Appendix A
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REQUEST FOR QUOTES
The ADD SCHOOL DISTRICT NAME (hereinafter “District”) invites quotes from vendors that can provide the following items listed in Appendix B: RFQ Quote Form. We are requesting firm fixed pricing from September 1, 2023, through December 30, 2023.
District information:
PROVIDE GENERAL DISTRICT INFORMATION
Northeast Food For Schools: We are participating in a grant that provides funding for unprocessed or minimally processed products (e.g., whole, cut, pureed, etc.) and/or forms (e.g., fresh, frozen, canned, dried, etc.) with a preference that items are raised, produced, aggregated, stored, processed, and distributed within 400 miles.
**All quotes/submissions are due to ADD NAME via email at ADD EMAIL by ADD DATE at 5pm
Please contact ADD NAME at ADD EMAIL with any questions by 3:00 pm on August 12, 2023.
PROGRAM PRINCIPLES
This solicitation is in keeping with the District’s school food program principles, which are as follows:
PRODUCT SPECIFICATIONS and ESTIMATED QUANTITIES
Through this RFQ (Request for Quotes) we are seeking the following listed items in Appendix B: QUOTE FORM (see attached). The quantities of those items are an estimate of what the school district intends to purchase. The district is however under no obligation to purchase that number of products. Budgetary or operational factors may mean that level of buying may not be possible.
All products should be free from decay, damage, injury, and excessive scarring.
CONTRACT TERM and PRICING
Bid pricing must be provided in the Appendix B: QUOTE FORM (see attached). Bidders must fill out all the pricing information required for those items which they expect to be able to provide for the life of the contract term. They must provide both a price per case and a total price for those items based on the estimated quantities shown in the Appendix B: QUOTE FORM. They must also provide a total price for all the items bid in the line below the table. Pricing must be fixed for the entirety of the contract term, which will have to be adhered to in any invoicing/billing over that period. Pricing must be inclusive of any delivery costs.
Please ensure that the Appendix B: QUOTE FORM includes the bidder information requested and is signed and dated by a responsible officeholder. All the terms and conditions contained in this RFQ and in the quote/submission made by the awarded bidder are considered parts of the contract between the District and the awarded bidder. Any submission made to this RFQ is therefore understood to be binding on the awarded bidder for the duration of the contract term. Please see at Appendix D, for a sample contract.
MINIMUM QUALIFICATIONS
To be considered a responsible bidder for consideration under this solicitation, the bidder must attest to and/or demonstrate they can meet the following qualifications:
To demonstrate these qualifications, respondents to this RFQ are asked to answer the attached ATTESTATION sheet (shown in Appendix A) and provide any relevant documents, such as the farm and food safety plan, with it and the Quote Form when submitting their response.
RULE OF AWARD
The contract will be awarded to the responsive[1] and responsible[2] vendor that meets the minimum qualifications and can provide all listed products with the
(District must select one)
lowest aggregate price (responding vendors must bid on all items)
lowest price by item
lowest aggregate price by category (responding vendors must bid on all items within the category)
Upon opening the submitted quotes, an assessment will be made by the District’s officials as to which bidder should be awarded the contract and they will be notified forthwith. A contract will be executed soon thereafter.
The contract can be terminated for cause by any party and without cause for the District to said agreement without penalty during its term.
DELIVERY AND PRODUCT AVAILABILITY TERMS
The District requires delivery of the specified products every week at the following day(s) _________ and times_________. Vendors will be expected to notify the school food service director of any items that are unavailable or delivery issues 24 hours prior to delivery. Vendors should specify any minimum order or delivery size requirements as part of their submission. That detail should be added into the quote form.
PAYMENT FOR SERVICES RENDERED
Payments will not be made until agreed services are received and invoices are reviewed and approved by the school food service director, as per the contract to be negotiated between the awarded bidder and the District
NO OBLIGATION TO PROCEED
The District is under no obligation to proceed with this project and may cancel this RFQ at any time without the substitution of another, if such cancellation is deemed in the best interest of the District. The District reserves the right to reject any or all quotes for justified and documented reason(s), as well as the right to waive informalities and minor irregularities in offers received. Furthermore, the District may issue a new or modified RFQ, if doing so is found to be in the best interest of the District.
APPLICABLE LAWS RELATING TO SCHOOL FOOD PROGRAMS
Please note the applicable laws in Appendix C that related to federally funded Child Nutrition Programs.
[1] Vendors who comply with all requirements for submittal of quotes will be considered “Responsive.”
[2] Vendors whose qualifications and references are satisfactory shall be considered “Responsible.”
Phone: (413) 253-3844
Email: info@massfarmtoschool.org
