Holding Cabinets & Warmers

2026-2027 Hot Holding & Proofing Cabinets Invitation for Bid
Southeast Polk CSD Food & Nutrition Services Department is seeking quotes for smallwares. Terms, conditions and
specifications are listed below.
Bid terms & conditions:
1. Brand names have been used in some specifications to describe products. No substitutions from specified brands
will be allowed unless the vendor selected brand meets or exceeds the quality of the brand referenced. If no
brand is listed, distributor choice.
2. Quantity requests are based on our kitchen requests. Pricing for each. Please list in the notes if any case
discounts are available and what the case count and price would be. Final quantities ordered may change based
on case discounts.
3. The attached bid form must be used in submitting your price proposals, please also include your company's
quote document.
4. Include with bid proposal:
a. Company price quote
b. Attachment A: Suspension & Debarment Certification
c. Attachment B: Assurance of Civil Rights Compliance
d. Attachment C: Assurance of Non-Collusion
e. Attachment D: Certification Regarding Lobbying
f. Attachment E: Official Pricing Spreadsheet
5. The bid will be awarded based on all or nothing/bottom line bid.
6. All deliveries must be made by: Friday, August 14th
7. 24-hour notification before delivery of products. All deliveries must be received by Friday, August 14th. Due to
shipping challenges and late bid release, there may be delays. Communication is essential regarding late items.
All deliveries are to be made to:
SEP District Office
8031 NE University Avenue
Pleasant Hill, Iowa 50327
8. Bid release on June 10, 2026
9. Bids are due July 9, 2026 @ noon
10. Bids must be emailed to Sara Salvini (sara.salvini@southeastpolk.org)
11. Bid award by July 15, 2026
12. Direct all questions concerning the bid to Sara Salvini, Director of Food & Nutrition Services, 515-957-3431,
sara.salvini@southeastpolk.org
www.southeastpolk.org
Director Sara Salvini, M.S. * 8031 NE University Ave. * Pleasant Hill, IA 50327 * Phone: 515-957-3431 *
Fax: 515-957-3457

IFB Clarification process
The SFA reserves the right to contact a vendor for the purpose of clarifying price/package information to ensure
mutual understanding. The SFA will not consider information if the information materially changes the IFB the
Vendor submitted to the SFA. Failure to comply with requests for additional information may result in rejection of the
IFB as non-responsive.
Vendor Disqualification
Issuance of this IFB in no way constitutes a commitment by the SFA to award any contract or agreement. The SFA
reserves the right to accept or reject any part of any IFB and to accept or reject any and all IFBs without penalty.
This IFB is designed to provide the vendor with the information necessary to prepare a competitive bid. It is not
intended to be comprehensive and each vendor is responsible for determining the factors necessary for submission
of a comprehensive bid. An IFB may be rejected for various reasons, including but not limited to any of the following
reasons:
The vendor fails to deliver the bid by the due date and time.
The vendor fails to comply with requests for additional information for clarification purposes, or for
request for documents and references within the time specified.
The vendor presents information requested by this IFB in a format that is inconsistent with the
instructions of this IFB.
The vendor response limits the rights of the SFA.
The vendor response materially changes the service requirements.
The vendor states a service requirement cannot be met.
The vendor fails to include information necessary to substantiate that it will be able to meet a product or
service requirement. A response of "will comply" or merely repeating the requirement is not sufficient.
Responses must indicate present capability; representations that future developments will satisfy the
requirement are not sufficient.
The vendor rejects in whole or in part the Terms and Conditions of this IFB.
Modifications, additions or changes to the Terms and Conditions of this IFB.
The vendor submits bid with missing or inaccurate pricing information may be ineligible for evaluation
and selection for an awarded contract.
Erasure or the use of typewriter correction fluid on the IFB is not acceptable. Prior to submission of the
IFB, errors may be crossed out, corrections entered and initialed by the vendor authorized contact.
The vendor initiates unauthorized contact regarding the IFB with the SFA or employees/agents of the
SFA.
The vendor fails to include any signature, certification, authorization, stipulation, disclosure, guarantee
or other item requested in this IFB.
The vendor fails to disclose any matters that might be conflict of interest, real or apparent shall
constitute a material breach of the contract.
Regulations
All vendors submitting a IFB, agree to comply with all required contract provisions identified in program
regulations for programs operated (7 CFR Parts 210, 215, 220, 225, 226, as applicable), USDA Foods (7 CFR
Part 250), and Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (2 CFR Part 200), respectively.

Equal Employment Opportunity
By submitting a response to the request for price quotations, the vendor has agreed to affirmatively cooperate
in the implementation of the policy and provision of Executive Order 11246; Executive Order 11375, and 41
CFR part 60. To comply the vendor will:
Provide equal opportunity to all qualified persons to prohibit discrimination in employment on the basis
of race, color, religion, sex, or national origin.
Will not discriminate against any employee or applicant for employment because of race, color, religion,
sex, or national origin.
Employ and treat employees fairly during employment, which shall include, but is not limited to the
following: upgrading, demoting, or transferring, recruitment, layoff or termination, rates of pay or other
forms of compensation, and selection for training.
By submitting a response, the vendor has agreed to affirmatively cooperate in the implementation of the
policy and provisions of Executive Order 11246, Executive Order 11375, and 40 CFR part 60.
Targeted Small Business Certification
Vendors owned, operated, and managed by women, minority persons, and individuals with disabilities or
service-connected disabled veterans are encouraged to respond to the solicitation. Please attach a copy of the
Targeted Small Business (TSB) certification issued by the Iowa Department of Economic Development. If the
business is not TSB-certified in Iowa, then business must provide documentation to meet the following
minimum requirements:
Be located in the State of Iowa;
Be operated for a profit;
Have a gross income of less than $4.0 million computed as an average of the preceding three fiscal
years, and
Be owned, operated, and actively managed by a female, a minority person, and a person with disability
or a service-connected disable veteran.
Termination for Cause
The School Food Authority (SFA) or the selected vendor may terminate the contract in whole, or in part, for any
reason. The reasons may include but are not limited to:
Failure by one party to fulfill its obligations under the contract through no fault of the terminating party.
The terminating party will provide a reasonable opportunity to rectify the issues identified in product or
service performance prior to termination.
In the event that no funds or insufficient funds are appropriated and budgeted for payments due to the
vendor. The SFA shall notify the vendor of such occurrence as soon as SFA's designated individual is
notified of insufficient funds by the SFA administration.
Termination for Convenience
The School Food Authority may terminate the contract prior to the expiration of the agreed upon contract
duration or school year, without cause and without penalty. The SFA will provide thirty (30) days written
notification to the selected vendor.
Clean Air Act (42 U.S.C 7401-7671q) and the Federal Water Pollution Control Act (33 U.S.C 1251-1387)
The vendor is required to comply with all applicable standards, orders, or regulations issued pursuant to the
Clean Air Act 42 U.S.C. 7401-7671q and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the
Environmental Protection Agency (EPA).

Energy Policy and Conservation Act (42 U.S.C. 6201)
The vendor agrees to comply with all mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation
Act.
Protest Procedures
Per IAC Chapter 11.117.20 (8A) any vendor that filed a timely bid or proposal and that is aggrieved by an
award may appeal the decision by filing a written notice of appeal within five (5) calendar days of the date of
award, exclusive of Saturdays, Sundays, and legal state holidays. Protests must be in writing and provide
specific reasons with supporting documentation for the protest.
Vendors whose RFP has been filed in accordance with the requirements of this RFP may appeal the decision
by filing a written notice of appeal to: Kevin Baccam, CFO, Southeast Polk School District, 8031 NE University
Avenue, Pleasant Hill, Iowa 50327
A copy of the appeal shall also be submitted to the Issuing Officer. A notice of appeal must be filed within five
(5) business days. The appeal must clearly and fully identify all issues being contested by referencing the
page(s), section(s), line number(s) and/or the Notice of Intent to Award. A notice of appeal may not stay the
negotiations with the apparent successful vendor.
Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708)
The vendor agrees to comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor
Regulations (29 CFR Part 5).
Insurance
The vendor awarded the contract shall maintain all necessary and proper insurance for the duration of the work
to be performed including Comprehensive General Liability Insurance, Property Damage Insurance, Workers'
Compensation Insurance, Employer's Liability Insurance, and Automobile Liability Insurance. Should any
required insurance be cancelled before the expiration date, the issuing company will mail 30-days written
notice to the SFA. The awarded vendor shall meet the statutory requirements of the State of Iowa for workers'
compensation coverage and employer's liability insurance.
Iowa Gift Law (Iowa Code Chapter 68B)
The gift law prohibits a public employee or that person's immediate family member from accepting or receiving,
directly or indirectly, any gift or series of gifts from a "restricted donor." A restricted donor is defined in the law
as a person or company who is or is seeking to be a party to a sale, purchase, lease or other type of contract
with the employer of the public employee. For more information on how the gift law applies to employees of a
SFA go to: Iowa Gift Law- legal lessons.
Examination of Public (Open) Records (Iowa Code Chapter 22)
The law states that any person shall have the right to examine and copy a public record and to publish or
otherwise disseminate a public record or the information contained in a public record. This includes all
documents related to food service procurement. A person should be allowed to examine the procurement
documents in the physical possession of the SFA free of charge. The examination and copying of the public
record will be done in the presence of the SFA's designated authority. A request for a copy of procurement
documents received in writing, by telephone, or by electronic means (emails) must be fulfilled by the SFA. The
request for a copy of the procurement documents may be contingent upon the receipt of payment of expenses
to be incurred in fulfilling the request. The estimated expenses shall be communicated to the person requesting
the records. If the SFA copy equipment is used, the SFA shall provide a reasonable number of copies of the
procurement documents upon the payment of a fee. The fee for copying shall not exceed the actual cost of

providing the service. The copy of procurement documents must be done in the presence of the SFA's
authorized designee. For more information go to: Iowa Code Chapter 22.

Federal and Iowa Statements
USDA Nondiscrimination Statement (Revised 4-2-26)
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights
regulations and policies, the USDA, its Agencies, offices, and 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: (202)
690-7442; or (3) email: program.intake@usda.gov.
This institution is an equal opportunity provider.
Iowa Nondiscrimination Statement (Revised 7-1-25)
It is the policy of this CNP provider not to discriminate on the basis of race, creed, color, sex, sexual
orientation, national origin, disability, age, or religion in its programs, activities, or employment practices
as required by the Iowa Code 216.6, 216.7, and 216.9. If you have questions or grievances related to
compliance with this policy by this CNP Provider, contact the Iowa Civil Rights Commission, 6200 Park
Ave, Suite 100, Des Moines, IA 50321; phone number 515-281-4121 or 800-457-4416; website:
https://icrc.iowa.gov/.

Attachment A.
Suspension and Debarment Certification
SUSPENSION AND DEBARMENT CERTIFICATION
Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion-Lower Tier Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7CFR
Part 3017, Section 3017.510, Participants' responsibilities. The regulations were published as Part IV of the January 30,
1989, Federal Register (pages 4722-4733). Copies of the regulations may be obtained by contacting the Department of
Agriculture agency with which this transaction originated.
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS BELOW)
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in
this transaction by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such
prospective participant shall attach an explanation to this proposal.
Vendor Organization Name
Vendor Authorized Representative
Signature

Instructions for Suspension and Debarment Certification
1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the
form in accordance with these instructions.
2. The certification in this clause is a material representation of fact upon which reliance was placed when the
transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an
erroneous certification, in addition to other remedies available to the Federal Government, the department or agency
with which this transaction originated may pursue available remedies, including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is
submitted if at any time the prospective lower tier participant learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction", "debarred", "suspended", "ineligible", "lower tiered covered transaction",
"participant", "person", "primary covered transaction", "principal", "proposal", and "voluntarily excluded" as used in this
clause, have the meanings set out in the definitions and coverage sections of rules implementing Executive Order
12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those
regulations.
5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be
entered into, it shall not knowingly enter into any lower tiered covered transaction with a person who is debarred,
suspended, declared ineligible or voluntarily excluded from participation in this covered transaction, unless authorized
by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled
"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered
Transactions", without modification, in all lower tier covered transactions and in all solicitations for lower tier covered
transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered
transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it
knows that the certification is erroneous. A participant may decide the method and frequency by which it determines
the eligibility of its principals. Each participant may, but is not required to, check the Non-procurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to
render in good faith the certification required by this clause. The knowledge and information of a participant is not
required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction
knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily
excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available remedies, including suspension and/or
debarment.

Attachment B.
Assurance of Civil Rights Compliance
________________________________________________________________________________________
The Vendor hereby agrees that they will comply with:
i. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.);
ii. Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.);
iii. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);
iv. Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.);
v. Title II and Title III of the Americans with Disabilities Act (ADA) of 1990 as amended by the ADA
Amendment Act of 2008 (42 U.S.C. 12131-12189);
vi. Executive Order 13166, "Improving Access to Services for Persons with Limited English Proficiency."
(August 11, 2000);
vii. All provisions required by the implementing regulations of the Department of Agriculture (USDA) (7
CFR Part 15 et seq.);
viii. Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42 and 50.3);
ix. Food and Nutrition Service (FNS) directives and guidelines to the effect that, no person shall, on the
grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be
denied the benefits of, or otherwise be subject to discrimination under any program or activity for which
the Program applicant receives Federal financial assistance from USDA; and hereby gives assurance
that it will immediately take measures necessary to effectuate this Agreement.
x. The USDA non-discrimination statement that in accordance with Federal civil rights law and U.S.
Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices,
and employees, and institutions participating in or administering USDA programs are prohibited from
discriminating based on race, color, national origin, religion, sex, gender identity (including gender
expression), sexual orientation, 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).
This assurance is given in consideration of and for the purpose of obtaining any and all Federal financial
assistance, grants, and loans of Federal funds, reimbursable expenditures, grant, or donation of Federal
property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to
use Federal property or interest in such property or the furnishing of services without consideration or at a
nominal consideration, or at a consideration that is reduced for the purpose of assisting the recipient, or in
recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or
any improvements made with Federal financial assistance extended to the Program applicant by USDA. This
includes any Federal agreement, arrangement, or purchase or rental of food service equipment or any other
financial assistance extended in reliance on the representations and agreements made in this assurance.
By accepting this assurance, the Vendor agrees to compile data, maintain records, and submit records and
reports as required, to permit effective enforcement of nondiscrimination laws and permit authorized USDA
personnel during hours of program operation to review and copy such records, books, and accounts, access
such facilities and interview such personnel as needed to ascertain compliance with the nondiscrimination
laws. If there are any violations of this assurance, the Department of Agriculture, FNS, shall have the right to
seek judicial enforcement of this assurance. This assurance is binding on the State agency, its successors,
transferees and assignees as long as it receives assistance or retains possession of any assistance from
USDA. The person or persons whose signatures appear below are authorized to sign this assurance on behalf
of the State agency.
____________________________________ __________________ ____________________
Signature of Vendor's Authorized Representative Title Date

Attachment C.
Assurance of Non-Collusion or Certificate of Independent Price Determination
Re: Request for Invitation for Bid for Smallwares
A. By submission of a bid in response to the 24-25 School Year Smallwares Bid the undersigned
certifies the following:
1. The prices in this bid have been arrived at independently, without consultation, communication, or
agreement for the purpose of restricting competition, as to any matter relating to such prices with
any other vendor or with a competitor
2. Unless otherwise required by law, the prices which have been quoted in this bid have not been
knowingly disclosed by the vendor and will not knowingly be disclosed by the vendor prior to
opening in the case of a sealed bids or prior to the award in the case of a request for proposal,
directly or indirectly to any other vendor or competitor for the purpose of restricting competition.
3. No attempt has been made or will be made by the vendor to induce any person or firm to submit or
not submit an offer for the purpose of restricting competition.
B. Each person signing this bid on behalf of the vendor certifies that:
1. He or she is the person in the vendor's organization responsible within the organization for the
decision as to the prices offered herein and has not participated, and will not participate, in any
action contrary to A.1 through A. 3 above; or
2. He or she is not the person in other vendor's organization responsible within the organization for the
decision as to the prices being offered herein, but that he or she has been authorized in writing to
act as agent for the persons responsible for such decision in certifying that such persons have not
participated and will not participate in any action contrary to A.1 through A.3 above, and as their
agent does hereby so certify; and he or she has not participated, and will not participate, in any
action contrary to A.1 through A.3 above.
To the best of my knowledge, this Proposer, its affiliates, subsidiaries, officers, directors, and
employees are not currently under investigation by any government agency and have not in the last
three years been convicted of or found liable for any act prohibited by state and federal law in any
jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as
follows:
___________________________________ __________________ ____________________
Signature of Vendor's Authorized Representative Title Date
In accepting this offer, the SFA certifies that no representative of the SFA has taken any action that
may have jeopardized the independence of the offer referred above.