Market Basket Vendor

REQUEST FOR PROPOSALS
2026-2027, Market Basket Vendor Bid
Maize USD 266 Food Service

SECTION 1
INSTRUCTIONS TO BIDDERS
1.1 The purpose of this solicitation is to seek bids to enter into a one-year "cost plus a fixed fee
per case" vendor agreement whereby USD 266 agrees to purchase 80% of food and supplies
(excluding milk, dishwashing chemicals, equipment) from one vendor with the option to
renew annually for four additional years.
1.2 Sealed proposals must be submitted no later than Monday, June 1, 2026 at 10:00 am via one
of the following options:
a. Hand delivered to the Educational Outreach Center, Re: Sealed Proposal, Food
Service, Megan Barnard, 201 S. Park Ave, Maize KS 67101. This building is open
to the public Monday through Friday 7:30am to 3:30pm. It will be closed on
Monday May 25, 2026 for Memorial Day.
i. Submission must include:
1. USB flash drive containing at minimum:
a. Market Basket Worksheet as outlined in 6.1
b. Nutrition Labels as required in 6.1
c. Child Nutrition or Product Formation Statement as
outlined in 6.1.
2. Completed copies of these documents (with signature if
applicable)
a. Vendor Summary
i. HACCP Compliance Statement attachment
b. Attestation Statement for Buy American Provision
c. Anti-Lobbying Amendment
d. Debarment and Suspensions
e. Exhibit G - Contractual Provisions Attachment
f. Bidder Checklist
3. Digital submission via this digital submission link.
ii. Google forms will automatically datemarked and time stamp the
submissions. The submissions will not be accessed until bid opening on
June 1, 2026 at 10:00am.
b. A combination of both submission methods may be used. Maize USD 266 Food
Service is not liable for missing documents caused by multiple submissions or
submission methods.
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1.3 Bids will be accepted with an individual case price for each item specified item on the
Market Basket Worksheet using "cost plus a fixed fee per case" which is defined as:
Invoice cost of merchandise
+ Freight in (if not included in the invoiced cost)
= Actual Cost*
Actual Cost
+ Fixed fee cost per unit
= Final cost to the SFA+
*Actual cost of merchandise is based on the Vendor's invoice from the
manufacturer or seller.
+There shall be no storage charges for any items stocked by the Vendor. Vendor
must state whether the cost invoiced to SFAs will include the fixed fee cost per
unit or actual cost.
1.4 If clarification of the specifications/instructions is required, vendors must send the question
in writing to FoodService@usd266.com the SFA will clarify and answer in writing only.
Questions and answers will be posted publicly online here. If the SFA issues any changes to
this Request for Proposals (RFP), acknowledgement of receipt of such changes must be
made to the SFA in writing, signed by an individual authorized to legally bind the bidder,
and included in the bidder's bid package. If changes to the RFP are not acknowledged, the
SFA retains the right to reject the bid as non-responsive. No addenda will be issued within 5
working days of the time and date set for the bid opening. Should the SFA determine that
clarification of the specifications/instructions is necessary within 5 working days of the time
and date set for the bid opening, the time and date set for the bid opening will be delayed to
allow issuing an addendum.
1.5 Hereinafter, school food authority (SFA) shall refer to Maize USD 266 Food Service.
1.6 Hereinafter, vendor shall refer to the Vendor awarded the Contract.
1.7 This is a negotiated procurement utilizing the market basket method. Bid award will be
given to the company submitting the best responsive bid satisfying the requirements of USD
266 Food Service. Please see the included scorecard.
1.8 Upon deliberation, review of the scorecard, the most responsive and responsible bidder
with the lowest price will be recommended to the Maize USD 266 Board of Education. The
Board of Education will vote to accept or deny the bid award at the Board Meeting on
Monday, June 8, 2026. The bid award will be communicated to all bidders on Tuesday, June
9, 2026 in writing.
1.9 The subject matter of this RFP is subject to legislative changes either by the federal or state
government. If any such changes occur prior to contract award, then all bidders will have
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the opportunity to modify their bids to reflect such changes. If any such changes occur after
a contract award has been made, then the SFA (i) reserves the right to negotiate
modifications to the Contract reflecting such legislative changes; and (ii) shall have no
obligation to provide unsuccessful bidders with the opportunity to modify their bids to
reflect such legislative changes.
SECTION 2
GENERAL CONDITIONS
2.1 Proposals shall be submitted on the forms provided with the included specifications as
outlined in 1.2. All certifications contained herein must be signed and submitted with the
bid.
2.2 Proposals submitted after the date and time specified will not be considered and will be
returned, unopened to the appropriate bidder. Postmarks or dating of documents will be
given no consideration in the case of late bids.
a. Incomplete submissions will be notified upon opening on June 1, 2026. Vendors
are responsible for ensuring all documents are provided via the submission
methods. Maize USD 266 is not liable for missing documents or documents
uploaded after the deadline.
2.3 The SFA retains the right to reject any or all proposals, when there are sound documented
reasons to do so.
2.4 The fixed fee cost per unit established with the initial proposal may not change during the
first year of the contract. The fee in the following years is negotiable based on information
in Section 8.
2.5 The SFA will provide no relief for errors or omissions in the bid submitted in response to
this document.
2.6 No deviations or exceptions from the specifications and conditions outlined in this
document will be accepted. Changes in or additions to this RFP or any other modifications
of the proposal forms which are not specifically called for in these solicitation documents
will result in the SFA's rejection of the proposal as not being responsive. No oral, written, or
telephonic modifications of any proposal submitted will be considered.
2.7 Submission of a response to this document indicates the bidder is informed of specifications
and conditions contained herein.
2.8 No gratuity is allowed in connection with this proposal, including but not limited to gifts,
scholarships, gift cards, catering, catering account, event tickets, grants, kickbacks, etc.
2.9 The SFA reserves the right to investigate each bidder's ability to fulfill terms.
2.10 All proposals shall remain valid and subject to acceptance for a period of ninety (90)
days after the bid opening date. Award of the Contract shall be made to the lowest
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responsive, responsible bidder as determined by the SFA, based on the criteria and
specifications outlined in the RFP and further set forth in the Contract.
2.11 Proposal prices must be listed on the Market Basket Worksheet.
a. For the purpose of the "Grand Total for the Market Basket items" found on the
"Proposal Checklist" on page 26, if a bidder fails to provide a price for an item
and no alternate item is offered, the SFA will, for evaluation purposes only, apply
the highest price received from all other bidders for that item to calculate the
"Grand Total for Market Basket items."
2.12 Protest on a proposal must be filed in writing with the Director of Food Service within 5
working days after receipt of the bid summary.
2.13 No proposals will be accepted from, or contract awarded to, any person, firm, or
corporation that has failed to faithfully perform any previous contract with the SFA.
2.14 All completed proposals and supporting documentation submitted shall be the property
of the SFA.
2.15 Until such time as a Contract is awarded, no bidder, prospective or otherwise, shall be
provided access to any supporting proposal documents received by the SFA.
SECTION 3
SCOPE
3.1 Accepted vendor will provide 80% of the food budget with two key-drop deliveries per
week to each kitchen location for the Maize USD 266 Food Service program which
operates five elementary schools, two intermediate schools, two middle schools, two
high schools, one early childhood education center, and two alternative schools within
the cities of Wichita, Maize, and Mount Hope, KS with a combined enrollment of 7,400
students. The first delivery of the week must occur on Monday or Tuesday. The vendor
may select the day of the week for the second delivery. Biweekly deliveries will occur
August through May.
3.2 The SFA may at any time during the Term of the Contract add or remove sites and/or
meal periods for programs covered by the Contract unless the addition or removal of
sites and/or meal periods creates a material or substantive Contract change.
SECTION 4
SCHOOL FOOD AUTHORITY RESPONSIBILITIES
4.1 The SFA shall:
a. Provide vendor with two keys for key drop deliveries.
b. Provide vendor with an annual forecast of purchase amounts.
c. Verify each delivery against the invoice and sign the invoice.
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d. Store damaged goods in a designated location if needed for pick up. Request
credits utilizing labels or photos within 30 days of delivery.
e. Provide two SFA buyers to serve as the designated contact for SFA purchasing
decisions.
f. Make prompt payment within 30 days of invoice.
SECTION 5
VENDOR RESPONSIBILITIES
5.1 Provide the SFA with an Account Representative who has experience with school food
service accounts
a. The SFA reserves the right to interview potential representatives or request a
different representative if needed.
b. The SFA expects a four-hour response time, Monday through Friday, 8:00am to
4:00pm.
c. The SFA expects a secondary contact to be provided during the Account
Representative's personal or sick leave.
d. The SFA requests a weekly meeting during the school year to discuss outages,
substitutions, and other related issues. The vendor can provide the meeting
method of this meeting on the Vendor Summary contained in this packet. The
date, time and potential location can be scheduled following an accepted
contract.
e. The Account Representative will provide the following services:
i. Knowledge of NSLP, SPB, CACFP, and Smart Snacks requirements
ii. Communication with SFA's representative to discuss any shortages and
substitutions.
iii. Field the SFA's inquiries or concerns
iv. Resolve any problems with the order/delivery schedule.
v. Coordinate with the SFA's representatives regarding any rebate programs
and track all rebates.
vi. Recommend products to better meet the SFA's needs including market
information relating to product condition and quality, pricing trends and
new products. If appropriate, the Vendor shall make recommendations
on more appropriate products to use.
vii. Provide weekly communications describing produce conditions and the
recommended products to purchase and not to purchase.
viii. Notify the SFA's representative when deliveries include products that are
not domestically produced. This notification may be in the ordering
system, verbal or in written form. Vendor will specify the means of
notification via the Vendor Summary.
ix. Serve as a liaison between SFA and the vendor's online ordering system
support team.
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5.2 Vendor shall provide the following ordering conditions:
a. Online orders can be created and edited by the SFA's shoppers (Kitchen
Managers) at any time.
b. Orders will be approved by the SFA's buyer no later than 3pm the day before the
delivery date.
c. All substitutions require the approval from a SFA's buyer.
d. Provide an invoice with each delivery that is signed or checked by a SFA
representative.
e. Items listed on the Market Basket Worksheet will be available for special order if
not currently stocked by the vendor.
1. Whenever possible, the SFA will use a product already stocked by
the Vendor but reserves the right to request the Vendor stock or
special order other items and proprietary items. "Proprietary
items" are defined by the SFA as items the SFA expects the Vendor
to purchase and keep in stock so that it may be ordered as needed.
2. There will be no extra charges for the buying and storing of
proprietary or any items. Mark-up will be the same as agreed
upon mark-up for other similar products.
5.3 Vendor shall provide the following delivery conditions:
a. The vendor will provide deliveries two days per week on two
non-consecutive days with the first delivery falling on Monday or Tuesday
and the second delivery on Wednesday, Thursday or Friday. Biweekly
deliveries will occur August through May.
Hope Learning Center* - 500 W. Main, Mount Hope, KS 67108
Maize Central Elementary School - 304 W. Academy Ave, Maize KS 67101
Maize Early Childhood Center - 9405 W. 37th St. N., Wichita KS 67205
Maize Elementary School - 305 W. Jones St. Maize KS 67101
Maize High School - 11600 W. 45th St. N, Maize KS 67101
Maize Intermediate School - 12100 W 45th St N, Maize, KS 67101
Maize Middle School - 4600 N. Maize Rd. Maize KS 67101
Maize South Elementary School - 3404 N. Maize Rd. Wichita KS 67205
Maize South Intermediate School - 9701 W. 37th St. N., Wichita, KS 67205
Maize South High School - 3701 N. Tyler Rd. Wichita KS 67205
Maize South Middle School - 3403 N. Tyler Rd. Wichita KS 67205
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Pray Woodman Elementary School - 605 W. Academy Ave, Maize KS
67101
Vermillion Elementary School - 501 S. James Ave, Maize KS 67101
Enrollment Center (Warehouse)^ - 929 W. Academy Ave. Maize KS 67101
(anticipated opening January 2027)
b. Vendors must specify the approximate delivery time and method in the Vendor
Summary. Key drop deliveries with driver off loaded products into the
designated storage areas prior to 6:00am is preferred. The vendor shall provide
any equipment needed to complete this process.
c. Regardless of the delivery method and time proposed, SFA requires that if the
delivery occurs during the lunch period (10:30am - 1:30pm, the driver must drop
frozen food in the walk-in freezer and refrigerated food in the walk-in cooler.
Deliveries made between 10:30am and 1:30pm must allow for the rejection of
product up to 2pm by the SFA.
1. Locations indicated with an asterisk can operate with one delivery per
week if elected by winning bidder. Locations with a carrot will request
occasional deliveries.
d. All of the vendor's facilities and delivery vehicles must conform with local, state
and federal rules and regulations regarding sanitation and are subject to
inspection by SFA or other officials at the discretion of the SFA.
e. The Vendor must be able to respond to emergency deliveries as they arise due to
circumstances beyond the SFA's control. The SFA will hold these to a minimum.
5.4 Vendor shall provide the following customer service conditions:
a. Damaged goods shall be removed at the expense of the Vendor promptly
after notification of rejection, including transportation both ways. Vendor
must work with the SFA on a plan to replace rejected items on a timely basis
so as not to disrupt program operation.
b. Notify the Director of Food Service if any purchased products are recalled
and facilitate the credit for recalled items.
c. The Vendor will provide unit and aggregate usage reports as requested:
Alphabetical by month and year to date
By quantity shipped by month and year-to-date as well as any other
time frames needed by the SFA, i.e., every six (6) weeks to
correspond to menu cycles
By dollar volume by month and year-to-date as well as any other
time frames needed by the SFA, i.e., every six (6) weeks to
correspond to menu cycles
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Usage figures for a specific manufacturing brand for a specified time
frame to use for tracking rebates
All reports shall show item number, pack, size, item, total quantity,
dollar total and average unit cost.
SECTION 6
Specifications for Products/Buy American
6.1 Vendor must provide price and nutrition label for each specified item on the Market
Basket Worksheet including a case price for both Market Basket. The winning bidder is
required to provide prices for all Non-Market Basket items no later than August 3, 2026. If
the specification references Child Nutrition components, a Child Nutrition Labels (CN
Label) or Product Formulation Statements (PFS) must be included.
(a) Vendor must indicate in column H if the item is stock (ST) or special order
(SO).
(b) Product name (I), manufacturer (J), Mft Item # (K) and and pack/size (L)
ONLY need to be completed for equal items.Vendor must fill out Item name,
(c) All items are Grade A unless otherwise noted.
6.2 The vendor shall purchase, to the maximum extent practicable, domestic commodities or
products which are either an agricultural commodity produced in the United States or a
food product processed in the United States substantially using agricultural commodities
produced in the United States (U.S.). [7 CFR Part 210.21(d)/FNS Policy Memo SP 24-2016].
The vendor must be able to provide a usage list for the SFA noting the country of origin for
all food products.
a. Any product that is not 100% domestically grown shall not be served in the school
meals program. The vendor must first provide documentation that supports the
use of non-domestic food after a domestic alternative has been considered.
Exceptions must be used as a last resort and pre-approved by the SFA using this
criteria:
i. The product is not produced or manufactured in the US in sufficient or
reasonable quantities of a satisfactory quality; or
ii. Competitive bids reveal the costs of a US product are significantly higher
than the non-domestic product.
b. All documentation must be kept on file by the vendor and available upon request
by the SFA, Agency of Education, or USDA.
6.3 The vendor shall provide Nutrition Facts labels and any other documentation requested
by the SFA to ensure compliance with U.S. content requirements.
6.4 All items, with the exception of naturally occurring trans-fat, for the National School
Lunch and National School Breakfast Program must be trans-fat free.
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SECTION 7
FINANCIAL AND PAYMENT TERMS
7.1 The vendor shall receive no payment for items that are spoiled or unwholesome at the time
of serving, that do not meet the detailed specification or that do not otherwise meet the
requirements of the Contract. No deduction in payment shall be made by the SFA unless the
SFA notifies the vendor in writing within 7 days of delivery.
7.2 There will be no extra charges for the buying and storing of proprietary or any items. The
cost plus a fee per case model up will be used for all special-order items.
7.3 No fuel or delivery charges by Vendor will be permitted.
7.4 The Vendor shall pass on to the SFA all promotional allowances, discounts, and
manufacturer's rebates in the form of lower prices. The Vendor shall also keep the SFA
informed of any rebates that could be redeemed by the SFA and provide tracking
information on usage so that the SFA may take full advantage of all available rebates and
free goods offered.
7.5 SFA's finance office issues payments twice a month on the fifteenth (15) and thirtieth (30th) of
each month.
7.6 Allowable costs will be paid from the nonprofit school food service account to the Vendor
net of all discounts, rebates and other applicable credits accruing to or received by the
Vendor or any assignee under the contract to the extent those credits are allocable to the
allowable portion of the costs billed to the school food authority. [7 CFR 210.21(f)(i)]
7.7 The Vendor must separately identify for each cost submitted for payment to the school food
authority the amount of that cost that is allowable (can be paid from the nonprofit school
food service account) and the amount that is unallowable (cannot be paid from the nonprofit
school food service account); OR that the Vendor must exclude all unallowable costs from
its billing documents and certify that only allowable costs are submitted for payment and
records have been established that maintain the visibility of unallowable costs, including
directly associated costs in a manner suitable for contract cost determination and
verification. [7 CFR 210.21(f)(A)(B)]
7.8 The Vendor must identify the amount of each discount, rebate and other applicable credit
on bills and invoices presented to the school food authority for payment and individually
identify the amount as a discount, rebate, or in the case of other applicable credits, the
nature of the credit. [7 CFR 210.21(f)(iv)]
7.9 The Vendor must identify the method by which it will report discounts, rebates and other
applicable credits allocable to the contract that are not reported prior to conclusion of the
contract. [7 CFR 210.21(f)(v)]
7.10 The Vendor must maintain documentation of costs and discounts, rebates and other
applicable credits, and must furnish such documentation upon request to the school food
authority, the State agency, or the Department. [7 CFR Part 210.21(f)(vi)]
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