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Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts

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Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Request for Proposals No. 1901 Santa Clarita Valley School Food Services Agency (Super Co-Op Lead Agency) 25210 Anza Drive Santa Clarita, CA 91355 661-295-1574 ext. 103 www.scvschoolnutrition.org www.super-coop.org Issue Date January 10, 2019 8:00AM PT Mandatory Bidders’ Conference February 5, 2019 1:00 PM PT Addendum Publication February 8, 2019 12:00 Noon PT Submission Deadline March 5, 2019 1:00 PM PT Public Opening March 5, 2019 1:30 PM PT Expected Board Approval Date March 28, 2019 Santa Clarita Valley School Food Services Agency 25210 Anza Drive, Santa Clarita, CA 91355 Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Request for Proposals No. 1901 Table of Contents Pages Notice of Request for Proposals 3 Scope of Work Summary 4 Submission Checklist 5 Instructions and Conditions 7 Federal Nondiscrimination Statement 14 Proposal Worksheet 15 Customer References 18 Draft Provisioning Contract 19 Non-Collusion Declaration 27 Suspension & Debarment Certification 28 Certification Regarding Lobbying 30 Disclosure of Lobbying Activities 31 Iran Contracting Act Certification 33 Code of Ethics and Conduct for Employees 34 Engaged in Award and Administration of Contracts Attachment A: SY 2019-20 Super Co-Op Member List 36 Attachment B – SY 2019-20 Super Co-Op Delivery Location List 43 Attachment C - List of Districts using vendor to deliver DoD Fresh Produce in 57 SY2018-19 Attachment D – Super Co-Op Governing Rules and USDA Foods Direct Delivery 60 (Brown Box) Storage Policy To: The Signal This Legal Notice is to be published on the following dates: Attn: Legal Notices Fax: 661-254-8068 First Publication: January 10, 2019 Ph: 661-259-1234 Second Publication: January 17, 2019 NOTICE OF REQUEST FOR PROPOSALS Notice is hereby given that the Board of Directors for the Santa Clarita Valley School Food Services Agency (SCVSFSA), Santa Clarita, CA (Los Angeles County), on behalf of the SCVSFSA and the Super Co-Op Member Districts, will receive Request for Proposals No. 1901 for the procurement of the following: Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Sealed bids must be delivered no later than 1:00 PM Pacific Time on Tuesday, March 5, 2019 to: Santa Clarita Valley School Food Services Agency Attn: Dr. Lynnelle Grumbles 25210 Anza Drive Santa Clarita, CA 91355 Companies interested in proposing should request appropriate documents from Dr. Lynnelle Grumbles at the address listed above, call (661) 295-1574 ext. 103, or online at www.scvschoolnutrition.org by selecting “Bid Documents.” A Mandatory Bidders’ Conference for the purpose of acquainting prospective bidders with the unique requirements of the Agency will be held on Tuesday, February 5, 2019, at 1:00 PM-Pacific Time at the Santa Clarita Valley School Food Services Agency, Conference Room, located at 25210 Anza Drive, Santa Clarita, CA 91355. An addendum will be published on February 8, 2019, by 12:00 PM at www.scvschoolnutrition.org. Proposals will be opened in public at 1:30 PM on Tuesday, March 5, 2019, at the Agency office, located at 25210 Anza Drive, Santa Clarita, CA. The Agency’s Board of Directors reserves the right to reject any and all bids. No bidder may withdraw their bid for a period of ninety (90) days after the date set for the opening of bids. Refer to the formal bid documents and specifications for additional information, terms, and conditions. Dr. Lynnelle Grumbles, RDN, SNS Chief Executive Officer Santa Clarita Valley School Food Services Agency 25210 Anza Drive, Santa Clarita, CA 91355 Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Request for Proposals No. 1901 Mandatory Bidders’ Conference Webinar: February 5, 2019 – 10:00 AM Pacific Time RFP Submission Deadline: March 5, 2019 1:00 PM Pacific Time Public RFP Opening: March 5, 2019 – 1:30 PM Pacific Time Scope of Work Summary The Santa Clarita Valley School Food Services Agency (Agency) is the Lead Agency and the representative for the Super Co-Op, a USDA Foods cooperative in California. For the 2019-20 school year, the Super Co- Op is comprised of 237 California recipient agencies eligible to receive and process USDA Foods, with a combined average daily participation of over 1.3 million lunches per day, representing over 234.6 million Total Lunches Served (TLS) per school year, and approximately $82.2 million in entitlement funding to purchase USDA Foods. Districts locations vary from Red Bluff in the north to Chula Vista in the south, and are of varying sizes. Large quantities (truckloads or partial truckloads) of dry, refrigerated, and frozen product will be delivered by USDA to the Provisioner at no cost to the Provisioner. The contracted work shall include the receiving, storing, and distributing of Direct Delivery USDA Foods for Member Districts of the Super Co- Op. Deliveries will be made directly to Member Districts on a weekly, bi-weekly, and/or monthly schedule, or a schedule acceptable to individual Member Districts, but not less than 30 days from receipt. After receipted delivery, the Provisioner may store products at more than one location, provided there is no additional cost to Member Districts. The Super Co-Op Administrator and/or Lead Agency will provide the distribution information for each truckload received. All product shall be stored using a First In-First Out (FIFO) inventory procedure. Product held by the Provisioner for more than thirty (30) days at the request of the member district may incur an additional charge for storage, billed directly to the member district by the Provisioner. In the 2018-19 school year, July 1 to May 31, the cooperative received approximately 670 truckloads of Direct Delivery USDA Foods in a combination of dry, refrigerated, and frozen temperatures. Of those, 220 truckloads were shipped to a northern California warehouse location and the remainder of 450 truckloads to a southern California Location in the following monthly proportions: North Location South Location (cases) Truck- (cases) Truck- Dry Refrigerated Frozen loads Dry Refrigerated Frozen loads July 34,336 8,478 29,604 70 19,076 6,834 14,385 50 August 24,964 5,220 22,310 50 9,092 6,834 10,682 33 September 25,696 3,000 16,450 46 8,737 1,320 6,410 18 October 16,614 8,600 31,938 47 10,016 1,680 12,659 27 November 22,676 5,700 27,172 49 9,308 1,500 10,108 21 December 14,456 5,380 22,754 39 2,312 2,600 9,554 12 January 22,516 7,580 30,614 53 12,284 2,580 11,240 28 February 16,872 4,260 24,224 41 2,688 1,170 5,900 11 March 14,820 4,280 23,400 36 6,164 0 6,185 13 April 8,908 0 7,650 15 1,140 0 2,450 4 May 2,312 0 4,200 5 0 0 700 1 Santa Clarita Valley School Food Services Agency 25210 Anza Drive, Santa Clarita, CA 91355 Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Request for Proposals No. 1901 Mandatory Bidders’ Conference Webinar: February 5, 2019 – 10:00 AM Pacific Time RFP Submission Deadline: March 5, 2019 1:00 PM Pacific Time Public RFP Opening: March 5, 2019 – 1:30 PM Pacific Time Submission Checklist (Page 1 of 2) This checklist is provided as a convenience to assist proposers in ensuring that a complete proposal package is returned. It is not represented as being comprehensive and compliance therewith does not relieve the proposer of responsibility for compliance with any bid requirement which may not be mentioned specifically in this checklist. Original documents are required. Fax or email documents will not be accepted under any circumstances. All of the listed items must be returned to constitute a complete proposal package. Please check the box and initial in the appropriate column to signify compliance. All forms listed available at www.super- coop.org Check Initials Item Enter name of company representative who attended bidders’ conference on February 5, 2019: _________________________________ Submission checklist (this form): All items listed are checked, initialed, signed, and included in the complete proposal package Return completed hard copy with initials. Proposal Worksheet Return completed hard copy with original signature. Customer References Return completed hard copy. Non-Collusion Declaration Return completed hard copy with original signature. Suspension & Debarment Certification Return completed hard copy with original signature. Certification Regarding Lobbying Return completed hard copy with original signature. Submission Checklist (Page 2 of 2) Check Initials Item Disclosure of Lobbying Activities Return completed hard copy with original signature. Iran Contracting Act Certification Return completed hard copy with original signature. Addendum A: Questions and Answers from Bidders’ Conference This Addendum will be available www.scvschoolnutrition.org by selecting “Bid Documents” on February 8, 2019, and must be signed and dated as proof of receipt. Return hard copy of first page with original signature. Santa Clarita Valley School Food Services Agency 25210 Anza Drive, Santa Clarita, CA 91355 Distribution of Direct Delivery USDA Foods for Super Co-Op Member Districts Request for Proposals No. 1901 This solicitation requests pricing from a qualified distributor to receive, store, and deliver Direct Delivery USDA Foods for Super Co-Op Member Districts. INSTRUCTIONS AND CONDITIONS 1. Bidders’ Conference. A mandatory Bidders’ Conference, for the purpose of acquainting prospective bidders with the unique requirements of the Agency and the Super Co-Op, will be held on Tuesday, February 5, 2019, at 1:00 PM-Pacific Time in the upstairs conference room at the Santa Clarita Valley School Food Services Agency Central Kitchen located at 25210 Anza Drive, Santa Clarita, CA 91355.
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