CNP Milk 2026

Brandy Tarvin,
k
May 29, 2026
Bid: #005-SY2026/2027
Dear Sir or Madam:
Sealed proposals will be received by Boaz City Schools Child Nutrition Program until 9:00 a.m.
on Thursday, June 11, 2026 at which time they will be publicly opened and read for the furnishing
of milk and milk products for the Boaz City Schools for the 2026/2027 school year. Any bid
received after 9:00 a.m. will not be opened. Please return your bid in a sealed envelope to the
following address: Brandy Tarvin, Child Nutrition Program Director, Boaz City Schools,
126 Newt Parker Drive, Boaz, AL, 35957. Please clearly mark envelope: BID # 005-SY
2026/2027, Child Nutrition Milk Bid.
The specifications and bid information attached should be read carefully. Estimated usage of each
item is noted on the bid proposal form. Prices should be extended and totaled to arrive at the "Total
Bid" price. Boaz City Schools requires that all bidders must furnish a bid bond on any contract
exceeding $10,000.00. Therefore, a bid bond or cashier's check for 5% of the total bid must
accompany bid proposal. All bidders must respond on the enclosed PROPOSAL FORM, properly
executed. No other response will be acceptable. The immigration packet must be completed
and returned at the time of the bid opening in order to be awarded the bid.
Boaz City Schools reserves the right to reject any and/or all bids and to waive informalities in
awarding this bid to the lowest responsible bidder. If you have any questions concerning this bid,
please contact Mrs. Brandy Tarvin, CNP Director at (256) 593-8180.
Sincerely,
Brandy Tarvin, RD, LD, SNS
Child Nutrition Program Director
Attachments
www.boazk12.org

BOAZ CITY SCHOOLS
CHILD NUTRITION PROGRAM
MILK BID
May 29, 2026
Bid: #005-SY2026/2027
BIDDERS ARE REQUESTED TO RETAIN THESE INSTRUCTIONS, CONDITIONS, AND
SPECIFICATIONS FOR FUTURE REFERENCE.
I. GENERAL INFORMATION
A. All bidders must use our form for submitting their bid.
B. All bids must be sealed and marked - CNP Milk Bid #005-SY 2026/2027. Late bids
will not be opened.
C. Bids will not include State Sales Tax or Federal Excise Taxes.
D. Records showing successful bidder(s) and prices quoted will be placed on file and may
be examined upon request. If contract is awarded to someone other than lowest bidder,
a note of explanation will appear in the bid file.
E. A bid by a supplier should be submitted to provide products to all
schools in the school system. The city schools are listed below:
Boaz Elementary
Corley Elementary
Boaz Intermediate
Boaz Middle
Boaz High
F. If a bidder finds discrepancies in or omissions from the bidding document,
or if in doubt as to the meaning, clarification should be requested by
calling Mrs. Brandy Tarvin, CNP Director. Telephone: (256) 593-8180.
G. Additional deliveries will be required for the summer feeding program as needed.
H. The attached immigration packet must be completed and returned at the time of the bid
opening. The immigration packet must be completed and returned at the time of the bid
opening in order to be awarded the bid.
I. The intent of Boaz City Schools is to strictly adhere to the Buy American provision
purchasing and using only domestic product. Our vendors will be required to provide
documentation prior to delivery if no domestic product is available and only non-
American product is available or if the price is prohibitively costly. BCS will maintain
the provided documentation. BCS reserves the right to refuse any non-domestic
product.

BID #005-SY2026/2027 PAGE 2
II. DISQUALIFICATION OF BIDS
Bids may be disqualified before awarding of the bid for any of the following reasons:
1. Failure to mark the envelope as required.
2. Failure to sign the bid document.
3. Failure to include requested information or other details of the bid.
4. Excessive errors in calculating prices and totals.
5. Failure to include bid bond.
6. Failure to sign and include Debarment and Suspension certificate.
Boaz City Schools reserves the right to reject any and/or all bids or any part thereof; to
waive technicalities or informalities; and to award the contract to other than the low bidder,
if cause can be documented.
III. METHOD OF AWARD
A. The intention of Boaz City Schools is to award the bid to meet the best interest of the
school district. The bid may be awarded by each category or by total low bid.
B. The policy of Boaz City Schools is not to purchase on the basis of low bid only.
Quality, conformity with specifications, purpose for which required, terms of delivery,
past service, and experience are among the factors that may be considered in
determining the responsible bidder.
C. In the event the low responsible bidder refuses to accept the entire requirements without
deviation, this vendor's bid will be considered unacceptable.
D. After refusal by the first bidder, the bid may be awarded to the next lowest bidder.
E. Bidder must make proposal strictly in accordance with the requirements and
specifications and on proposal form provided; otherwise, the bid will not be considered.
IV. CONTRACT PERIOD
A. This bid contract consists of the attached letter, instructions, specifications, and Request
for Quotation Form.
B. This bid contract shall be in effect from August 1, 2026 through July 31, 2027.
C. The Board reserves the right to extend the bid annually for two additional years for a
maximum total of 3 years.
V. PRICING
A. Prices quoted must remain firm for the entire period of contract. Prices to be effective
upon award of bid.
B. If the successful bidder receives discount on volume purchased or special discounts,
this price is to be reflected to Boaz City Schools.
C. These bid prices are to be extended to any legitimate school organization.

BID #005-SY2026/2027 PAGE 3
VI. QUANTITY/QUALITY
A. The quantities of items specified herein to be purchased are estimated and are for
bidding purposes only. Quantities may vary. The fact that actual quantities for the
ensuing year cannot be determined will not relieve Boaz City Schools of its obligation
to order from the successful bidder all products which, in the judgment of the Director
of the Child Nutrition Program, may be needed for the school year 2026-2027, and shall
not in any case relieve the successful bidder of his obligation to fill all orders for these
products during the contract period. Several new items have been added to the bid this
year and therefore there is no purchase history to use to estimate.
B. Quantities which are not ordered prior to the expiration of the period specified or
termination of the contract shall stand automatically canceled.
C. Boaz City Schools reserves the right to make periodic quality and quantity inspections
of vendor facilities and delivery truck by means determined by the Board.
D. All paper containers, in which milk is packaged, shall be: plastic-coated of the Pure-
Pak type, or an approved equal; sound; sanitary; leak proof and with lids which open
properly. All containers must be treated to kill bacteria and provide adequate protection
of contents from contamination.
VII. ORDERS
A. The vendor must provide a salesperson who will visit each participating school on
a weekly basis for the purpose of determining product needs and maintaining
equipment.
B. Only the items listed on this bid can be ordered by the cafeteria managers. Any
exception must be approved by the Director of the Child Nutrition Program prior to
the purchase. Boaz City Schools will not assume payment for any unapproved item.
VIII. EQUIPMENT
A. BCS currently has their own milk boxes at each school.
B. BCS will maintain their milk boxes.
IX. DELIVERIES
Specifications below are for Boaz City Schools:
A. Deliveries for products will be made on a daily basis or as required by product usage.
Stocking of merchandisers will be done by vendor personnel.
B. Deliveries are to be made Monday through Friday between the hours of 7:00 a.m. and
1:00 p.m.
.

BID #005-SY2026/2027 PAGE 4
C. For safety purposes, delivery personnel should be identifiable as employee of bidder
including picture ID badge and preferably a company shirt and/or uniform. Vendor and
vendor employees are to adhere to all applicable school district regulations while on
the property of Boaz City Schools, including no smoking, no weapons and drug free
policies.
D. The delivery person will contact each school manager previous to the regularly
scheduled delivery time if a delivery must be late or off the regular schedule.
E. A schedule for delivery will be developed with the successful bidder that meets the
requirements of the school program. Repeated failure to follow the delivery schedule
as developed will result in termination of contract.
F. Any substitution for items is to be pre-approved by manager or CNP Director
prior to delivery.
X. BACKORDERS/CANCELLATIONS/SUBSTITUTIONS
A. Items temporarily out of stock shall be a minimum. When this occurs, mark "OUT" on
the delivery ticket, and DO NOT BACK ORDER.
B. No item in the bid is to be canceled without the prior consent of the Director of Child
Nutrition Program.
C. No substitutions on items, brands, grades, etc. are to be made by the vendor without the
prior consent of the Director of Child Nutrition Program. Any substitutions made
without prior consent will be considered grounds for cancellation of this bid.
D. The vendor is not to request authority to substitute unless the quality of the item to be
substituted is equal to or higher than that originally requested.
XI. DEFAULT
If at any time the vendor makes a delivery that is not in accordance with the instructions,
conditions, and specifications set forth by Boaz City Schools without the consent of said
Board of Education, such delivery will constitute grounds for the cancellation of the
contract and/or the removal of this vendor from Boaz City Schools mailing list for not less
than one (1) year.
XII. BILLING
A. At the time of delivery to the schools, two (2) copies of the vendor's invoice shall be
left with the cafeteria manager. The copies left with the manager cannot be changed.
The vendor shall post his records to agree with the invoice left with the cafeteria
manager.
B. In the event of errors, a credit or debit (as the case may be) is to be issued against the
invoice as it was presented to the cafeteria manager. The credit or debit shall show
the original invoice number, date and error being corrected on the face of said credit
or debit.
C. Statements shall be figured on the last working day of the month.
D. Payment of Child Nutrition Program invoices will be made monthly.
E. At the end of the contract period, the vendor will provide Boaz City Schools a
"Composite Report of Purchases" by item. This composite is due to Boaz City Schools
ten (10) days following the end of the school term.

BID #005-SY2026/2027 PAGE 5
F. The intent of the Board of Education is to pay milk invoices monthly.
Therefore the successful bidder must furnish a daily invoice of delivery including the
following information:
Date of delivery
Invoice or ticket number
Name of school
Quantity purchased
Extended totals
G. One monthly statement including invoice number and extended totals for all
schools combined should be provided. These statements should be mailed to Boaz City
Schools. Billing procedures must be acceptable to the Child Nutrition Program.
XIII. BONDS
Bid Bond - Boaz City Schools requires all bids exceeding $10,000.00 to be backed by a
Bid Bond. The amount of this bond will be 5% of the total bid with a
maximum of $10,000.00
XIV. INSPECTION/SAMPLES/PRODUCT APPROVAL/GUARANTEE
A. Samples of any product shall be furnished on request for quality test.
B. The successful bidder must guarantee merchandise for a period of six (6) months time
after delivery.
XV. LABELING
A. All cases, boxes, bottles, cans, etc. must bear commercial labels. All cartons, cans,
containers, etc. shall be clearly marked as to specified contents.
B. Brand names must be shown on the "Request for Quotation" form. Bid on only one
(1) brand that meets specifications. If two (2) brands are quoted, the highest price
will be used in tabulating the bid.
XVI. TERMINATION OF CONTRACT
Failure on the part of the school system or the contractor to comply with the provisions
of this contract may result in contract termination.
A. Each party shall follow the procedure outlined below if a contract is to be terminated.
All transactions shall be sent by Registered or Certified Mail.
Step 1: Issue warning letter and outline violations and length of time to correct
the problem.
Step 2: Issue letter of Intent to Cancel Contract if problem is not resolved by
given date.
Step 3: Issue letter to cancel contract.

BID #005-SY2026/2027 PAGE 6
B. In the event that the physical facilities of the contractor are destroyed, the contractor
will not be held liable by the school system. The contractor may not be held liable
for the terms of the contract should normal fulfillment of the contract be disputed by
an organized labor strike. The credibility of any such labor disruption claim should
be verified by the school system before allowing the termination of the contract.
XVII. PRODUCT SPECIFICATION
Milk/Milk Products
Below are found instructions to bid on Milk Service for the Boaz City Child Nutrition Program
2026/2027 school year. These specifications form the basic service for the period of August 1,
2026 to July 31, 2027.
1. Price Escalations/De-escalation: All prices shall be firm for 30 days, after which prices for
milk can escalate or de-escalate in accord with changes in Class I raw milk prices based on
monthly Federal Milk Order announcements for the applicable geographical zone. Prices
for milk delivered can be escalated or de-escalated at the rate of $0.001 per half pint for
each full $0.15 increase in raw milk per hundred weights. Any changes (up or down) in
price must be announced to school district officials by the 15th of the month preceding the
month in which the change will occur. Any changes in prices must be accompanied by a
copy of the Federal Milk Order. Suppliers are also requested to submit conversion
calculations showing manner of arriving at amount of change. Whereas, the escalation
formula contained herein should apply to 95% of the petitions for price escalation,
allowances will be made for occasional add-on escalation of raw milk prices by local dairy
farmers which are over and above the price escalations permitted by Federal Milk Orders.
2. Only Grade A pasteurized fluid milk and fluid milk products from a source which
has attained and is maintaining a Sanitation Compliance Rating of not less than 90%, and
which has been approved by the State Health Officer will be acceptable. All milk shall be
subject to inspections after arrival at destination. The schools reserve the right to return the
product in any instance where the milk fails to meet required specifications. Milk failing
to meet specifications included herein shall be reason to cause termination of contract.
3. For bidding purposes only, the approximate daily volume will be 1400 12 pints of
milk. This does not, however, constitute a commitment to purchase this quantity during the
time of this contract. The delivery points will be five (5) schools per day.
4. The low bidder will remove milk cartons from the case and place them into the
coolers at the time of delivery. Milk left over from previous delivery is to be first in, first
out rotation to ensure that the unused milk from the previous delivery will be used first or

BID #005-SY2026/2027 PAGE 7
replace said unused milk and/or unsatisfactory milk (off flavor, damaged containers, etc.)
with fresh milk, each day at no cost to Boaz City Schools.
5. The Board of Education will remove all used milk cartons from the school
premises.
6. The low bidder must agree to deliver fresh milk that has not been processed more
than three days. The low bidder must agree to pick up and credit excess milk on hand
prior to holidays and other times as school officials may reasonably request.
7. All products must meet standards set by State and Local Health Authorities as to
production, processing, purity, and approved containers. It is to be delivered and
maintained at a temperature of not more than 41 degrees and not less than 35 degrees
Fahrenheit. The school system reserves the right to return any product not meeting these
standards at no cost to the school system.
8. Low fat milk is milk from which a sufficient portion of milk fat has been removed to reduce
its milk fat content to not more than 1.0%. Low fat milk shall be fortified by the
addition of Grade A nonfat dry milk. The total nonfat milk solids content of the product
shall be not less than 10%. Skim milk should contain only a trace of fat.
9. Vitamin D shall be added to all milk in the amount of 400 U.S.P. units per quart. Vitamin
A shall be added to low fat milk in the amount if 2,000 U.S.P. units per quart.
10. If the state/federal guidelines are changed during the length of this bid and the renewal
period of this bid, the intention of BCS is to remain in full compliance with the USDA and
the state department.
11. With both whole and reduced fat milk being allowed per USDA guidelines for this school
year, BCS will add these milk fat options as listed on proposal form. Usage has been
estimated for these new items and the usage for the fat free and lowfat milk has been
adjusted with estimated usage.
12. In order to remain in compliance with the meal guidelines for added sugars, flavored milks
should contain no more than 10 grams of added sugars per 8 fluid ounces. It is our intention
to be in compliance with all the federal and state guidelines. Vendors must meet all
guidelines including the added sugar restrictions to be considered for the bid.
13. A sufficient quantity of milk must be maintained locally in order to provide a
replacement supply of milk within one hour to any school when the delivered product
proved to be unacceptable, or if the supply of milk in the school is lost.
14. Milk crates are to be steam cleaned on a monthly basis.
15. Individual milk cartons will meet all state/federal guidelines for alacarte sales including
USDA Smart Snacks guidelines.

USDA Non-Discrimination Statement
In accordance with federal civil rights law and USDA civil rights regulations and policies, the
USDA, its agencies, offices, employees, and institutions participating in or administering USDA
programs are prohibited from discriminating based on race, color, national origin, religion, sex,
disability, age, marital status, family/parental status, income derived from a public assistance
program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or
activity conducted or funded by USDA (not all bases apply to all programs). Remedies and
complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information
(e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the state or
local agency that administers the program or contact USDA through the Telecommunications
Relay Service at 711 (voice and TTY). Additionally, program information may be made available
in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination
Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and
at any USDA office or write a letter addressed to USDA and provide in the letter all of the
information requested in the form. To request a copy of the complaint form, call (866) 632-9992.
Submit your completed form or letter to USDA by:
1. Mail:U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400
Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410; 2. Fax: 2. Fax: (202)
690-7442; or 3. Email: program.intake@usda.gov.
USDA is an equal opportunity provider, employer, and lender.

STATEMENT OF BIDDER
We are in a position to furnish the items at the prices shown and can make shipment within ____
days after receipt of the order. I hereby affirm I have not been in any agreement or collusion among
bidders or prospective bidders in restraint of freedom of competition by agreement to fix prices or
to refrain from bidding.
Total Price of Bid: ____________________________
This bid must be notarized:
Firm: ______________________________________________
By: ______________________________________________
(Signature in Ink Only)
Address: ______________________________________________
Address: ______________________________________________
Telephone: ______________________________________________
Date: ______________________________________________
Sworn to and subscribed before me this ______day of __________, 2026.
Notary Public: _____________________________________________
My Commission Expires: ____________________________________