RFP No. 26/27-06NS Refrigerated Trucks

RFP No. 26/27-06NS
Refrigerated Trucks for Nutrition Services
Proposal Deadline: October 26, 2026 at 10:00 a.m. PT
Contact: Veronica Hewitt
Irvine Unified School District
3387 Barranca Parkway, Irvine, CA 92606
Email: veronicahewitt@iusd.org
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Required Documents
*Please return this sheet with your proposal documents*
Proposal Documents Due at the Time of Proposal Submission
Proposal Form
Pricing Proposal
Non-collusion Declaration
Certification of Primary Participant Regarding Debarment, Suspension, and other
Responsibility Matters
Certification of Restriction on Lobbying
W-9
Clean Air and Water Certification
Vendor Questionnaire
References (minimum of three (3))
Signed Evaluation Criteria Acknowledgment
Manufacturer's Specifications, Illustrations, and Brochures for Proposed Vehicles and Components
Warranty Statement (coverage, deductibles, and exclusions)
Written Exceptions to Specifications (if any)
Equal Opportunity Employment Certification
Copies of any Other Licenses and/or Required Documents as Listed within the Entire RFP,
including, General Conditions, Special Provisions, and Specifications
Other Forms Not Required Until After Award
Agreement
Tobacco Use Policy
Worker's Compensation Certificate
Drug-Free Workplace Certification
Certificate of Liability Insurance, including an Additional Insured Endorsement, this is a separate
document (Irvine must be named as an Additional Insured).
RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services 2

RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services
TABLE OF CONTENTS
NOTICE REQUESTING PROPOSALS ......................................................................................................................... 4
U.S. DEPARTMENT OF AGRICULTURE NONDISCRIMINATION STATEMENTS ......................................................... 5
CALENDAR OF EVENTS .......................................................................................................................................... 6
INFORMATION FOR BIDDERS.................................................................................................................................. 7
GENERAL CONDITIONS ........................................................................................................................................ 14
SPECIAL PROVISIONS ........................................................................................................................................... 15
*PROPOSAL FORM ................................................................................................................................................ 16
*PRICING FORM .................................................................................................................................................... 20
PROPOSAL CONTENT REQUIREMENTS .................................................................................................................. 24
*SELECTION CRITERIA ......................................................................................................................................... 25
*VENDOR QUESTIONNAIRE ................................................................................................................................... 27
*REFERENCE FORM .............................................................................................................................................. 28
*CERTIFICATION OF PRIMARY PARTICIPANT REGARDING DEBARMENT SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS .................................................................................................................................. 29
*CERTIFICATION OF RESTRICTIONS ON LOBBYING & DISCLOSURE OF LOBBYING ACTIVITIES ......................... 30
*CLEAN AIR AND WATER CERTIFICATION .......................................................................................................... 31
*EQUAL OPPORTUNITY EMPLOYMENT CERTIFICATION ...................................................................................... 33
*NON-COLLUSION DECLARATION........................................................................................................................ 34
+SAMPLE AGREEMENT ........................................................................................................................................ 36
*W-9 .................................................................................................................................................................... 35
+TOBACCO USE POLICY ....................................................................................................................................... 43
+WORKERS' COMPENSATION CERTIFICATE ......................................................................................................... 44
+DRUG-FREE WORKPLACE CERTIFICATION ........................................................................................................ 46
DISTRICT INSURANCE REQUIREMENT SAMPLES .................................................................................................. 49
*IF THE ITEMS ARE NOT RETURNED BY THE PROPOSAL SUBMISSION DEADLINE, THE
BIDDER WILL BE DECLARED NONRESPONSIVE.
+ITEMS WHICH SUCCESSFUL BIDDER MUST SUBMIT AFTER THE AWARD.
RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services 3

NOTICE CALLING FOR PROPOSALS
DISTRICT: IRVINE UNIFIED SCHOOL DISTRICT
PROPOSAL DEADLINE: October 26, 2026 at 10:00 a.m. PT
PLACE OF RECEIPT: Irvine Unified School District
Nutrition Services Attn: Veronica Hewitt
3387 Barranca Parkway
Irvine, California 92606
NOTICE IS HEREBY GIVEN that the Irvine Unified School District of Orange County, California,
acting by and through its Governing Board, hereinafter referred to as "District," will receive up to, but
not later than, the above-stated proposal deadline, sealed proposals at the place identified above for the
award of a contract for: RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services on October
26, 2026 at 10:00am PT.
Proposal Documents will be made available on September 28, 2026 as a download at
https://iusd.org/business-services/purchasing/current-bids-rfps. Bidders will be responsible for
reproducing all documents related to this RFP. All proposals shall be made and presented on the forms
provided in the RFP documents.
Any questions regarding proposal documents must be received via e-mail to the attention of Veronica
Hewitt by October 14, 2026 at 11:00 am.
Time is of the essence. The District reserves the right to reject any or all proposals or to waive any
irregularities or informalities in any proposals or in the proposal evaluation process. The award of the
Contract, if made by the District, will be by action of the Governing Board. No bidder may withdraw any
proposal for a period of sixty (60) calendar days after the date set for the proposal submission deadline.
Irvine Unified School District
Governing Board
By: Veronica Hewitt
Nutrition Services Supervisor, Purchasing and Contracts
Advertise: Irvine World News: October 1 & 8, 2026
RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services 4

U.S. DEPARTMENT OF AGRICULTURE NONDISCRIMINATION STATEMENT
In accordance with federal civil rights law and U.S. Department of Agriculture (USDA)
civil rights regulations and policies, this institution is prohibited from discriminating
on the basis of race, color, national origin, sex (including gender identity and sexual
orientation), disability, age, or reprisal or retaliation for prior civil rights activity.
Program information may be made available in languages other than English. Persons with
disabilities who require alternative means of communication to obtain program information
(e.g., Braille, large print, audiotape, American Sign Language), should contact the
responsible state or local agency that administers the program or USDA's TARGET Center
at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at
(800) 877-8339.
To file a program discrimination complaint, a Complainant should complete a Form AD-3027,
USDA Program Discrimination Complaint Form, which can be obtained online at
https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-
0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by
writing a letter addressed to USDA. The letter must contain the complainant's name, address,
telephone number, and a written description of the alleged discriminatory action in sufficient detail
to inform the
Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil
rights violation. The completed AD-3027 form or letter must be submitted to USDA by:
1. mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
2. fax: 833-256-1665 or 202-690-7442; or
3. email: program.intake@usda.gov
This institution is an equal opportunity provider.
RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services 5

CALENDAR OF EVENTS
Event Details Date
RFP Advertised Irvine World News October 1 & 8, 2026
RFP Posted IUSD Website September 28, 2026
Last Day to Submit veronicahewitt@iusd.org October 14, 2026 at 11:00 a.m.
RFIs/Questions
Response to Questions/RFIs IUSD Website October 20, 2026
Posted
Irvine Unified School
Proposal Deadline
District Attn. Veronica
October 26, 2026 at 10:00 a.m.
Hewitt
3387 Barranca Parkway
Irvine, CA 92606
*Board of Education Action Award of Contract November 10, 2026
Contract Start Date Contract Begins November 11, 2026
*Date is subject to change at the discretion of the District.
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INFORMATION FOR BIDDERS
WARNING: READ THIS DOCUMENT CAREFULLY.
DO NOT ASSUME THAT IT IS THE SAME AS OTHER SIMILAR DOCUMENTS YOU
MAY HAVE SEEN, EVEN IF FROM THE SAME DISTRICT.
1. Preparation of Proposal Form. Proposals shall be submitted on the prescribed
Proposal Form and Pricing Proposal, and completed in full. All proposal items and statements shall
be properly and legibly filled out. Numbers shall be stated both in words and in figures where so
indicated, and where there is a conflict in the words and the figures, the words shall control over the
numbers. Prices, wording and notations must be in ink or typewritten.
2. Form and Delivery of Proposals. The proposal must conform and be responsive to all
proposal documents and shall be made on the Proposal Form and Pricing Proposal provided, and the
complete proposal, together with any and all additional materials as required, shall be enclosed in a
sealed envelope, addressed and hand delivered or mailed to Irvine Unified School District,
Nutrition Services, 3387 Barranca Parkway, Irvine, CA 92606, Attn: Veronica Hewitt, and must
be received on or before the proposal deadline (Public Contract Code section 20112). The envelope
shall be plainly marked in the upper left hand corner with the bidder's name, the RFP number and
the date and time for the proposal submission deadline. It is the bidder's sole responsibility to
ensure that its proposal is received prior to the proposal deadline. In accordance with
Government Code section 53068, any proposal received after the scheduled closing time for receipt
of proposals shall be returned to the bidder unopened.
3. Proposal Pricing. Proposal pricing for the vehicles described in this RFP shall be
F.O.B. destination and shall include all costs of shipping, handling, delivery, and registration to the
District's designated delivery location. Do not include California Sales or Use Taxes in proposal
pricing.
4. Signature. Any signature required on proposal documents must be signed in the name
of the bidder and must bear the signature of the person or persons duly authorized to sign these
documents. Where indicated, if the bidder is a corporation, the legal name of the corporation shall
first be set forth, together with two signatures: one from among the chairman of the board, president
or vice president and one from among the secretary, chief financial officer, or treasurer.
Alternatively, the signature of other authorized officers or agents may be affixed, if duly authorized
by the corporation. Such documents shall include the title of such signatories below the signature
and shall bear the corporate seal. Where indicated, in the event that the bidder is a joint venture or
partnership, there shall be submitted with the proposal certifications signed by authorized officers
of each of the parties to the joint venture or partnership, naming the individual who shall sign all
necessary documents for the joint venture or partnership and, should the joint venture or partnership
be the successful bidder, who shall act in all matters relative to the joint venture or partnership. If
the bidder is an individual, his/her signature shall be placed on such documents.
5. Modifications. Changes in or additions to any of the proposal documents, alternative
proposals, or any other modifications which are not specifically called for in the proposal documents
may result in the rejection of the proposal as being nonresponsive. No oral telephonic, facsimile or
electronic modification of any of the proposal documents will be considered.
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6. Erasures, Inconsistent or Illegible Proposals. The proposal submitted must not
contain any erasures, interlineations, or other corrections unless each such correction is
authenticated by affixing the initials of the person(s) signing the proposal in the margin immediately
adjacent to the correction. In the event of inconsistency between words and numbers in the proposal,
words shall control numbers. In the event that any proposal is unintelligible, illegible or ambiguous,
the District may reject such proposal as being nonresponsive.
7. Examination of Proposal Documents. At its own expense and prior to submitting its
proposal, each bidder shall examine all proposal documents; visit the sites and determine the local
conditions which may in any way affect the performance of the work; familiarize itself with all
federal, state and local laws, ordinances, rules, regulations and codes affecting the performance of
the work, including the cost of permits and licenses required for the work; determine the character,
quality, and quantities of the work to be performed and the materials and equipment to be provided;
and correlate its observations, investigations, and determinations with all requirements of the
proposal. The District shall not be liable for any loss sustained by the successful bidder resulting
from any variance between the actual conditions and data given in the proposal documents. Bidder
agrees that the submission of a proposal shall be incontrovertible evidence that the bidder has
complied with all the requirements of this provision of the Information for Bidders.
8. Withdrawal of Proposals. Any proposal may be withdrawn, either personally or by
written request signed by the bidder, at any time prior to the scheduled closing time for receipt of
proposals. No bidder may withdraw any proposal for a period of sixty (60) calendar days after the
date set for the proposal submission deadline.
9. Interpretation of Proposal Documents. If any bidder is in doubt as to the true
meaning of any part of the proposal documents, or finds discrepancies in, or omissions from the
proposal documents, or has any questions related to the proposal documents, a written request for
an interpretation or correction thereof must be submitted to the District via email to the attention of
Veronica Hewitt at veronicahewitt@iusd.org by October 14, 2026 at 11:00 am. No requests shall
be considered after this time. The bidder submitting the written request shall be responsible for its
prompt delivery. Any interpretation or correction of the proposal documents and answers to
questions will be made solely at District discretion and only by written addendum duly issued by
the District, and a copy of such addendum will be uploaded to the District's website and/or hand
delivered, e-mailed or faxed to each bidder known to have received a set of proposal documents. No
person is authorized to make any oral interpretation of any provision in the proposal documents, nor
shall any oral interpretation of proposal documents be binding on the District. If there are
discrepancies of any kind in the proposal documents, the interpretation of the District shall prevail.
SUBMITTAL OF A PROPOSAL WITHOUT A REQUEST FOR CLARIFICATIONS SHALL BE
INCONTROVERTIBLE EVIDENCE THAT THE BIDDER HAS DETERMINED THAT THE
PROPOSAL DOCUMENTS ARE ACCEPTABLE AND SUFFICIENT FOR BIDDING AND
COMPLETING THE WORK; THAT BIDDER IS CAPABLE OF READING, FOLLOWING AND
COMPLETING THE WORK IN ACCORDANCE WITH THE PROPOSAL DOCUMENTS; AND
THAT BIDDER AGREES THAT THE WORK CAN AND WILL BE COMPLETED
ACCORDING TO THE DISTRICT'S TIMELINES.
10. Bidders Interested in More Than One Proposal. No person, firm or corporation shall
be allowed to make, or file, or be interested in more than one proposal for the same work unless
RFP No. 26/27-06NS, Refrigerated Trucks for Nutrition Services 8

alternate proposals are specifically called for by the District. A person, firm, or corporation that has
submitted a sub-proposal to a bidder, or that has quoted prices of materials to a bidder, is not thereby
disqualified from submitting a proposal or quoting prices to other bidders or submitting a proposal.
11. Award of Contract. The District intends to award a single contract to the responsive
and responsible bidder whose proposal is determined to provide the best overall value to the District
based upon the evaluation and scoring criteria set forth in this RFP. The District reserves the right
to reject any or all proposals, to waive any irregularity or informality in any proposal or in the
proposal evaluation process, and to cancel this RFP in whole or in part at any time before award.
The District further reserves the right to award without further discussion or negotiation.
If two or more responsive and responsible proposals receive identical highest total scores, the District
will award to the proposal with the lowest Base Proposal Grand Total. In the event an award of the
contract is made to a bidder, and such bidder fails or refuses to execute the Agreement and provide
the required documents within five (5) business days after the notice of award of the contract to bidder,
the District may then award the contract to the next highest ranked responsive and responsible Bidder,
or it may reject all proposals.
12. Contract Term, Extensions, and Price Adjustments. The initial term of the contract
shall be for one (1) year, from November 11, 2026 through November 10, 2027 (or as amended
based on actual award date). The contract shall also establish a price agreement under which the
District may purchase additional vehicles of the same specifications at the awarded proposal pricing
during the term of the contract.
13. Multi-Year Extensions. Subject to the provision of pricing-terms of contract, and under
Education Code Sections 17596, this proposal may be extended by written mutual consent for four
(4) additional fiscal years not to exceed a total term of five (5) years. The district can exercise its
rights to extend contracts per federal limits. The renewal is contingent upon competitive pricing and
all terms and conditions of the original contract as authorized by 2 CFR 200.317. The extension may
be granted on a year-by-year basis provided that the following conditions are being met:
a. The District has deemed the services of the vendor satisfactory.
b. The Vendor shall submit a list of the price increases for the next renewal term by the last
business day in September.
14. Manufacturer Price Adjustments: Proposal pricing shall remain firm for the initial term
of the Agreement. For any renewal term, the District must be notified of any changes in
Manufacturer's List Pricing that will result in a change to the proposal pricing, within ten (10) days.
Along with the notification, awarded bidder must submit Manufacturer's documentation, supporting
the increase in the proposal price.
15. Agreement. The form of agreement which the successful bidder, as Contractor, will
be required to execute, is included in the proposal documents and should be carefully examined by
the bidder. The agreement will be executed in two (2) original counterparts. The complete
Agreement consists of the following but not limited to the Notice Requesting Proposals, Calendar
of Events, Information for Bidders, Proposal Form, Pricing Proposal, Noncollusion Declaration,
Certification of Primary Participant Regarding Debarment, Suspension, and Other Responsibility
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Matters, Certification of Restriction on Lobbying, W-9 Form, Agreement, Tobacco Use Policy,
Workers' Compensation Certificate, Drug-Free Workplace Certification, General Conditions,
Special Provisions, all insurance requirements, specifications, and all modifications, addenda and
amendments, if any, thereof duly incorporated therein. All of the above documents are intended to
be complementary so that any instructions or requirements called for in one and not mentioned in
the other, or vice versa, are to be executed the same as if mentioned in all said documents. The
intention of the documents is to include all labor, materials, equipment, transportation and services
necessary for the proper performance of all services called for in the Agreement.
16. Competency of Bidders. In selecting the highest scoring responsive and responsible
bidder, consideration will be given not only to the financial standing but also to the general
competency of the bidder for the performance of the proposal. By submitting a proposal, each bidder
agrees that the District, in determining the successful bidder and its eligibility for the award, may
consider the bidder's experience and facilities, conduct and performance under other contracts,
financial condition, reputation in the industry, and other factors which could affect the bidder's
performance of the contract. The District may also consider the qualifications and experience of
persons and organizations proposed for those portions of the work. Operating costs, maintenance
considerations, performance data and guarantees of materials and equipment may also be considered
by the District. In this regard, the District may conduct such investigations as the District deems
necessary to assist in the evaluation of any proposal and to establish the responsibility, qualifications
and financial ability of the bidder, proposed subcontractors, and other persons and organizations to
do the work to the District's satisfaction within the prescribed time. The District reserves the right
to reject the proposal of any bidder who does not pass any such evaluation to the satisfaction of the
District.
17. Insurance and Workers' Compensation. The successful bidder shall be required to
furnish certificates and endorsements evidencing that the required insurance is in effect as set forth
in the Agreement. District may request that such certificates and endorsements are completed on
District provided forms. In accordance with the provisions of Section 3700 of the Labor Code, the
successful bidder shall secure the payment of compensation to all employees. The successful bidder
who has been awarded the contract shall sign and file with the District prior to performing the work,
the Workers' Compensation Certificate included as a part of the proposal documents. Labor Code
section 1861.
i. Successful bidder shall, at bidder's sole cost and expense, maintain in full force and
effect the following insurance coverages from a California licensed insurer with an
A, VIII, or better rating from A.M. Best or an approved self-insurance program,
sufficient to cover any claims, damages, liabilities, costs and expenses (including
attorney fees) arising out of or in connection with bidder's fulfillment of the
obligations under this proposal:
ii. Comprehensive General Liability Insurance, including bodily injury,
property damage and contractual liability with minimum limits set by the District.
(a) General Aggregate $2,000,000
(b) Each Occurrence $1,000,000
(c) Products/Completed Operations $1,000,000
(d) Personal and Advertising Injury $1,000,000
(e) Damage to Rented Premises $50,000
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