Invitation For Bid IFB 2895

Purchasing and Financial Control P.O. Box 13145 Roanoke, VA 24031 (540) 853-2906 FAX (540) 853-1679 July 21, 2015 Invitation For Bid IFB 2895 Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for: FOOD AND NUTRITION - FIVE COMPARTMENT LUNCH TRAYS Prospective bidders may, at the discretion of the Purchasing Manager, be required to preregister. Vendors who are not preregistered and wish to submit Bids shall complete the Vendor Application Form which is included located on the Roanoke City Public Schools website, and return to the Purchasing Manager. Sealed Bids will be received in the Purchasing and Financial Control Department (Terrace Level) for the ROANOKE CITY SCHOOL BOARD, 40 Douglass Avenue, NW, and (P.O. Box 13145) Roanoke, Virginia 24012. Delivery of Bids: It is the responsibility of the vendor to assure that the Bids are delivered to the place designated for receipt of Bids and by the time set for receipt of Bids. No Bids received after the time designated for receipt of Bids will be considered. Bids must be in the hands of the officer or agent of the Board whose duty it is to receive them by the time specified. The officer or agent of the Board whose duty it is to receive Bids will decide when the specified time has arrived and will determine if the Bids were in their possession by that time. For hand delivered Bids, sufficient time must be allowed for the building receptionist to contact the Purchasing and financial Control Office (Terrace Level). Receptionist will not be responsible for last minute arrivals or late bids. Due Date and Time: July 31, 2015, 3:00 P.M. Bids will be publically opened at read aloud at 3:15 P.M. in the Central Administration Building. In the event that School Board offices are closed due to inclement weather and/or emergency situations prior to or at the time set aside for Bids, the published due date will default to the next open business day at the same time. ROANOKE CITY SCHOOL BOARD Peggy Long Purchasing Manager ****************************************************************************************** Electronic Invitation to Bid / RFP Retrieval Instructions: Full copies of Requests for Proposals and Bids must be retrieved over the Internet at the following address: www.rcps.info/purchasing Click on Bids and RFPs: To retrieve the Invitation to Bid or Request for Proposal you will need to download the Adobe Reader. You will only need to download the Adobe Acrobat Reader program one time. Problems If you experience problems, call 540-853-2906 for assistance. THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS. 1 P a g e

FOOD AND NUTRITION - FIVE COMPARTMENT LUNCH TRAYS IFB #2895 I. PURPOSE The Roanoke City Public Schools ( RCPS or Division ) intends to retain a qualified firm to provide Five (5) compartment trays for the School Cafeterias for RCPS Department of Food Service for the Division. This document establishes the items required. II. SCOPE OF SERVICE: The Bidder shall furnish and deliver the items as requested. The awarded Bidder must agree to delivery as needed by individual school. Drop ships are not permitted. III. SPECIFICATIONS 1. The bid period will extend from Award- June 30, 2016. 2. This bid may be renewed for two subsequent one year periods at the option of the Roanoke City School Board. TAP (Total Action against Poverty) and the Roanoke City Jail shall be allowed to purchase items as needed from this bid, however, estimated quantities do not include items which may be purchased by these agencies. 3. The successful bidder must deliver to school cafeterias only, as needed. No drop off deliveries or delivery minimums will be allowed. 4. Requirements for Items: a) Items awarded to successful bidder shall be delivered to individual schools AS REQUIRED by the Department of Food and Nutrition. 5. The successful bidder shall invoice individual schools on a semi-monthly basis for items delivered. 6. Initial orders must be received in schools not later than August 14, 2015. 7. Bidders should note that items included in this bid are critical to the daily functions of the Department of Food & Nutrition. Awarded vendors should be aware that failure to deliver goods as specified, in a timely manner, correct quantities ordered, and/or in good condition may deem the vendor to be non-responsive and result in the revocation of their bid award. 8. Successful Bidder(s) must make available on-line ordering of product(s) from individual schools and provide on-line forms. Failure to do so will effectively make Bidder non-responsive and cause their bid to be rejected. 2 P a g e

IV. GENERAL CONDITIONS OF BID: 1. This bid may be extended for two (2) subsequent one (1) year periods in the discretion of the Roanoke City School Board 2. The successful bidder must agree to delivery as needed by individual school 3. Drop ships without signature are not permitted 4. The ROANOKE CITY SCHOOL BOARD of the City of Roanoke, Virginia, reserves the right to make the award by gross, category or item. 5. Trade name and grade of commodities offered must be stated on the bid sheet. 6. The bidder expressly warrants that the price or prices quoted herein are not the result of an agreement or understanding expressed or implied with any other bidder or bidders. 7. Municipalities are exempt from all direct Federal and State taxes. 8. The right is reserved to decide when a deviation from specifications is of sufficient consequence when measured against the purpose for which the item will be purchased to justify including it for consideration. The ROANOKE CITY SCHOOL BOARD shall be the sole and final judge. 9. Bid specifications may only be amended by written addenda. Oral communications with any bidder by representatives of the Roanoke City Public School are not to be considered in preparing a bid in response to any invitation to bid, and only addenda signed by the Assistant Superintendent for Operations shall be considered valid. A signed copy of all addenda shall be returned by bidder with their bid. 10. The right is reserved to cancel any contract and reject deliveries of any products not in accordance with the specifications. The ROANOKE CITY SCHOOL BOARD shall be the sole and final judge. 11. Awards will be made to the lowest responsive bidder, provided service and quality are considered to be equal to that offered by other bidders, but the right is reserved to make the award to other than the low bidder when it is in the best interest of the Roanoke City Public Schools to do so. The ROANOKE CITY SCHOOL BOARD will be the sole judge as to conditions affecting such interest. Insofar as it is consistent with the best interests of the Roanoke City Public Schools and provided quality, service, and cost are deemed equal in two or more suppliers, preference will be given in the following order: Roanoke City firms, area firms, and then state and out-of-state firms. No bidder will be given preference on the basis of race, national origin, sex, age, or creed. Right is reserved to waive any and all informalities and to reject any or all bids. 12. Bids must be signed, sealed, and received at the ROANOKE CITY SCHOOL BOARD, Purchasing Office, 40 Douglass Avenue, N.W., Roanoke, VA 24012, Roanoke City Public Schools Administration Building with the Bid number, opening date, and bidder's name shown clearly on the face of the envelope. BID PRICES MUST BE ENTERED ON THE "BID FORM" ENCLOSED WITH THE SPECIFICATIONS. FAILURE TO COMPLY WITH THIS REQUIREMENT MAY INVALIDATE BID. Bids will be opened publicly at the appointed hour, but officials reserve the right to take sufficient time following bid opening to study the various bids and to make recommendations to the School Board, which will make the award(s) by vote in open meeting. Purchase orders will be written as promptly as possible after awards by the School Board. 13. Where articles or items of equipment or supplies are designated as manufactured by a specific manufacturer, it is to be understood that the article as specified represents an accepted standard. Where certain brands of materials, apparatus, or equipment are specified, such goods have been 3 P a g e

selected in order to establish a standard for the particular service required, but it is not the intention to exclude other comparable brands unless followed by the word "only". 14. Should the delivery of any part of an order be delayed beyond time specified, or beyond a reasonable time if no time is specified, or should any portion of the products delivered fail to comply with the attached specifications, the ROANOKE CITY SCHOOL BOARD has the right to buy at market price for immediate delivery, and any excess in cost of same over the price named herein is to be paid by the contractor or deducted from any money due him thereafter. 15. The quantities required as stated on the attached Bid specification sheet(s) are expressly agreed to be an estimate only and nothing herein or attached shall bind the ROANOKE CITY SCHOOL BOARD to purchase any specified amount of the product or services. 16. It shall be understood and agreed between parties to a resulting contract that the ROANOKE CITY SCHOOL BOARD shall not be obligated to purchase or pay for any products covered by such contract unless and until they are ordered and received by the buyer. Delivery of all items or service covered under the purchase contract is a pre-condition of payment, and the ROANOKE CITY SCHOOL BOARD shall have the option of withholding all payments due until the entire contract has been fulfilled. 17. All samples specified in bid (if any) must be identified with bidder's name and bid item number and delivered to the appropriate RCPS office prior to bid opening. Any samples that may be needed after bid opening must be available for immediate delivery to the same RCPS office. All samples are to be supplied at the bidder's expense. Samples may be reclaimed no later than ten (10) days following bid opening except those needed to compare with delivered material or used in testing and evaluating. 18. No bid changes will be permitted after bid opening. The unit price will prevail in event an error is made in computing totals. 19. Written request for withdrawal of a bid or any part thereof will be granted if such request is received prior to specified time of bid opening. Unless otherwise specified, all bids shall be binding for sixty (60) days following bid opening date. 20. Bidders failing to respond to three consecutive bids will be removed from our active bidder's list. 21. All resulting orders must be delivered as specified on the purchase order. All bid prices are to be F.O.B. Destination. 22. Any bidder desiring to offer comments or suggestions concerning the enclosed bid may do so five (5) days before bid opening date in the Department of Purchasing and Financial Control for the ROANOKE CITY SCHOOL BOARD. However, the comments and suggestion shall not obligate the ROANOKE CITY SCHOOL BOARD to include the comments and suggestions in the bid documents or addenda. 23. The Roanoke City Public Schools reserves the right to negotiate a contract with the lowest responsive bidder should the lowest responsive bid exceed available funding. 24. Any bidder may protest the award or decision to award a contract by submitting a written protest to the Assistant Superintendent for Operations of the ROANOKE CITY SCHOOL BOARD no later than ten (10) days after the award or the announcement of the decision to award whichever occurs first. The written protest shall include the basis for the protest and the relief sought. (Section 2.2-4360, Code of Virginia). 25. Employment discrimination by contract prohibited. All public bodies shall include in every contract of over $10,000 the provisions in a., b. and c. herein: 4 P a g e

26. During the performance of this contract, the contractor agrees as follows: a. The bidder will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. b. The bidder, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section bidder will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. (1982,c.647.) (Section 2.2-4311, Code of Virginia). 27. The bidder agrees that the Roanoke City School Board, and any approving Federal or State Agency or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the bidder which are pertinent to this Project for the purpose of making an audit, examinations, excerpts, or transcriptions. 28. If it is determined that a bidder is not authorized by the State of Virginia to sell the product or service being bid, or if a bidder is not an authorized distributor of the product or service being bid, the portion of the bid affected by these factors will be rejected. 29. If available funding is exceeded, Roanoke City Public Schools reserves the right to end the contract term early upon written notice to the vendor. 30. Only one (1) sealed bid or proposal submission is allowed per single operating entity. V. REJECTION OF BIDS The Assistant Superintendent for Operations, on behalf of the School Board, reserves the right to reject any and all bids. VI. VII. HOLD HARMLESS AGREEMENT The firm shall protect, indemnify, and hold harmless the School Board of the City of Roanoke, Virginia, City of Roanoke and their respective officers, agents and employees, from any and all demands, fees, claims, suits, actions, or judgments resulting from services provided as a result of this bid. PROCEDURE FOR PROTEST Any vendor submitting a bid may protest the award or decision to award a contract by submitting a written protest to the Assistant Superintendent for Operations of the ROANOKE CITY SCHOOL BOARD no later than ten (10) days after the award or the announcement of the decision to award whichever occurs first. The written protest shall include the basis for the protest and the relief sought. (Section 2.2-4360, Code of Virginia). 5 P a g e

VIII. IX. DISCLOSURE OF BID CONTENTS Ownership of all data, materials, and documentation originated and prepared for the Roanoke City School Board pursuant to the bid shall belong exclusively to the Roanoke City School Board and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law or court; however, the offeror must invoke the protection of Section 2.2-4332 (F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identify the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute a trade secret or proprietary information. The classification of an entire bid document, line item prices, and/or total bid prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the bid. BID TERM The bid period will be effective from Award Date June 30, 2016. All Bids shall remain valid for a period of ninety (90) days after the scheduled bid due date. Withdrawal of bids due to error shall be in accordance with Section II-54 (ii), Code of Virginia. X. PREBID CONFERENCE -OMITTED Calendar of Events Date Release IFB July 21, 2014 Pre Bid Meeting Omitted Receive Written Inquiries (no later than) July 23, 2015 (5PM) Answer Written Inquiries July 24, 2015 Receive Bids July 31, 2015 (3PM) XI. FORMS TO BE SUBMITTED WITH BID Bidders shall include the following in their sealed bid submission: Signed Bid Certification Form ONE COPY. XII. COMPLIANCE WITH VIRGINIA CODE SECTION 22.1-296.1 A sworn statement or affirmation disclosing whether the person has a criminal conviction or is the subject of any pending criminal charges within or outside the Commonwealth and whether or not the person has been the subject of a founded complaint of child abuse or neglect within or outside the Commonwealth is now mandated by Virginia Code Section 22.1-296.1. The successful bidder will be required to provide this certificate prior to execution of the contract. 6 P a g e

XIII. COOPERATIVE PROCUREMENT The procurement of goods and/or services provided for in this Request for Proposal is being conducted pursuant to Virginia Code Section 2.2-4304. Therefore, the Offeror or bidder is advised, and by submitting a response to this procurement, such Offeror or bidder agrees that any resulting contract from this procurement may be extended to Botetourt County Schools and Montgomery County Schools. The successful Offeror or bidder shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to any contract that may result from this procurement and in accordance with Virginia Code Section 2.2-4304. The Roanoke City School Board shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the successful Offeror or bidder or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision. 7 P a g e

CERTIFICATION / BID IFB # 2895 FOOD AND NUTRITION - FIVE COMPARTMENT LUNCH TRAYS ITEM NO. QUANTITY DESCRIPTION OF SPECIFICATIONS 1 6,875 Tray, 5 compartment, 8 X10 X1, molded biodegradable; 400/case, Huhtamaki/Chinet 22025 or acceptable alternate UNIT PRICE TOTAL AMOUNT The undersigned certifies a comprehension of the specifications in the foregoing bid, and that the merchandise or service submitted for this bid meets or exceeds the specifications as listed herein. The undersigned agrees to the terms of the attached "General Conditions of Bid" and if awarded any item or items of this listing, agrees that these conditions of bid and terms will serve as a legal contract. When the ROANOKE CITY SCHOOL BOARD notifies a bidder in writing of its acceptance of the Bidder's price or prices of any item or items, this contract will become effective on the date acceptance is written. The successful vendor certifies that the vendor, all principals and sub recipients, are not suspended or debarred from providing the services described in this contract. Further, Roanoke City Public Schools reserves the right to review the List of Parties Excluded from Federal Procurement or Non procurement Programs to determine that the successful vendor, including all principals and sub recipients, has not been suspended or debarred from providing the services described in this contract. Firm Address Address: City, State, Zip Telephone Toll-Free Number Fax Number E-Mail BY (Signature validates bid) (Print or type name) Title Date 8 P a g e

DETACH AND SECURELY AFFIX THIS FORM TO THE FRONT OF THE ENVELOPE Detach Here- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Company Name Company Mailing Address Company City, State, Zip Roanoke City Public Schools Attn: Peggy A. Long, Purchasing Manager Department of Purchasing and Financial Control 40 Douglass Avenue NW Roanoke, VA 24012 Roanoke City Public Schools ----------- IFB # 2895 Closing Time and Date of Proposal ------------ 3:00 PM July 31, 2015 9 P a g e