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Seven Hills Charter Public Schools

Frozen Prepared School Nutrition Meals Bid#2017-1

The Seven Hills Charter Public School will receive sealed bids for Meal Components for School Lunches that meet USDA and State requirements for reimbursement. Bidders are invited to submit proposals on the enclosed forms based on the specifications supplied by Seven Hills Charter Public School . The one year proposal plus two, one year options at the sole discretion of Seven Hills Charter Public Schools, covers the furnishing of lunches, exclusive of milk, from August 1, 2017 to June 30, 2018. The two one-year options cover the periods of July 1, 2018through June 30, 2019 and July 1, 2019 through June 30, 2020. All bids must be mailed to:

Seven Hills Charter Public Schools School Lunch Bidc/o Office of School Business Administration 51 Gage Street Worcester, MA 01605

All proposals should be based upon a maximum number of students.

All proposals shall be placed in a sealed envelope, addressed to the Seven Hills Charter Public Schools and the front of the envelope shall be clearly labeled Frozen Prepared School Nutrition Meals Bid.

Bids must be received no later than 11:00 a.m. on July 7th 2017 Bids received after the time specified will be rejected. All bidders are welcome to attend the bid opening.

A Pre-Bid Conference will be held on Thursday, June 29th, 2017 at 10am. at 51 Gage Street Worcester, MA 01605. The purpose of the bidders' conference will be to answer any questions regarding the bid solicitation and to view the pertinent areas of our school lunch operation. Please confirm your attendance by calling 508-579-9258.

BID BONDBidder shall submit with the bid, a bid guarantee in the amount of 5% of the total amount of the bid. This must be in the form of a firm commitment such as a bid bond, postal money order, certified check, or cashier's check. Bid guarantees, other than bid bonds will be returned (a) to unsuccessful bidders as soon as practicable after the opening of bids and (b) to the successful bidder upon execution of such further contractual documents and bonds as may be required by the bid as accepted.

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No bid may be withdrawn for a period of fifteen (15) days following the date of the bid opening. Bidders are expected to examine carefully the specifications. Failure to do so shall be at the bidder's risk.

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PERFORMANCE BONDUpon contract award, the successful contractor shall provide the Seven Hills Charter Public School with a Performance Bond in the amount of one hundred percent (100%) of the full contract amount. Contractor shall acquire the bond at the contractor's own expense and in the contractor's name. The bond must be secured from a company listed in the Department of the Treasury Circular 570 of companies holding certificates of authority as acceptable sureties on Federal Bonds and as acceptable Reinsuring Companies.

NOTE: The Seven Hil ls Charter Public School reserves the right to accept or reject any or all bids, and to waive informalities and minor irregularities in bids received

I. DEFINITIONS

As used herein:

"Meal component" means one of the five food items that compose the reimbursable school lunch or one of the four food items that compose a reimbursable school breakfast.

II. INSTRUCTIONS TO BIDDERS

EXPLANATION TO BIDDERS

Any explanation desired by a bidder regarding the meaning or interpretation of this specification, etc., must be requested in writing prior to bid opening and with sufficient time allowed for a reply to reach all bidders before bid opening. Oral explanations or instructions given before the award of the contract shall not be binding. Any information given to a prospective bidder shall be furnished to all prospective bidders as an amendment to the solicitation, if such information is necessary to bidders in submitting bids, or if the lack of such information would be prejudicial to uninformed bidders.

AWARD OF CONTRACT

The contract will be awarded to the responsive and responsible bidder offering the lowest total price.

Consideration will be given to such factors as:• Job Performance References.

• Minimum of 5 years School Lunch Experience in Massachusetts.• Poor references may be a basis for a determination that a vendor is

not a responsive bidder.• The Seven Hills Charter Public School reserves the right to reject any or all bids and to

waive informalities and minor irregularities in bids received

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III SCOPE OF SERVICE

The total bid price will be determined by multiplying the unit price times an estimated 520 meals per day, times the school days, 195. Please note that the actual number of meals required will be subject to change and could be as low as 400

Vendor agrees to a weekly delivery of meal components subject to the school's storage capabilities.

All meals furnished must meet or exceed the current U.S. Department of Agriculture (USDA) requirements for the child nutrition breakfast and school lunch program, and shall from the inception of this contract, meet those requirements prescribed. Vendor must provide documentation of such compliance, on an item-by-item and weekly summary basis, indicating portion size by weight and nutrient contribution as prescribed in accordance with USDA requirements, for each food component provided.

All vendors will be required to submit a sample breakfast and lunch monthly menu which meets all of the Federal and State nutritional requirements. The vendor must certify that the items listed on the menu do meet all of the nutritional requirements.

The single bid price must include the cost of all food, except milk, including packaging, freight, delivery to the schools, and all other related costs including, but not limited to, condiments, utensils, serving trays, tray liners, etc. required to serve a complete School Breakfast and Lunch Meal.

A sample draft school calendar is attached. This calendar is subject to minor revisions.

The vendor shall be responsible for approximately 195 serving days per school year.

MEAL ORDERS

The Seven Hills Charter Public School will order meals on a weekly basis.The Seven Hills Charter Public School reserves the right to increase or decrease the number of meals ordered.Deliveries will be made between the hours of 6:30 a.m. through 11:00 a.m. Monday through Friday.

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MENU-CYCLE CHANGE PROCEDURE

Meals shall be delivered on an every other day basis in accordance with the menu cycle during the hours of 6:00 am through 11:00 a.m. Monday through Friday based on the school calendar. Deviation from this menu cycle shall be permitted only upon authorization of the Seven Hills Charter Public School Menu changes may be made only when agreed upon by both parties. When an emergency might prevent the vendor from delivering a specified meal component, the vendor shall notify immediately the Seven Hills Charter Public School designated representative so substitutions may be approved. The Seven Hills Charter Public School reserves the right to request menu changes periodically throughout the contract period.

NONCOMPLIANCE

The Seven Hills Charter Public School reserves the right to inspect and determine the quality of food delivered and reject any meals which do not comply with the requirements and specifications of the contract. The vendor shall not be paid for unauthorized menu changes, incomplete meals, and meals not delivered within the agreed delivery time period. The Seven Hills Charter Public School shall notify the vendor as to the number of meals rejected and the reasons for rejection.

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SPECIFICATIONS AND TEMPERATURES PACKAGING

1. Pre-plated meal components intended for heating shall be supplied in oven-able paperboard containers only, individually and securely lip sealed with oven-able closure film. When intended for oven crisping (such as fried chicken and pizza) they should be packaged in colorful vented oven-able folding boxes or the oven- able paperboard containers should be sealed with vented oven-able film. Vented oven- able film shall be with perforations of one quarter (1/4) inch in diameter, with four (4) perforations per square inch. Meal components shall be master packaged in corrugated containers. Colorful oven-able paperboard containers shall be printed to resist scuffing, marring and caramelizing, with inks that are odorless and smokeless under conditions of oven heating. The film used shall be 60 to 80 gauge polyester stock, transparent andnon-toxic, which is heat (not adhesive) sealed to the flanges of the containers, so as to prevent separation in convection oven heating. Excess film should be tucked under containers in a fashion to preclude sticking to adjacent containers during heating. All modules must withstand oven heating up to 400 degrees F for a minimum of 35 minutes and subzero Fahrenheit temperatures as well. Oven-able film wrap used for sandwich type items shall be 60 to 80 gauge polyester stock, transparent and non-toxic.

2. Cartons- Each carton shall be labeled to meet state or local requirements. Label to include:

Processor's Name and address and zip code (plant) Item identity, meal typeDate of productionQuantity of individual units per carton Heating or thawing instructions USDA Inspection NumbersUSDA CN label where applicable

3. Meals shall be delivered with the following nonfood items: permanent serving trays, tray liners, condiments consistent with the attached menu, straws for milk, napkins, single service ware, etc. Vendor shall include all non-food items that are necessary for the meal to be served.

Disposable trays supplied by the vendor shall be approximately 13-3/4" x 10-3/4" x 7/8". The white napkin, white plastic fork/spoon and plastic straw shall be prepackaged in a clear plastic or cellophane bag. Eating utensils and straws shall measure approximately 5-1/8 in length, and shall not break in normal use, and shall be made from materials which are safe and wholesome for food contact in their normal use. Eating utensils shall be white only.

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Vendor shall furnish individual packets of catsup (7 grams), barbecue sauce (12 gram), tartar sauce (12 gram) and mustard (5.5 gram), and fruit and produce, as dictated in cycle menu, to the school. Any deviation in package size or content must have prior approval by Chelmsford Public Schools.

All refrigerated food shall be delivered at an internal temperature of 45 degrees For below, but no lower than 32 degrees F.

All frozen food shall be delivered at 0 degrees or below. Frozen products shall show no evidence of thawing or re-freezing, freezer burn, or any off color or odors.

EQUIPMENT

Prospective vendors must attend the Mandatory Pre-Bid Conference being held on June 29th at 10:00 a.m. Office of the School Business Administration located at 51 Gage Street , Worcester, MA 01605. The required attendance is necessary to identify the equipment which will be supplied by the vendor and the equipment already owned by Seven Hills Charter School. All attendees must RSVP to 508-579-9258 prior.

An itemized list of equipment must be identified on the Equipment Supply Sheet to be submitted with the bid. The equipment supplied by the vendor will be the vendor's sole financial responsibility. Should the district require additional equipment during the term of the contract, the successful vendor shall provide the additional equipment at no cost to the Seven Hills Charter Public Schools will provide proper electrical service. The successful vendor will be required to provide, at no cost to the Seven Hills Charter Public Schools , complete maintenance services on all ve ndor supplied equipment.

MAJOR INGREDIENTS

Meal entree pack shall be processed and packed under continuous inspection of the United States Department of Agriculture.

A. Meat and Poultry: All meat and poultry products shall be processed under continuous inspection of the United States Department of Agriculture. Only domestic meat and poultry meeting the following grade standard shall be used:

Beef USDA Choice or betterPork USDA Number 1

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B. Cured Processed Meats: (Bologna, frankfurters, luncheon meat, salami, others) shall be made from beef and/or poultry, and meet all requirements for FSQ standards for that product. No variety meats, fillers, extenders, non-fat milk solids or cereal will be allowed.

a. Non-Cured Meat Products: Fillers not approved as a protein source by the United States Department of Agriculture Food and Nutrition Service (FNS) may not be included as cooked meat weight.

b. Fish and Seafood: Frozen fish and seafood ingredients shall be manufactured under continuous inspection of the United States Department of Commerce: Grade A.

c. Dairy Products: All dairy products shall be United States Department of Agriculture Grade A, where applicable. Cheese food or cheese spread are not permitted. Cheese alternates may be used.

d. Frozen Vegetables: All vegetables United States Department of Agriculture Grade A Fancy IQF frozen shall provide color, flavor and textural characteristics of freshly prepared vegetables upon re-heating of meal from frozen 0 degrees F state. (Canned vegetables may be used only in preparation of sauces.)

All fresh vegetables and fruits must be ready for consumption per USDA Food Buying Guide.

e. Fruits: Canned or Frozen- United States Department of Agriculture Grade A Fancy must comply to standards of identity for the product and provisions of the Food, Drug and Cosmetic Act and must be packed in water, light syrup, or their natural juices. Fresh fruit shall be USDA Fancy or #1 Grade, and size must provide at least 1/2 cup fruit equivalency.

f. Fats and Oils: Butter- 92 score, Fortified Margarine- Fortified 15,000 LU.

FOOD PREPARATION

Meals shall be prepared under properly controlled temperatures and assembled prior to delivery and in accordance with all applicable health department requirements.

Bidder's production facilities must be owned and operated by the bidder, and must be under continuous inspection by the U.S. Department of Agriculture Food Safety and Quality Service. There will be no exceptions of the requirements for ownership and inspection. A copy of a signed delivery ticket must be submitted with the monthly statement.

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LICENSES, FEES, TAXES

The vendor shall obtain and maintain all licenses, permits and health certifications required by federal, state and local laws.

TERMS AND TERMINATION

This contract is effective for a three year period commencing August 1, 2017 through the last day of the 2017-2018 school year, and is renewable for negotiations for two one-year terms at the Seven Hills Charter Public Schools discretion.

This contract can be terminated by the Seven Hills Charter Public Schools or the vendor with a sixty-day notification. (See 7 CFR 210.16 (d))

The Seven Hills Charter Public School and the vendor shall not be responsible for any losses resulting if the fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, acts of God, or any other acts which could not have been prevented by the exercise of due diligence.

GENERAL

This contract shall be interpreted according to Massachusetts state law. No provision of this contract shall be assigned or subcontracted without prior written consent of Seven Hills Charter Public School

This contract constitutes the entire agreement between Seven Hills Charter Public School and the vendor and may not be changed, extended orally, or by cause of conduct.

Payments on any claim shall not prevent Seven Hills Charter Public School from making claim for adjustment on any item found not to have been in accordance with the provisions of this contract.

It is further agreed between Seven Hills Charter Public School and vendor that the Exhibits, attachments, and clauses attached are hereby in all respects made part of this contract.

By submission of this bid, the bidder certifies that the prices in this bid have been arrived at independently, without consultation, communication or agreement, for the purpose of restricting competition, - as to any matter relating to such prices with any other bidder or with any competitor.

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The prices which have been quoted in this bid have not been knowingly disclosed by the bidder, and will not knowingly be disclosed by the bidder prior to bid opening, directly or

indirectly to any other bidder or to any competitor.

No attempt has been made or will be made by the bidder to induce any person or firm to submit or not to submit a bid for the purpose of restricting competition.

In accordance with Federal Office of Management and Budget Circular No. A-110, Seven Hills Charter Public School does not award on price alone. Contracts will be made only with responsive and responsible Bidders who possess and demonstrate the ability, and meet the requirements of the Seven Hills Charter Public Schools bid specifications.

EQUAL OPPORTUNIT Y

It shall be mandatory that the vendor will not discriminate against any person upon any grounds prohibited by federal or state law.

The vendor will, in all solicitations or advertisements for employees placed by or on behalf of the vendor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, ancestry, marital status, sex, national origin, handicap, or unfavorable discharge from military service.

The vendor will comply with all provisions of Executive Order No. 11246 of September 24, 1965, concerning equal employment opportunity as amended by Executive Order No. 11375 of October 13, 1967, and of the rules, regulations, and relevant orders of the Secretary of Labor.

The contractor will furnish all information and reports required by Executive Order No. 11246 of September 24, 1965, as amended by Executive Order No. 11375 of October 13, 1967, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to its books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders;

ADDITIONAL TERMS

A bid deposit in the amount of 5% of the total amount of the bid must accompany your proposal. This deposit must be in the form of a bid bond, bank draft, or certified check made payable to Seven Hills Charter Public Schools. The provision of security is one of the factors which determine the responsibility of the bidders. Bid deposits of unsuccessful bidders will be returned immediately after the award of the contract. Bid deposits will not be accepted after the scheduled opening of proposals.

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A performance bond in the amount of one hundred percent (100%) of the total dollar. amount must be submitted to the business office within five (5) working days of notification of award of contract. The bond must be secured from a company listed in the Department of the Treasury Circular 570 of companies holding certificates of authority as acceptable sureties on Federal Bonds and as acceptable Reinsuring Companies.

COMPANY HISTORY

In order to demonstrate character, production capability and financial stability, each contractor is to provide, with their bid, a complete company history, overview and financial background report. This report is to include:

i. Name and address of company or firm and its officers or operators, and a brief biographical sketch of the key food service personnel to establish their qualifications in the field.

ii. Each contractor must submit with their bid a list of those school lunch programs serving in excess of 1000 meals per day, where the bidder has provided full service, that is, meals, distribution, equipment, and equipment maintenance.

iii. A description of contractor's plant site, size (square footage), and production capability.

iv. Permission for the representatives of the Seven Hills Charter Public Schools to inspect the contractor's present food products facilities at any time during the duration of this contract.

v. Ethics: Are you aware of any interest or potential interest in your company or this contract that may be held by an individual employed by the Seven Hills Charter Public Schools? (Yes) (No)

If yes, please give the name of the individual, his or her employer, and the nature of the interest, if known:

INSURANCE

The contractor shall supply with its bid a specimen certificate proving satisfactory insurance coverage as required by the Seven Hills Charter Public School Such coverage shall remain in effect for the term of the contract and any extension thereof Seven Hills Charter Public School shall be named as an additional insured on all coverage for the length of the contract.

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General Liability coverages must be provided by a Commercial General Liability Policy on an occurrence basis only. Claims-made basis will not be acceptable .

A. Comprehensive General Liability and Property Damage Insurance in the amount of$1,000,000 for each injury to or death of any one person, $1,000,000 for each accident or occurrence for bodily injury or death, and $1,000,000 for each accident or occurrence for property damage.

B. Product Liability: Contractor will supply satisfactory evidence of products and complete operations insurance in the amount of $100,000.

Contractual Liability: Bidder will supply satisfactory evidence of insurance in the

amount of $1,000,000 each occurrence and $1,000,000 general aggregate for Bodily Injury as well as $1,000,000 each occurrence and $1,000,000 general aggregate for Property Damage.

C. Warehouse Legal Liab i lity Insurance: Liability Insurance in the amount of$1,000,000 for the loss of merchandise owned by Seven Hills Charter Public School while held under contractor's control including commodities.

D. Umbrella Excess Liability: Bidder will provide evidence of $5,000,000 coverage over primary insurance per occurrence.

E. Workmen's Compensation Coverage : The contractor shall accept insofar as the workers covered by this contract are concerned, the statutory provision of Massachusetts Workmen's Compensation Act any supplements or amendments thereto, and will insure its liability thereunder, and furnish proof thereof to the Seven Hills Charter Public School or file with the Seven Hills Charter Public School a certificate of exemption from insurance from the Bureau of Workmen's Compensation of the Department of Labor and Industry.

F. Business Auto Liability (including owned, non-owned and hired vehicles): Bidder will supply satisfactory evidence of insurance in the amount of $1,000,000 Bodily Injury for each person and each occurrence and $1,000,000 Property Damage for each person and each occurrence.

G. Within 10 days of award of contract of insurance listing Seven Hills Charter Public School as additional insured shall be sent to:

Seven Hills Charter Public School School Business Administration

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51 Gage Street Worcester, MA 01605

EXHIBIT 1 - Pricing

See Attached

EXHIBIT 2 -Menu

Attach sample Lunch monthly menu for Seven Hills Charter Public School to review

EXHIBIT 3 - Certification of Nutritional Requirements

I certify that all of the School Lunches that will be supplied by Name of Vendor for the one year contract will adhere to all State and Federal nutritional requirements.

Company Authorized Signatory Date

EXHIBIT 4 - Bid Bond

Attach 5% of anticipated bid cost as mandatory Bid Bond

EXHIBIT 5- Equipment Sheet

Vendor will supply and maintain the equipment listed below, as determined by the vendor, as a result of the Mandatory Pre-Bid Walk Through. Equipment must be in place by August 1st, 2017Walk in FreezerTwo Door reach in refrigerator3 Convection Ovens

EXHIBIT 6 - Company History

Vendor must attach complete company history as specified in the bid under COMPANY HISTORY on page 9.

EXHIBIT 7 - Insurance

Vendor must attach insurance certificate proving satisfactory coverage as stated in the bid under INSURANCE on page 10.

EXHIBIT 8 - Non - Collusion

Vendor must certify by signature the Non-Conclusion Form attached.

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Signature of individual submitting bid or proposal)

(Name of business)

REFERENCE FORM

Bidder: - - - - - - - - - - - - - - - - - - - - - -IFB Title: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Bidder must provide references for:

All contracts performed within the past three (3) years of similar size and scope to this contract.

Reference: - - - - - - - - - - - - - Contact: - - - - - - - - - - -Address: ------------- Phone:

- - - - - - - - - - - - -

Fax:

Description and date(s) of supplies or services provided:

Reference: - - - - - - - - - - - - - Contact: - - - - - - - - - - -Address: Phone:

Fax:


Reference: - - - - - - - - - - - - - Contact: - - - - - - - - - - -Address: - - - - - - - - -

- - - --------------

Phone: Fax:


Attach additional sheets if necessary.

Seven Hills Charter Public School

Frozen Prepared School Nutrition Meals Bid Form

Unit PriceEstimated# Meals

Number of Days

X X = $

TOTAL $

Signed by:

Authorized Representative:-------------------

Date:------------------

Vendor: -----------------

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