Distributor of Produce

Distributor of Produce Bid for fresh produce distributor. Request for Proposal Distributor of Fresh Produce for Child Nutrition Programs Proposals due April 30, 2026, 11:00am Local Time Proposals to be received at: Redmond School District c/o Lance McMurphy 145 SE Salmon Dr. Redmond, OR 97756 Nutrition Services Director Lance McMurphy 541-923-8231 Solicitation Number : 1 Nondiscrimination. The contractor agrees to comply with (a) Title IV of the Civil Rights Act of 1964, (b) Section V of the Rehabilitation Act of 1973, (c) The Americans with Disabilities Act of 1990 and ORS.659.425, (d) all regulations and administrative rules established pursuant to the foregoing laws and (e) all other applicable requirements of federal and state civil rights and rehabilitations statutes, rules, and regulations Table of Contents Section 1 General Information 2 Section 2 Instruction for Proposers 3 Section 3 General Provisions 10 Section 4 Special Terms and Conditions 16 Section 5 Proposal Submittal Procedures 25 Required in each submittal 27 Section 6 Proposal Evaluation Procedures 36 Conflict of Interest Evaluation Form 63 Appendix A: Site List 64 1 Redmond School District Nutrition Services Request for Proposal for Distributor of Fresh Produce RFP #1 Section 1 1.1 General Information Redmond School District (RSD) is submitting a Request for Proposal (RFP) for competitive proposals from qualified vendors to provide Fresh Produce to the Nutrition Services Department. Vendors who demonstrate an ability to meet enclosed requirements, specifications and timelines are invited to submit a proposal as specified herein. RSD is comprised of 15 tax exempt public school sites located in Redmond, Tumalo and Terrebonne, Oregon. A list of individual sites with addresses and contact persons are included in Appendix A. 1.2 Method of Award RSD intends to award one (1) contract to the top successful distributor. The initial term of this contract will be for one (1) year with the option to renew for four (4) additional on (1) year periods. The effective date of the contract shall be June 15, 2026 , or the date on which the contract is signed, whichever is later. 1.3 Calendar of Events Event Deadline Issue Request for Proposal March 30, 2026 Proposer’s Questions received April 10, 2026 Release of Addenda (if necessary) April 20, 2026 Proposals Received April 30, 2026 Evaluation of proposals May 1-15, 2026 Interviews or presentations (if necessary) May 18-22, 2026 Intent to Award Protest Period May 25, 2026 May 25-June 1, 2026 Contracts Signed June 15, 2026 We will make every effort to administer the proposal process in accordance with the Calendar of Events. However, we reserve the right to modify the proposal process and dates as deemed appropriate. 2 Section 2 Instructions to Proposers RFP #1 2.1 Introduction These outline the offer submission procedures, evaluation of proposals and the award of a contract. The term “RSD” refers to the schools that make up the Redmond School District Nutrition Services Sites. The term “Proposer” refers to any entity submitting an offer in response to this solicitation. The term “Vendor” refers to any Proposer(s) awarded a contract. 2.2 Solicitation Review Proposers must carefully review this document and are responsible for knowing and understanding the terms and conditions included in, or applicable to, this solicitation. Unless defects, ambiguities, omissions or errors are brought to RSD attention in advance of the date the proposal is due, protests or appeals based on such defects, ambiguities, omissions or errors will not be favorably considered. 2.3 Change, Clarification or Protest Proposers may request changes or clarification to, or protest the contract terms and conditions and/or the specifications of the RFP. Proposer’s comments must be made in writing and received by RSD at least ten (10) days prior to the RFP due date to allow enough time for issuance of an amendment or addendum, if required. Such comments shall include: A. A detailed statement of the legal and factual grounds for the change, clarification or protest; and B. A description of the resulting prejudice to the Proposer; and C. A statement of the form of relief or any proposed changes to the contract terms and conditions or specifications. All proposals are to remain valid for sixty (60) days from the due date. All envelopes containing requests or protests must be clearly marked to facilitate handling. RSD shall not consider a Proposer’s request for change or protest after the RFP due date and time. RSD shall provide notice to the applicable Proposer if it entirely rejects the request or protest. If RSD agrees with the Proposer’s request or protest , in whole or in part, RSD shall issue an addendum reflecting its determination. 2.4 Addenda Changes or additions to the RFP documents shall be accomplished by written addenda. Addenda shall be issued prior to the RFP due date to allow Proposers sufficient time to consider the changes or additions in preparing their offers. The Proposer shall acknowledge receipt of all addenda by printing, signing, and including with their proposal. At its discretion, RSD may extend the RFP due date and time to allow Proposers time to analyze and adjust to any changes. RSD shall notify Proposers of any such changes to the due date and time in the addenda. 3 2.5 Modification or withdrawal Proposers may modify or withdraw their submitted proposals only prior to the RFP due date and time. Any modification or withdrawal shall be made in writing, prepared on the Proposer’s letterhead, signed by an authorized representative of the Proposer and shall state the action requested (e.g. the modified offer supersedes the prior offer; the submitted offer is withdrawn). Modifications or withdrawals must be submitted in an appropriately marked, sealed envelope to the appropriate responsible person designated to receive offers. 2.6 Submitting Proposals Proposers are solely responsible for delivering offers in the designated manner to the designated delivery point Prior to the RFP due date and time. A. To ensure proper identification and handling, offers shall be submitted in a sealed, appropriately addressed envelope marked with the RFP name in large block letters and numbers in the lower left quadrant. B. The name and address of the Proposer must appear on the outside of the sealed envelope. C. Offers shall be mailed or delivered (between the hours of 8:00am-3:00pm, Monday - Friday) to: Redmond School District Nutrition Services c/o Lance McMurphy 145 SE Salmon Dr Redmond, OR 97756 D. Properly marked envelopes will not be opened until the RFP due date and time. RSD shall not be responsible for premature opening or failure to open an offer that is not properly addressed and identified. E. Proposals may also be submitted online through OregonBuys. 2.7 Submittal Requirements For complete submittal requirements, see Section 4 for Proposal Submittal Procedures. 2.8 Receiving Offers A. Each offer will be electronically or manually time-stamped with the date and time it was received. Offers shall be held unopened and stored in a secure place until the RFP due date and time. RSD shall not be responsible for premature opening or failure to open an offer that is not properly addressed and/or identified. If offers are opened inadvertently or are opened prior to the RFP due date and time due to improper marking and identification by the Proposer, the opened offer will be resealed and stored. B. Failure to submit proposals in the specified format shall be considered just cause for rejection of the proposal at the sole discretion of RSD. C. When the proposal due date and time has passed, RSD will cause the proposals to be opened and recorded. The number of proposals received, the identity of Proposers, or 4 the contents of a proposal will not be disclosed to the public until all proposals are evaluated and recommendation for award has been determined. 2.9 Late Proposals Proposals received after the specified due date and time shall not be considered and shall be held unopened by RSD until after the award of the contract. RSD shall make no concessions regarding the postal service or any other form of conveyance of the offer document even when timely delivery of the offer fails through no fault of the Proposer. RSD reserves the right, at its discretion, to consider offers that have been delayed or mishandled by RSD. 2.10 Offer Acceptance A. By signing and returning a proposal, the Proposer acknowledges it has read and understands the terms and conditions contained in the proposal documents and accepts and agrees to be bound by the terms and conditions of the proposal documents. B. A Proposer’s offer shall be firm, irrevocable, valid and binding on the Proposer for no less than sixty (60) days from the proposal due date and time, unless otherwise specified. RSD may request either orally or in writing that a Proposer extend the time for acceptance. 2.11 Cancellation or rejection of offers RSD may cancel the solicitation if such cancellation is in the best interest of RSD. RSD may reject any offer for good cause: A. That it is not in compliance with the prescribed RFP procedures and requirements; or B. Upon RSD’s written determination, it is in the public interest to do so; or C. If the Proposer is not responsible e.g. the Proposer has failed to perform under some other contract of a similar nature with RSD; or D. If the offer is not signed in ink; or E. When the Proposer fails to supply an offer of security or performance bonds, specification, samples, descriptive literature, references, insurance requirements, etc. when such is required or requested; or F. When the Proposer fails to include acknowledgement of all addenda issued; or G. When the offer contains an alteration or erasure, which is not initialled by the signer. 2.12 Mistakes by the Proposer RSD has the authority to waive any and all minor deviations, informalities or inadvertent nonjudgemental mistakes on any offer. Such mistakes must be a matter of form rather than substance, which is clearly evident regarding the offer or an insignificant mistake that can be waived or corrected promptly without prejudice to other Proposers or RSD. Errors in judgement made in an offer by a Proposer shall not be waived. 5 2.13 Responsive and responsible Proposer A. A responsive proposal is one that conforms in all material respects to the RFP. RSD reserves the right to waive technicalities or minor informalities in determining a Proposer’s responsiveness. B. A responsible Proposer is a person or firm that has the capability in all respects to perform the contract requirements fully, as well as the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff and credit that will assure good faith performance. 2.14 Clarification of responses RSD reserves the right to request clarification of any item in a proposal or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluation committee member. 2.15 References References are required as part of the response to this solicitation. Please refer to Section 5.13 for required references to be provided with proposal submissions. Failure to provide references as specified shall be grounds for rejection of proposal. RSD reserves the right to investigate references including customers other than those listed in Proposer’s submission. Investigation may include past performance of any Proposer with contractual obligations, its completion or delivery of product on schedule, and its lawful payment of employees and workers. 2.16 Publicity News releases pertaining to this proposal will not be made without prior approval by, and in coordination with RSD. 2.17 Collusion A Proposer submitting a proposal hereby certifies that no officer, agent or employee of RSD has a pecuniary interest in this proposal;that the proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer and that the Proposer is competing solely on its own behalf without connection with, or obligation to any undisclosed person or firm. 2.18 Recycled materials, sustainable products and processes A. The vendor shall use recycled and recyclable materials to the maximum extent economically feasible during the performance of the contract. B. As required by law, RSD shall prefer materials or supplies manufactured from recycled materials if the recycled product is available, and meets the requirements set forth in the specifications. C. RSD supports and encourages the use of sustainable products by the vendor to contribute to a clean environment for present and future generations.The vendor shall utilize sustainable products to the maximum extent feasible during the performance of 6 this contract. Products and practices utilized by the vendor shall be based upon long term environmental impact, social costs and operational costs. 2.19 Confidentiality RSD is subject to the Oregon Public Records Law (ORS 192.410-192.505) which requires the disclosure of records generated or received in the transaction of RSD business, except as expressly exempted in ORS192.501-192.502, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.501-2) and computer programs (ORS 192.501-15). RSD will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedure and limitations. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and t