Food and Supply Items , RFP No. 2026/27-1,Fresh Produce , RFP No. 2026/27-2, Milk, Juice, and Dairy, RFP No. 2026/27-3, Paper and Packaging , RFP No. 2026/27-4, Student Store Food & Supply Items , RFP No. 2026/27-5

Sylvan Union School District RFP# 2026/27-1
Sylvan Union School District
REQUEST FOR PROPOSALS
RFP NO. 2026/27-1
FOOD AND SUPPLY ITEMS
March 1 2, 2026
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Sylvan Union School District RFP# 2026/27-1
NOTICE CALLING FOR PROPOSALS
RFP No. 2026/27-1
NOTICE IS HEREBY GIVEN that the Board of Education of the Sylvan Union School District is requesting
proposals for FOOD AND SUPPLY ITEMS.
Companies interested in bidding can request a proposal packet by calling the Sylvan Union School District
Nutrition Services Department at 209-574-5607 between the hours of 7:00 am to 4:00 pm Monday - Friday or by
coming to the Sylvan Union School District Nutrition Services Department at 1300 E. Rumble Road Modesto, CA
95355. Each proposal must conform and be responsive to the required documents.
Proposals must be delivered in sealed envelopes marked "RFP No. 2026/27-1 FOOD AND SUPPLY ITEMS" to
the Sylvan Union School District Nutrition Services Department 1300 E. Rumble Road Modesto, CA 95355, up
to, but no later than, 12:00 pm, April 24, 2026. All proposals must be submitted on forms furnished by the
District.
The Board of Education of the Sylvan Union School District reserves the right to accept or reject any and all
proposals or parts thereof, to be the sole judge as to the merits and qualifications of all proposals, to waive any
informality in a proposal, not necessarily accept the lowest proposal of any offered if it is in the best interest of the
District. Design, specifications, service, delivery, and quality may be considered in making selections.
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Sylvan Union School District RFP# 2026/27-1
NOTICE OF INTENT
It is the intent of the Sylvan Union School District Nutrition Services Department to award one or more contract(s)
as a result of this Request for Proposals (RFP). Products and/or services considered for award shall equal or exceed
a minimum quality level of industry standards as defined within this RFP, and shall comply with all applicable
federal, state, and local technical, environmental, and performance standards and specifications.
DEFINITIONS: In this RFP and in the Contract, the following terms are defined as follows:
A. Best Value" means the method by which a contract, if any, is awarded, in accordance with applicable laws,
rules, and regulations. Best Value includes multiple parameters, including experience, references, quality of
Vendor's product(s) and/or services, and price.
B. "Contract" means an agreement entered into between the District and a vendor as a result of this RFP. The
Contract consists of the Request for Proposals, including all Addenda, Vendor's Proposal that is satisfactory to
the District, and the District's Contract form(s), which may include, but are not limited to, a written contract, an
agreement letter, or a purchase order.
C. "District" refers to the Sylvan Union School District.
D. "Proposer" refers to the person/firm that submits the proposal to this RFP. Term "Bidder" may also be used.
E. "Project" means the Scope of Work for furnishing goods and services as outlined in this RFP.
F. "Proposal" refers to the documents submitted by a Proposer that addresses the scope and requirements of this
RFP.
G. "RFP" refers to this Request for Proposals.
H. "Responsible Vendor" means a vendor with adequate financial resources (or the ability to obtain such
resources), who can comply with the delivery requirements, and who is a qualified and established firm
regularly engaged in the type of business that provides the goods and/or services herein.
I. "Responsive Proposal" refers only to those proposals that comply with all material and administrative aspects
of this RFP.
J. "Vendor" refers to the person(s)/entity (ies) to whom a contract is awarded pursuant to this RFP.
K. Singular terms shall include the plural and vice versa. A gender reference includes all genders.
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Sylvan Union School District RFP# 2026/27-1
Dear Vendor,
The Sylvan Union School District Nutrition Services Department is pleased to provide you with document
forms enabling you to respond to this year's grocery products and related items proposal.
The bidding documents in the packet include:
* Document Check-off for Vendors - Signed & Dated
* Notice Inviting Proposals
* Instructions & Information for Proposers
* General Conditions
* Vendor Questionnaire
* Proposer Criteria Form
* Proposal Form
* Non Collusion Declaration - Notary is not required
* Certificate And Disclosure Statements (2)
o Certificate Regarding Lobbying
o Suspension And Debarment Certification
* Iran Contracting Act
* Contractor's Certification - Regarding Drug-Free Workplace
* Contractor's Certification - Alcoholic Beverage and Tobacco- Free Workplace
* Contractor's Certification - Worker Compensation
* Clean Air and Water Certification
* Certification for Buy American Provision
* Printed Price Worksheet - Prices
* USB Flash Drive - Proposer is to provide and submit which includes Proposal Price Spreadsheet/Prices.
Please take special notice of all the terms and conditions in the proposal document in order to be successful
Proposer. A document check off sheet has been included to assist you.
Thank you for taking the time to earn our business. We hope many of you are successful in your proposal and that
we will enjoy a mutually profitable relationship with your company.
Sincerely,
Michael Maaske - Director of Nutrition Services
Sylvan Union School District
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Sylvan Union School District RFP# 2026/27-1
Sylvan Union School District
Document Check-Off Sheet
Vendor Questionnaire - Pg. 22-24
Proposer Criteria Form (Provides minimum requirements of proposers and references)- Pg. 26
Proposal Form (Document in which proposer agrees to the terms of the proposal is awarded)- Pg. 27
Non-Collusion Declaration with Signature - Pg. 28
Equal Opportunity Employment - Pg. 29
Certification Regarding Lobbying (Required annually for any new contracts or extensions of contracts
that could exceed $100,000. Required to receive one from every existing or potential contractor to be
considered for Proposal) - Pg. 30
Certificate and Disclosure Statements (This certification is required to be completed by the contractor
each time an SFA renews or extends an existing contract that exceeds $100,000) - Pg. 31-33
Suspension and Debarment (Required annually for any new contracts or extensions of contracts that
could exceed $100,000. Required to receive one from every existing or potential contractor to be
considered for Proposal)- Pg. 34
Iran Contracting Act Certification - Pg. 36
Contractor's Certification - Regarding Drug Free Workplace - Pg. 37
Contractor's Certification - Alcoholic Beverages and Tobacco Free Workplace - Pg. 38
Contractor's Certification - Worker Compensation - Pg. 39
Clean Air and Water Certification - Pg. 40
Certification for "Buy American" provision - Pg. 41 - to be completed for all line items
China Prohibition on Poultry - Pg. 42
Electronic Media/USB Flash drive (Contains the bid prices in PDF format)
Printed Proposal Worksheet with Signature
Please COMPLETE, SIGN & RETURN the above items with your sealed proposal. Failure to return any of
the above items completed and signed with the original sealed proposal may qualify your proposal as non-
responsive.
_______________________________________ _____________________________
Signature Date
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Sylvan Union School District RFP# 2026/27-1
SYLVAN UNION SCHOOL DISTRICT
FOOD AND SUPPLY ITEMS
INSTRUCTIONS & INFORMATION FOR PROPOSERS
1. PREPARATION AND SUBMISSION OF PROPOSAL FORM
The Sylvan Union School District invites proposals on the forms enclosed to be submitted no later than, 12:00pm,
April 24, 2026. All blanks on the proposal form must be appropriately completed. Each proposal must be submitted
in a separate sealed envelope bearing on the outside "FOOD AND SUPPLY ITEMS - RFP No. 2026/27-1". It is
the sole responsibility of the Proposer to ensure that the proposal is received by 12:00pm, April 24, 2026. Any
proposal received after the scheduled closing time for receipt of proposals will be returned to the Proposer
unopened.
2. SIGNATURES
Proposals must be signed with the firm name and by an authorized officer, agent or employee. Obligations assumed
by such signature must be fulfilled.
Listed below are the officers eligible to sign proposal pages requiring an officer's signature:
1. Chairperson 6. Assistant Corporate Secretary
2. President or CEO 7. Treasurer or CFO
3. Vice-President 8. Assistant Treasurer
4. Assistant Vice-President 9. General Counsel
5. Corporate Secretary 10. Assistant General Counsel
RUSD will not accept a Proposal if a document requiring an officer's signature is not signed by one of the above
individuals.
3. MODIFICATIONS AND CORRECTIONS: Changes in or additions to the Price Pricing Spreadsheet,
alternate proposals, or any other modifications of the proposal form which is not specifically called for in the
proposal documents may result in rejection of proposal as not being responsive to the invitation to proposal.
Oral or telephone proposals or modifications will not be considered. The proposal submitted must not contain
any erasures, inter-lineation, or other corrections unless each such correction is initialed in the margin
immediately opposite the correction by the person or persons signing the proposal. Proposals should be
verified before submission and cannot be withdrawn after their opening.
4. WITHDRAWAL OF PROPOSAL: Any Proposer may withdraw his proposal personally or by written
request at any time prior to the scheduled closing time for the receipt of proposals
5. INTERPRETATION OF PROPOSAL DOCUMENTS: If any Proposer finds discrepancies in, or
omissions from the proposal documents, they may submit to the Director of Nutrition Services of the Sylvan
Union School District a written request for clarification and the response thereto will be mailed to all
proposers. Corrections will be made by addenda issued to each company that has been sent or picked up a
proposal packet. The Co-Op will not be responsible for oral interpretations. All addenda issued during the time
of bidding shall be incorporated into the proposal.
6. AGREEMENT PERIOD: It is anticipated that the Agreement to be awarded under this proposal shall be
effective July 1, 2026, through June 30, 2027.
7. PRICES: Submit price on each line item separately. Proposers do not need to bid all items to win award. All
Prices must be firm from, July 1, 2026 through December 31, 2026. The District may allow ONE price
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Sylvan Union School District RFP# 2026/27-1
increase after December 31, 2026 with a thirty (30) calendar day written notice. However, price increase may
be allowed based on the percentage of price increase for products that are at or below the consumer price
increases for "All Urban Consumers" Database Series for the statistical area of "US City Average" from the
category "Food Away From Home" as listed on the Bureau of Labor Statistics (BLS) web site). The Vendor
may use the preceding six (6) months, March to September. Vendor may provide alternate documentation if
BLS data is not available. Acceptability of alternate documentation is at the discretion of the Members of the
Sylvan Union School District. Absolutely no fuel surcharges may be levied during the term of this agreement.
8. COMMENCEMENT OF DELIVERIES: After receiving written notification of award, each successful
Proposer shall be required to commence with the delivery of all items, which have been awarded immediately
after receipt of a participating district purchase order. Failure to complete all deliveries within fourteen (14)
calendar days after receipt of a district purchase order shall be considered sufficient cause for default action
under the DEFAULT provision of this proposal.
9. SAMPLES: The District reserves the right to request samples of items prior to the award. If the Proposer is
bidding items/brands other than those specified or where no brand is indicated in the proposal document, the
following shall apply: There are no samples requested prior to the bid opening. Samples may be
requested prior to the award of line items. Vendor will be contacted to request specific line items. All
items are to be labeled with the bid number, line item and vendor providing samples. If this
information is not provided the sample may be disqualified from the award.
10. BRANDS, SIMILAR PRODUCTS, "Or Equal": Whenever the Sylvan Union School District refers to a
product by describing a proprietary product or by using the name of a manufacturer or brand name, the term
"or equal" if not inserted shall be implied, as applicable. The specified product shall be understood as
indicating type, function, minimum standard of design, efficiency and quality desired and shall not be
construed as to exclude other manufactured products or comparable quality, design and efficiency, as
applicable.
11. GRADES OF CANNED PRODUCTS: All canned fruits and vegetables are to meet the specified grades as
defined by the USDA Agricultural Marketing Service "AMS". The AMS webpage may be found at:
https://www.ams.usda.gov/grades-standards
12. EVIDENCE OF RESPONSIBILITY: Upon request of the group, a Proposer whose proposal is under
consideration for award shall promptly submit satisfactory evidence showing his financial resources. The
group requires the name of three (3) references for whom similar supplies or equipment were provided during
the previous year.
13. PROPOSAL DOCUMENT: The complete proposal includes the following documents: Notice Inviting
Proposals, Instructions to Proposers, General Conditions, Non-Collusion Declaration, Proposal Form, hard
copy of Price Pricing Spreadsheet, Electronic Media (USB drive) of Price Pricing Spreadsheet, Proposer
Criteria Form, Disclosure of Lobbying Form, Certification Regarding Lobbying Form, Suspension and
Debarment Certification Form, Health Department Inspection Reminder, Certification for "Buy American"
Provision and Vendor Questionnaire. Any of these shall be interpreted to include all the provisions of the other
documents as though fully set out therein. The Proposer should fully acquaint themselves with the conditions
and terms affecting the performance of the Agreement if awarded. The Proposer's submission of a proposal
shall be taken as prima facie evidence of compliance with this section. Proposals should be verified before
submission, as they cannot be withdrawn after their opening.
14. TAXES: Purchaser will pay for state and local taxes when applicable.
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Sylvan Union School District RFP# 2026/27-1
15. DELIVERY: All prices shall be quoted FOB destination. Destination shall be the individual school district
placing the order. No additional fees shall be charged for small orders. All shipments shall be accompanied by
a delivery receipt. Purchase order number shall appear on all delivery receipts and invoices. All costs for
delivery, drayage, insurance, freight or the packing of the said articles is to be borne by the Proposer.
Deliveries will be made by appointment only when requested. DELIVERIES REQUESTED BY
APPOINTMENT ONLY AND NOT DELIVERED BY APPOINTMENT WILL BE SUBJECT TO
REJECTION. The above listed information is to be reproduced on the vendor's Bill of Lading. Vendor will be
responsible for all assessorial charges associated with the shipping of goods ordered due to failure to follow
above listed shipping instructions.
Delivery Locations
Preferred Number of
Location Address
C
C
ity
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,
d
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i p
Delivery Times De
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iv
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Sylvan Union
1300 E. Between 5:30 and
School District Modesto,
1 Rumble 11:30 am (preferred M-F 1-2
Nutrition Services CA 95355
Rd time is 5:30am)
Central Kitchen
16. QUANTITIES: Quantities shown are estimated usage of the District for the proposal period. The District
reserve the right to purchase more or less of the units specified. The district will order in quantities best suited
to their needs and storage facilities. Prices proposal shall be firm for all districts and shall not increase or
include shipping or any additional handling fees for districts ordering in small quantities. (These quantities are
not guaranteed by the group but are included for information.)
17. INSPECTION OF FACILITIES - EVALUATION: The District reserves the right to inspect the facilities
of the Proposer prior to award of the contract. The District may request to review the Proposer's current
Hazard Analysis Critical Control Points (HACCP) food safety system for their facility in order to insure
optimum storage and distribution practices. If the District determines that after such inspection that the
Proposer is not capable of performance within the District's standards, their proposal will not be considered.
The findings and decisions of the District shall be final.
18. FOOD DEFENSE: Proposer's distribution facility must be registered with the Food and Drug Administration
and meet the requirements of the Food Safety Modernization Act (FSMA) For further information visit the
FDA's official site at http://www.fda.gov/Food/GuidanceRegulation/FSMA/default.htm. Failure to register
prior to the close of the proposal may result in the Proposer's disqualification for contract award.
19. SAFETY AND SANITATION: Food Services staff will only receive product that meets all food safety and
sanitation requirements, therefore Food Services staff may at any time:
* Inspect delivery trucks for any signs of contamination.
* Check all expiration and best if used by dates.
* Use thermometers to check temperatures.
* Accept product only at acceptable temperatures.
* Reject unacceptable items.
20. PRODUCT RECALLS: If a product recall is instituted on an item that has been furnished and delivered to
participating school districts, Vendor must immediately notify the school districts Food Services/Nutrition
Departments with all pertinent information regarding the recall.
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Sylvan Union School District RFP# 2026/27-1
21. CREDIT MEMOS: The Contractor's delivery driver shall provide each location with a credit at the time of
delivery for all merchandise short on delivery, or damaged or spoiled product necessitating a return or reorder.
A copy of this credit, priced and extended, shall be mailed with the corresponding invoice to the District's
Nutrition Services Accounting Department.
22. TERMINATION OF AGREEMENT WITHOUT CAUSE DISTRICT: The Sylvan Union School District
may terminate this Agreement at any time by giving the Contractor thirty (30) days written notice of such
termination. Termination shall have no effect upon the rights and obligations of the parties arising out of any
transaction occurring prior to the effective date of such termination. Other than payments for goods or services
satisfactorily rendered prior to the effective date of said termination, Contractor shall be entitled to no further
compensation or payment of any type from the DISTRICT.
23. DISTRICT'S RIGHT TO WITHHOLD CERTAIN AMOUNTS AND MAKE APPLICATION
THEREOF: The District may withhold a sufficient amount or amounts of any payment otherwise due to the
Contractor, as in its judgment may be necessary to cover defective items not remedied, and the District may
apply such withheld amount or amounts to the payment of such claims, in its discretion.
24. MULTI-YEAR EXTENSIONS: Subject to the provisions of pricing-terms of contract, and pursuant to
Education Code, Section 17596 and 81644, this proposal may be extended (by mutual consent expressed in
writing) for three (3) additional fiscal school years.
The extension may be granted on a year by year basis provided that the following conditions are being met:
A. The Sylvan Union School District has deemed the products and services of the vendor satisfactory.
B. The Vendor shall submit a list of the price increases for the next fiscal year (July 1 to June 30) by the last
business day in April.
C. The percentage of price increase for products are at or below the consumer price increase for "All Urban
Consumers" Database Series for the statistical area of "US City Average" from the category "Food Away
From Home" as listed on the Bureau of Labor Statistics (BLS) web site ( http://www.bls.gov/data/ ). The
Vendor may use the preceding twelve (12 Months) April to March, depending on the most recent months
listed on the website two weeks prior to submittal of price increases. Vendor may provide alternate
documentation if BLS data is not available. Acceptability of alternate documentation is at the discretion of
the Sylvan Union School District.
D. If prices were increased midyear (see Instructions & Information for Proposers Item #8) the total increase in
contract prices (July to June) shall not exceed item "C" listed above.
E. Documentation of Insurance Coverage, (General Conditions, Item #10) shall be resubmitted with each
request for contract extension.
25. PROPOSAL FORM DIRECTIONS:
A. Proposer is to use the Price Pricing Spreadsheet template provided on the electronic media accompanying
the proposal documents.
B. Proposer is to enter the brand/trade name and SKU (stock keeping unit) number in appropriate columns of
electronic Proposal Form when one or more items are co-specified by District. Stating "as specified" will
not satisfy this requirement (in executing a purchase order, the District will require the exact brand name
and SKU number for ordering).
C. Proposer is to enter base pricing in the appropriate column of the spreadsheet.
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D. Discounted pricing based on volume purchasing or quantity discounts is to be entered into separate
appropriate columns on the spreadsheet.
E. If distributor's SKU is different or unique as compared to manufacturer's SKU, distributor's SKU must be
entered in appropriate column.
F. A printed copy of the spreadsheet must accompany the completed electronic spreadsheet as part of
the formal proposal. In the case of discrepancies, the electronic copy of the proposal will be deemed the
true proposal document and the basis of the award.
G. Proposer is to complete requested information on pricing spreadsheet cover and final spreadsheet page.
H. Proposer is to submit all pricing spreadsheet pages, even those without responses.
I. Whenever the specification notes "only," this requirement is made in order for the District to match
existing supplies and equipment or because no other equal is known to exist. Proposer may submit "equal"
products in accordance with the sample provision of Paragraph 10 of the "Instructions to Proposer."
J. The District reserves the right to purchase additional units, at various quantities, under the terms and
conditions provided in this proposal. Proposers are to submit the unit price for each item proposal,
reflecting any quantity breaks in a separate column of the spreadsheet. Proposers are to enter this
information in the column provided. A single unit price submitted on the proposal response form shall be
interpreted to be the price for any quantity amount ordered.
K. The District reserves the right to reject any or all proposals, in whole or in part, and to be the sole
judge of the merits and qualifications of all proposals and the products submitted as "equal" to the
District's specifications and not necessarily accept the lowest price offered.
L. The District reserves the right to reject proposals with multiple items per line item. Proposers submitting
proposals with more than one item per line item may be rejected on grounds of non-responsiveness or
non-responsibility.
26. PROPOSAL PROTESTS PROCEDURES: Any Proposer may file a bid protest. The protest shall be filed in
writing with the Director of Nutrition Services not more than five (5) business days after the date of the bid
opening. An e-mail address shall be provided and by filing the protest, protesting Proposer consents to receipt
of e-mail notices for purposes of the protest and protest related questions and protest appeal, if applicable. The
protest shall specify the reasons and facts upon which the protest is based.
A. Resolution of Bid Controversy: Once the bid protest is received, the apparent lowest responsible Proposer
will be notified of the protest and the evidence presented. If appropriate, the apparent low Proposer will be
given an opportunity to rebut the evidence and present evidence that the apparent low Proposer should be
allowed to perform the Work. If deemed appropriate by the District, an informal hearing will be held.
District will issue a written decision within fifteen (15) calendar days of receipt of the protest, unless
factors beyond the District's reasonable control prevent such resolution. The decision on the bid protest will
be copied to all parties involved in the protest.
B. Appeal: If the protesting Proposer or the apparent low Proposer is not satisfied with the decision, the
matter may be appealed to the Assistant Superintendent of Business Services or their designee, within three
(3) business days after receipt of the District's written decision on the bid protest. The appeal must be in
writing and sent via overnight registered mail with all accompanying information relied upon for the appeal
and an e-mail address from which questions and responses may be provided to:
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