RFB KC-205792 Peanut Butter Products

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 311911 - Roasted Nuts and Peanut Butter Manufacturing
Posted Date: Mar 11, 2020
Due Date: Apr 15, 2020
Solicitation No: RFB KC-205792
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFB KC-205792 Peanut Butter Products

Closing Date: 4/15/2020

Closing Time: 2:00 P.M.

Bid Package: KC-205792 Peanut Butter Products

Additional Files and Addenda:

Addendum #1:

Addendum #2:

Addendum #3:

Item File #1:

Item File #2:

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Dallas Independent School District Food & Child Nutrition Services
KC205792 – 20/21
Due No Later Than Wednesday April 15, 2020 at 2:00 PM CT
Peanut Butter Products
Dallas Independent School District
General Instructions
Peanut Butter Products
The Dallas Independent School District is accepting sealed bids for RFB KC-205792 – Peanut Butter Products. A complete bid
package includes one (1) signed original, three (3) copies, and two (2) flash drives. All offers must be received and timestamped by
the Procurement Services office before 2:00 PM CT on Wednesday April 15, 2020.
This solicitation is for one (1) year and may be extended for two (2) additional one (1) year periods up for a maximum of three (3)
years at the unilateral discretion of Dallas ISD. Factors considered when determining renewal options include but are not limited to
pricing, service satisfaction, compliance with terms and conditions, and the needs of the District. Dallas ISD reserves the right to
terminate a resulting multi-year contract without penalty for non-appropriation or non-availability of funds. Pricing may be
renegotiated if necessary per paragraph titled Product Price Adjustment.
Pricing from this bid will remain firm for the period of July 1, 2020 through June 30, 2021 (pending estimated Board Approval on June
25, 2020 – subject to change). Bid shall be awarded for the period beginning July 1, 2020 through June 30, 2021 (pending estimated
Board Approval on June 25, 2020 – subject to change) with options for two (2) subsequent one (1) Year periods. Notice of the intent
to renew will be provided in writing by Dallas ISD Food and Child Nutrition Services no later than May 15th of each option year.
The following information must be submitted at bid opening. Otherwise your bid document may be deemed Non-Compliant. A complete
bid packet includes One (1) Signed Original, Three (3) Copies, and Two (2) Flash Drives of the following. Sign and return all information
required in this bid. Failure to follow directions using the outline below or not using the forms attached may result in the Offeror’s Offer
being disqualified or not considered for further evaluation.
Company Information
Representation and Certification (including CIQ)
Form CIQ *
Family Conflict of Interest
Vendor Conflict of Interest
Certificate of Interested Parties Form 1295*
Felony Conviction Notice
Certification Regarding Debarment, Suspension, Inedibility and Voluntary Exclusion
U.S. Department of Agriculture Certification Regarding Debarment
Criminal Background Checks and Badging
Subcontractor
References
Notification of No Response
Price Offer Summary
Detailed Price Affidavit
Exceptions to Terms, Conditions, and/or Statement of Work
Interlocal Agreement (“Rider”) Consent Form
EDGAR Certifications
Texas House Bill 89
Buy American Provision
Campaign Contribution Disclosure Form
Clean Air and Clean Water Act
Resident Vendor Certification
Disclosure of Lobbying Activities
MWBE Documentation**
W-9
* Form CIQ and Form 1295 must be obtained by potential Offerors from the Texas Ethics Commission’s website (www.ethics.state.tx.us ), completed, and returned with Offer.
** Failure to complete and sign the M/WBE documentation will result in Offer being deemed Non-Responsive.
The following information is provided to assist in completion of the attached forms:
The Officers and Board Members of Dallas ISD are:
Michael Hinojosa, Superintendent
Dan Micciche, Board 1st Vice President
Edwin Flores, Board 2nd Vice President
Joyce Foreman, Board Member
Justin Henry, Board President
Dustin Marshall, Board Member
Karla Garcia, Board Secretary
Maxie Johnson, Board Member
Ben Mackey, Board Member
Miguel Solis, Board Member
DALLAS INDEPENDENT SCHOOL DISTRICT WILL BE CLOSED FOR SPRING BREAK FROM MARCH 16 – MARCH
20, 2020. THE DISTRICT WILL REOPEN ON MONDAY MARCH 23, 2020. PROCUREMENT SERVICES WILL NOT
BE RESPONSIBLE FOR RECEIPT OF ANY BID PACKAGES DURING THIS PERIOD, REGARDLESS OF CARRIER.
Company Name: ______________________
Bidders Initials: ______
Dallas Independent School District Food & Child Nutrition Services
KC205792 – 20/21
Due No Later Than Wednesday April 15, 2020 at 2:00 PM CT
Peanut Butter Products
Dallas Independent School District
M/WBE DOCUMENTS
All bids shall contain the M/WBE Compliance Guidelines and Forms at the time of bid opening. All M/WBE documents
must be filled out and signed, even if it does not apply to your company. An initial, strike out, and/or declaration of “Not
Applicable” is not sufficient. All offerors – even non-M/WBE offerors – must complete the required information on
pages 1 and 4. Failure to provide signed and completed document will result in your bid being deemed non-
compliant. All bids shall contain the M/WBE Compliance Guidelines and Forms at the time of bid opening. Bidders who
will subcontract out portions of the work will be required to submit a signed Letter of Intent to Subcontract. Bids will be
considered non-responsive and will not be accepted if the M/WBE Compliance Guidelines and Forms are not completed,
signed and submitted. The M/WBE Department reserves the right to contact bidders for additional information/clarification
after bid opening. Any questions regarding the M/WBE documentation should be directed to the M/WBE Office at 972-
925-4140.
CATALOG DISCOUNT PROGRAM
A catalog discount line has been added to the bid for items not specified or newly developed items identified by Food
Services. Please provide a percent discount from your catalog price for products you company provides.
CONTACT WITH USER DEPARTMENTS:
There is to be no contact between bidders and user department (Food and Child Nutrition Services) or Board Members,
except as provided by DISD Board Policy CH (Local) during the bidding process or evaluation process, except for
sample instructions. Any attempt by the bidder to contact the departments or Board Member could result in their bid
being disqualified. If there are any questions pertaining to this bid, please submit your questions in writing C/O Kelly
Carey by e-mail to kcarey@dallasisd.org. Complete list of Board Members can be found on page one.
BID AWARD
Bid shall be awarded for the period beginning July 1, 2020 through June 30, 2021 (pending estimated Board Approval on
June 25, 2020 – subject to change) with options for Two (2) subsequent One (1) Year periods. Notice of the intent to
renew will be provided in writing by Dallas ISD Food and Child Nutrition Services no later than May 15th of each option
year.
Bids will be assessed not only in terms of the cost of the items but may also consider factors including but not limited to:
Best value
Purchase price
Reputation of the vendor and of the vendor's goods or services
Quality of the vendor's goods or services
Extent to which the goods or services meet the District's needs
Vendor's past relationship with the District
Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses
Total long-term cost to the district to acquire the vendor's goods or services
Whether the vendor or the vendor's ultimate parent company or majority owner has its principal place of
business in this state; or employs at least 500 persons in this state
Any other relevant factor specifically listed in the request for bids or proposals. Students’ preference will be
used in determining the best value for the District.
Company Name: ______________________
Bidders Initials: ______
Dallas Independent School District Food & Child Nutrition Services
KC205792 – 20/21
Due No Later Than Wednesday April 15, 2020 at 2:00 PM CT
Peanut Butter Products
Dallas Independent School District
1.
Product Price Adjustment
Prices for all items included in this bid may be adjusted annually based upon the percent changes (whether up
or down) of the index specified. All adjustments must be approved in writing, prior to the start of each contract
year. The Producer Price Index (PPI) data published by the Bureau of Labor Statistics (BLS) will be the basis of
prices. The available indexes information can be found at the following website: http://www.bls.gov/ppi. The
contract price shall be adjusted one year after contract commencement and each year thereafter and will result
in the new price for the following contract year period. In the event BLS stops tracking a particular index being
used to calculate the adjustment, the Dallas ISD FCNS Department will, in consultation with the Contractor(s),
select a comparable index or combine any applicable indexes that can be used instead.
2.
Invoicing
A. The vendor shall electronically transmit to the Dallas Independent School District Food & Child Nutrition
Services Office an individual weekly invoice for each school and leave the original with the cafeteria
supervisor. The vendor must send a copy of the signed invoice electronically to our Food and Child
Nutrition Services Accounts Payable email address FCNSAP@dallasisd.org for payment, and must
be furnished before payment can be made.
B. Incorrect invoices must be picked up in the Dallas Independent School District Food & Child Nutrition
Services Office and corrected by vendor.
C. Invoices must show quantity, unit size, unit price, extended unit price and total amount of invoice.
D. The original invoice is the official document used by our Accounts Payable Department at 1515 Al
Lipscomb Way, Dallas, TX 75215 for payment and must be furnished before payment can be made.
E. The District will not be responsible for unauthorized purchases.
3.
Substitutions
The awarded vendor must notify the Food & Child Nutrition Services Department in writing (e-mail is
acceptable) of all shortages, back-orders, and out-of-stock items a minimum of two (2) business days in
advance of the event. Substitutions must be of the same or higher quality and invoiced at the original bid price.
If the vendor does not contact the DISD Food Service Department as outlined above, the department reserves
the right to purchase the product(s) from another source and charge the difference in cost, if any, back to the
awarded vendor.
4.
Proof of Quality and/or Adherence to Specifications
If the product deviates from specifications or it is found to be inferior or is not the original product bid, the supplier will
be given notice to pick up the product and issue credit to Dallas ISD. Dallas ISD reserves the right to terminate the
contract for said product and award the bid to the next lowest bidder.
5.
Conformity and Inspection
All bid items must be in conformance with any federal, state, and local laws or regulations in effect at the time of
purchase and be inspected by USDA or the appropriate governmental agency. Each company must have a certified
HACCP plan and available upon request.
6.
Origin and Manufacturing
Dallas ISD may give preference to an agricultural commodity that is produced in the United States; and a food product
that is processed in the United States substantially using agricultural commodities that are produced in the United
States. Preference may be given to local products. Local is defined as Texas and adjacent states.
Company Name: ______________________
Bidders Initials: ______
Dallas Independent School District Food & Child Nutrition Services
KC205792 – 20/21
Due No Later Than Wednesday April 15, 2020 at 2:00 PM CT
Peanut Butter Products
Dallas Independent School District
7.
Cancellation
Dallas ISD reserves the right to cancel the entire contract and/or buy in the open market at the current price in the
event that:
A. Any item is not delivered during the four (4) days specified at the time the order is placed with the
supplier. Prior approval must be obtained if circumstances prevent prompt delivery.
B. Brands of merchandise other than brands named on the bid are delivered without prior approval.
C. Formulation of a product is changed.
D. Orders are not delivered within the specified time period within the delivery day.
E. Pack changes and written notification has not been made at least two weeks prior to delivery.
F. If the product deviates from specifications or is found to be inferior or unwholesome.
The students’ preference is a factor of contract performance. If students’ preference shows a decrease in
participation, this may be cause to cancel the contract.
A supplier may be denied the opportunity to receive bids or quotations based on the following reasons:
Unusual delays in delivery of previous awards.
Repetitive failure to respond to requests for bids or quotations.
Unauthorized substitution of merchandise in other awards.
Previous failure to perform service satisfactorily.
Location of supplier not conducive to the level of service required.
Discrimination against an employee or applicant in regard to race, religion, color, sex, or national origin.
Product Support Services: Dallas ISD will review and approve any technical support, training, promotional items
pertaining to your product after the bid is awarded.
8.
Specifications for Products
A. Please refer to individual specifications for clarification.
B. All materials furnished must meet or exceed specifications as listed.
C. Specifications as written meet the District’s admissible specified requirements.
D. Whenever an article or material is defined by describing a proprietary product or by using the name of a
manufacturer or brand name, the term “or equal” if not inserted shall be implied. The specified product
shall be understood as indicating the type, function, minimum standard, efficiency and quality desired and
shall not be construed as to exclude other manufactured products of comparable quality, design and
efficiency. Brands of equal quality or type are acceptable.
E. Specifications received from vendors that are different from the original requirements must meet or
exceed original specifications to be considered as equivalent. The District will be the sole judge to
determine if products quoted/tested are equal.
F. The F&CNS Advisory Committee reserves the right to make final decisions on comparable items as
equals. Be very certain that items upon which you quoted are equal to items listed.
G. Items delivered must be exact brand and item as tested and awarded.
H. New Items, Similar or Like Items may be added to the awarded contract as new products are
developed. This will be done at F&CNS discretion. Pricing will be in line with like products that are
awarded.
9.
Emergency Supply Events
In the event of a drought, flood, force of nature, or disaster, the Food and Child Nutrition Services Department will
consider temporary price increases. A request for such an increase must be made in writing by the vendor to the
Food and Child Nutrition Services Department at least three (3) business days before the temporary price
increase shall go into effect, and a thorough description of the event and measurement device/”trigger” which
causes the escalation/de-escalation must be included. The vendor must provide independently verifiable
Company Name: ______________________
Bidders Initials: ______
Dallas Independent School District Food & Child Nutrition Services
KC205792 – 20/21
Due No Later Than Wednesday April 15, 2020 at 2:00 PM CT
Peanut Butter Products
Dallas Independent School District
documentation of the market measuring device every ten (10) business days, or the price shall revert immediately
and permanently back to the original price.
10. Warehouse Delivery Requirements
A. All deliveries shall be FOB to the Dallas ISD Food & Child Nutrition Services Department warehouse,
located at 1515 Al Lipscomb Way, Dallas, TX 75215.
B. Appointments must be made sufficiently in advance to have product arrive by “Need-By” date. Normal
delivery times are Monday through Friday from 7:30 AM – 1:30 PM, depending on availability of
appointment times. Please call our warehouse at 214-932-5528 for appointments.
C. A purchase order for each product will be furnished to the successful bidder before the required delivery
date based on the lead time provided by the manufacturer in the bid documents. The “Need-By” date on
the purchase order is the preferred date we want to have the product delivered by. Actual date and time
of delivery will be established when the supplier or truck line calls to schedule the delivery appointment.
D. Delivered products shall be on 40” x 48” pallets stacked a maximum of 50” high and weighing a maximum
of 3000 lbs. The supplier is responsible for all costs related to loads that do not meet the requirements
and need to be palletized at the dock (i.e. you will have to pay a lumper to accomplish this task, we do not
have the staff to do this). Pallets will be exchanged as needed.
11. Food Temperature Requirements
A. Refrigerated, time/temperature controlled for safety (TCS) food shall be at a temperature of 5 degrees
Celsius (41 degrees Fahrenheit) or below when received.
B. A food that is labeled “Frozen” and shipped frozen by a food processing plant, shall be delivered frozen
with a maximum internal temperature of zero (0) degrees Fahrenheit.
C. Test cases will be pulled from the pallets upon delivery to test the temperature.
D. Products not meeting the above temperature requirements will be refused.
E. If the delivery is refused, the supplier will be responsible for reloading product back onto the delivery
truck and removing it from Dallas ISD premises.
F. If time permits Dallas ISD to receive replacement product, this will be allowed.
G. If time does not permit replacement and a substitute product must be obtained to avoid inconvenience to
the students of the District (such as a menu charge), any additional costs incurred will be charged to the
supplier whose product did not comply with the aforementioned requirements.
12. Additional Delivery Requirements
In addition to the temperature requirements, upon arrival the supplier must also ensure:
A. No physical damage to the packaging.
B. No abnormal odor to the packing, packaging, or contents.
C. No physical evidence of rodent, insect, or bacterial contamination.
D. Supplier will allow the District to inspect deliveries for imperfections (i.e. weevil infestation).
E. If such imperfections are found, the supplier shall pick up items and replace the item or issue a credit for
the full purchase amount.
F. Supplier is responsible for ensuring all products are wholesome and free of contamination throughout the
delivery process until accepted at the Dallas ISD FCNS warehouse dock.
G. Pallets shall be pallet-wrapped so they arrive in their original “as made” condition (i.e. badly torn pallet
wrap, damaged cartons, collapsed cartons, and cartons showing signs of thawing and refreezing will be
rejected).
H. Each case must display descriptive information sufficient to identify contents of case, quantity of contents,
expiration or best-by date in easy to read format, UPC and/or other product identification codes.
Company Name: ______________________
Bidders Initials: ______

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