Summary of Specifications:
This solicitation is for a three (3) year agreement to purchase condiments, spices, and staples for school cafeterias for use in school cafeterias throughout the District. Prices, terms, and conditions of this agreement cover all purchases for the products listed in this document for the entire term of this agreement. The quantities and delivery dates listed herein are the best estimate of the District based on prior and projected usage. The District will make every attempt to adhere as closely as possible to the estimated dates and quantities. However, the District reserves the right to adjust shipment dates, reduce the number of shipments and/or purchase additional quantities at the agreement price at any time during the agreement period. By signing this agreement you are agreeing to honor your proposal’s price for the entire term of the agreement. The initial term shall begin upon School Board approval on October 1, 2015 through September 30, 2016 with two (2) one-year renewal periods to begin on October 1. Either party can cancel the contract without reason at the end of each contract year. Cancellation must be in writing and received ninety (90) calendar days prior to the end of each contract year. Silence from both parties will be considered as acceptance for another contract year at the same terms and conditions. All pricing proposed herein shall be firm through the first year of the contract. For successive renewal year(s), Bidder may request an increase equal to the allowable increase in the School Food Lunch Reimbursement program, using the index in effect at the time of the request. The request must be submitted in writing to the Purchasing Department ninety (90) calendar days prior to October 1 of each renewal year. If Bidder can prove economic conditions warrant a greater increase with supporting supplier invoices and other documentation of Bidder cost increase, the request will be subject to review and negotiation. The approval of any price increase will be determined solely by the District. If the District agrees to the price increase, the contract will be renewed for an additional one (1) year period at the new pricing with all other terms and conditions remaining unchanged.
If offering a brand and/or product OTHER THAN ONE OF THE PREAPPROVED BRANDS LISTED, make a notation in the comments section for that item. If you offer a product that is not preapproved in this bid, you must send a sample for review by Thursday, July 30, 2015,12:00 PM, CST. Failure to send a sample and the required documentation when offering an alternate product will result in your bid being determined “non-responsive” for that item. Samples should be clearly labeled “SAMPLE FOR BID NUMBER 160502.” If you plan to send samples, contact the Escambia County School District Purchasing Office by email awatson@escambia.k12.fl.us or by fax at (850) 469-6271. A form will be sent to you via email or fax. This form must be completed prior to samples being sent. All food samples should be delivered to the Escambia County School District Central Warehouse, 51 East Texar Drive, Pensacola, FL 32503.
QUESTIONS: Due to time constraints, it is recommended that vendors send any questions regarding this solicitation by a manner that can be tracked (email, certified mail, or overnight courier); email is preferred. Deadline for questions will be Wednesday, July 22, 2015, 12:00 PM, Central Standard Time. Any changes in the specifications contained in this bid will be made by Addenda. Any Addenda issued concerning this bid will be posted on the Purchasing Department’s web pages. PRIOR TO SUBMITTING A BID, it shall be the sole responsibility of each bidder to contact the Purchasing Agent or visit the Purchasing Department’s Web pages to determine if an Addendum has been issued and to obtain such Addendum. Any Addendum and answers to any questions received concerning this solicitation will be posted by close of business Friday, July 31, 2015.
The direct link to the Bid Activity Section of the District website is listed below.
http://ecsd.fl.schoolloop.com/purchasing/bids
All inquiries should be sent to:
Allison Watson, Sr. Purchasing Agent Purchasing Department Escambia County School District 75 N. Pace Blvd. Pensacola, FL 32505
Email: awatson@escambia.k12.fl.us Fax: 850-469-6271
