Commercial Dish Machines - Southeast Polk Schools

The Southeast Polk Community School
Request for
District Nutrition Services Department
Proposals -
issues this Request for Proposal (RFP)
SEP for a commercial conveyor dual-tank
dishwasher for Southeast Polk Jr. High
Commercial
School and a commercial conveyor
Dish Machines
single-tank dishwasher for Runnells
Elementary School.
Contact:
Sara Salvini
Director of Food & Nutrition Services
Southeast Polk Community School District
8031 NE University Avenue
Pleasant Hill, Iowa 50327
Phone: (515) 957-3431
sara.salvini@southeastpolk.org
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Spring 2026

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TABLE OF CONTENTS
1 SECTION 1- INTRODUCTION 6
1.1 Background 6
1.2 Intent of the Request for Proposal (RFP) 6
1.3 Contract Type 6
1.4 Definitions 6
2 SECTION 2: ADMINISTRATIVE INFORMATION 8
2.1 Issuing Officer 8
2.2 Procurement Timetable 9
2.3 Questions, Request for Clarification and Suggested Changes 9
2.4 Response to Inquiries 1 0
2.5 Amendment to the RFP and Withdrawal of the RFP 1 0
2.6 Cost to Prepare the RFP 1 0
2.7 Rejection of RFP 1 0
2.8 Reservation of Rights 1 0
2.9 Public Disclosure of RFP Contents 1 0
2.10 RFP Clarification Process 1 1
2.11 Vendor Disqualification 1 1
2.12 Regulations 1 1
3 SECTION 3: VENDOR QUALIFICATIONS AND RESPONSIBILITIES 12
3.1 Requirements 12
3.2 Federal Procurement Requirements 1 3
3.3 Business Ethics 1 3
4 SECTION 4: FORMAT AND CONTENT OF THE PROPOSAL 13
4.1 Instructions 13
4.2 Format 14
4.2.1 Typed . .................................................................................................................................... 14
4.2.2 Page Numbering . ................................................................................................................. 14
4.2.3 Formatting . ............................................................................................................................ 14
4.2.4 Vendor Name ........................................................................................................................ 14
4.2.5 Number of Copies ................................................................................................................ 14
4.2.6 Envelope Labeling . ............................................................................................................... 14
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4.3 Response Content 14
4.3.1 Proposal Cover Letter .......................................................................................................... 14
4.3.2 Table of Contents ................................................................................................................. 15
4.3.3 Acknowledgement . ............................................................................................................... 15
4.3.4 Official Pricing Spreadsheet . .............................................................................................. 15
4.3.5 Suspension and Debarment Certification ......................................................................... 15
4.3.6 Certification of Lobbying ...................................................................................................... 15
4.3.7 Assurance of Civil Rights Compliance .............................................................................. 15
4.3.8 References . ........................................................................................................................... 15
4.3.9 Assurance of Non-Collusion or Certificate of Independence . ........................................ 15
5 SECTION 5: CONTRACT TERMS AND CONDITIONS 16
5.1 Precedence for Contract Documents 16
5.2 Appropriated Funds 16
5.3 Contractor Responsibility 16
5.4 Contract Termination 16
5.5 Conflict of Interest Clause 17
5.6 Equal Employment Opportunity 17
5.7 Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act (33
U.S.C. 1251-1387) 19
5.8 Energy Policy and Conservation Act (42 U.S.C. 6201) 19
5.9 Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) 19
5.10 Targeted Small Business Certification 19
5.11 Insurance 19
5.12 Confidentiality of Proposal 19
5.13 Protest Procedures 20
5.14 Indemnification 20
5.15 Force Majeure 20
5.16 Record Keeping Requirements 20
6 SECTION 6: EVALUATION OF PROPOSALS 21
6.1 Evaluation 21
6.2 Evaluation Committee 21
7 SECTION 7: INTENT TO AWARD 22
7.1 Intent to Award 22
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7.2 Award 23
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List of RFP Attachments
Attachment #1: Proposal Cover Letter
Attachment #2: Acknowledgement
Attachment #3: Official Pricing Spreadsheet
Attachment #4: Suspension and Debarment Certification
Attachment #5: Certification Regarding Lobbying
Attachment #6: Assurance of Civil Rights Compliance
Attachment #7: Acceptance of Terms and Conditions
Attachment #8: References
Attachment #9: Assurance of Non-Collusion and Certificate of Independence
Attachment #10: Runnells Dishwasher Specifications
Attachment #11: Jr. High Dishwasher Specifications
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1 SECTION 1- INTRODUCTION
1.1 Background
This SFA participates in the federally-funded National School Lunch Program (NSLP),
School Breakfast Program (SBP), Summer Food Service Program (SFSP), Fresh Fruit
and Veggie Program (FFVP) and Afterschool Snack Program (ASSP). The NSLP and the
SBP programs are funded by the Food and Nutrition Services (FNS) of the United States
Department of Agriculture (USDA) and administered at the state level by the Iowa
Department of Education - Bureau of Nutrition and Health Services (IDOE-BNHS).
The Southeast Polk Community School District serves approximately 7500 students
across 12 sites in the communities of Altoona, Pleasant Hill, Mitchellville, Runnells and
Des Moines.
1.2 Intent of the Request for Proposal (RFP)
The purpose of Southeast Polk Community School District (herein after referred to as
"School Food Authority" or "District" or "SFA") Request for Proposal (RFP) is to solicit
competitive proposals from qualified suppliers (herein after referred to as "vendor" or
"contractor" or "bidder") for two commercial dish machines.
The Southeast Polk Community School District intends to award a contract to the most
responsive and responsible vendor whose proposal conforms to meeting the minimum
requirements of the proposal in accordance to the specifications, general and specific
terms and conditions, general instructions, and the conditions of purchase as contained in
this Request for Proposal (herein after referred to as "RFP") and addenda.
This RFP is intended to promote fair and open competition. If the language, specifications,
terms and conditions or any combination thereof restricts or limits the requirements in this
RFP to a single source, it must be the responsibility of the interested vendor to notify Sara
Salvini, in writing, at sara.salvini@southeastpolkschools.org so as to be received within
five (5) business days after the date this RFP is issued by the SFA. The RFP may or may
not be changed, but a review of such notification will be made prior to the award of the
contract.
1.3 Contract Type
A fixed price contract will be awarded to the responsible and responsive vendor. The
Southeast Polk Community School District will select the winning proposal based on the
evaluation criteria and the terms and conditions contained herein.
1.4 Definitions
Addendum or Addenda means a written document(s) added to the issued Request for
Proposal (RFP) document. Addendum can be a proposed change,
clarification/explanation, or addition of missed information to the original RFP document.
The addendum/addenda is made in writing and issued to all potential vendors. The
addendum or addenda are considered part of the RFP.
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Bureau means the Bureau of Nutrition and Health Services of the Iowa Department of
Education (IDOE).
Business Days means the days the SFA is open for regular workday.
Child Nutrition Programs (CNP) - The National School Lunch Program (7 CFR 210)
including the Fresh Fruit and Vegetable Program, the Seamless Summer Option, and
afterschool snacks, School Breakfast Program (7 CFR 220), Special Milk Program (7
CFR 215), Summer Food Service Program (7 CFR 225), the Food Distribution Program
(7 CFR 250), and the Child and Adult Care Food Program (7 CFR 226) are collectively
referred to as the Child Nutrition Programs (CNP).
Contract means a formal, legally enforceable agreement between the SFA and the
vendor. The contract would include the RFP solicitation document, the general and
special terms and conditions, any clarifications and amendments made to the RFP,
vendor proposal, and the award documents, and any terms implied by law.
Extended Price means the unit price for a product multiplied by the quantity.
Food and Nutrition Service (FNS) - the agency under the United States Department of
Agriculture responsible for administering the NSLP, USDA Foods, and other nutrition and
food assistance programs.
Freight-on-Board (F.O.B.) - Delivery is "just-in-time" Freight-on-Board to the delivery
location(s) identified in this RFP. Delivery charges or fees, if any, shall be included in the
bid price. No charges shall be noted on the invoice for delivery or handling fees. If the
distributor manages the freight by picking up at the manufacturer's storage facility, or
their production plant, the manufacturer agrees to reimburse the distributor the difference
between the delivered bid price and the distributors into stock cost including all freight
cost.
Invoice means a bill submitted to the SFA by the vendor for services rendered under the
contract.
National School Lunch Act (NSLA) means the legislation that established the National
School Lunch Program (NSLP) (42 USC 1751 et seq.) in 1946.
Recipient Agency (RA) means a School Food Authority or district (public or non-public) or
Residential Child Care Institution (RCCI) that participates in the National School Lunch
Program.
Request for Proposal (RFP) - It is a formal method of procurement where the type of
solicitation documents is a competitive proposal. The RFP identifies the goods and
services needed and all significant evaluation factors of which price is of the primary
factor to consider an award to the most responsive and responsible vendor.
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Responsible Vendor means a vendor that has the capability in all respects to perform the
requirements of the contract. In determining whether a vendor is a Responsible Vendor,
the SFA may consider various factors including, but not limited to, the vendor's
competence and qualifications to provide the goods and services requested, the vendor's
integrity and reliability, past performance of the vendor and the best interest of the SFA.
School Food Authority (SFA) - the governing body that is responsible for the
administration of one or more schools, and has the legal authority to operate the
Program therein or be otherwise approved to by United States Department (USDA) to
operate the Program.
State Agency (SA) - Agency identified in an agreement with USDA to administer Child
Nutrition Programs. In Iowa, the Iowa Department of Education (IDOE) is the State
Agency for administering the Child Nutrition Programs.
Targeted Small Business means a small business which is fifty-one percent (51%) or
more owned, operated and actively managed by one (1) or more women, minority
persons, or persons with a disability, as defined in Iowa Code Section 15.102.
Vendor means a person, firm, corporation, partnership, or joint venture submitting a Bid
for the purpose of obtaining a contract.
United States Department of Agriculture (USDA) means the Federal agency designated
by the Congress to administer the National School Lunch Program.
2 SECTION 2: ADMINISTRATIVE INFORMATION
2.1 Issuing Officer
The Issuing Officer, identified below, is the sole point of contact regarding this Bid from the
date of issuance until selection of the successful vendor(s):
Sara Salvini, Director of Food & Nutrition Services
Southeast Polk Community School District
8031 NE University Avenue
Pleasant Hill, Iowa 50327
Phone: (515) 957-3431
sara.salvini@southeastpolk.org
(email is the preferred method of communication)
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2.2 Procurement Timetable
The following dates are set forth for informational and planning purposes; however, the
SFA reserves the right to change the dates:
Event Date/Time and Location, as
applicable
Issue Request for Proposal (RFP) Friday, March 6th
Deadline for submission of vendor Monday, March 23 r d at Noon
questions to the Issuing Officer
Issue responses to vendor questions Tuesday, March 24th
Due date for proposals and location Friday, March 27 th at Noon
Sara Salvini at:
sara.salvini@southeastpolk.org
Notice of Intent to Award & Friday, April 3rd
Notice of Awarded Installation
Company
Successful Bid Awarded April School Board Meeting
Dish Machines Installation Target Early June 2026 (Runnells)
Date
Early July 2026 (Jr. High)
2.3 Questions, Request for Clarification and Suggested Changes
Vendors are invited to submit questions and requests for clarification, interpretation, and
suggestions. All inquiries concerning interpretation, additional clarification, additional
information, and questions pertaining to this RFP must be submitted in writing and sent
via U. S. mail, or electronic mail to Sara Salvini RFP Issuing Officer,
sara.salvini@southeastpolk.org and must be received by Monday, March 23 rd at Noon.
Email is the preferred method of communication.
Oral questions (in person or via telephone) will NOT be permitted. Please reference the
page(s) and section number(s) if questions pertain to a specific section of the RFP.
Inquiries must include the vendor's business name, vendor authorized representative
contact name and job title, email address, and phone number.
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Spring 2026