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INVITATION FOR BIDS

Pittsylvania County Public Schools

School Nutrition Program

P.O. Box 232, 39 Bank Street

Chatham, VA 24531

(434) 432-2761 ext. 5045

(434) 432-2487 fax

BID ITEMS: School Nutrition Program Food Products

July 1, 2017

GENERAL TERMS AND CONDITIONS:

1.  Prices provided herein are to be effective beginning July 1, 2017 – June 30, 2018. Furthermore, each year for the next four (4) years, the Pittsylvania County School Nutrition Program reserves the right to extend the contract with a 1-year contract (beginning of each fiscal year July 1), if both the distributor and school division are satisfied with the contracted service, products and renewal quotes. Therefore, the combination of yearly contracts could last until June 30, 2022.

2.  Deliveries are to be made to each of the eighteen (18) school cafeterias in the Pittsylvania County School Division every week.

3.  Orders will be submitted by the School Nutrition Program’s central office staff only. Only the School Nutrition Program's central office employees, not individual school personnel, will make any additions or deletions to orders. The following are authorized school nutrition program central office employees: Kara Scott and Charlene Pope.

4.  One designated representative from the distributor will be required to personally receive all school orders. Each school will submit their weekly orders to the Pittsylvania County School Nutrition Program’s central office staff. The central office staff will submit orders to this representative in accordance with a predetermined weekly deadline or at any other time deemed necessary by the school nutrition office.

5.  The distributor must notify the School Nutrition Program's central office, not individual schools, if contracted items are unavailable. Notification must occur early enough to allow the School Nutrition office to make alternate selections. Substitutions must be first approved by authorized school nutrition program central office employees: Kara Scott and Charlene Pope.

6.  Any item that is not regularly stocked by the distributor but that can be “brought in” or “pre-booked” must be denoted on the bid beside the product.

7.  Pre-approved manufacturers denoted on the bid are favored by the students; however equivalent alternatives may be offered by the bidder if pre-approved by the School Nutrition Program's central office employees Kara Scott or Charlene Pope. Pre-approval is required prior to the bid opening.

8.  The proposed manufacturer and manufacturer’s product code number must be listed on the bid proposal form. If this column is not complete, the bid will be unfinished and the award cannot be made.

  1. Poor service may result in the cancellation of the contract.
  1. Any product that does not conform to quality expectations or student preferences may be dropped or changed by the School Nutrition Program.
  2. All products specified as Grade A must be Grade A. If product does not meet Grade A standards the School Nutrition Program reserves the right to drop the product or to change to a superior product.
  1. The Pittsylvania County School Board reserves the right to ask any bidder to submit information missing from its bid proposal, to clarify its bid proposal, and/or submit additional information which the School Nutrition Program deems necessary.
  1. The award will normally be based upon the lowest total price from the lowest responsible bidder as calculated per unit, and/or case by the School Nutrition Program. However, the Pittsylvania County School Nutrition Program reserves the right to make partial awards based upon specific line item costs when it is in the best interest of the School Nutrition Program.
  2. The award will normally be made to the lowest responsible bidder, provided the proposed brand 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 lowest bidder when it is in the best interest of the School Nutrition Program.
  1. Pittsylvania County School Nutrition Program reserves the right to reject the lowest bid if any item fails to meet the specifications stipulated for the proposed brands.
  2. Pittsylvania County School Nutrition Program reserves the right to request and receive bid pricing for additional products after the bid is awarded.

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Signature of Vendor Representative Date

(Please return a signed copy with your bid indicating that you have read and understand the above conditions)

If you have any questions concerning this Invitation for Bids please contact Kara Scott, Supervisor of

School Nutrition at 434-432-2761 ext. 5045.

BID CONTACTS:

School Nutrition Program Food Products

July 1, 2017

Dan Valley Foods

PO Box 338

Ringgold, VA 24586

Attn: Justin Stevens

Sysco Foodservices of VA

5081 South Valley Pike

Harrisonburg, VA 22801

Attn: Stacey Wood, Bid Coordinator

US Foods

40 Fort Lewis Blvd.

P.O. Box 40

Salem, VA 24153

Attn: Karla Cazorla, Bid Account Manager

RRS Foodservice

201 Haley Road

Ashland, VA 23005

Attn: George Bowles