IFB 05282026DEM Commercial Food Bid 2026-2027 SY

May 08, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
3176 Jackson Avenue Memphis, Tennessee 38112-4892 Phone (901) 416-5550
(This bid will not be accepted electronically or by facsimile. All bids must be mailed to the above address.)
INVITATION FOR BID
(NOT AN ORDER)
Please submit Bids on the item(s) listed below. The right is reserved to reject any or all Bids. If substitutions are offered, give full particulars.
The Bid must be submitted no later than May 28 @ 11:00 A.M., CST 2026.
The Shelby County Board of Education reserves the right to accept or reject any or all Bids, or any part thereof, and to waive any minor informalities and/or
technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful Bidders shall be paid only when delivery is
complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany all shipments covered under Tennessee Hazardous
Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.
NUTRITION SERVICES
CNC FOOD
COMMERCIAL FOOD BID 2026-2027 SY
The Shelby County Board of Education ("SCBE") is requesting bids for the purchase of COMMERCIAL FOOD
BID 2026-2027 SY, as indicated in the attached specifications. Bids MUST be received by Memphis-Shelby
County Schools ("MSCS" or "District) by the due date and time set forth above.
Questions or requests for clarification of technical issues and terms pertaining to this Bid must be submitted in
writing via e-mail to mathisd2@scsk12.org by Tuesday, May 12, 2026 @11:00 AM CST.
ISSUED BY: Daphne Mathis IFB #05282026DEM
We propose to furnish the item(s) and/or services outlined in the Bid at prices quoted and guarantee safe delivery F.O.B. delivered and as specified.
Bids are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.
NAME OF FIRM PHONE # FAX #
ADDRESS CITY STATE ZIP CODE
EMAIL ADDRESS AUTHORIZED REPRESENTATIVE NAME
NAME OF BILLING CONTACT PHONE# EMAIL ADDRESS
CHECK HERE IF YOU ARE A SMALL BUSINESS ENTERPRISE
"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, sex, disability,
age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. To file a complaint of discrimination, write
USDA, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, DC. 20250-9410 or call (866) 632-9992 or (800) 877-8339
(TTY). USDA is an equal opportunity provider and employer."
"Shelby County Board of Education does not discriminate in its programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or
age."
1

PART I: SCOPE OF WORK
1.0 INTRODUCTION
This Invitation for Bid (IFB) is soliciting bids for COMMERCIAL FOOD BID 2026-2027 SY.
Shelby County Board of Education is interested in:
1. Creating strong partnerships with direct suppliers of goods
2. Taking advantage of economies of scale to help reduce operating costs
3. Driving revenues through increased participation
Shelby County Board of Education serves approximately 92,000 reimbursable lunches daily and
53,000 reimbursable breakfasts. The district is allocated over 4.7 million dollars in USDA
commodity entitlement.
Shelby County Board of Education reserves the right to select manufacturers in the best interest of
its/their school systems. It also reserves the right to reject any bids or to award the bid either in
whole or in part to the bidders whose bids, in its opinion, meet all the established criteria and are
the lowest "approved brand" in cost per serving, per unit, per case, or per pound.
2.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools
(MSCS) district. MSCS is Tennessee's largest public school district and is among the 25 largest public-
school districts in the United States. MSCS serves more than 106,500 students in over 200 schools. We
are Shelby County's second-largest employer, with nearly 14,000 employees, including more than 6,000
teachers.
Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for
strategic decision-making and informed solution-based decisions. The information gleaned from data,
research-based strategies, and performance outcomes provide our district with amazing opportunities to
offer high-quality educational options to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and life through three
strategic initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
3.0 SCOPE OF WORK
The SCBE requests bids for COMMERCIAL FOOD BID 2026-2027 SY. The specifications are
contained in the Invitation for Bid. Responses submitted must meet or exceed all requirements.
Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions
must be noted.
4.0 NON-EXCLUSIVE
2

The intent of this contract is to provide the SCBE with an expedited means of procuring supplies
and/or services at the lowest cost. This contract is for the convenience of the SCBE and is
considered to be a "Non-Exclusive" use contract. The SCBE does not guarantee any usage. The
SCBE will not be held to purchase any particular Brand, in any groups, prices or discount ranges,
but reserves the right to purchase any item/items listed in the price schedule submitted.
PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all information pertinent to this solicitation may contain trade
secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or
knowingly use any confidential or proprietary information of the SCBE and/or third-party participant.
Bid submissions are subject to the Tennessee Open Records Act (Tenn. Code Ann. 10-7-503 et
seq). In accordance with the Act, certain information is subject to public disclosure. Please be
advised that should you deem any portion of your bid as confidential or proprietary, it must be
conspicuously indicated on those portions so deemed. However, and in accordance with the Act,
you are hereby notified that every portion may still be subject to disclosure under the Act.
2.0 TERM OF AGREEMENT
The anticipated terms of this contract shall begin July 1, 2026 - June 30, 2027.
The bidder warrants that price for the bid under this IFB are not higher than prices currently
extended to any other governmental agency for the same product or service.
Upon satisfactory service and by mutual agreement the SCBE reserves the right to renew the
contract. The term of renewal shall not exceed an additional one (1) year period (July 1, 2026-
June 30, 2027). If the option to renew is exercised, the agreement will continue under the same
terms and conditions set forth herein.
Vendor contract may be canceled for breach of contract for any one (1) of the following
reasons:
* Merchandise fails to conform to bid specifications
* Bidder fails to follow specified procedures for ordering and delivering
* Bidder fails to deliver items ordered on three (3) or more occasions
* Bidder does not conform to bid pricing, or bidder increases pricing not consistent with
the most recent CPI Index-Food Away from Home.
* Bidder fails to service all schools contracted for in the SCBE (if appliable)
* At any time, the SCBE determines that the best interest of the system is not being
served.
* Lack of notification of Supply Chain Manager or Menu Planning Manager that an item is
out of stock and cannot be delivered
* Failure by vendor to promptly pick up items that are not the bid items or approved
If at any time, the SCBE is dissatisfied with the quality of service provided, a written notice of
the specific problem(s) will be furnished to the vendor(s) by certified letter. If the problem is not
corrected to the satisfaction of the SCBE within thirty (30) days of this written notice, this entire
contract may be unilaterally terminated by the SCBE with no further obligation on the part of
the SCBE Contract may also be terminated if three (3) or more such occurrences
3

occur within any twelve (12) month period.
The SCBE has the right at its discretion to terminate or renegotiate this Agreement due to
occurrence of any event or action beyond their control.
I. Any one or combination of penalties for failure to perform may be as follows:
* Adjustment not consistent with the increase of the most recent CPI Index-Food Away
from Home
* Termination of contract
* Suspension from future bidding for one (1) bid period
* Legal action or civil penalties
II. Successful vendor will be supplied contact information for each location. (if applicable)
3.0 PRE-BID MEETING (N/A)
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any
Supplier orally. Questions shall be submitted in writing to the Point of Contact (see Part II, 5.0).
To be given consideration, the questions must be received NO LATER THAN May 12, 2026 @
11:00 A.M., CST. Questions that are deemed to be substantive in nature will be responded to in
the form of an addendum and posted on SCBE website http://www.scsk12.org/procurement/bids.
Please do not submit question in PDF format.
Bid Posted 05/08/26
Questions Due 05/12/26 @ 11AM CST
Questions & Answers Posted 05/15/26
Samples Submission Deadline 05/20/26 @ 4PM CST
Bid Due Date/Time 05/28/26 @ 11AM CST
5.0 POINT OF CONTACT
Daphne Mathis, Senior Buyer
Central Nutrition Center
E-mail: mathisd2@scsk12.org
6.0 CONTRACT MONITOR/SCBE SUPERVISION
The Contractor's performance will be under the direction of the Buyer/Requesting Department who
will be responsible for ensuring contractor's compliance with the requirements of this contract to
include managing the daily activities of the contract, providing guidance to the contract, and
coordination. The Contractor shall be accountable to the end users on all matters relating to the
scope of work.
7.0 CONTRACT TYPE
The contract resulting from this solicitation will be a Fixed Price.
8.0 PAYMENT TERMS
4

The Contractor shall submit an invoice detailing the product or services provided and the actual
costs incurred. Payment shall be in accordance with line-item price on the purchase order and
made within Net 30 days upon receipt of invoice.
The SCBE reserves the right to reduce or withhold contract payment in the event the Contractor
does not provide the Department with all required deliverables within the timeframe specified in the
contract or in the event that the Contractor otherwise materially breaches the terms and conditions
of the contract.
9.0 INVITATION FOR BID (IFB) REVISIONS
Should it become necessary to revise any part of this IFB, addenda will be posted on SCBE
http://www.scsk12.org/procurement/bids. Failure of any offeror to receive or acknowledge receipt
of such addenda or interpretation shall not relieve any offeror from any obligations under this IFB
as amended by all addenda. All addenda so issued shall become part of the award.
10.0 SUBMISSION DEADLINE
In order to be eligible for consideration, bids must be received at the Central Nutrition Center (CNC)
no later than May 28, 2026 @ 11:00 a.m. CST, 3176 Jackson Avenue, Memphis, TN 38112.
Vendors mailing bids shall allow sufficient carrier delivery time to ensure timely receipt of their bid
at the CNC prior to the deadline. Any bid received at the CNC after the submission deadline, no
matter what the reason, will be returned unopened. Bid responses delivered to any other
location shall not constitute delivery to the Central Nutrition Center.
11.0 BID OPENING
The SCBE shall receive sealed bids until the bid due date indicated on the bid front cover sheet.
Bid tabulations will be posted to the Shelby County Board of Education's (SCBE) website at
www.scsk12.org once completed. The SCBE shall then review all responses and analyze the
results of the bidding process. A final recommendation(s) shall be prepared for review and approval
by the Procurement Director. Upon acceptance and approval of the bid(s) by the Procurement
Director, the Director may grant its approval subject to such conditions as it may deem appropriate.
All bids shall be publicly opened at the Central Nutrition Center, 3176 Jackson Avenue,
Memphis, TN 38112 on the date specified on the bid. In the event of inclement weather on the due
date of a bid and The SCBE is closed, the bid will be due and opened on the next business day at
the same time as specified in the bid or applicable addendum.
12.0 DURATION OF BID
A bid submitted in response to this solicitation is binding upon the bidder and is considered
irrevocable for a minimum of 120 days following the closing date for receipt of initial bids.
13.0 E- COMMERCE
The Commercial Appeal, Daily News and www.scsk12.org/procurement Website. This website also
serves to publish any addenda, associated materials, bidder/offeror questions and the SCBE's
responses, and other solicitation related information.
The successful bidder must be an active vendor in APECS to receive Purchase Orders and
Payment. Instructions on how to register are detailed on the Procurement website @
http://www.scsk12.org/procurement, Doing Business with SCS.
5

SCBE does not discriminate in educational programs, activities, or employment on the basis of race,
color, national origin, sex, age, religion or disability. Bidders will be required to comply with all
applicable requirements pertaining to fair labor, state, and local government.
14.0 INSURANCE
Failure to provide the required insurance coverage by either of the two (2) methods described in
Appendix E when the bid is submitted may result in rejection of your bid as being non-responsive.
15.0 LIQUIDATED DAMAGES
The successful Bidder accepts this contract with the understanding that should they fail to complete
the work/delivery in an acceptable manner and in the time stated, shall be subject to the payment
of liquidated damages as stated in the bid document.
16.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and pursuant to
Memphis-Shelby County Schools' requirements, Vendors (persons, corporations or other entities)
whose employee(s), subcontractor(s), or representative(s) will come in contact or close proximity to
MSCS students during the course of business, must require their employee(s), subcontractor(s), or
representative(s) to supply a fingerprint sample, and submit to a criminal history records check
through the Tennessee Bureau of Investigation (TBI), and they will issue them a greenlight letter.
Once they receive the greenlight letter, an appointment should be made with Memphis-Shelby
County Schools ID Department. A copy of the greenlight letter, along with $30.00 (exact change or
company check), will be required to obtain an MSCS Vendor ID Badge. A MSCS Vendor ID Badge
is required before permitting the person to have contact with the children or entering school grounds.
The cost of fingerprinting, conducting the criminal records check, and obtaining a Memphis-Shelby
County School's identification badge will be the sole responsibility of the Vendor for each of the
Vendor's employee(s), subcontractor(s), or representative(s). Vendors doing business with MSCS
are required to renew their badges annually. The Memphis-Shelby County School's identification
badge shall be always worn by each of the Vendor's employee(s), subcontractor(s), or
representative(s) at shirt pocket height while on Memphis-Shelby County Schools' property. For
more information regarding of fingerprinting, conducting the criminal records check, and obtaining
a Memphis-Shelby County School's identification badge, please contact 901-416-5318.
MSCS further reserves the right to audit the criminal history background records of any Vendor
employee(s), subcontractor(s) or representative(s) having contact with MSCS students. Audits may
be conducted on a quarterly basis with 48 hours' prior notice. It is the Vendors responsibility to
ensure records are current and made available upon request to MSCS. Failure to provide MSCS
access to current criminal history checks upon request could lead to Vendor debarment.
17.0 COMPLIANCE WITH LAWS
Offerors shall comply with all federal, state, and local laws, statutes, ordinances, rules, and
regulations applicable to the services to be rendered under this Contract. Offerors violation of any
of these laws, statutes, ordinances, rules, or regulations constitutes a breach of this Contract and
entitles SCBE to terminate this Contract immediately upon delivery of written notice of termination
to Offeror.
18.0 BONDING- (N/A)
19.0 TERMS AND CONDITIONS
6

Any contract entered into in connection with this solicitation shall be subject to these General Terms
and Conditions except as otherwise modified herein.
It shall be the Contractor's sole responsibility to insure they are compliant with all applicable federal,
state, and county laws, rules, ordinances, statutes, etc., that may impact this contract. The SCBE shall
bear no responsibility for monitoring the Contractor's compliance with said legal requirements. If the
Contractor fails to maintain legal compliance, the SCBE may find said Contractor in default.
In the event of conflict between the General Terms and Conditions shall take precedence.
In the event of conflict between this solicitation any of the General Terms and Conditions proposed
by any bidder or incorporated in any acknowledgement of contract awarded to the successful
bidder, then, and in such event, the terms and conditions stated herein shall take precedence
unless modified in writing by the Procurement Director.
20.0 BASIS OF AWARD
Items on this bid will be awarded on a "line item" basis unless stated differently in the bid instructions and
specifications. As indicated on the pricing sheet, Shelby County Board of Education will award this bid
based on the lowest "approved brand" cost per serving, unit, case, or pound. Pricing shall remain firm for
the initial term of the agreement.
20.1 OPTION TO RENEW CONTRACT PERIOD
A. Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF
SHELBY COUNTY reserves the right to renew the contract. The term of renewal shall
not exceed an additional six-month period.
B. The SCBE expects all vendors to provide year-over-year cost reductions
recommendations.
C. Price decreases are acceptable at any time, need not be verifiable, and are required
should the contractor/producer/processor/manufacturer experience a decrease in costs
associated with the execution of the contract.
D. Price adjustments from the contractor/producer/processor/manufacturer for any/all items
may be considered at renewal. The request is subject to approval by the Contracting
Officer. The request must be submitted in writing at least sixty (60) days prior to the
renewal term and shall be accompanied by supporting documentation.
E. Bidder guarantees that any increase in rates for the optional, additional one year contract
period will not exceed the lower of the percentage rate increase in the National Consumer
Price Index for the Urban Consumers (CPI-U), under the expenditure category for all
items, over the previous twelve-month period.
F. Should the awarded vendor, at any time during the life of the contract, sell materials of
similar quality to another customer, or advertise special discounts or sales, at a price
below those quoted within the contract, the lowest discounted prices shall be offered to
Memphis-Shelby County Schools.
7

21.0 PROTEST
RIGHT TO PROTEST: Prior to the commencement of an action in court concerning the controversy,
any actual vendor who claims to be aggrieved in connection with a solicitation, the solicitation
process, or a pending award of a contract may protest to the Buyer. The Procurement Director
shall attempt to resolve informally all protest of award recommendations. Protest shall be
submitted in writing within seven (7) days after such claimant knows or should know of the facts
giving rise to the protest.
1. An aggrieved bidder of standing or offeror may protest to the Buyer a proposed award of a
contract for supplies, equipment, services, or maintenance. A bidder of standing is a bidder
who would be directly next in line for an award should the protest be supported.
a. The protest shall be in writing addressed to the Buyer with a copy to the Procurement
Director and shall include the following:
* The name address and telephone number(s) of the protester.
* Identification of the solicitation
* Statement of reasons for the protest
* Supporting documentation to substantiate the claim
* The remedy sought
2. The protest must be filed with the Procurement Office within seven (7) calendar days of the
recommendation of award or notification to the bidder or offeror that their bid or Bid will be
rejected.
3. A vendor who does not file a timely protest before the contract is executed by the Board is
deemed to have waived any objection.
4. The Procurement Director shall inform the Chief of Finance Operations (CFO) upon receipt of
the protest.
5. The Procurement Director shall confer with the general counsel prior to issuance of a decision
regarding disputes of contracts or awards.
Appeal of Contract Award Decision
1. The Procurement Director shall issue a decision in writing. Any decision of an award protest
may be appealed to the CFO within seven (7) days of issuance of the decision by the
Procurement Director
2. Any decision of an award protest may be appealed to the Superintendent within seven (7) days
of issuance of the decision by the Chief of Finance Operations.
3. The Superintendent will evaluate the issues involved and render a decision. The decision of
the Superintendent is final.
22.0 SMALL, MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES (2 CFR 200.321)
8

The Shelby County Board of Education (hereafter referred to as the "Board") recognizes
that small businesses and businesses owned by minorities and/or women (hereafter
referred to as SBEs/MWBEs) frequently face unique problems that are not encountered by
large majority-owned businesses. Therefore, it is the policy of the Board to take necessary
affirmative steps, in accordance with 2 CFR 200.321, to assure that equal opportunities are
provided for MWBEs to participate in the performance of District contracts financed in whole
or in part with federal funds.
2 CFR 200.321 - Contracting with small and minority businesses, women's business enterprises,
and labor surplus area firms.
Title 2: Grants and Agreements
PART 200-UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT
REQUIREMENTS FOR FEDERAL AWARDS
200.321 Contracting with small and minority businesses, women's business enterprises, and labor
surplus area firms.
(a) The non-Federal entity must take all necessary affirmative steps to assure that minority businesses,
women's business enterprises, and labor surplus area firms are used when possible.
(b) Affirmative steps must include:
(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they
are potential sources;
(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum
participation by small and minority businesses, and women's business enterprises;
(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and
minority businesses, and women's business enterprises;
(5) Using the services and assistance, as appropriate, of such organizations as the Small Business
Administration and the Minority Business Development Agency of the Department of Commerce; and
(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs
(1) through (5) of this section.
PART III: BID SUBMISSION REQUIREMENTS
9

1.0 GENERAL FORMAT
A. Bidders must submit one (1) hard copy and one (1) electronic copy of bid pricing in Microsoft
Office Excel 2007 Workbook format. A template worksheet will be provided by the Shelby
County Board of Education. No other form will be considered. All Bidders must submit
a Microsoft Office Excel 2007 Workbook file on a USB flash drive (readable by
Microsoft Windows 7 version) as well as include copies of bid documents, bid
worksheets and nutritionals/crediting statements and related documents. Also,
bidders must provide a hardy copy of bid worksheets typewritten as a backup and
nutritionals. In case of errors in extensions, the unit price shall prevail. Electronic media
shall bear a label on the outside containing the IFB number and name as well as the name
of the Bidder and include all requested information and documents. SCBE RESERVES THE
RIGHT TO CONTRACT IN THE BEST INTEREST OF SCBE, AND TO REJECT ANY AND
ALL BIDS AT ANY TIME PRIOR TO AWARD.
B. Bid submission shall be labeled on the outside of each submitted package with the
following:
1. Bidder's name and business address.
2. Bid Due Date/Time for receipt of Bids, and
3. Invitation for Bid (IFB) number and Title
C. Delivery of Bids: Each bidder MUST complete and return the following
items in a sealed bid envelope no later than 11:00 a.m. C.S.T. on
Thursday, May 28, 2026:
1. Completed Invitation for Bid form
2. Certification Regarding Lobbying (Appendix B)
3. Completed Debarment Affidavit (Appendix C)
4. Nutrient analysis of each item bid and End Product Data Sheets
5. CN label or Crediting Statement or Product Formulation Statement for
each item bid (if applicable) (Appendix D)
* Complete the Product Formulation Statement for Documenting Grains
in Child Nutrition Programs, the Product Formulation Statement for
Documenting Vegetables and Fruits in School Meal Programs, and/or
Product Formulation Statement for Documenting Meats/Meat
Alternates (M/MA) form
6. Vendor's GAP Like/GMP Practices/HACCP Program Letter
7. Vendor (or) Manufacturer Julian Date Document (or) Shelf-Life Document
8. Completed Certificate of Insurance (Appendix E)
9. Completed Pricing Confirmation (Appendix F)
10. Buy American Certification/Waiver (Appendix G)
11. Product Information Profile Form (Appendix H)
* Provide the company's decoding procedure for expiration and/or manufacture.
Immediately after the Product Information Profile Form.
12. Completed Addenda Acknowledgement form (Appendix I)
13. Completed State of Tennessee Non-Boycott of Israel Certification (Appendix J)
14. Completed State of Iran Divestment Act Certification (Appendix K)
15. Completed Anti-Bribery Affidavit (Appendix L)
16. Completed Non-Collusion Certification (Appendix M)
10