Attention Vendors: Sincerely, Lisa Leggett Lisa Leggett School Nutrition Director Crisp County Schools

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1 Crisp County Schools OFFICE OF THE SUPERINTENDENT Post Office Box 729 Cordele, Georgia PHONE: FAX: Dr. David Mims, SUPERINTENDENT OF SCHOOLS May 6, 2016 Invitation To Bid On FOOD AND SUPPLIES Attention Vendors: It is the purpose and intent of this invitation to secure bids on the items listed on the specification sheets attached. You are encouraged to return your bid by . BID MUST BE RETURNED ELECTONICALLY, a paper copy must ALSO follow by mail that includes the signed Contract Agreement and Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions. Electronic copies of this bid must be sent to Lisa Leggett at lleggett@crispschools.org. Submit a copy of your bid and contract and debarment documents in a sealed envelope to the Crisp County School Nutrition, Attn: Lisa Leggett, SNP Director,, Cordele, Georgia to be received no later than June 15, Mailed sealed bids will be opened on June 21, 2016 at 3:00 PM. Bids will be presented to the board for approval during the July 2016 board meeting. First deliveries will be scheduled for the week of August 1-5, Also an electronic copy of the bid is required to be ed to lleggett@crispschools.org by June 17, A read receipt of the Excel spreadsheet dated June 17, 2016 will be accepted with original signed copies received by mail by June 21, THERE are also 3 tabs now in the Excel spreadsheet. The last tab is new food items that may or may not be added to the grocery order. This contract shall be binding for the period of July 1, 2016 June 30, 2017 with the exception of the reline bid for the 2 nd semester that is February 1- June 30, There is also an option to rollover the food bid for a period of up to 3 years if both the SFA and the vendor agree. This would be a redline bid for both first and second semester. During these reline bids; the SFA has the option to rebid any items that it determines to have increased in price above a certain allowance. Also rebids can be done on items when factors like drought, disease etc cause the vendor to adjust bid price. 30 day Notice must be made to SFA when a vendor does have a price change due to factor as just mentioned. Termination of this contract will be immediate if the contractor fails to meet the requirements established herein. Any other termination shall be accepted only upon the written agreement of both parties. PLEASE BID ONLY PRODUCT PER LINE. If you do have an 2 nd product that you want to bid, you can add it to the bottom of the spreadsheet by copying the item number that we have assigned, identification, description and preferred bid unit, then add the words OTHER CHOICE in that description box. Sincerely, Lisa Leggett Lisa Leggett School Nutrition Director Crisp County Schools

2 , page 2 CONDITIONS AND INSTRUCTIONS 1. GENERAL A. The Board reserves the right to reject any and all bids in whole or part and to accept the bids that in its judgment will be in the best interest of the Board. The Board reserves the right to waive the formalities to bid opening and awarding. Bidders may bid on any one or all items. The Board may award on individual item or combination of item basis. Price alone will not be the determining factor. BID ONLY ONE ITEM PER LINE, VENDORS SHOULD GIVE THEIR BEST PRICE ACCORDING TO THE SPECIFICATIONS. Please Also mark the Georgia Grown box on right side of the bid spreadsheet so that we can feature to Georgia Grown whenever possible. B. The enclosed list includes items used in this system. In the event USDA commodity foods are received or menus have changed, all items may not be ordered. 2. DURATION A. Prices quoted shall be firm for the period between July 1, 2016 June 30, 2017 with the exception of the reline bid for the 2 nd semester that is February 1- June 30, Prices shall include all charges for packing and transporting to the School Nutrition bus shop freezer or to the individual schools at these addresses: CRISP COUNTY HIGH SCHOOL Sara Wilkes 2402 Cougar Alley (229) CRISP COUNTY MIDDLE SCHOOL JoAnn Doster, Manager th Avenue East (229) Pre-K SCHOOL, Formerly J.S. Pate Elementary School Pam Wynn, Manager th Avenue East CRISP PRIMARY SCHOOL Angela Walker, Manager 330 Old Hately Rd. Cordele, Ga (229) CRISP ELEMENTARY SCHOOL, Formerly Southwestern Elementary School Wilma Lewis, Manager th Avenue West (229)

3 , page 3 3. DELIVERY CONDITIONS Supplies will be ordered on a weekly basis and distributed by the vendor to the individual schools. Deliveries should be made between 8:00 am and 11:00 am and NOT after that if at all possible. All deliveries must be made before 2:00 p.m. All foods and supplies must be placed in the storage rooms and the delivery person must place frozen items in the freezer. All canned goods must be No. 10 cans unless ordered differently and of the Grade A unless specified otherwise. All items should be acceptably packaged and have an identification mark on the outside of the case for easy review by the receiving personnel. All meats must be US Government inspected and of the Grade Select or better unless specified otherwise. All frozen fruits and vegetables must be Grade A. Frozen delivery temperature must be received in a solid frozen state; refrigerated items must be between degrees. The person accepting the delivery must sign invoices. Two copies of the vendor invoice must be left with receiving personnel. 4. BRANDS The bid does request preferred brands as this is a taste and/or quality preference. The during SY2017 bid the SFA would appreciate as few brand changes as possible as our inventory management system is all set up to the brands we have on SY2016 food bids. Brand names and product numbers, packer names and packer locations must be furnished for each item on the bid. Items bid without specifying brand names will be rejected. Frozen prepared items bid without brand and product numbers will be rejected. Shipments of items with brand names or specifications other than those on the bid will be rejected or returned to the vendor at the vendor s expense unless prior arrangements are made with the school nutrition director for a substitution. In no case will an item be accepted if the quality is lower than that stated in the bid. No substitutions will be accepted upon delivery without prior approval. Any discontinued item that was bid must be either replaced with a comparable product of equal or higher quality or Crisp County will award the to the second lowest bidder In accordance with NSLP 94-10, FOREIGN FOODS WILL NOT BE ACCEPTED UNLESS A SATISFACTORY PRODUCT IS NOT PRODUCED OR MANUFACTURED IN THE UNITED STATES, OR UNLESS THE FOREIGN PRODUCT IS OF SIGNIFICANTLY HIGHER QUALITY THAN THE DOMESTIC PRODUCT. Georgia Grown preference will also be considered when comparing like brands. There is a place to mark Georgia Grown/local grown on the bid sheet. Local grown can include the surrounding states. 5. NUTRITIONAL GUIDELINES All RTE(ready-to-eat) foods and/or foods that meet a food component, sauce or condiment contained in this bid must meet the USDA SY2016 CN labeling requirements. This includes, but is not limited to 100% whole grain, 100% fruit, 0 trans fats and less than 10% saturated fats. Also this bid request prefers products that have the reduced sodium in the same preferred brand line as an alternate whenever possible. Nutritional labels must be provided either to import electronically, printed out or collected in such a way to give Crisp County complete access to the nutrition labels. Nutritional labels must also be provided when naming substitutes prior to the delivery of the product. 6. INSPECTION AND TESTING All items are subject to inspections and testing after arrival at destination. In the event an item is defective or does not otherwise conform to specification requirements, it will be returned to the vendor at the vendor s expense. This includes proper temperatures and packaging condition during receiving.

4 , page 4 7. PAYMENT The successful bidder shall be paid in payments or in full, upon submission of an itemized statement with the prices stipulated herein for items delivered and accepted. Any discounts are to be noted on the bid sheets and reflected on the invoices. Statements should be sent to,, Cordele, GA 31010, with separate statements for merchandise delivered to each school. 7. Orders All orders will be ed, faxed, or placed directly with salespersons by telephone or in person on predetermined basis. Please bill all goods as follows: Crisp County Bus Shop Freezer CRISP COUNTY HIGH SCHOOL CRISP COUNTY MIDDLE SCHOOL CRISP ELEMENTARY SCHOOL PRE-K SCHOOL CRISP PRIMARY SCHOOL

5 Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR 3017 Subpart C, Responsibilities of Participants regarding Transactions Doing Business With Other Persons. **BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ** (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. ORGANIZATION NAME PR/AWARD NUMBER OR PROJECT NAME NAME(S) and TITLE(S) OF AUTHORIZED REPRESENTATIVE(S) SIGNATURE(S) THIS PAGE MUST BE RETURNED WITH YOUR BID.

6 Instructions for Certification 1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the reverse side in accordance with these instructions. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction debarred suspended ineligible lower tier covered transaction participant person primary covered transaction principal proposal and voluntarily excluded as used in this clause have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled Certification Regarding Debarment Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions without modification in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in covered transactions may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to check the Non-procurement List. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

7 CRISP COUNTY SCHOOLS CONTRACT AGREEMENT We have carefully examined and fully understand the Conditions and Instructions for furnishing to the Crisp County Board of Education the items listed in this invitation to bid. We propose to enter into a contract to furnish and deliver the items as specified, and at the prices quoted. It is understood that all prices quoted include any and all delivery fees. In addition, prices quoted for equipment include connection charges for new equipment, and disconnection and removal of existing equipment. We comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order and as supplemented in the Department of Labor Regulations. Company Address Telephone Number Representative City, State, Zip Code Date THIS PAGE MUST BE RETURNED WITH YOUR BID.