This solicitation is for a three (3) year agreement to purchase condiments, spices, and staples for use in school cafeterias throughout the District. Prices, terms, and conditions of this agreement shall be fixed and remain in effect for all purchases for the products listed in this document for the initial 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 to the Central Warehouse and/or purchase additional quantities at the agreement price at any time during the agreement term(s). By signing this agreement, you are agreeing to honor your bid’s price for the initial term of the agreement.
The initial term shall begin upon School Board approval on October 1, 2018 through September 30, 2019 with two (2) one-year renewal options to begin on October 1 of each year upon mutual consent of both parties and School Board approval. 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. 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 the Bidder can prove economic conditions warrant a greater increase with supporting supplier invoices and other documentation of Bidder’s cost increase, the request will be subject to negotiation. The approval of any price increase will be determined solely by the District. If the District agrees to the price increase, the agreement will be renewed for an additional one (1) year period at the new price with all other terms and conditions remaining unchanged. The District does not pay fuel adjustment charges.
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, August 2, 2018, 12:00 PM, CST. Failure to send a full case quantity sample size in its original packaging and the required documentation when offering an alternate product will result in your bid being determined “non-responsive” for that item. Unmarked boxes or bags containing loose samples are not accepted. Samples should be clearly labeled “SAMPLE FOR BID NUMBER#190202” If planning to send samples, the form and instructions will be posted on the Purchasing website at http://ecsd-fl.schoolloop.com/purchasing/bids. 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. Refer to Section T- Samples and Brand Name on page 5.
QUESTIONS: Due to time constraints, it is recommended that vendors send questions by a manner that can be tracked (email, certified mail, or overnight courier); email is preferred. Deadline for Questions will be Wednesday, July 25, 2018, 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 Tuesday, July 31, 2018. The direct link to the Bid Activity Section of the District website is listed below.
http://ecsd-fl.schoolloop.com/purchasing/bids
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