Bid Packet Fresh Produce Bid 405-PROD-DCS27

BID NOTICE
TO: PROSPECTIVE BIDDER
FROM: JENIFER HALE
DESOTO COUNTY SCHOOLS
5 EAST SOUTH STREET
HERNANDO, MS 38632
662-449-7168
ISSUE DATE: MAY 28, 2026
REQUEST FOR BIDS
BID OPENING
DATE: JUNE 22, 2026
TIME: 9:00 a.m., CST
LOCATION: DESOTO COUNTY SCHOOL DISTRICT
5 EAST SOUTH STREET
HERNANDO, MS 38632
BID ITEMS
BID NUMBER: #405-PROD-DCS27
ITEM DESCRIPTION: PRODUCE - CHILD NUTRITION
PROCUREMENT SCHEDULE:
Public Notice to Newspaper May 26, 2026
Newspaper Run Dates May 28th, 2026, and June 4th, 2026
Release of Bid May 28th, 2026
Question Deadline June 12th, 2026, 9:00 am CST
Bid Deadline/Open June 22nd, 2026, at 9:00am CST
Approval by Board (tentative) July 2, 2026

CONTRACT SECTION I
Items: Produce (Fresh Fruits and Vegetables)
Type of Contract: Type 2 Bi-Annual Fixed Fees Plus Reimbursable Costs
Conditions: In Strict Accord With Section I Through V.
Contacts: For questions about the bid please contact DCS Purchasing Department at:
dcs.purchasing@dcsms.org
Name of Firm Submitting
Bid:
Date Submitted:
Signing Officer:
Telephone:
A. Full Cartons (wholesale units),
>60,000 @ $ EACH = TOTAL $
B. Broken Cartons (less than wholesale units), approximately
>10,000 @ $ EACH = TOTAL $
TOTAL A & B $
Bid will be awarded in this amount, plus reimbursable cost.
SIGNATURE DATE
TITLE
Please fill out in ink. If there are corrections, please cross out and initial. DO NOT ERASE.

CONTRACT SECTION II
BID REQUIREMENTS
Sealed, written or electronic bids will be received by DeSoto County School District at the time and place
specified on the Request for Bid. Dating of bid form or placing in mail by bid opening date will not meet
requirements. Bid must be received on/or before date and time stated. The school district reserves the right to
reject any and all bids and to waive any and all informalities.
1. Correction of Mistakes: All quotations must be in ink or typewritten. No erasures are permitted. Mistakes
may be crossed out and corrections inserted adjacent. Corrections must be initialed in ink by person
signing bid.
2. Return Instructions:
A. The bid form (Section I and IV) must be used without alterations.
B. Bid Section I shall be in a sealed envelope, with the address of the school district, company name, bid
number and opening date on the outside of the envelope, as they appear on the Request for Bid. It shall
be marked "Contract Section 1".
3. Addendum: No Addendum will be issued five (5) working days prior to bid opening.
4. Quantities: It shall be understood that any contract established as a result of this Invitation to Bid will not
obligate the school district to receive any quantities in excess of actual requirements. The quantities shown
are estimates and result from actual historic tabulations.
5. Contractor Qualifications:
A. Product Line - The potential contractor shall provide a current product guide or item specification list
that identifies the country of origin for products supplied under this contract. Vendor must ensure
country of origin is identifiable for all produce items to assist the district in monitoring compliance
with the Buy American Provision in accordance with 7 CFR 210.21(d).
B. Physical Facilities -The potential contractor's warehouse and trucks will be inspected by school
district officials. The warehouse and trucks shall:
1) Be clean.
2) Be free of insects and rodents and be adequate for storing and delivering products the potential
contractor proposes to supply.
3) Delivery trucks shall be refrigerated.
C. Financial Capacity - The potential contractor shall have financing adequate to purchase items in the
most economical quantities. All potential contractors shall provide three (3) written references to
document adequate financial capacity.
D. Service Level - If the school district does not have adequate historical data to determine the
contractor's ability to comply with the service level requirements outlined in this request for bid, then
three (3) letters of reference from previous school districts' customers shall be provided.
E. Accounting Practices - A potential contractor must clearly demonstrate to school district officials the
capability to provide accurate, reliable and timely reports, in terms of invoices, statements, and credits.
Statements and Invoices shall be computer generated. Moreover, the potential contractor must
demonstrate the capability to spontaneously provide data for periodic reviews of prices by school
district officials.
6. Review and Award:
A. After the public opening of the Request for Bid, school district officials will require at least five (5)
working days for review.
B. The school district will award the Request for Bid at the next regularly scheduled board meeting after
opening.

C. All bids will be checked for accuracy of mathematical calculations.
7. Charges for Inconvenience to the School District or Contractor.
A. After acceptance, the successful contractor will be liable for any expenses, including attorney fees,
incurred as a result of violations or attempts to enforce this contract.
B. If the contractor is unable to deliver a product, the school district shall purchase a produce of equal or
greater quality from another source. The difference between price paid and contract price will be
charged to the contractor.
8. Cost Price:
A. Reimbursable costs - All produce will be invoiced at the contract distributor's cost, delivered to his
warehouse, with the fixed fee for service added to this cost. Prices shall be firm for one calendar month.
B. Definition of Cost Prices
Cost prices shall be based on "delivered to distributor's warehouse" and shall include cooling,
refrigeration and other freight related charges. Freight rates shall normally be in carload or truckload
quantities of straight or mixed items, except for very small volume items which may be "drop shipped."
Costs shall be based on the "latest invoice," either prior to the merchandise being delivered to the
purchaser, or in stock, as the case may be, in accord with the seven (7) day firm price requirement.
Allowable costs will be paid from the nonprofit school food service account to the contractor net of all
discounts, rebates and other applicable credits accruing to or received by the contractor or any
assignee under the contract, to the extent those credits are allocable to the allowable portion of the
costs billed to the school food authority.
The contractor must exclude all unallowable costs from its billing documents and certify that only
allowable costs are submitted for payment and records have been established that maintain the
visibility of unallowable costs in a manner suitable for contract cost determination and verification:
The contractor's determination of its allowable costs must be made in compliance with the applicable
Departmental and Program regulations and Office of Management and Budget cost circulars of the
United States Government.
The contractor must identify the amount of each discount; rebate and other applicable credit on bills
and invoices presented to the Desoto County School District for payment and individually identify the
amount of said discounts or rebates during the required annual audit. Only contractors' actual net
allowable costs will be accepted, under OMB regulations.
The contractor must identify the method by which it will report discounts, rebates and other
applicable credits allocable to the contract that are not reported prior to conclusion of the contract.
Documentation must be maintained of all costs and discounts, rebates and other applicable credits,
and make it available to the Desoto County School District upon request.
9. Price Change Review: Price changes shall be effective on a specific, constant day of the week. Changes shall
be submitted to the school district immediately after the day of the price change.
10. Audits
A. Audits will be made of a contractor's costs records as follows:
1) Semi-annually,
2) At any time, weekly price reviews indicate that a problem might occur.
B. The contractor shall be given notice of the intent of the district to conduct an audit as follows:
1) The date shall be scheduled a minimum of one month in advance,
2) A list of items and dates of price change shall be given three (3) working days in advance.
C. The contractor shall provide acceptable documentation as follows:
1) Invoices (original)

2) Freight Bill
11. Price Change Dates: All product costs shall remain firm for one calendar month. Fixed fees shall remain
firm for the duration of the contract.
12. Service Level: The contractor shall fill all original orders at a monthly average of 97% or above on the
scheduled delivery days(s). The remaining 3% shall be delivered within 24 hours of the scheduled delivery
day(s).
13. Delivery Time and Place: Deliveries shall be required to all sites listed in Contract Section V.
A. Deliveries shall be required as follows: All sites require delivery ten (10) months per year.
B. The frequency of delivery shall be: Weekly to all school sites.
C. Deliveries shall be made between the hours of 6:30 a.m. and 2:30 p.m.
D. Holiday deliveries (Holiday shall be defined as any week that has less than five (5) school days). Will
be required as follows: If the holiday falls on regularly scheduled delivery day, the delivery shall be
made the following day.
E. Delivery schedules shall be submitted to school district officials for prior approval and shall remain
constant from delivery to delivery.
F. Drivers and helpers shall deliver merchandise into designated storage areas (dry and chilled). Drivers
and helpers shall not be required to stow merchandise on shelves.
G. Drivers and helpers shall request the authorized school receiver, or the designated representative, to
verify the accuracy of quantities of each item. Each delivery ticket shall be signed by a designated
school receiver. Variations from the norm, i.e., shortages, damages, etc., shall be noted on each ticket
by the designated school receiver and initialed by both the truck driver and school receiver. The
contractor shall not be required to issue credits for errors not detected at the time of delivery, except for
hidden damage.
H. Special or intermediate deliveries shall be required only if a contractor fails to deliver a product on a
regularly scheduled delivery.
14. Transmittal of Orders: Order guides (preprinted) shall be furnished by contractor upon request of the
school district. These order guides shall be used for the transmittal and/or recording of orders.
15. Item Substitutions and Out-of-Stocks: If a contractor is temporarily out of particular item, an equal or
superior product at an equal or lower price may be delivered, with prior approval of the school district. The
school district shall be notified of all out-of-stock items at least 24 hours prior to delivery. If a contractor is
unable to deliver a prior approved substitute product, the school district may, in good faith and in its sole
discretion, purchase a product of equal or greater quality from another source. The supplier shall be
responsible and liable for the difference in the cost between the amount paid for the substitute item and the
amount which would have been paid had the original product been delivered. The supplier shall not be
entitled to complain that the substitute product could have been purchased at a lower price.
16. Fiscal Funding: If the effective dates of this bid extend beyond the current State or Federal fiscal year, it
shall be understood that purchases in the next fiscal year are conditional on the receipt of federal and/or
state funds. In the event of the discontinuance or a decrease in federal and/or state funds, the school
district reserves the right to change the item identifications, decrease the quantities and/or delete items.
17. Payments: All invoices for products that are received and inspected will be paid based on NET 45 terms.
18. Term of Contract: July 1, 2026 - December 31, 2026
19. Extensions: This contract may be extended for a period not to exceed three years in total, upon the mutual
agreement of both the school district and the contractor. There shall be no escalations of service fees. The
total period of the contract including extensions shall not exceed thirty-six (36) months.
20. Termination of Contract: Failure on the part of the school district or the contractor, to comply with the
provisions of this contract may result in contract termination.
A. Each party shall follow the procedure outlined below, if a contract is to be terminated.

Step 1: Issue warning letter and outline violations and length of time to correct the problem
Step 2: Issue letter of Intent to Cancel Contract, if problem is not resolved by specific date.
Step 3: Issue letter to cancel contract.
B. In the event that the physical facilities of the contractor are destroyed or a labor dispute makes
performance under the terms of this contract impossible, the contractor will not be held liable by the
school district.
21. Buyer-Contractor Relationship: Under agreements of this contract, it is the contractor's responsibility to
serve as the "buyer" for the school district. It is the contractor's responsibility to represent the interest of
the school district with respect to the following:
A. Interface with packers on problems relating to product pack and quality.
B. Make purchases of specified items at the lowest price, including freight.
C. Maintain a constant search for substitute items which offer better values.
22. Standard Contract Conditions:
A. This contract shall be governed in all respects - as to validity, construction, performance, or otherwise-
by the laws of the State and the United States.
B. Contractors providing service under this Invitation to bid, herewith, assure the school district that they
are conforming to the provisions of the Civil Rights Act of 1964, as amended.
C. Contractors shall comply with Executive Order 11246, entitled "Equal Employment Opportunity," as
amended by Labor regulations (41 CFR Part 60).
D. State Sales and Use Tax Certificate of Exemption form will be issued upon request.
E. Sales tax shall be included in prices where applicable.
F. Contractor shall comply with applicable federal, state and local laws and regulations pertaining to
wages, hours and conditions of employment. In connection with contractor's performance of work
under this contract, contractor agrees not to discriminate against any employee(s) or applicant(s) for
employment because of age, race, color, sex, national origin or handicap.
G. The contractor agrees to retain all books, records and other documents relative to this agreement for
three (3) years after final payment. The school district, its authorized agents, and/or state/federal
representatives shall have full access to, and the right to examine any of said materials during this
period. If an investigation or audit is in progress, records shall be maintained until state matter is
closed.
H. Contractor shall comply with all applicable standards, orders or requirements issued under Section
306 of t11e Clean Air Act (42 U.S.C. 1857 [h], Section 508 of the Clean Water Act (33 U.S.C. 1368),
Executive Order 11738 and Environmental Protection Agency regulations (40 CFR 15), which
prohibit the use under non-exempt federal contracts, grants or loans of facilities included on the EPA
List of Violating Facilities.
I. By signing this document, the contractor certifies that this bid is made without prior understanding,
agreement or connection with any corporation, firm or person submitting a bid for the same materials,
supplies or equipment and is in all respects fair and without collusion or fraud. The contractor certifies
that collusive bidding is a violation federal law and can result in fines, prison sentences, and civil
damage awards.
J. Prohibition against conflicts of interest, gratuities and kickbacks: Any employee or any official of the
school district, elective or appointive, who shall take, receive or offer to take or receive, either directly
or indirectly, any rebate, percentage of contract, money or other things of value , as an inducement or
intended inducement, in the procurement of business , or the giving of business, for, or to, or from,
any person, partnership, firm or corporation, offering bidding for, or in open market seeking to make
sales to the school district shall be deemed guilty of a felony and upon conviction such person or
persons shall be subject to punishment or a fine in accord with state and/or federal laws.

CONTRACT SECTION III
PRODUCT PROTECTION GUARANTEES:
School districts have "automatic" product protection recourse against suppliers for product safety. According to
federal regulations, the supplier whose name and address appear on the package is the responsible party.
Contractors are expected to take immediate action to correct any situation in which product integrity is
violated.
CONTRACT SECTION IV
PRODUCT REQUIREMENTS
GROUP F - PRODUCE
Terms of Reference Specific to Produce
Procedures
It is not necessary for bidders to fill in prices on the following list, which is submitted only for the purpose of
indicating the types of items normally used in the school food service program. To submit a bid, a dealer only
indicates the unit fees, for full and broken cases, on Sheet 2, Section I, and calculates total costs by multiplying
the quantities indicated by the fees to obtain a grand total.
Quantities and Items
Bidders can discern from the attached list which items are normally delivered to schools in full case quantities
and broken case lots. Once a bid is awarded, contract distributors can determine the items required and
approximate dates of use by examining menus provided by the school district. A final determination of items
will depend on market and product conditions, at the time purchases are made by the dealer.
Orders can be firmed up at least one week in advance of delivery. Distributors should, however, call the school
district food service supervisor 48 hours in advance of delivery to confirm the order and discuss any variables
which may exist.
Contractor's Assistance / Buy American Compliance
Under this type of contract, the distributor serves as produce buyer for the school district and shall act in the
best interest of the school district with respect to product quality, pricing, availability, and compliance with
federal Child Nutrition Program regulations including the Buy American Provision.
The contractor shall:
A. Determine order-by-order the manner in which certain products, such as cabbage and apples, will be
used so that purchases can be made accordingly.
B. Select products from those available which will provide the best value for the use intended, in accord
with market conditions while maximizing the purchase of domestic commodities and products.
C. Select stone fruits, melons, and other produce with respect to maturity which will provide the most
effective "ripeness" at time of usage.
D. Select products which can be delivered in optimum "condition" particularly with respect to maturity
level, decay, trim, appearance, freshness and color.
E. Comply with the Buy Americans Provision in avoidance with 7CFR 210.21(a). To the maximum
extent practicable, all agricultural commodities and food products supplied under this contract shall be
domestic commodities or products.
F. Clearly identify the country of origin for all produce items supplied under this contract through
product guides, invoices, pack Lange's, or other supporting documentation upon request by the
district.

G. Notify the district prior to delivery of any non-domestic product and provide justification for the
exception, including:
a. The domestic product is not produced or manufactured in sufficient and reasonably available
quantities of satisfactory quality; or
b. Competitive bids reveal the cost of a domestic product is significantly higher than a non-
domestic product
H. Maintain documentation sufficient to support compliance with by American requirements and make
records available to the district upon request.
With a high level of cooperation between a school district and a contract distributor, produce of high value
quality, compliance, and acceptance can be constantly made available to students at reasonable cost.
Product Catalog Requirements
Bidder shall submit a current product, catalogue product, guide or item listing for products available through
their company. The catalogue shall include sufficient product information to allow the district to evaluate
product availability, pack size, and compliance with child nutrition requirements.
At a minimum. the product guide catalogue should include:
A. Product description
B. Unit of measurement
C. Vendor/ Distributor name
D. Brand name (if applicable)
E. Manufacturer product code or item number
F. Pack size
G. Country of origin
The vendor shall ensure country of origin information is identifiable for product supplied under this contract to
assist the district and monitoring compliance with the Buy American Provision in accordance with 7CFR
210.(d).

CONTRACT SECTION V
DELIVERY SITES
1. Center Hill Elementary School 13662 Center Hill Road Olive Branch, MS 38654
2. Center Hill High School 13250 Kirk Road Olive Branch, MS 38654
3. Center Hill Middle School 8756 Forest Hill Irene Olive Branch, MS 38654
4. Chickasaw Elementary School 6391 Chickasaw Olive Branch, MS 38654
5. DeSoto Central Elementary School 2411 Central Parkway Southaven, MS 38672
6. DeSoto Central High School 2911 Central Parkway Southaven, MS 38672
7. DeSoto Central Middle School 2611 Central Parkway Southaven, MS 38672
8. DeSoto Central Primary School 3210 Getwell Road Southaven, MS 38672
9. DeSoto County Alternative Center 6870 E. Center Street Horn Lake, MS 38637
10. Greenbrook Elementary School 730 Rasco Road E. Southaven, MS 38671
11. Hernando Elementary School 455 Riley Street Hernando, MS 38632
12. Hernando High School 1200 McIngvale Road, Hernando, MS 38632
13. Hernando Hills Elementary School 570 McIngvale Road Hernando, MS 38632
14. Hernando Intermediate School 700 Dilworth Lane Hernando, MS 38632
15. Hernando Middle School 805 Dilworth Lane Hernando, MS 38632
16. Hope Sullivan Elementary School 7985 Southaven Circle W. Southaven, MS 38671
17. Horn Lake Elementary School 6341 Ridgewood Drive Horn Lake, MS 38637
18. Horn Lake High School 3360 Church Road Horn Lake, MS 38637
19. Horn Lake Intermediate School 6585 Horn Lake Road Horn Lake, MS 38637
20. Horn Lake Middle School 6125 Hurt Road Horn Lake, MS 38637
21. Lake Cormorant Elementary School 3285 Wilson Mill Road West Lake Cormorant, MS 38641
22. Lake Cormorant High School 10201 Star Landing Road Lake Cormorant, MS 38641
23. Lake Cormorant Middle School 3203 Wilson Mill Road Lake Cormorant, MS 38641
24. Lewisburg Elementary School 1717 Craft Road Olive Branch, MS 38654
25. Lewisburg High School 1755 Craft Road Olive Branch, MS 38654

26. Lewisburg Middle School 2605 Highway 305 South Hernando, MS 38632
27. Lewisburg Intermediate School 1711 Craft Road Olive Branch, MS 38654
28. Lewisburg Primary School 1707 Craft Road Olive Branch, MS 38654
29. Oak Grove Central Elementary School 893 Oak Grove Road Hernando, MS 38632
30. Olive Branch Elementary School 9549 E. Pigeon Roost Road Olive Branch, MS 38654
31. Olive Branch High School 9366 Sandidge Road Olive Branch, MS 38654
32. Olive Branch Intermediate School 8631 Pigeon Roost Olive Branch, MS 38654
33. Olive Branch Middle School 6530 S. Blocker Street Olive Branch, MS 38654
34. Overpark Elementary School 8530 Forest Hill Irene Olive Branch, MS 38654
35. Pleasant Hill Elementary School 7686 Pleasant Hill Road Olive Branch, MS 38654
36. Shadow Oaks Elementary School 3780 Shadow Oaks Parkway Horn Lake, MS 38637
37. Southaven Elementary School 8274 Claiborne Drive Southaven, MS 38671
38. Southaven High School 735 Rasco Road W. Southaven, MS 38671
39. Southaven Intermediate School 175 Rasco Road Southaven, MS 38671
40. Southaven Middle School 899 Rasco Road W. Southaven, MS 38671
41. Walls Elementary School 6131 Delta View Road Walls, MS 38680