IFB04152024MES Summer Feeding Bid

Agency:	Memphis City Schools
State:	Tennessee
Type of Government:	State & Local
Posted Date:	Apr 3, 2024
Due Date:	Apr 15, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SHELBY COUNTY BOARD OF EDUCATION

April 02, 2024

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 April 15 @ 11:00 A.M., CST 2024.

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.

CENTRAL NUTRITION CENTER

Summer Feeding

2023-2024 Summer School Period

The Shelby County Board of Education (“SCBE”) is requesting bids for the purchase of the Summer Feeding

2023-2024 Summer School Period, 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 Matthew Saunders at saundersme@scsk12.org and copy Gregg Gordon at

gordong1@scsk12.org.

ISSUED BY: Matthew Saunders

BID #04152024MES

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 MINORITY VENDOR

“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.”

PART I: SCOPE OF WORK

1.0 INTRODUCTION

This Invitation for Bid (IFB) is soliciting bids for Summer Feeding for the 2023-2024 Summer

School Period.

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 make selection of manufacturers in the

best interest of its/their school systems. Shelby County Board of Education reserves the right to

reject any and all bids or to award the bid either in whole or in part to the bidders whose bids in

their opinion meet all the established criteria and are the lowest in lowest “approved brand” 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 approximately 110,500 students in 214 schools. We

employ more than 6,000 teachers and 7,900 support personnel to serve our unique student population

while offering programming and services to fit the needs of all our students.

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 Summer Feeding for the 2023-2024 summer school period. 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

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 May 20, 2024- July 29, 2024

The bidder warrants that the price for the bid under this IFB is 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 (May 20,

2024- July 29, 2024). If the option to renew is exercised, the agreement will continue under the

same terms and conditions set forth herein.

The 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 School Nutrition Supervisor 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

occur within any twelve (12) month period.

The SCBE has the right at its discretion to terminate or renegotiate this Agreement due to the

occurrence of any event or action beyond its 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 vendors will be supplied with 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 April 09, 2024 @

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 questions in PDF format.

Bid Posted

Questions Due

Bid Due Date/Time

04/02/24

04/09/24 @ 11AM CST

04/15/24 @ 11AM CST

5.0 POINT OF CONTACT

Matthew Saunders, Buyer

Central Nutrition Center

E-mail: saundersme@scsk12.org

Gregg Gordon, Supply Chain Manager

Central Nutrition Center

E-mail: gordong1@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

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 April, 15 2024 @ 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

IFB04152024MES Summer Feeding Bid

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