Processed Commodities

Agency:	Washington County Board of Education
State:	Maryland
Type of Government:	State & Local
Posted Date:	Oct 3, 2023
Due Date:	Nov 1, 2023
Solicitation No:	2024-18
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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BID 2024-18

Procurement Schedule

Issue Date:

Pre-Proposal Meeting:

October 3, 2023

N/A

Deadline for Written Questions Submission:

October 16, 2023 by 1:00 PM EST

Samples Due:

November 1, 2023 by 2:00 PM EST

Accela Worldwide Logistics

Attn: Jordan Barnes

300 West Franklin Street

Hagerstown, MD 21740

Nutrition and Ingredient Fact Sheets for Samples:

November 1, 2023 by 2:00 PM EST

Washington County Public Schools

Center for Education Services

10435 Downsville Pike

Hagerstown, Maryland 21740

Price Proposal Due:

To be Determined

Washington County Public Schools

Center for Education Services

10435 Downsville Pike

Hagerstown, Maryland 21740

Tentative Award Date:

To be Determined

Dates and/or times are subject to change by the issuing of a written addendum.

WCPS Contract Managers

Procurement Officer

Scott Bachtell

Supervisor of Purchasing

301-766-2842

bachtSco@wcps.k12.md.us

Contract Administrator

Mike Embly

Supervisor of Food & Nutrition Services

301-766-2896

emblymi@wcps.k12.md.us

This RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for

any/all addenda. Please register your company for notices about this RFP and similar projects on our website.

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Sections

General Terms & Conditions

II. Specific Terms & Conditions

TABLE OF CONTENTS

WCPS Bid 2024-18

Processed Commodities

Page

3-19

20-26

Required Attachments (available as separate documents on the WCPS Purchasing website)

A. Commodity Category List

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WCPS Bid 2024-18

Processed Commodities

SECTION I - GENERAL TERMS AND CONDITIONS

1. Introduction

The intent of this solicitation is to establish a contract with USDA commodity processors who have an

approved processing agreement with Maryland State Department of Education (MSDE). The categories and

quantities intended for processing are subject to the availability of USDA commodities in the state of

Maryland. The items on this Bid will be served by the Food and Nutrition Services Department within the

Washington County Public Schools.

2. Definitions

As contained herein, the terms “WCPS”, WCBOE, “Schools” and/or “Owner” means Washington County

Public Schools/Washing County Board of Education. The terms “bidder”, “offeror”, “firm”, and “person” are

synonymous, and mean an entity submitting a proposal in response to this solicitation. Similarly, the terms

“bid”, and “proposal”, mean the response submitted by an offeror. The term “contractor” means an offeror

awarded a contract as a result of this solicitation. The terms “General and Special Provisions”, “requirements”,

“scope”, “specifications”, and “criteria” mean the services, terms, and conditions required by the RFP.

3. Bidder Registration

Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.

Contact Beverly Bergan, Purchasing Associate, at 301-766-2840, or by email to: purchasing@wcps.k12.md.us

if you have any questions or to check the status of your registration. Once registered in the WCPS Vendor

Database, you will be able to view current solicitations and may automatically receive notification of certain

bid solicitations. Washington County Public Schools will not be held responsible for a company’s failure to

become and remain a registered Vendor, to identify appropriate commodity/service categories, to keep the

self-service vendor account up to date with current contact information, and to accomplish these things in a

timely manner. Bidders with a repeated history of not bidding in a specific category may be removed from the

Vendor Database for that category at the discretion of the Purchasing Supervisor.

a. If your firm is already a WCPS registered vendor:

• You must confirm your account is current and a W-9 must be on file

4. Receipt of Bids

a. Bids received prior to the time of opening will be time-stamped and securely kept unopened. No bid

received after the due date and time listed will be considered. WCPS will not be responsible for the

premature opening of bids received that are not properly addressed or identified. Any bid may be

withdrawn before the scheduled time for opening bids. A Bid sent via email will not be accepted.

b. All inner and outer envelopes and packaging, used by Fed Ex, UPS and etc., are to be labeled with the

following:

• Bidder Name

• Bid Number and Name

• Due Date and Time

c. Bids received after the designated date and/or time will not be accepted, regardless of when they were

mailed or given to a delivery carrier.

d. Bids not received by the date, time, and location designated on the solicitation cover sheet, due to

improper labeling, may be considered non-responsive.

e. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS offices

are closed, or operating under a modified schedule, bids will be opened on the next business day at the

same time as previously scheduled. Bids will be accepted until the scheduled time of opening on the next

business day. Often when schools are closed due to inclement weather, administrative offices remain

open. When in doubt, call the Purchasing Department (301-766-2840).

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WCPS Bid 2024-18

Processed Commodities

5. Addenda

a. All changes to the bid solicitation will be made through appropriate addenda issued from the Purchasing

Department.

b. Addenda will be available on the WCPS Purchasing Department webpage.

c. Addenda will be issued no later than four (4) days prior to the date for receipt of Bids except an

Addendum withdrawing the request for Bids or one which includes postponement of the date for receipt of

Bids.

d. Each bidder shall ascertain, prior to submitting a bid that they have received all Addenda issued and the

bidder shall acknowledge receipt on the Signature Acknowledgement Form. Failure of any bidder to

acknowledge the receipt of addenda will not relieve that bidder from any obligations under this solicitation

as amended by addenda. All addenda so issued will become part of the award and contract documents.

6. Preparation of Bid

a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any discrepancy

or omission, they shall notify the Contract Managers listed on the solicitation cover sheet. No pleas of

ignorance of such conditions and requirements resulting from failure to make such investigations and

examinations will relieve the successful offeror from its obligations to comply in every detail with all the

provisions and requirements of the contract documents, or will be accepted as a basis for any claim

whatsoever for any monetary consideration on the part of the successful bidder. If required, bidders will be

notified of clarifications and/or additional information by means of addenda.

b. Each bid will be sealed, show the full business address and contact information of the bidder and be

signed by the person(s) legally authorized to sign contracts. All correspondence concerning the bid and

contract, including notice of award, copy of contract, and purchase order, will be emailed, or mailed, to the

address shown on the bid in the absence of written instructions from the bidder to the contrary.

c. Bidder shall submit one original proposal, with the requested documents signed. Bidders may not submit

more than one proposal. Bids must be prepared on the proposal form(s) provided. WCPS’s Price

Proposal and other forms shall not be altered.

d. Compliance with Laws; The Contractor hereby represents and warrants that:

i. It is qualified to do business in the State of Maryland and that it will take such action as, from

time-to-time hereafter, may be necessary to remain so qualified;

ii. It is not in arrears with respect to the payment of any monies due and owing the State of

Maryland, or any department or unit thereof, including but not limited to the payment of taxes and

employee benefits, and that it shall not become so in arrears during the term of this Contract;

iii. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its

activities and obligations under this Contract; and

iv. It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any,

necessary to the performance of its obligations under this Contract

v. Bidder shall provide proof of compliance to WCPS upon request.

e. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment

of any obligations due and owing the State of Maryland, including the payment of taxes and employee

benefits, and that it shall not become so in arrears during the term of the contract if selected for contract

award.

f. Bids by partnerships must be signed with the partnership name, followed by the signature and designation

of the person having authority to sign. When requested, satisfactory evidence of authority of the person

signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their

authority to do so, if requested.

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WCPS Bid 2024-18

Processed Commodities

g. Bids by corporations must be signed with the name of the corporation, followed by the signature and

designation of the person having authority to sign. When requested, satisfactory evidence of authority of

the person signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of

their authority to do so, if requested.

h. Failure to sign the bid document will result in rejection of the bid as non-responsive.

i. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in

response to this solicitation.

7. Bid Opening

a. Bids shall be opened in public at the time and place designated in the bid solicitation.

b. Complete evaluation of the proposals will not take place at the bid opening and no indication of award will

be made. A final recommendation(s) shall be prepared for review and approval by the Board of Education

of Washington County. During the evaluation process, no information will be provided until the final

recommendation has been approved.

c. Final award recommendation, and the bid tabulation, will be posted on the WCPS webpage, after the

Board of Education of Washington County approval.

8. Award or Rejection of Bids

a. The basis of award shall be the lowest responsible bidder(s) submitting a responsive bid that conforms to

the specifications established in the solicitation with consideration given to the quantities involved, time

required for delivery, purpose for which required, competency and responsibility of bidder, the ability of

the bidder to perform satisfactory service, and the plan for utilization of minority contractors, if applicable.

b. WCPS reserves the right to determine completeness and/or timeliness of bids, to reject any or all bids in

whole or in part, to make partial awards, award to one or multiple bidders, to waive any informality in any

quotation, to increase or decrease quantities if quantities are listed in the bid, to reject any bid that shows

any omissions, alterations of form, additions not called for, conditions, or alternate proposals. Board of

Education of Washington County may make any such award as is deemed to be in the best interest WCPS.

c. Bidders may be required, before the awarding of a contract, to show to the complete satisfaction of WCPS,

that they have the necessary facilities, ability, and financial resources to execute the contract in a

satisfactory manner, and within the time specified. Bidders may be required to demonstrate they have the

necessary experience, history, and references to assure WCPS of their qualifications.

d. The Board of Education of Washington County reserves the right to award the bid within 90 days

from the date of the bid opening unless a different time period is stated in the bid document.

e. Unless stated otherwise in Section II, the contract may be awarded by line item, group, or in the aggregate,

whichever is in the best interest of WCPS.

f. In the event of a tie, where all other factors, such as past performance, are considered comparable, the

award shall be made to the Washington County based bidder; the closest Maryland out-of-county based

bidder; and the closest out-of-state based bidder, in that order of preference.

g. WCPS does not have local, state or federal preference requirements except when mandated by a targeted

funding source.

h. If, after competitive sealed bids have been opened, the Purchasing Manager determines that only one

responsible bidder has submitted a responsive bid, the procurement contract may be negotiated with that

one bidder as sole source procurement.

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Processed Commodities

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