Grocery and Frozen Foods

NEWINGTON PUBLIC SCHOOLS, NEWINGTON, CONNECTICUT 06111
INVITATION TO BID
Newington Public School Systems, Food Service Department is accepting bids for:
Paper Products & Supplies
Sealed proposals marked "Paper Products & Supplies Bid" will be received by: Wednesday,
June 10, 2026 until 9:15 a.m. at which time they will be publicly opened and read.
Products must meet or exceed health, quality and safety standards established by the CT State
Department of Health, CT Consumer Protection Division, the FDA (Food and Drug
Administration), the USDA (United States Department of Agriculture), the NSF (National Safety
Foundation, UL (Underwriters Laboratory), and OSHA (Occupational Safety and Health Act),
whichever is applicable.
The selected vendor shall ensure that any appropriate licenses or certifications required by the
State of Connecticut are maintained for the duration of the project. The firm must meet all
municipal, state and federal affirmative action and equal employment opportunity practices.
All contracts awarded shall comply with these regulations.
RETURN ALL PAGES OF BID
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STANDARD INSTRUCTIONS TO BIDDERS
1. BIDS:
A. Sealed bids will be received until the time indicated on the attached invitation to
bid, a minimum of 30 days from solicitation posting to bid opening, for the
commodities or service there listed and will then be publicly opened and read.
B. Submit proposal (one copy) in an envelope marked with the bidder's name and
address on the upper left hand corner. Proposal shall be made out in the exact form
of enclosed proposal form on bidder's letterhead and shall be signed by an officer
of the company or corporation. Bids are to be plainly marked in the lower left hand
corner, Bid number, name of Bid, opening date and time. Address bids to:
Newington Public Schools, Foods & Nutrition Services, 200 Garfield Street,
Newington, CT 06111.
C. Bids may be withdrawn 45 days after bid opening if no award has been made.
D. The attached proposal is signed by the bidder with full knowledge of and in
agreement with, the standard and special instructions, conditions, and requirements
of this bid.
E. Bids received later than time and date specified will not be considered.
Amendments to, or withdrawals of bids received later than the time and date set for
bid opening will not be considered.
F. Bidders may be present at opening of bid
2. PRICE, TAXES, DISCOUNTS, STATEMENTS:
A. The bidder shall insert unit prices and extension as required on the bid schedule. In
case of error in the extension of prices in the bid, the unit price shall govern. The
unit price shall conform with the unit shown unless the Bidder elects to quote a
"lot" price. For example: If the unit is "ream", do not quote price per thousand. If
the unit price is "gallon", do not quote price per "drum", etc.
B. Prices shall not include local, state or federal taxes as the Board is not liable.
Federal Excise Tax Exemption Certificates will be furnished to the bidder if
requested.
C. All prices submitted must be on a delivery basis as described in the attached special
instructions.
D. Bidders shall submit terms for payment in spaces provided in the price proposal
form showing the amount of cash discount which shall apply to his bid prices when
paid within the stated number of days showing in his proposal, and he shall also
indicate the number of days allowed for payment of the bid prices shown in his
proposal.
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E. Prices inserted must be net and must include all cost of Inside Delivery at
destination, transportation paid.
F. Monthly statements are to be received with in five (5) working days after the last
day of the month.
G. Bidders shall note all items that are special ordered items and the estimated time of
delivery once item is placed.
H. Vendors implementing a diesel fuel surcharge will need to submit a fuel surcharge
matrix. The price of fuel will be based on the U.S. Department of Energy's weekly
report. Price is based on the average retail price of Ultra Low Sulfur Diesel Fuel in
New England.
3. INSURANCE:
Contractors shall carry Worker's Compensation and Public Liability and Property Damage
Insurance, including Contingent and Contractual Liability, as required by the General Laws
of Connecticut and the Town of Newington, and must assume all risks of damage or injury
to persons or property in connection with his work. The amounts for contractor's liability
coverage shall be no less than the following:
General Liability Bodily Injury $ 500,000 per person;
$2,000,000 aggregate
Property Damage $ 100,000 per occurrence;
$ 200,000 aggregate
Contractual Liability Bodily Injury $ 500,000 per person;
$2,000,000 aggregate
Property Damage $ 100,000 per occurrence;
$ 200,000 aggregate
Property Damage Automobile $1,000,000 each occurrence
4. DELIVERY:
A. Delivery must be at least once a month, possibly twice if necessary.
B. An acceptable delivery schedule must be developed by the vendor in cooperation
with the Foods & Nutrition Services Department and be mutually agreed upon.
C. The vendor must notify the Foods and Nutrition Services Department of any
ordered items that are unavailable prior to delivery.
D. Vendor shall notify the Foods and Nutrition Services Department the anticipated
time of arrivals for all deliveries.
E. All deliveries must be scheduled between the hours of 6:45AM to 1:45PM. All
items must be delivered in acceptable conditions.
F. Inspection will be done prior to the acceptance of all deliveries, only items that
meet bid specifications will be accepted. Only items ordered will be accepted.
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Specifications cannot be modified by anyone other than a representative from the
Foods & Nutrition Services Office.
G. Product left outside the building will not be accepted.
F. The Board of Education may withhold acceptance of or reject any merchandise that
is found, upon examination, not to meet the specification requirements. When
rejected, it shall be removed by the contractor (vendor) within 10 days after
notification of rejection.
G. All deliveries of commodities hereunder shall comply in every respect with all
applicable laws of the Federal Government and/or the State of Connecticut.
H. Unless otherwise stated, deliveries must consist of new merchandise.
I. Quantities in excess of those ordered will not be accepted.
J. A legible and accurate invoice shall accompany each delivery and shall be signed
by a person authorized to receive deliveries.
K. Invoices must: Reflect contracted pricing, clearly identify delivered items, me
submitted within 5 days of delivery
L. Payment of correct invoices shall be made by the 10th of the following month.
5. SUBSTITUTIONS:
When a bid standard "Or Equal" is specified, the Bidder may offer an article that he
certifies to be equal in quality, performance, and in other essential characteristics to the bid
standard. Bidder must furnish any information such as specifications, test results, etc.,
which will help in determining whether an item is equal or superior to our bid standard. If
Bidder fails to name a substitute, he will be required to furnish the bid standard.
If alternates are bid, fully descriptive literature shall accompany the bid, and samples may
be required.
6. SAMPLES:
When samples are requested, they shall be delivered by the Bidder, properly identified,
prior to the opening of bids as specified in the special instructions. Samples shall be
submitted free of charge and become property of the Food Service Department. The
Director of Food Services may, at her discretion, hold the sample of the successful Bidder
or Bidders, for comparison with articles delivered on the purchase order, or orders issued
subsequent to the award.
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7. INTERPRETATIONS AND AMBIGUITIES:
When a Bidder desires an interpretation or clarification of any ambiguity in the proposal,
he must write to the Director of Food Services prior to bid opening. The Director's
interpretation shall be final and will be made known to all Bidders concerned.
8. RIGHTS RESERVED:
Newington Public Schools reserves the right to reject any or all bids, or the bid for any
one or more commodities or contracted services included in any or all bids, to waive any
informality in bids and unless otherwise specified, to buy any part or the whole from one
or more Bidders when it is to the Board of Education's best interest to do so.
All work performed or services provided shall be to the satisfaction of the
Newington Public Schools. The Board of Education reserves the right to reject
any bid submitted by or on behalf of any individual or firm who has
previously failed to perform work or services to the satisfaction of the
Newington Public Schools, or has been debarred by the State of Connecticut,
or has had a contract vacated by any other school district, municipality or
other governmental entity.
9. AWARD:
Award will be made in the best interest of Newington Public Schools. Ability to render
satisfactory delivery and service will be considered in the award, as well as price. The
right is reserved to reject any or all bids received.
This is not an all-inclusive bid and Newington Public schools reserves the right
to make multiple awards or an alternate award if the awarded vendor cannot
meet delivery, quantity, or quality requirements. Award will be made to the
lowest responsive and responsible bidder whose bid conforms to all material
terms and conditions of this solicitation.
The award shall be for the period of one (1) year commencing with the school year
July 1, 2026 through June 30, 2027. U.S.D.A. Regulations permitting, Newington Public
Schools reserves the right to renew this contract with the successful bidder (vendor) to
cover two (2) additional years (2027-2028, 2028-2029 school years). Extension shall be
valid only upon written consent of both parties prior to the anniversary date of the contract.
Such renewal may include cost of living increases only as they relate to the Federal
Consumer Price Index.
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10. PACKAGING/HANDLING REQUIREMENTS:
All items must be delivered in a sanitary manner. They shall be packed and
covered in a suitable box and/or wrappings so that the contents will be
properly protected, and wrapped tightly so as to exclude dirt and moisture.
Delivery trucks are to be maintained in excellent sanitary conditions and shall
be subject to unannounced inspections by the district and/or State or Local
Health Department. The local health department will be considered as the
final authority for any questionable delivery. Product must be delivered in a
condition suitable for use. Product damaged due to poor handling will not be
accepted, and credit for these products shall be issued to the Newington Foods
& Nutrition Services Office. Brand and pack size must be quoted in bid
package.
11. PLACEMENT OF ORDERS:
Orders will be placed by the Foods & Nutrition Office via the vendors online ordering
portal or email.
12. DELIVERY:
The successful bidder assumes the responsibility of delivering items to various
store rooms within the individual schools. The successful bidder may be
called upon to supply a school with a few emergency cases of "Paper &
Supplies" when participation of the students is higher than anticipated.
Prior to or within the first week of school, each route person shall meet appropriate
Newington Public Schools staff to establish communication and arrange access to the
kitchens.
13. BIDDING:
Bidders are requested to bid a firm and fixed price per unit, to hold for the
school year July 2026 through June 2027. No cost-plus-percentage-of-cost
contracts will be awarded. Written notification on any price item increase
must be sent to the Director of Food Services with the price increase taking
effect in 30 days. All bidders must be responsive to every material
requirement.
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14. QUANTITIES:
It is understood that any quantities shown herein are approximate and that any contract
shall cover the actual needs of the agency as ordered during the term of the contract,
whether more or less than estimated quantities shown.
Advance notice will need to be given when product is unavailable or when
orders cannot be filled as requested. All substitutions will need to be authorized
by a representative from the Foods & Nutrition Services Office.
15. SPECIAL REQUIREMENTS:
State of Connecticut, Department of Education requires a signed copy of the Certification
Regarding Debarment Form filled out and returned with the bid. A signed copy will be
required for the bid to be valid.
16. OTHER INFORMATION:
Indicate any contract expectations in regards to delivery, inclement weather, drop-off
arrangements, and holidays.
17. DEFAULT:
In the case of failure to deliver the goods or services in accordance with this bid, Newington
Public Schools will request a conference to discuss future action and possible termination
of the bid. Specific indications of failure to deliver goods or services include condition of
items, products not delivered when needed, non-adherence to delivery dates and overall
performance of service. Documentation of problems will either be faxed or emailed to the
vendor in each instance of dissatisfaction.
18. PRODUCT SPECIFICATIONS:
All products must:
* Be new, unused, and of current manufacture.
* Meet or exceed industry standards for quality and performance.
* Comply with all applicable federal, state, and local laws, regulations, and
safety standards.
* Comply with applicable FDA, EPA, OSHA, NSF, USDA, or other relevant
regulatory requirements, where applicable.
* Be suitable for commercial food service and institutional use.
* Be free from defects in materials and workmanship.
* Be delivered in original manufacturer packaging with labels intact.
* Include manufacturer name, product number/SKU, and detailed
specifications.
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* Be consistent in quality, size, color, weight, and performance throughout
the contract term.
* Be free from harmful chemicals or substances prohibited by law.
* Include Safety Data Sheets (SDS) for applicable chemical products.
* Be environmentally preferable or recycled-content products when specified.
* Match the approved sample or awarded product exactly unless substitutions
are approved in writing.
* Be capable of being supplied on a continuous and reliable basis throughout
the contract period.
Failure to meet specifications may result in rejection of product and/or
termination.
19. REGULATORY / AUTHORITY COMPLIANCE
Vendor shall ensure all products comply with all applicable regulatory
authorities and industry standards.
* FDA food-contact compliance
* EPA Safer Choice
* OSHA Hazard Communication Standard
* NSF certification
* USDA BioPreferred
* State environmental regulations
20. CONTRACT CHANGES:
No modification to the contract shall be valid unless made in writing and signed by both
parties. Changes must remain within the scope of the original solicitation.
Material changes that alter the scope require a new procurement.
21. TERMINATION FOR CAUSE AND CONVENIENCE:
Newington Public Schools may terminate the contract for failure to perform in accordance
with contract terms, including but not limited to:
* Failure to meet product specifications
* Failure to comply with Buy American requirements
* Failure to deliver within agreed timelines
* Failure to comply with food safety regulations
Newington Public Schools may terminate the contract, in whole or in part, at
any time with written notice when it is in the best interest of the district.
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Newington Public schools will enforce administrative, contractual, or legal
remedies in instances where the vendor violates or breaches contract terms
and will provide for such sanctions and penalties as appropriate.
23. PROTEST PROCEDURES:
Any actual or prospective bidder who is aggrieved in connection with this
solicitation may file a written protest within 10 calendar days of the award
decision. The protest must include:
* Detailed grounds for protest
* Supporting documentation
All protests will be reviewed in accordance with district procurement
procedures.
24. RECORD RETENTION AND ACCESS TO RECORDS
The Vendor shall retain all records related to this contract for three (3) years
after final payment, or longer if audit findings remain unresolved. Records
shall be made available to the School Food Authority, State Agency, USDA,
and the Comptroller General of the United States upon request.
25. PROGRAM EVALUATIONS
The selected vendor must cooperate in studies and evaluations conducted by
or on behalf of the United States Department of Agriculture related to
programs authorized under the Richard B. Russell National School Lunch Act
and the Child Nutrition Act of 1966.
26. COST-REIMBURSABLE REQUIREMENTS
Allowable costs will be paid from the nonprofit school food service account to
the selected vendor net of all discounts, rebates and other applicable credits
accruing to or received by the selected vendor or any assignee under the
contract, to the extent those credits are allocable to the allowable portion of
the costs billed to Newington Public Schools.
For each cost submitted for payment to Newington Public Schools, the vendor
must separately identify the amount of that cost.
27. CONTACT INFORMATION:
Newington Public Schools
Contact Person: Dana L. Markovics
Address: 200 Garfield Street
Newington, CT 06111
Phone: 860-665-8635
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Email: foodservices@npsct.org

28. DELIVERY POINTS
NEWINGTON PUBLIC SCHOOLS DELIVERY LOCATIONS
SCHOOL ADDRESS
Newington High School 605 Willard Avenue
John Wallace Middle School 71 Halleran Drive
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