26/27 School Years Food Service Combined

Mansfield Public Schools & Region 19 Food Service:
"Field toTray"
Request For Proposal (RFP)
26/27 School Years Food Service Combined
(Dairy/Milk, Produce, Prime, Paper)
Submission Deadline: July 23, 2026
Submitted to: foodserve@mansfieldct.org (via email)
Submission Contact:
Food Service Director
Maraiah Popeleski-Tilley, RDN
popeleskitilleym@mansfieldct.org
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Introduction:
The Mansfield Public Schools (MPS) consists of two schools, one elementary Pre-K through 4th
and one middle school serving 5th through 8th grade students. The district consists of
approximately 1,000 students. MPS has an interschool agreement to provide food services to
Region 19 ( called E.O. Smith High School). E.O. Smith HS is a regional high school located in
Storrs, CT on the campus of the University of Connecticut. The school serves about 1,100
students in grades 9 through 12 from several surrounding towns including Mansfield, Ashford,
Willington, Windham & Columbia. Additionally the school is a Vocational Agriculture choice
school and has an alternative high school (Depot Campus) and a post graduation skill
development program for students aged 18 to 22 years. (STAAR)
The successful vendors will be awarded contracts to provide the services as described in this
RFP for a period of one year (subject to annual appropriations as provided in the Contract), with
potential option(s) to renew for four additional one year periods, at the District's sole discretion.
The district will consider each category in this RFP as a separate award and will award each
category to those vendors who will provide the best value to the district.
Mansfield Public Schools is seeking proposals from vendors to provide Milk, Produce, Paper
and/or Prime services for use in the three school kitchens that provide breakfast and lunch
through the USDA National School Lunch Program and School Breakfast Program.
Mansfield Public Schools manages a self-operated Food Services (FS) Department with an
interschool agreement with Region 19 High school. The two districts are independent in many
ways, but collaborate on the food and nutrition program and policies.
Each of the three schools has a full commercial kitchen with walk-in freezers and refrigerators,
and a variety of equipment that enables the food service team to create many meals from
scratch. For SY 29/27 all three schools will be offering bulk milk at lunch meals. Sustainability
and quality are top priorities of the program. It is the goal of the department to continue to
increase scratch cooking and serve wholesome, delicious meals to our students and staff. The
program serves about 1400 meals daily.
Each school has convenient delivery areas.
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Communication & Timeline:
RFP Contact: Maraiah Popeleski-Tilley, RDN Food Service Director
Email: Foodserve@mansfieldct.org
Maraiah Popeleski-Tilley is the sole point of contact for communication concerning this RFP.
As email delivery issues can occur from time to time, the District strongly recommends that
vendors request confirmation of receipt.
Communication:
All communication is limited to the RFP Contact unless a delegation naming an additional
contact has been provided in writing.
There should be NO communication with any district staff or consultants regarding this
RFP.
Activities, communication, and contact after the RFP has been issued with anyone other
than the RFP Contact may be considered consulting activities and could disqualify you
from submitting a proposal for that school.
If contacted directly by any district staff or consultants you should direct them to the RFP
Contact to make the inquiry on their behalf.
Telephone or in-person inquiries shall not be accepted. Vendors shall not contact District
staff directly via email with questions and may not rely on any verbal statements by
District staff that alter any specification or other term or condition of the RFP.
This RFP may be modified only in writing and signed by the Food Service Director or designee.
Schedule of activities and timeline:
ACTIVITY DESCRIPTION DATE
Issue RFP Post and email to vendors 7/1/2026
Inquires Email only 7/1/2026 to 7/23/2026
Proposal Submission Email submission only 7/23/2026 by 2pm
Deadline
Evaluation By director and team 7/23/2026 to 7/28/2026
Award Announced No later than 7/30/2026
Requirements- All Vendors and Food Categories
This section applies to all food categories and is a requirement of all vendors who propose on
this RFP. The requirements of this RFP has been broken out into several sections:
General Requirements - This section applies to all food categories and vendors
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Dairy (Milk)
Produce
Prime Vendor
Paper/disposable kitchen supplies
Corporate capability and experience will be evaluated based on performance record, years in
the industry, relevant experience, number of School Food Authorities served, and client
retention and satisfaction.
Please note if there are conflicts between the requirements in this section and the requirements
for a specific food category, the requirements in the food category requirements will take
precedence.
Each food category will describe the pricing structure required by the district.
Delivery Requirements:
All shipments shall be delivered separately to each school location:
1. Mansfield Elementary School 134 Warrenville Rd, Mansfield Center, CT 06250
2. Mansfield Middle School 205 Spring Hill Rd, Storrs, CT 06268
3. E.O. Smith High School 1235 Storrs, Road, Storrs, CT 06268
The Vendor shall deliver items in conjunction with this proposal to the schools during weekdays
between the times listed below, after hours may be available occasionally upon request.
EO Smith High School: 7:30 AM and 10:00 AM and from 12 NOON to 2:00 PM
Mansfield Elementary School: 7:00 AM and 11:00 AM
Mansfield Middle School: 6:30 AM and 9:30 AM
Specific delivery schedules will be mutually established after the award of the contract.
Deliveries will continue through the school year on a weekly basis from mid to late August
until about mid June.
Delivery for summer school and catering may continue weekly or occasionally through June,
July & August.
Holidays & Professional Development days:
Delivery schedules may change several times throughout the year when the District is closed
due to breaks, holidays or other closings for professional development
Refrigerated & Frozen Deliveries:
All deliveries shall be made in accordance with good commercial practice in clean containers
and clean refrigerated trucks and shall be adhered to by the successful Vendor.
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Refrigerated products shall be delivered at 41 degrees Fahrenheit or less, and frozen products
shall be delivered completely frozen at zero degrees Fahrenheit or less.
Product(s) exceeding allowable temperatures or displaying evidence of temperature shock,
thawing and/or refreezing, will be rejected and replacement expected in a timely manner.
Packing slip/ Delivery Ticket:
The Vendor shall enclose a complete packing slip, delivery ticket, and invoice with any items to
be delivered in conjunction with this proposal.
The packing slip shall be separate from, but accompany the shipping cartons/containers, which
contain the items and shall be made available to MPS authorized representatives during
delivery.
The packing slip or delivery ticket shall include, at a minimum, the following information:
customer name; date of order; date of delivery; a complete listing of items being delivered with
product item number, units, price per unit, and extended price. The MPS receiving
representative has the authority to reject shipments that do not conform to this requirement.
All deliveries must be accompanied by an invoice showing proper quantities and prices.
Deficiencies, Defects, and/or Damages to Products shall be corrected by Vendor:
The successful Vendor shall promptly correct all deficiencies, defects and/or damages in
products delivered to MPS in accordance with this proposal. All corrections shall be made within
a maximum of two (2) calendar days after such deficiencies, defects and/or damages are
reported, verbally or via email, to the Vendor by the FS Department.
The Vendor shall be responsible for filing, processing and collecting all damage claims against
the shipper when applicable.
Credits and Refusal of Product:
MPS reserves the right to refuse goods at time of delivery if quality is deemed unacceptable
based on the judgment of receiving staff. Refused products at time of delivery will be credited on
the invoice and signed for by the driver and staff person receiving goods.
Credits for Products Post Delivery:
Damaged or substandard product discovered after time of delivery will be reported to the
Vendor as soon as discovered for credit and immediate product replacement if needed.
Emergency School Closure
The Vendor is responsible for monitoring the status of school closures on the local news and to
contacting MPS to arrange delivery schedule adjustments when necessary so that MPS
receives product as per agreement.
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Orders:
In the event that the contracted Vendor does not provide products in a timely manner, MPS
reserves the right to purchase products elsewhere to cover the orders that were not fulfilled.
The representative for MPS will order directly from the Vendor by PDF PO via email, directly
through the ordering portal or through agreed upon procedures. Telephone orders may be used
occasionally.
Contact information for telephone ordering will be requested with your response. You will be
required to notify MPS of changes to contact information.
Preference for order edits will be accepted by the Vendor via email or phone call up to 24 hours
before scheduled delivery. We will accept up to 72 hours but please explain alternate criteria in
your response.
Forecasting and Estimated Quantities:
The District will work with Vendors to determine forecasts and will expect the Vendor(s) to fulfill
all of the orders in a time period that is efficient for the District. Substitutions and shortages
should be on a very limited basis. Any potential substitutions or shortages MUST be
Pre-authorized and should be labeled clearly as such on each invoice with a separate item
code.
The District will provide the Distributor with a system of forecasting purchases with sufficient
lead-time to ensure successful fill rates. Distributor will outline forecasting requirements, such as
time. This is a "demand usage contract", and the estimated quantities listed on the proposal
pricing schedule are an approximate amount based on the current year's usage and no
guarantee is given or implied as to the amount that will be purchased.
Quantities may increase or decrease as needs change, such as participation changes, menu
changes, etc. In some instances The District may have under or overestimated the quantities,
all pricing shall be furnished and held firm at the awarded prices until the last order.
Estimated quantities may be affected by amounts of USDA commodities received by the District.
The District reserves the right to change, remove, or add products as necessary with sufficient
notice to the Distributor.
Estimated quantities/units of purchase are provided in this RFP for the Vendor's guidance only.
No guarantee is expressed or implied as to quantities that will be used during the contract
period.
MPS is not obligated to place an order for any given amount subsequent to the award of this
contract. Estimates quoted are based on the district's actual needs and use during the previous
contractual period or prior twelve month period; whichever is longer.
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Backorders, Substitutions and Shorts Backorders:
Must be offered to be filled automatically within twenty-four (24) hours when full delivery is not
made. The Vendor shall not invoice MPS for backordered items until such backorders are
delivered and accepted by a MPS authorized representative.
The Vendor shall not deliver any substitute item as a replacement for an awarded item without
direct, explicit consent of and approval from the FS Department prior to such delivery The
Vendor must be capable of emailing, texting, or calling the district to alert of any product shorts
prior to the day's delivery.
Reporting and Documentation:
Monthly statements:
Monthly statements reflecting site volume and details of purchased goods, credits and returns or
damaged goods by school are expected, including items, quantities, and pricing. Monthly
statements shall be emailed to foodserv@mansfieldct.org by the fifth (5th) day of the following
month.
Velocity Reports:
The chosen Vendor(s) must be able to produce digital monthly and year-end velocity reports in
spreadsheets (not PDFs or scans). Reports shall be emailed to foodserve@mansfieldct.org by
the (5th) fifth day of the following month.
HACCP Program:
Vendors must provide documentation of their HACCP program in place (systematic
manufacturing practices that follow food safety compliance).
This shall be submitted as part of the Vendor's proposal.
Any changes to the Vendor's HACCP plan shall be communicated to MPS upon implementation
of changes.
Vendor to Provide Nutrition Analysis:
The successful Vendor(s) will be required to provide nutritional analysis, Child Nutrition (CN)
Labels and ingredient list to MPS on certain items as required within thirty (30) days of the
award for items requested.
Miscellaneous/Other Requirements:
Purchase of Other Items Based on Price Quotes:
While MPS has listed many of the items purchased and used by the District, there may be
additional items that must be purchased by the District during the term of this contract. The
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District reserves the right to award these additional items to the successful Vendor or to another
Vendor based on the lowest price quote, quality standards, etc.
Recalls:
Vendors shall take immediate action to correct any situation when product integrity is violated. In
the event of a mandatory or voluntary recall, Vendor shall remove or authorize disposal of all
recalled product from MPS within five (5) days, and shall replace the product with new product
at no cost to the District as soon as possible.
Integrity is up to the discretion of the purchaser. A product recall may be enacted at any time
within three (3) calendar months of receipt. Vendors must have a traceability system in place in
case of a foodborne illness outbreak or recall.
Sustainability:
One of the District's primary goals is to reduce packaging waste in adherence to the District's
Sustainability goals, so the use of reusable plastic bins is preferable to cardboard (as
applicable). Reusable plastic bins are to be supplied by the vendor and will be sanitized before
each use by the vendor. MPS will not provide reusable plastic bins.
Federal Requirements:
Federal Regulation Compliance:
Due to the Use of Federal Dollars Because the items that will be acquired under this proposal
will be purchased, in part or in whole, with federal dollars, it is hereby agreed and understood
that the products provided will be grown, packed and processed by U.S. purveyors. These
products must be packaged and inspected in accordance with applicable regulations (Pure
Food, Drug and Cosmetic Act, Agricultural Marketing Act, Fish and Wildlife Act, Meat Inspection
Act, The Tariff Act, Poultry Products Inspection Laws, Perishable Agricultural Commodities Act,
The Antitrust Laws). Certification of compliance with the following Acts is required: Energy
Policy and Conservation Act (P1 94-163): Provisions of Occupancy Safety and Health Act and
The Standards and Regulations issued there under; provisions of the Fair Labor Standards Act:
Executive Order 11246, "Equal Employment Opportunity" as amended by Executive order
11375; Department of Labor Regulations (41 CFR Part 60); Section 306 of the Clean Air Act (42
U.S.C. 1857 (h); Section 508 of the Clean Water Act (33 U.S.C. 1368) Executive Order 117389
and Environmental Protection Agency Regulation (40 CFR Part 15).
Buy American:
The District participates in the National School Lunch Program and School Breakfast Program
and is required to use the nonprofit food service funds, to the maximum extent practicable, to
buy domestic commodities or products for program meals. A domestic commodity or product is
defined as one that is either produced in the U.S or is processed in the U.S substantially using
agricultural commodities that are produced in the U.S as provided in 7 CFR 210.21(d).
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Exceptions to the Buy American provision are very limited; however, an alternative or
exception may be approved upon request. To be considered for an alternative or exception, the
request must be submitted to the FSD, a minimum of 2 days in advance of delivery.
The request must include the:
Alternative substitute(s) that are domestic and meet the required specifications:
Price of Domestic food alternative substitute and
Availability of domestic alternative substitute in relation to quantity ordered
Reason for Exception: limited/lack of availability or price (include price)
Price of Domestic food product and
Price of non-domestic food product that meets the same specification of the
domestic product
Food Safety:
As a licensed food service establishment serving a vulnerable population the MPS food service
department follows strict local and federal food safety guidelines and regulations. Vendors play
an important role in maintaining food safety standards. As part of your response to the RFP we
will ask that you provide information on your processes, training and certifications for food
safety. These include:
A copy or link to the vendor's HACCP and/or Food Safety Plan
A list of any Recalls associated with the vendor's products in the last 12 months
A 'Letter of Guarantee' of Food Safety practices by the broadline distributor, and also
provided from the distributor from each product manufacturer of every product we order
from that broadline supplier
A 'Letter of Guarantee' of Food Safety practices by the other specific suppliers, poultry,
ground beef, dairy, etc.
A 'Certificate of Analysis' from a certified scientific laboratory, shall be provided by the
vendor quarterly (4x/year), for all meat, poultry, dairy, and egg products, showing
adequate lab testing of safe pathogen levels in those items.
The 'Certificate of Analysis' for ground beef products will include at a minimum, testing
for: E. coli STEC, Salmonella spp. Listeria Monocytegenes.
The 'Certificate of Analysis' for raw poultry items will include at a minimum, testing for:
Salmonella spp., E. coli STEC, Listeria Monocytegenes, Campylobacter.
The 'Certificate of Analysis' for fresh dairy items will include at a minimum, testing for: E.
coli STEC, Salmonella spp. Listeria Monocytegenes.
The 'Certificate of Analysis' for liquid eggs will include at a minimum, testing for: E. coli
STEC, Salmonella spp., and Listeria Monocytegenes
Discounts and Payment Terms:
We are awarding each food category separately, but we understand that some vendors are
capable of providing proposals for multiple food categories.
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If we award multiple food categories to a vendor we expect that there will be savings in doing
this. As part of your response please provide your savings proposal.
Web-based online ordering system:
The District may be interested in companies who offer a web-based online ordering system that
is seamlessly compatible with the District's menu and recipe software (Health-E-Pro)
Requirements:
Dairy (Milk)
The District is requesting proposals for supplying and delivery of milk and other dairy products
The District will be using fluid milk on a daily basis in breakfast and lunch programs. The
requirements in this section are in addition to the General RFP requirements. If there are
inconsistencies between these requirements and the general requirements these take
precedence.
Pricing Method Escalating Unit cost / Firm cost The prices proposed by Vendor shall remain in
effect from 8/01/2026 through 6/30/2027.
DAIRY PRICING TABLE
In their response the vendor will supply a pricing table similar to this one if proposing this
category:
Nutrition facts labels and ingredient and allergen information is required for all products. - Bulk
and single serve yogurts may not contain High Fructose Corn Syrup.
Description UOM Pack Size Escalating unit Fixed cost
cost
Food Specifications:
Vendors must comply and be able to meet all food specification requirements
Standards:
The District requires both 5 gal Bulk Milk (bags) and 8 oz Cartons/containers of milk in both 1%
plain and Fat Free Chocolate flavor, which shall comply with updated added sugar regulations
as follows, added sugar is restricted in yogurt at 12 g per 6 ounces, and flavored milk at
10 g per 8 fluid ounces
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