Food Products

Food Products Invitation to Bid Broad Base of Food Products Date of Issue: April 15th, 2026 Closing Date: April 29th, 2026 Single Point of Contact (SPC): Zhen Lei St. Mary’s Home for Boys, Inc. 16535 SW Tualatin Valley Highway Beaverton, Oregon 97003 Zlei@stmaryshomeforboys.org (503) 649-5651 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 St. Mary’s Home for Boys Inc. – Broad Base of Food Products April 2026 1 | Page INVITATION TO BID FOR Broad Base of Food Products Notice is hereby given that St. Mary’s Home for Boys, Inc. hereafter referred to as St. Mary’s, will receive bids for a broad range of food products for an initial year, with (4) four optional (1) one-year annual renewals through June 4th, 2031. Calendar of Events Event Date Release ITB to be Publicly Advertised April 15th 2026 Bidder’s Written Questions and Requests Received April 22nd 2026 Release of Addendums to ITB April 27th 2026 Bidder Responses Due April 29th 2026 Public Opening of Bids May 6th 2026 Intent to Award May 7th 2026 Protest Period May 7th to May 13th 2026 Contract Signed May 29th 2026 We will make every effort to administer the ITB process in accordance with the Calendar of Events. However, we reserve the right to modify the ITB process and dates as deemed appropriate. SECTION I Instructions to Bidders: Bidders are asked to read all instructions, specifications, and attendant information carefully and thoroughly. The Single Point of Contact (SPC) for this ITB is identified on the Cover Page, along with the SPC’s contact information. Bidders shall direct all communications related to any provision of the ITB, whether about the technical requirements of the ITB, contractual requirements, the ITB process, or any other provision only to the SPC. An agreement will be made in writing to the most responsive and responsible bidder with the lowest price total for all items solicited. Where specified in bidding documents, factors such as discounts and transportation cost must be considered in determining which bid is the lowest firm fixed price. Quote all prices NET and Freight on Board (FOB) to St Mary’s location. Please submit firm fixed prices for all items as given in the specifications. Bidders should indicate if the bid price quoted includes any special promotions or discount from the manufacturer of the item. St. Mary’s Home for Boys Inc. – Broad Base of Food Products April 2026 2 | Page Bids will be received for consideration by St Mary’s until 1:30 PM, Friday , April 29th, 2026. No bids will be accepted after that time and date. One hard copy and one electronic copy of all proposals (on a USB Flash Drive) shall be sealed in opaque envelopes and delivered on or before 1:30 PM, Friday, April 29th, 2026, to: Zhen Lei St. Mary’s Home for Boys 16535 SW Tualatin Valley Highway Beaverton, OR 97003 The Public Bid Opening will be on April 15th, 2026, at 1:30 PM PST at: St. Mary’s Home for Boys 16535 SW Tualatin Valley Highway Beaverton, OR 97003 LATE BIDS: Bids received after the specified due date and time shall not be considered and shall be held unopened by St Mary’s until after the award of the contract. St Mary’s shall make no concessions regarding 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 Bidder. St Mary’s reserves the right, at its discretion, to consider offers that have been delayed or mishandled by St Mary’s. The envelope must be marked St. Mary’s Home for Boys, Bid for broad based food products. Bidders must return all required attachments below with bid submission: 1. Section IV Proposal Submittal Form, signed and dated. (Page 20) 2. Section IV Questionnaire of this ITB (Page 20,21) 3. Attachment A, Certification of Non-Discrimination and Residence (Page 21,22) 4. Attachment B, Signed Signature Page certification sheet (Page 22,23) 5. Attachment C, Certification of Business Inclusion and Diversity Plan (p. 24 – 27) 6. Attachment D, Certificate of Federal Matters (Page 28,29,30) 7. Attachment E, Suspension and Debarment Certificate (Page 31,32) 8. Attachment F, Clean Air and Water Certification (Page 33,34) 9. Attachment G, Certification regarding Lobbying Disclosure of Lobbying Activities (P. 35-36) 10. Attachment H, Return Policy (Page 38) 11. Attachment I, Pricing Proposal Spreadsheet (Page 39) (Fill out separate excel spreadsheet) 12. Signed Addenda (if needed) 13. References (last page and includes optional sales materials) Qualifications of Bidder will be evaluated when determining award of bid. In order to qualify for consideration, the certification and contract offer must be signed by an individual of the company who is authorized to act in that capacity before an award will be made. Failure of responsible officer of the organization to properly sign the bid will result in no consideration being given to the bid. St. Mary’s Home for Boys Inc. – Broad Base of Food Products April 2026 3 | Page MODIFICATION OR WITHDRAWAL: Bidders may modify or withdraw their submitted bid only prior to the ITB due date and time. Any modification or withdrawal shall be made in writing, prepared on the Bidder’s letterhead, signed by an authorized representative of the bidder, 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 St. Mary’s to receive offers. CHANGE, CLARIFICATION OR PROTEST: Bidders may request changes or clarification to or protest the contract terms and conditions and/or the specifications of the ITB. Bidder’s comments must be made in writing and received by St. Mary’s at least seven (7) calendar days prior to the ITB due date to allow enough time for issuance of an 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 Bidder; and C. A statement of the form of relief requested or any proposed changes to the contract terms and conditions or specifications. All Bids are to remain valid for sixty (60) days from the due date. All envelopes containing requests or protests must be clearly marked to St. Mary’s. St. Mary’s shall not consider a Bidder’s request for change or protest after ITB due date and time. St. Mary’s shall provide notice to the applicable Bidder if it entirely rejects the request or protest. If St. Mary’s agrees with the Bidder’s request or protest, in whole or in part, St. Mary’s shall issue an addendum reflecting its determination. ADDENDA: Changes or additions to ITB documents shall be accomplished by written addenda. Addenda shall be issued prior to the ITB due date to allow Bidder sufficient time to consider the changes or additions in preparing their offers. The Bidder shall acknowledge receipt of all addenda issued on the appropriate submittal tab enclosed. At its discretion, St. Mary’s may extend the ITB due date and time to allow Bidders time to analyze and adjust to any changes. The SPC shall notify Bidders of any such changes to the due date and time in the addenda. Bidders are responsible to make inquiry as to any addenda issued. MISTAKES BY BIDDER: St. Mary’s has the authority to waive any and all minor deviations, informalities or inadvertent nonjudgmental 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 Bidders or St. Mary’s. Errors in judgment made in an offer by a Bidder shall not be waived. RESPONSIVE/RESPONSIBLE BIDDER: A responsive Bidder is one that conforms in all-material respects to the ITB. St. Mary’s reserves the right to waive technicalities or minor informalities in determining a Bidder’s responsiveness. A responsible Bidder is a person or firm that has the capability in all respects to perform fully the contract requirements, as well as the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff, and credit that will assure good faith performance. CLARIFICATION OF RESPONSES: St. Mary’s reserves the right to request clarification of any item in a firm’s bid or to request additional information necessary to properly evaluate a particular bid. All requests for clarification and responses shall be in writing. Except for requests and responses related St. Mary’s Home for Boys Inc. – Broad Base of Food Products April 2026 4 | Page to a clarification necessary to evaluate whether a bid has met minimum requirements, all requests for clarification and responses shall be provided to St. Mary’s. COLLUSION: A person or firm submitting a Bid hereby certifies that no officer, agent or employee of St. Mary’s has a pecuniary interest in this Bid; that the Bid is made in good faith without fraud, collusion or connection of any kind with any other Bidder and that the Bidder is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm. RECYCLED MATERIALS AND SUSTAINABLE PRODUCTS AND PROCESSES: A. USE OF RECYCLED MATERIALS Vendor shall use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract. B. PREFERENCE FOR RECYCLED MATERIALS As required by Law, St. Mary’s shall prefer materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications. C. SUSTAINABLE PRACTICES AND PRODUCTS St. Mary’s supports and encourages the use of sustainable products by the Vendor. To contribute to a clean environment for present and future generations, Vendor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract. Products and practices utilized by the Vendor shall be based upon long-term environmental impact, social costs, and operational costs. CONFIDENTIALITY: St. Mary’s is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires St. Mary’s to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 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)). St. Mary’s will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations. All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner: a. It shall be clearly marked in bulk and on each page of the confidential document. b. It shall be kept separate from the other ITB documents in a separate envelope or package. c. Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail. d. Where such conflict (in c above) occurs, the Bidder is instructed to respond with the following: “Refer to confidential information enclosed.” e. This statement (in d. above) shall be inserted in the place where the requested information was to have been placed. Bidders who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire ITB cannot be marked confidential, nor shall any pricing. Should an ITB be submitted in this manner, no portion of it can be held as confidential unless that portion is segregated in the above manner and meets the above criteria. St. Mary’s Home for Boys Inc. – Broad Base of Food Products April 2026 5 | Page Notwithstanding the above procedures, St. Mary’s reserves the right to disclose information that St. Mary’s determines, in its sole discretion, is not exempt from disclosure or that St. Mary’s is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, St. Mary’s will notify the Bidder. If the Bidder disagrees with St. Mary’s decision, St. Mary’s may, but is not required to enter into an agreement not to disclose the information so long as the Bidder bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision. METHOD OF AWARD: A. The contents of the ITB of the successful Bidder will become contractual obligations if an award is made. Failure of the successful Proposer to accept any contractual obligations may result in cancellation of the award. B. A contract shall be awarded only to responsible bidders that submits the best-fixed price for all items with most responsive bid which meets and complies with all solicitation requirements as determined by the specification document, provided that the bid is reasonable and it is in the best interest of St. Mary’s to accept it. C. A Notice of Intent to Award (NIA) will be published after the bid evaluation process is complete. Public notice of award will be made by posting the NIA on the St. Mary’s website. AGGRIEVED BIDDERS: Any adversely affected Bidder may submit a written protest of St. Mary’s Notice of Intent to Award (NIA). Protest(s) must be received no later than 12:00 noon on the seventh (7th) calendar day a