Title: Trucking & Handling Services - Food / WPS
| Agency: | City of Worcester |
|---|---|
| State: | Massachusetts |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 3, 2022 |
| Due Date: | Nov 23, 2022 |
| Solicitation No: | CR-7929-W3 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Number
CR-7929-W3
Title
Trucking & Handling Services - Food / WPS
Industry
Food Products and Services
Open Date
11/03/2022
Close Date
11/23/2022 10:00 AM
Comments
Scope: provide trucking, handling, delivery services for food products as per requirements and specifications of WPS
Standard Form(s)
Plan Holder(s)*
Bid Results
Awardee(s)
× Christopher Gagliastro, Purchasing Director
Email:
gagliastroc@worcesterma.gov
Phone: 508-799-1224
Fax: 508-799-1203
Phone: 508-799-1224
Fax: 508-799-1203
View Buyer's Commodities List
*APPLIES TO CONSTRUCTION BIDS ONLY - All City of Worcester bids are available for downloading from the City of Worcester website with no required registration process. As a result, the City accepts no responsibility for the accuracy of plan holder lists issued.
Attachment Preview
Delivery of USDA Funded Foods
for and throughout the Worcester Public Schools (WPS)
This Bid is addressed to contract haulers who have adequate fleet capacities to deliver frozen,
chilled and dry food products in a sanitary manner; make deliveries on a regularly pre-
scheduled weekly basis or as otherwise mutually agreed upon by the Worcester Public
Schools.
Vendor shall also manually move food products up 3 flights approximately 65 steps every
Wednesday and Friday at Vernon Hill Elementary approximately 125-200 cases per week, no
more than 40 pounds per case. Vendor and WPS will mutually agree on time of day from
date of award until June 30, 2023 with provision for two 1-year extensions
SCOPE OF SERVICES AND PERFORMANCE REQUIREMENTS
A. PURPOSE
This Bid is directed toward firms that currently have adequate delivery equipment to handle
volumes of foods including dry, frozen and chilled items.
The purpose of the Bid is to select contractors for delivering foods throughout the WPS:
a. Delivering food throughout 21 school preparation kitchens/locations from A&D Cold
Storage, 512 Southbridge Street, Worcester, MA and other Worcester Public School
production sites to 11 schools one day per week, 15-50+ cases per location.
b. Manually move food products up 3 flights approximately 65 steps every Wednesday
and Friday, 100-150 cases per week, Wednesday and Friday with possible pick up of
cases at North High School or other central preparation/warehousing point.
Contractors are advised that the receipt and delivery foods must be in accordance with all
Federal laws and USDA rules, policies and regulations and Massachusetts statutes and
regulations.
Contractor shall comply with the current and all subsequent revision requirements of
USDA/FNS Instructions 709-5, Rev 3 dated March 13, 2019, regarding the shipment and
receipt of foods.
https://fns-prod.azureedge.net/sites/default/files/resource-files/fns-709-5-rev-3.pdf
Title7 Code of Federal Regulations, 7 CFR Part 250 and 7 CFR Parts 210
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&tpl=/ecfrbrowse/Title07/7cfr250_main_02.tpl
Massachusetts Department of Public Health Regulations 105 CMR 500.000-Good
Manufacturing Practices for Food and 21 CFR Part 110.00: Current Good Manufacturing
Practice https://www.mass.gov/lists/food-protection-program-regulations
Transportation practices must be in compliance with the United States Food, Drug and
Cosmetic Act and any applicable Massachusetts statutes or comparable state food laws if the
warehouse is outside of Massachusetts.
Page 1 of 14
B. SUMMARY OF KEY POINTS INCLUDED IN BID
Scope: The WPS proposes to contract with a commercial firm to deliver frozen, refrigerated,
dry, and fresh foods from A&D Cold storage, 512 Southbridge Street, Worcester, MA and
other Worcester Public School production sites throughout 21 school preparation
kitchens/locations, 11 schools per week AND Manually move food products up 3 flights
approximately 65 steps every Wednesday and Friday, 100 - 150 cases per week, Wednesday
and Friday with possible pick up of additional cases at North High School or other central
delivery point.
1. Regions: The City of Worcester.
2. Candidates: Pricing shall be submitted for: (A) delivery from A&D Cold Storage and
other Worcester Public School production sites throughout 21 school
preparation/locations, 11 schools one day per week (B) Vernon Hill delivery up 3
flights 2x per week Wednesday and Friday, with possible pick up of additional cases at
North High School or other central delivery point.
3. Volume: The volume of USDA funded foods is approximately 30,000 cases per year
for a total of approximately 1,200,000 pounds based on School Year 2022 data.
4. Transportation
a. Requirements: Transportation equipment must have proper capacities to
transport and hold frozen, chilled, and dry products.
i. Approximately 10% of the basic foods are dry (canned or packaged), 65%
percent frozen and 25% refrigerated. The actual percentages may vary.
Quantities and varieties of food can change without notice.
ii. Compliance with all Federal, State, and local food safety regulations,
including required health inspections and procedures
b. Normal Peaks: Volume will peak between September and June. Volume is low
in June and July and moderate in August.
c. Cases: Wholesale units (cases) on average weigh 35-40 pounds and
approximately measure 1.1 cubic feet.
d. Product: brown box, milk crates, fresh produce.
5. Deliveries
a. Sites: Deliveries are to be made throughout the Worcester Public Schools per
attached.
b. Schedules and Drop Sizes: Deliveries are to be made in response to orders
submitted by the Worcester Public Schools in advance, in accordance with pre-
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scheduled delivery days as determined by the Contractor and the Worcester
Public Schools.
c. Delivery Hours: 6:00 a.m. to 2:00 p.m., unless another mutually agreed upon
time is mutually determined.
6. Order Procedures: The Worcester Public Schools will send notification of pickup
and delivery electronically.
7.Delivery Charges: Delivery fees must be quoted on a flat rate and per case basis as
determined by number of cases delivered per location for frozen, chilled, and dry product.
Bidders must submit delivery fees for a 15-case minimum up to 50 case delivery drop flat
fee and 51 – 150 cases price per case from A&D Cold Storage and other Worcester
Public School production sites to food prep sites whereby USDA funded foods and other
commodities will be transported from the vehicles into appropriate storage locations and
manually move food products up 3 flights approximately 65 steps every Wednesday and
Friday, 100-150 cases per week, Wednesday and Friday with possible pick up of cases at
North High School or other central preparation/warehousing point.
7. Payment: Contractor will invoice the Worcester Public Schools weekly for delivery
fees and invoice recipient schools either after each delivery.
a. Contractors are advised that invoices to the Worcester Public Schools may not be
paid until up to 30-60 days and that interest charges will not be paid.
b. The Contractor shall submit invoices to the Worcester Public Schools, Department
of Nutrition weekly, or at other mutually agreed intervals. Each invoice for
delivery shall include a summary of delivery or pickup tickets for the period. Each
referenced order shall be listed in numerical sequence and show the total number
of cases, bags or other such items delivered.
8. Records: Contractors must maintain complete and accurate records regarding the
receipt and distribution of all Foods.
9. Duration of Contract: Current period through June 30, 2023 with provision for two
1-year extensions renewable at sole discretion of the City.
10. Contract Cancellation and Subcontracting: The agreement may be cancelled by
WPS within 120 days written notice or within 10 days written notice by the Worcester
Public Schools / City of Worcester for noncompliance.
Page 3 of 14
C. ITEMS
The purpose of the Bid is to select contractors for delivering foods throughout the WPS:
a. A&D Cold Storage, 512 Southbridge Street, Worcester, MA one day per week:
frozen, refrigerated, and dry cases, various size, typically no greater than 40 pounds
per case.
b. Vernon Hill Elementary School, 211 Providence Street, Worcester, MA 01607:
Manually move food products up 3 flights approximately 65 steps every Wednesday
and Friday, 125-200 cases per week. All deliveries from main line distributors
including milk, produce, frozen/refrigerated, and paper products. Deliveries will be
dropped at top of ramp entrance located at the back of the building. Deliveries may
include/require product to be picked up from North High School.
D. VOLUME
The volume of USDA funded foods is approximately 30,000 cases per year for a total of
approximately 1,200,000 pounds based on School Year 2022 data.
It shall be understood by all parties concerned that the volume mentioned are contingent
strictly on estimated quantities from the previous school year and that any agreement
established as a result of bid will not obligate the Department to a specific quantity or range.
Foods. However, the data is based on previous experiences and expected goals for
subsequent years.
1. Receiving Procedures: Care must be exercised in receiving USDA funded foods.
Deliveries must be inspected on arrival for product condition and temperature and for
damage and infestation. Procedures for receiving inbound freight are as follows:
a. Inspect all products for condition, temperature, and infestation on arrival and verify
accuracy of count and acceptability. All loads must be inspected upon arrival to the
delivery locations.
b. Record and communicate any product date coding information provided on the
products.
c. Examine The contractor shall examine each shipment for possible shortage or
damage
i. Shall immediately notify the Worcester Public Schools of any shortage or
damage.
ii. In case of shipments containing damaged or out-of-condition foods the
contractor shall immediately notify the Worcester Public Schools by
telephone of gross damage and shall work with the Worcester Public
Schools on reporting and salvage procedures if necessary.
iii. Contractors must document the damage with a digital camera and forward
the pictures via email to the Worcester Public Schools, Department of
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Nutrition. Foods found unfit for human consumption shall be disposed of
in accordance with specific instructions to be given in each case by the
Department.
iv. Document and report shortages when receiving shipments.
v. Complete the MA USDA Foods Damage-Loss Report, and forward to
the Department.
d. Liability The Contactor is liable for claims levied by the USDA or the
Department as a result of his failure to properly secure, handle, protect, or account
for shipments.
The Department reserves the right to examine a vendor’s equipment to assure that the above
qualifications are met prior to award of a contract. The Department’s decision as to the
adequacy of equipment will be final.
2. Delivery Order Size: Recipient locations will order in minimum of 15 to 50+ cases of
USDA funded foods.
a. Pricing: The pricing will be established by the Contractor in the bid response and
will be tiered based on quantity of cases ordered.
b. Delivery Frequency from A&D: WPS recipient locations will have the option for
weekly deliveries, minimum 15 cases per school preparation location. USDA funded
food order submissions must be issued and delivered to the recipient locations on a
pre-determined delivery day, unless a longer time is agreed upon by the Worcester
Public Schools without regard to minimum quantities at rates stipulated by the
Contractor in the bid response.
c. Notice of Delivery: Notices of deliveries made to recipient schools of USDA funded
foods must be submitted to the Worcester Public Schools Nutrition Department by the
Contractor the next business day.
d. Delivery Sites: The Worcester Public Schools may elect to have USDA funded
foods delivered to from A&D Warehouse to food preparation site or a designated host
site.
e. Assurance of Pick Ups and Delivery Frequency and Times: For an effective and
efficient operation of the Worcester Public Schools food service program, the schools
must be guaranteed timely and accurate delivery of USDA funded foods. Deliveries
or warehouse outbound pickups must be made on a regularly prescheduled day of the
week, as determined by the Contractor and the Worcester Public Schools.
i. Warehouse deliveries shall be available weekly, with a 15-case minimum,
but may be less frequent depending of inventory located at A&D.
ii. Deliveries are to be made in response to orders submitted by WPS in
advance, in accordance with pre-scheduled delivery days as determined by
the Contractor and the WPS.
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