
one-year contract with year 1 beginning September 1, 2025-July 31, 2026 with the option of
renewing the contract for up to four years, one year at a time, based upon continuing
evaluation, cost analysis, and mutual agreement between the school system and the
vendor.
II. Proposed Timeline
A. The timeline listed below is the District's estimation of the time required to complete the
process. Timeline subject to change.
Request for Proposals Issued by Public Notification July 21, 2026
Vendor Questions Due to District July 28, 2026
Response to Questions July 31, 2026
Proposal Due August 7 ,2026 by 2pm
Bid Opening August 11, 2026 @ 9:00 AM EST
Recommendation to the Board August 18, 2026
Notice to Proceed September 1, 2026 (Pending Board Approval)
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A. Vendors with questions regarding bid specifications must submit their questions in writing to
Michelle Lian at mlian@pcboe.net no later than July 28, 2026.
B. Any changes, additions, or modifications to the bid request and any questions and answers
(Q&A) related to this solicitation will be posted to the Phenix City Schools District website at
http://www.pcboe.net under the Department of Operations and Administration (see "District
Bids). It is the responsibility of the vendor to check the website periodically and before
submitting a bid for any changes to the bid request.
C. Sealed bids must be submitted in two (2) printed copies and must arrive by August 7, 2026,
by 2:00PM EST. Sealed bids must be mailed or dropped off at Attn: Michelle Lian, Director of
Child Nutrition Program, 1700 17th Ave, Phenix City, AL 36867. The envelope/container must
be marked "Bid No. GF 2027-1, Fluid Milk" on the front and "SEALED BID DO NOT OPEN"
on the seal. If mailed or hand-delivered, addressed to Attention: Michelle Lian at the address
listed above. Any late bids will not be opened or considered. No faxed or electronic bids
will be accepted.
Failure to provide the information requested in this RFP in the requested format is reason for
disqualification, without consideration.
D. Bid opening is scheduled for August 11, 2026, at 9:00 AM (EST), at the Phenix City Success
Academy, Office of Child Nutrition Program, 1700 17th Ave, Phenix City, AL 36867.
E. Bidders should bid on service to all schools in the Phenix City School System.
F. Commencement of services shall be as soon as possible after the District School Board of
Education approves the proposal with the successful Respondent, and the District files can
be transferred, if necessary. The target date will be the first of the month following the
School Board of Education approval.
G. Specifications or qualifications are not intended to eliminate any reputable manufacturer,
brand, or bidder. Reference to manufacturers, brand names, suppliers' itemization numbers,
specification of qualifications, etc., is intended to set quality and feature standards and does
NOT exclude bids from others. Any bid containing the referenced products/services "or
equivalent" will be accepted as long as the quality and features standards are met. When
quoting equivalent products/services, the bidder must provide information substantiating
that the standards have been met.
H. Bid price is to be all-inclusive (including taxes, fees, licenses, etc.) with no allowable
additional costs to Phenix City School District. Prices shall be good for the length of this
contract.
I. The final awarding of this bid will be made by the Phenix City School District/Board of
Education based on a recommendation from the Board of Education.
J. Phenix City School District will review all proposals for service utilizing guidelines outlined
by the Alabama State Bid Law.
K. The Phenix City School District reserves the right to reject any bid proposals, waive any
technicalities, and award all or part of the contract in a manner that is in the District's best
interest.
L. It is the bidder's responsibility to comply with all local, state, and federal laws applicable
within the context of this bid.
M. It is not the policy of Phenix City Schools to purchase on the basis of low bid only. Quality,
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conformity with specifications, purpose for which required, terms of delivery, transportation
charges, past service, and dates of delivery are factors that may be used to determine the
lowest responsible bidder.
N. Vendors shall bid on all items within the specified group/category. Phenix City Schools
intends to award the bid as a total package bid award; however, the Board reserves the right
to award the bid in any manner that will best serve the needs of Phenix City Schools.
O. Phenix City Schools reserves the privilege to re-bid or renegotiate any item(s) if the price(s)
are beyond the amount anticipated or negotiations are unsatisfactory.
P. Phenix City School District is exempt from all sales and use taxes under the provisions of
Title 40, Chapter 23, Section 4 (15), Code of Alabama, 1975.
Q. Contracts over $10,000 require compliance with Equal Employment Opportunity
Regulations, The Clean Air Act, The Clean Water Act, and Environmental Protection Agency
Regulations.
R. The Phenix City School District is an equal educational opportunity agency and prohibits
discrimination in any of its educational programs, including employment, based on sex, race,
religion, national origin, color, age, or any handicapping condition. The Board of Education
complies fully with the provisions of Title IX of the Education Amendments of 1972, Section
504 of the Rehabilitation Act of 1973, and the appropriate Department of Education
regulations.
S. The vendor shall protect all buildings, furniture, equipment, personal items, trees, shrubs,
lawns, and all landscaping on school property from damage. Any damaged property shall be
repaired or replaced at the vendor's expense. Labor shall include all restoration (leveling,
sodding) of grounds broken up during the installation of the proposed services.
T. The vendor and his representatives shall follow all applicable school district regulations
while on Phenix City School property, including the no smoking, no weapons, and drug-free
policies. No work shall interfere with school activities or environment unless permission is
given by the principal or person in charge. All vendor personnel shall be easily identified by
the use of identification badges and uniforms or shirts with the vendor's logo visible.
U. Vendors must have been in continuous business for a minimum of three (3) years and must
be an exclusive provider, not a reseller, of services requested.
V. Phenix City School District reserves the right to cancel the contract with the vendor for
nonperformance at any time during the contract period. Nonperformance includes, but is
not limited to: failure to supply good quality service, failure to provide services for the full
term of the contract, poor installation performance, poor billing and customer service, and
failure to maintain status as an authorized representative of services.
W. Vendors must be able to provide consolidated billing under a single billing account number
with detailed breakdowns of charges for individual service types, such as but not limited to
maintenance, training, and charges over and above the basic plan.
X. Approved vendor must furnish each school with two copies of the delivery invoice, which
includes the following information: date of delivery, invoice number, item type and quantity
purchased, extended totals, and any applicable company discounts. Written credit memos
for returned items not delivered should be provided at the time of delivery. This bid and any
resulting contract do not restrict Phenix City Schools from using other fresh milk services
from other vendors.
Y. All orders shall be ordered through the school manager. Milk will be ordered every week and
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distributed by the vendor to each of the schools requested. Deliveries may be made any
time during the work week between 6:30 AM and 1:30 PM daily EST.
Z. The following items must be attached to the completed bid submission: (1) Copy of Alabama
Business License, (2) E-Verify Memorandum of Understanding or explanation of exemption
and signature, (3) Completed and signed "Certification Regarding Debarment, Suspensions,
and other Responsibility Matters (4) Copy of HACCP Certification Audit.
AA. All requirements specified in this invitation to bid and the vendor's bid response become
part of any awarded contract.
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SECTION I: Bid Form
______________________________________________________________________________
Date Bid Issued: 7/21/2026
Date Submitted: ______________________________
Vendor Name: _____________________________________________________
Mailing Address:______________________________________________________________________
______________________________________________________________________________
Telephone:________________________________________________________
Our bottom-line bid for products included in Section IV is as follows:
Amount:__________________________
Addendum Number through _________________________ were received prior to my signing this proposal
document.
______________________________________________________________________________
I certify by my signature below that the costs quoted in this bid are correct and that I have the authority to
obligate the company to perform under the conditions outlined in contract Sections II and III.
____________________________________
Signature
______________________________________
Print or Type Name
______________________________________
Title
______________________________________
Telephone
________________________________________
Date
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Fluid Milk Bid GF 2027-1
SECTION II
2.0 GENERAL INSTRUCTIONS
2.1 General Conditions:
The Bid shall be offered, and the contract shall be entered into in accordance with the general
conditions. However, should a conflict exist between the general conditions and the special
conditions, the special condition shall take precedence.
2.2 Bidder Responsibility:
It shall be incumbent upon each bidder to understand the provisions of this bid document
and, when necessary, obtain clarifications prior to the time and date set for the bid opening.
Failure to obtain a clarification will be no excuse or justification for noncompliance with the
provisions set forth herein.
2.3 Clarification:
If clarification is required, the request shall be made in writing to the Phenix City Schools Child
Nutrition Program no later than July 28,2026. The Phenix City Schools Child Nutrition Program
will respond to the request by email, letter, or in the form of a written addendum, if it is
determined that all prospective bidders should have benefits of the clarification. No
addendum will be issued within the five (5) day period prior to the date of the bid opening. An
addendum may serve to delay that opening for a time sufficient for all bidders to respond to
the addendum.
2.4 Brand Identification:
Brand identification is not applicable to this bid. Bidders must bid on the specific products
cited in this Bid Document.
2.5 Liability
Subsequent to the awarding of a contract, the contractor will be liable for any expense,
including legal fees, incurred by Phenix City Schools Child Nutrition Program, or as a result of
violations of the contract terms by any contractor.
2.6 Error in Bid
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In case of an error in the price extensions, the unit price will govern. No Bid will be altered or
amended after the specified time and date set for the bid opening. The Phenix City Schools
Child Nutrition Program does reserve the right to correct mathematical errors, which cause an
incorrect extension.
The right to correct mathematical errors shall be limited to correcting an extension error
brought about when multiplying the unit cost by the usage. Unit cost shall be defined for the
purposes of this document to mean the delivered cost of a specific bid unit and is to include
any applicable freight cost and any other associated costs.
2.7 Submission of Bid:
Bids shall be submitted in compliance with the following criteria:
a. Bids must be submitted, signed and sealed to the location specified on the Invitation to
Bid. The envelope/container must be marked "Bid No. GF 2027-1, Fluid Milk" on the
front and "SEALED BID DO NOT OPEN" on the seal. If mailed or hand-delivered,
addressed to Attention: Michelle Lian at the address listed above. Any late bids will not be
opened or considered. No faxed or electronic bids will be accepted.
b. Bids delivered in Federal Express, UPS, or any other such delivery envelope shall be sealed
in a separate envelope inside the delivery's packaging. Failure to do this may cause the bid
to be inadvertently opened and thus rejected. Bids sent via regular or express mail must
be sent to the Phenix City Schools, Child Nutrition Program, Success Academy, Attention
Michelle Lian at 1700 17th Ave, Phenix City, AL 36867.
c. Fax bids will not be accepted.
d. Only bids submitted on bid forms furnished with this solicitation or copies thereof will be
considered. The signed bid form must be the original signature.
e. The bid contract must be used without alterations.
f. Section I Bid Form (Page 4), and Debarment Certification Form Section IV (Page 17) and
Section V (Page 16), and Requirement under the Alabama Immigration Law shall be in a
sealed envelope with the company name, bid file number, and opening date on the
outside of the envelope. It should be marked "Bid Documents". Bid documents shall be
placed in an envelope as set forth above for mailing or delivery to the Phenix City Schools,
Child Nutrition Program, Success Academy, 1700 17th Ave, Phenix City, AL 36867. The
envelope containing Bid Document shall be marked in the lower left corner "GF 2027-1
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Fluid Milk Bid" and shall have the name and return address of the bidding company
appropriately shown on the face of the envelope.
2.08 Bid Acceptance:
Phenix City Board of Education reserves the right to reject any or all bids, to waive any
informality, and, unless otherwise specified by the bidder, to accept any item on the bid. If
a bidder fails to stipulate otherwise, it is understood and agreed that the Phenix City Board
of Education has sixty (60) days to accept.
2.09 Award:
a. Contracts will be established between the lowest responsible, responsive bidder and The
Phenix City Board of Education except as may otherwise be specified in the Invitation for
Bid. Awards will be based on the total or bottom line on all items listed for each region.
Award will be made to the lowest responsible bidder and will be determined by the lowest
bottom line for each region.
b. The Phenix City Board of Education reserves the right to ascertain, subsequent to the bid
opening, whether or not the bidder meets the requirements to be considered a
responsible bidder. If it is determined that the bidder is not a responsible bidder and the
determination is substantiated and justified to the satisfaction and approval of the Phenix
City Schools Board of Education, bids submitted by that bidder will be rejected.
1. Delivery Ability:
Bidder must demonstrate or have demonstrated to The Phenix City Board of
Education the ability to promptly and efficiently deliver all the items on the bid
list.
2. Capacity:
Bidder must demonstrate to the Phenix City Board of Education that they have
the physical as well as the financial capacity to procure and store the
merchandise covered by the contract in the volume necessary to efficiently
administer the provisions of the contract.
3. Reliability:
For a bidder to be declared a responsible vendor, they must have a proven
record of service in the administration of a contract of this size and this type. A
distributor may be considered unreliable, thus irresponsible. If for any reason
other than reasons beyond their control, they have violated any of the
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requirements listed herein or have caused the cancellation of a contract of this
type or have failed to properly communicate with participating entities on
matters essential to a contract of this type.
4. Accounting Procedures:
A bidder, to be considered for the award, must demonstrate to The Phenix City
Board of Education the capability to provide accurate, reliable, and timely
invoices, statements, and credits. They must demonstrate the ability and
capability to provide any and all data.
Billing procedures must be acceptable to the Child Nutrition Programs. Each
system must receive a separate daily invoice of delivery.
5. Facilities and Equipment:
Bidder must have the warehouse facilities required to safely and securely store
the products required by these specifications. Refrigeration facilities used for
storing milk and milk products must meet the recommendations of the
Refrigeration Research Council. The delivery temperature of milk and milk
products shall be in compliance with AFDOS code as recommended by the
Federal Food and Drug Administration. The Phenix City Board of Education
reserves the right to pre-qualify any or all bidders and to reject any bidder not
meeting the requirements in the area of warehouse facilities and equipment
associated with and necessary for the safe and sanitary storage and delivery of
the food items requested in these specifications. The facilities and operating
practices must, at all times, be in compliance with the United States Food,
Drug, and Cosmetic Act as well as any State and local Statute, Regulation, or
Ordinance.
6. Delivery Equipment:
Bidders must show evidence of ownership or the ability to lease, rent, or
otherwise obtain vehicular equipment necessary to affect an efficient
day-to-day delivery schedule to participating entities within the bidder's
region of responsibility. Phenix City Board of Education does not presume to
dictate the type of trucks or tractor trucks necessary to accomplish an efficient
day-to-day delivery schedule. However, bidders should know that all delivery
sites do not provide state-of-the-art unloading and food handling facilities.
Some sites fall far short of that standard. Some sites will not accommodate
trailer rigs and are not easily accessible with bob trucks having overall lengths
in excess of twenty-seven (27) feet. Bidders having no experience in making
deliveries to the sites in the district being bid should visit all sites to see where
delivery will have to be made for each school.
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7. Review Process:
After bids have been opened and tabulated, the bid evaluation team will check
all aspects of the low bidder's proposal. If the proposal is found to be error-free
and does, in fact, represent the lowest responsible offering, that bid will then
be recommended for approval. If, however, an error is discovered and the error
is a mistake in the extension, the correct extension will be applied. Should a
corrected extension cause the bid price to be escalated to such an extent that
the bid was no longer "low", then the same evaluation would be applied to the
next low bidder's offering until a true low bid would be selected.
2.10 Taxes:
Purchases made under provisions of any contract established as a result of this invitation are
exempt from federal, state, and local taxes unless otherwise noted, and bidders should quote
prices, which do not include such taxes.
2.11 Gifts, Rebates, Gratuities:
Acceptance of gifts from contractors and the offering of gifts by contractors is prohibited. No
employee of The Phenix City Board of Education or any entity purchasing or receiving milk
under the provision of the contract issued as a result of this invitation shall accept or receive,
either directly or indirectly, from any person, firm, or corporation to whom any contract for the
purchase of commodities, equipment or services has been issued, any gift, rebate or gratuity.
Violations of this provision are punishable under the laws of the State of Alabama
2.12 Alternative Bids:
Alternative bids will not be considered unless specifically requested by the provisions of this
bid document.
2.13 Substitute Distributor:
The term substitute distributor for purposes of this document shall mean the distributor
selected to take over the administration of a contract canceled by the original contractor. The
selection of a substitute contractor may result in awarding the contract to the next low
responsible bidder based on the bid received when the original award was made, or the
selection may be made on the basis of a new competitive bid process. If the latter is the case, a
bid from the distributor causing cancellation will not be considered.
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