Haywood County Schools Milk Bid

Location:	North Carolina
Posted:	May 22, 2026
Due:	Jun 11, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	89 - Subsistence (Food) S - Utilities and Training Services
Solicitation No:	192-012627
Publication URL:	To access bid details, please log in.

Solicitation Number:	192-012627
Project Title:	Haywood County Schools Milk Bid
Description:	Bid for milk products with Escalation/De-escalation Clause
Opening Date:	6/11/2026 11:00 AM
Posted Date:	5/22/2026
Status:	Open
Department:	HAYWOOD COUNTY BOARD OF EDUCATION


Solicitation Number * 192-012627	Department HAYWOOD COUNTY BOARD OF EDUCATION	Status Reason Open
Opening Date 2026-06-11T11:00:00.0000000	Posted Date * 2026-05-22T14:43:10.0000000Z	Primary Commodity Code Milk and butter products
Mandatory Conference/Site Visit — —	Special Instructions Bid documents must be mailed or hand delivered. Emailed or faxed responses will not be accepted.	Solicitation Type * Select RFP IFB RFI
Owner Alison Francis
Description Bid for milk products with Escalation/De-escalation Clause

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Haywood County Schools

School Nutrition Department

Instructions to Bidders

Bid Number: 012627

Bid Name: Dairy Products with Escalation/De-escalation Clause

Date Issued: May 18, 2026

Bid Submission Deadline: June 11, 2026, at 11:00 am

Bid Opening: Thursday, June 11, 2026, at 11:00 am at Haywood County School Nutrition, 5855 Crabtree

Rd. Clyde, NC 28721.

INVITATION FOR BIDS:

Sealed bids are being solicited for the merchandise, services, and/or equipment as set forth in this Bid

Invitation by the Haywood County Schools School Nutrition Department in accordance with the attached

specifications, terms, and conditions.

Completed bid documents must be received by the Haywood County School Nutrition Department, Attn:

Alison Francis, School Nutrition Director, 5855 Crabtree Rd. Clyde, NC 28721. (828) 627-1150 before the

due date to be considered. Late proposals will be returned to the bidder unopened.

Proposals must be submitted in a sealed envelope and properly marked with the Product Category, Opening

Date, and Time as follows:

The contract time period for this bid is July 1, 2026, through June 30, 2027. However, the Haywood

County School Nutrition Department reserves the right to award the bid to a vendor for a longer period.

Bids may be withdrawn prior to the opening date and time, but only in accordance with section #17 of the

General Terms and Conditions Documents entitled “Withdrawal or Modifications of Bid.” Proposals

received without a proper signature are not acceptable.

Questions regarding this Bid Invitation should be received at the following address at least 3 working days

before the bid opening:

Haywood County Schools

School Nutrition Department

Attn: Alison Francis, School Nutrition Director

5855 Crabtree Rd.

Clyde, NC 28721

Telephone: (828) 627-1150

Email: afrancis@Haywood.k12.nc.us

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights

regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in

or administering USDA programs are prohibited from discriminating based on race, color, national origin,

religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance

program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity

conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing

deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information (e.g.,

Braille, large print, audiotape, American Sign Language, etc.) should contact the State or local Agency that

administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice

and TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form,

AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or

write a letter addressed to USDA and provide in the letter all of the information requested in the form. To

request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA

by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400

Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or

(3) email: program.intake@usda.gov.

USDA is an equal opportunity provider, employer, and lender.

U.S. Depar

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tment of Agriculture

A. General Provisions

Bid Preparation and Submission Procedures

Sealed bids will be received until the deadline indicated in the Bid Certification.

Each bid must be submitted in a SEALED opaque envelope (or other non-transparent package or

container). The outside of the bid envelope (or other package or container) must bear the following

information in clear and legible form:

a) In the upper left-hand corner: print the full name and address of the bidding entity, and the name

and telephone number, including the area code, of the person to contact with questions about the bid

submission; and

b) In the lower left-hand corner: “SEALED BID,” the bid name, bid number, and submission

deadline are indicated on the Bid Certification.

Bids may be submitted by U.S. Mail, common carrier, other courier or delivery service, or hand

delivery. If submitted by a method other than U.S. Mail, bids should be delivered to the department's

physical location – Haywood County School Nutrition, 5855 Crabtree Rd. Clyde, NC 28721. If

forwarded by mail, courier, or delivery service, the sealed bid envelope indicated above should be

enclosed in another envelope addressed as specified below. The Haywood County Schools School

Nutrition Department will not be responsible for bids or related correspondence delivered to the wrong

address or misplaced. The date/time record of the School Nutrition Director or designee will indicate

the official time of receipt.

Bids should be mailed or delivered to:

Haywood County School Nutrition

Attn: Alison Francis, School Nutrition Director

5855 Crabtree Rd. Clyde, NC 28721

Bids received after the deadline will not be considered and will be returned unopened. Bids received

unsealed will not be considered. Emailed and faxed bids or related communication will not be

accepted.

A representative of the bidding entity who is authorized to enter into contracts on behalf of the bidding

entity must sign bids in ink. The person signing the bid must indicate his/her title along with their

signature. Bids received without a proper signature will not be considered.

Bidders must return all properly signed original documents required in the bid response. Bidders

should retain photocopies for their files. Any change to any written response in any bid document must

be made in ink by marking through the original entry and entering the new information alongside the

change. Changes should not be made with correction fluid. All changes must be “initialed” by the

person making the change, and the name of the person who initialed the change must be noted in a

footnote on the same page containing the correction. Failure to return any document or information

requested as part of the bid response may result in rejection of the entire bid.

Bidders or their authorized representatives are expected to fully inform themselves as to the terms,

conditions, requirements, and specifications of this Bid Invitation before submitting bids. Failure to do

so will be at the bidder’s own risk. The law makes no allowance for errors, omissions, or commissions

on the part of the bidders; furthermore, the bidder cannot secure relief on the plea of error or ignorance

concerning any requirement included in the Bid Invitation.

Vendors who do not wish to respond to this Bid Invitation, but who want to remain on our list for

future opportunities in this product category, should complete, sign, and return the signature sheet

entitled “Bid Certification” with “NO BID” indicated on the face of the form. Failure to adhere to this

procedure may result in the removal of the bidder’s name from our bidder list.

Bidders are welcome to attend the bid opening on the date and time indicated in the Bid Certification,

but bidder presence is not required, and no weight or other consideration toward any award decision

will be given to any bidder’s attendance or absence at the bid opening. Recaps of the bid details

received will be available to any interested party upon WRITTEN request. The form and content of the

bid recaps will be at the sole discretion of the Haywood County Schools School Nutrition Department.

They may be in electronic form.

Statement of Inclusion/Applicability

These General Terms and Conditions are applicable to all Bid Invitations issued by the Haywood

County Schools School Nutrition Department, and by this inclusion, they become an integral part of

any contract which is awarded, or purchase order which is issued in association with this Bid

Invitation.

General

The section titles contained in this General Terms and Conditions document are for convenience and

reference only, and in no way define, describe, extend, or limit the scope or intent of the provisions of

any section of this document. The term “Bid” and “Proposal” may be used interchangeably.

Unless otherwise stated, any listing of factors or criteria in this document does not constitute an order

of preference or importance.

The term “contract,” as used in this document, means the comprehensive collection of:

a) this General Terms and Conditions document, including any attachments and or amendments

thereto,

b) the Item Specifications included in the Bid Invitation and any subsequent addenda thereto,

c) the bidder’s signed Bid Certification sheet, which must be completed, signed by an authorized

representative of the bidding entity, and returned with the bidder’s response, along with this

ENTIRE Terms and Conditions document and all other forms and information collection pages

included with this Bid Invitation,

d) the bidder’s response to the Bid Invitation,

e) the bidder’s Notice of Award document,

f) And any additional terms, conditions, or instructions issued by any member(s) of the Haywood

County School Nutrition Department

Collectively, these documents represent the entire agreement between the parties.

Contract Time Period

The time period for purchases covered by a contract resulting from an award under this bid is stated in

the Bid Certification. The Haywood County Schools School Nutrition Department reserves the right to

award the bid to a vendor for an initial term longer than the period stated in the Bid Certification if it is

determined to be in the best interest of the Haywood County Schools School Nutrition Department.

Unless otherwise indicated in these General Terms and Conditions, all bid pricing will be firm

throughout the entire contract period.

Upon mutual written agreement of both parties, this contract may be extended beyond the expiration of

the contract time period in accordance with section #38 of this General Terms and Conditions

document entitled “Extension Clause.”

The transfer, assignment, or subcontracting of contracts is prohibited, and the bidder agrees not to sell,

assign, transfer, convey, or subcontract any portion of this contract resulting from this Bid Invitation

without the prior written consent of the Haywood County Schools School Nutrition Department.

Addendum

In the event that any changes to this Bid Invitation occur subsequent to the mailing or other delivery of

the original Bid Invitation, the changes or corrections to this Bid Invitation will be made by addendum,

and any updated information contained in any addendum will prevail over the information contained in

the original Bid Invitation or any previous addendum. Each addendum will be mailed to all entities that

are known to have received a copy of this Bid Invitation. The Haywood County Schools School

Nutrition Department is the sole authority for the issuance of any addendum related to this bid. Any

communications from any person or entity other than the Haywood County Schools School Nutrition

Department regarding any matters related to this bid are invalid and will have no influence on this Bid

Invitation.

Each addendum must be acknowledged on the acknowledgment form provided with the addendum.

Any required acknowledgment form must be submitted with each bid response.

Specifications

Catalog numbers, brand names, or manufacturer’s product or reference numbers used in the item

specifications are intended to be descriptive, not restrictive. These references, as well as the listed

“approved brands,” are intended to identify the type of product being sought and establish the desired

level of quality. If any conflict exists in the item specifications between the product descriptions and

any brand names or model or reference numbers used, the product descriptions will override the brand

names or model numbers.

In most cases, bids on brands of equivalent nature and quality will be considered, provided they are

regularly Milk products from a reputable manufacturer. However, in some cases, Haywood County

Schools School Nutrition Department may find it advantageous to standardize equipment/ and or

supplies by manufacturer in order to achieve efficiencies in procurement, repair, and operation, to

match existing stock, or to satisfy other requirements. In these cases, preferences will be given to the

specific products identified as “approved brands,” especially if all other evaluation factors are deemed

to be equal. For this reason, where specific brands or models are identified, it is preferable for the

bidder to bid on the exact item specified, in addition to an alternate brand or model where desired.

All bids must identify the manufacturer, brand, model, etc. of the article being offered. “Pre-

Approved Equal” Brands may be allowed where indicated. To bid on “Pre-Approved Equal” items

rather than any “approved brand” specified, the bidder must supply a complete description and

sufficient data for the School Nutrition Department to properly analyze the product being bid. Samples

may be requested for items other than “approved brands”. These “Pre-approved Equal” brands must be

approved by the School Nutrition Department before the bid opening. Haywood County Schools

School Nutrition Department reserves the right to reject approving any brand submitted if the School

Nutrition Department does not have sufficient information or testing conducted in order to deem the

product as a “Pre-approved Equal”.

If the bidder fails to identify the manufacturer, brand, model, etc. for any item being bid on, the School

Nutrition Department will assume the bidder is bidding on the exact brand and model identified in

the specification, and if awarded, the vendor will be required to furnish the exact brand names,

models, etc. as specified. Substitutions will not be allowed.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Haywood County Schools Milk Bid

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See also