REQUEST FOR PROPOSAL
Solicitation # 25-1222-01
Produce Distributor
Proposals due January 20, 2026, 1:00pm local time
Proposals and supporting documentation are to be submitted to:
contracts@rsd7.net
__________
Contact Information
Renee Saechao, Contract Specialist
Reynolds School District
1204 NE 201st Ave.
Fairview, OR 97204
contracts@rsd7.net
(503) 661-7200 x3433
PAGE LEFT INTENTIONALLY BLANK
Table of Contents
PAGE LEFT INTENTIONALLY BLANK .........................................................................................................2
SECTION 1: INSTRUCTION TO PROPOSERS .......................................................................................5
SECTION 2: GENERAL PROVISIONS .................................................................................................11
SECTION 3: INSURANCE REQUIREMENTS .......................................................................................20
SECTION 4: SPECIAL TERMS AND CONDITIONS ..............................................................................22
SECTION 5: PROPOSAL EVALUATION PROCEDURES .......................................................................29
SECTION 6: PROPOSAL SUBMITTAL PROCEDURES..........................................................................31
SECTION 7: ADDITIONAL REPRESENTATIONS .................................................................................33
SECTION 8: VENDOR DELIVERY AND HISTORY SHEET .....................................................................34
ATTACHMENT A SUSPENSION AND DEBARMENT CERTIFICATION....................................................36
ATTACHMENT B SIGNATURE PAGE...................................................................................................38
ATTACHMENT C CERTIFICATION REGARDING FEDERAL MATTERS...................................................40
ATTACHMENT D PRICE PROPOSAL SPREADSHEET ............................................................................42
ATTACHMENT E TAX CLASSIFICATION ..............................................................................................43
ATTACHMENT F CLEAR AIR AND WATER CERTIFICATE .....................................................................44
ATTACHMENT G CERTIFICATION REGARDING LOBBYING DISCLOSURE............................................45
DISCLOSURE OF LOBBYING ACTIVITIES ........................................................................................................ 46
ATTACHMENT H CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN .....................................48
Reynolds School District #7
Request for Proposal: Produce Distributor (25-1222-00)
REQUEST FOR PROPOSAL
General Information
Notice is hereby given that Reynolds School District #7 (District) is submitting a Request for Proposal (RFP) for
competitive proposals from qualified Vendors to provide produce items to the Nutrition Services Department.
Vendors who demonstrate an ability to meet the enclosed requirements, specifications, and timelines are invited
to submit a proposal as specified herein.
Method of Award
The District intends to award one contract to the top successful primary distributor. The initial term of this
contract will be one (1) year with the option to renew for four (4) additional one (1) year periods. The effective
date of this contract shall be October 1, 2025, or the date on which it is signed, whichever is later and end August
31, 2030. The contract may be extended if agreed by both parties via written amendment extending the
agreement to September 1 – August 31 annually.
Proposal Submission
Each Proposer shall submit a proposal in specified file format by email to contracts@rsd7.net. Electronic
proposal must be received via email no later than January 16, 2026, AT 1:00 PM LOCAL TIME, at which time
and place acceptance of proposals will be closed, and all proposals received will be opened, but not read.
Proposals delivered after the deadline will not be accepted. Proposal submitted will remain confidential in
nature until Notice of Intent to Award has been issued by the District. Proposer shall submit offer using the
attachments provided in accordance with the instructions provided herein. Proposer’s Signature Page form
shall be completed and signed by a person authorized to bind the Proposer.
Questions and comments regarding this Request for Proposal, its terms and conditions should be directed to
Renee Saechao, Contract Specialist, at (503) 661-7200 x3433 or by email contracts@rsd7.net.
Please review the enclosed document carefully.
Timeline
Deadline
December 18, 2025
January 7, 2026 (1 p.m.)
January 12, 2026
January 20, 2026 (1 p.m.)
February 2-4, 2026
February 6, 2026
February 13, 2026 (12:00 p.m.)
February 16, 2026
Event
Issue Request for Proposal
RFP questions due
Release of Addendum to RFP, if necessary
Proposals Due (email)
Interviews or presentations, if necessary
Notice of Intent to Award (email to each Proposer)
End of Protest Period
Contracts signed
We will make every effort to administer the proposal process in accordance with the Timeline. However, we
reserve the right to modify the proposal process and dates as deemed appropriate.
Reynolds SD #7
Page 4 of 49
Reynolds School District #7
Request for Proposal: Produce Distributor (25-1222-00)
SECTION 1: INSTRUCTION TO PROPOSERS
These instructions outline the offer submission procedures, evaluation of offers, and the award of a contract.
The term “District” refers to the Reynolds School District #7. The term “Proposer” refers to any entity
submitting an offer in response to this solicitation. The term “Vendor” refers to any Proposer(s) awarded a
contract.
1. Solicitation review
Proposer must carefully review this document and is responsible for knowing and understanding the terms and
conditions included in or applicable to this document. Unless defects, ambiguities, omissions or errors are
brought to District’s attention in advance of the date the proposal is due, protests or appeals based on such
defects, ambiguities, omissions, or errors will not be favorably considered.
2. Change, clarification, or protest
Proposers may request changes or clarification to, or must protest, the contract terms and conditions or the
specifications of the RFP. Proposer’s comments must be made in writing and received by District by the date
listed on Timeline to allow enough time for issuance of an addendum, if required. Such comments shall
include:
a. A detailed statement of the legal and factual grounds for the change, clarification, or protest; and
b. A description of the resulting prejudice to the proposer; and
c. A statement of the form of relief requested or any proposed changes to the contract terms and
conditions or specifications.
All proposals are to remain valid for sixty (60) days from the due date. All envelopes containing requests or
protests must be clearly marked to facilitate handling. District shall not consider a proposer’s request for
change or protest after RFP due date and time. District shall provide notice to the applicable proposer if it
entirely rejects the request or protest. If District agrees with the proposer’s request or protest, in whole or in
part, District shall issue an addendum reflecting its determination.
3. Addenda
Changes or additions to RFP documents shall be accomplished by written addenda. Addenda shall be issued
prior to the RFP due date to allow proposers sufficient time to consider the changes or additions in preparing
their offers. The proposer shall acknowledge receipt of all addenda issued on the appropriate submittal tab
enclosed. At its discretion, District may extend the RFP due date and time to allow proposers time to analyze
and adjust to any changes. Proposers are responsible to make inquiry as to any addenda issued.
4. Modification or withdrawal
Proposers may modify or withdraw a submitted proposal only prior to the RFP due date and time. A
modification or withdrawal shall be submitted by an authorized representative and shall state the action
requested (e.g., the modified offer supersedes the prior offer; the submitted offer is withdrawn).
5. Submitting proposals
Proposers are solely responsible for delivering the offer in the designate manner to the designated delivery
point prior to the RFP due day and time. Each Proposer shall submit the following: One original proposal in
specified format by email to contracts@rsd7.net. Proposal must be received no later than January 20, 2026, at
1:00 pm local time, at which time and place acceptance of proposals will be closed, and all proposals received
will be opened, but not read. Proposals delivered after
the deadline will not be accepted. Proposal submitted will remain confidential in nature until a notice of intent
to award has been issued by the District.
Email submission to contracts@rsd7.net
a. with a subject line of Produce Distributor RFP: [Proposer’s Name].
Page 5 of 49
This page summarizes the opportunity, including an overview and a preview of the attached documents.
