RFP for Fresh Milk Products

Alamance Burlington Schools
School Nutrition Services
1712 Vaughn Rd, Burlington NC 27217
Tel: (336) 570-6080
Fax: (336) 570-6680
REQUEST FOR PROPOSALS
FOR
Fresh Milk Products
Issued on: May 4, 2026
Due Date: Monday May 18, 2026 at 10:00 am
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.

Alamance Burlington Schools
School Nutrition Services
Request for Proposals
Items for Proposal: Fresh Milk Products
Type of Contract: Annual with Option to extend contract for a maximum of
four (4) additional years, one (1) year increments)
Contract Period: August 15th, 2026 - August 14th, 2027
Deadline for submitting questions:
Date: May 12th, 2026
Time: 10:00 A.M.
Contact: Lori Snow
lori_snow@abss.k12.nc.us
RFP Due: Monday May 18, 2026
10:00 A.M.
Submit Proposals to: lori_snow@abss.k12.nc.us
If you do not plan to submit a proposal, please complete the NO BID RESPONSE
attachment and email it to lori_snow@abss.k12.nc.us .
Alamance Burlington Schools reserves the right to reject any or all proposals and to waive any
irregularities or technicalities.

School Nutrition Services
Spencer Brown, Executive Director
1712 Vaughn Rd
Burlington NC 27217
Tel: (336) 438-4000 ext. 20061 Fax: (336) 570-6680
REQUEST FOR PROPOSALS
Proposals will be received electronically by the Alamance Burlington Schools School Nutrition
Services, hereby referred to as the SFA, until 10:00 AM on Monday May18th, 2026. There will
not be a public opening. Proposals submitted via facsimile (FAX) machine in response to the
Request for Proposals will not be accepted.
FRESH MILK PRODUCTS: Proposals are requested for furnishing and delivering fresh
milk daily to the School District's School Nutrition Program. Fresh milk will be delivered
to (33) schools in Alamance County beginning August 15, 2026 and continuing through
August 14, 2027. During June, July & August, milk deliveries will still need to be made
to some schools for the Summer Feeding Program. (A list of schools is included in the
RFP) All products must comply with Nutritional Standards for all Foods Sold in Schools
as required by the Healthy Hunger-Free Kids Act of 2010 and additional specifications
outlined in this document.
The initial contract term will be from August 15, 2026 through August 14, 2027.
Proposals will be received electronically. Proposals are to be emailed to Lori Snow,
lori_snow@abss.k12.nc.us with "Fresh Milk Products RFP" in the subject line.
The contract will be between the offeror and the SFA. The offeror shall provide assurances that
all operations addressed in the RFP will be conducted in a manner that is consistent with the
goals of the SFA's School Nutrition Program.
A competitive proposal process will be used to procure services from the offeror. All procurement
transactions shall be conducted in a manner that provides maximum free and open competition
consistent with Federal regulations as defined in 7 CFR 3016.
Any proposal received after the exact time specified will not be considered. No other form of
proposal will be accepted, including proposals submitted by fax. All proposals are confidential and
will not become public knowledge until opened. All proposals will remain sealed until after the
submission deadline. The School Nutrition Services Office will thoroughly review all proposals

received. Proposal prices cannot be changed after the submission deadline. The SFA will not be
responsible for proposals or related correspondence that are not delivered by the deadline. The
date/time of the email received record of the SFA will indicate the official time of receipt.
AWARD METHOD:
It is not the policy of School Nutrition Services to purchase on the basis of low proposal price
alone. All proposal items are subject to evaluation and approval by School Nutrition Services and
Alamance Burlington Schools Board of Education. In evaluating the proposals received and
determining the best value for SNS, the SNS may consider any combination of the following
criteria: (1) the purchase price (2) the vendor's location, service, and delivery capabilities; (3) the
vendor's past performance with the SFA (4) quality of product(s) and/or service(s) (5) successful
bid completion.
School Nutrition Services reserves the right to waive any irregularities and to award and/or
reject any or all proposals.
PRODUCT SPECIFICATIONS:
1. Specifications of items for proposal are listed on the enclosed Proposal Price Sheet
and are to be considered a part of this Proposal Schedule and Contract.
2. The Vendor shall provide documentation of Vendor Brand Labels being proposed.
3. Vendor must include with the proposal product specifications and nutrition information.
4. Failure to submit required documentation may be grounds for disqualification of the
proposal. Consideration of award shall be based on the information submitted by the
Vendor as shown on the attached Proposal Price Sheet.
SPECIAL CONDITIONS:
The SFA retains the right to Special Condition(s). Any Special Condition shall be titled as such
and included in the RFP. Any Special Conditions established by the SFA as part of this Proposal
and the Vendor's response to the Special Condition(s), shall become part of the Contract when
awarded.
PRODUCT PRICING:
A. The cost of the unit specified bid net cost only. Deduct all discounts, trade and terms.
Delivery costs, and all taxes, except North Carolina Sales Tax on taxable items are to be
included in the item price. However, bid items for which North Carolina Sales Tax will be
charged should be noted if applicable.
B. All milk bid prices shall be firm until (30) thirty days after the start of the bid period, after
which prices for milk can increase or decrease in accord with changes in Class 1 raw milk
prices based on monthly Federal Milk Order Announcements for the applicable
geographic zone. Prices for milk delivered can be increased or decreased at the rate of
$.001 per half pint for each full $.015 increase/decrease in raw milk per hundred weight.

C. The vendor should base their price on May 2026 milk market order. Monthly price changes
are made based on comparison back to original market order, which was the base of the
bid. The increase/decrease is added to the original bid.
D. Price changes must be submitted three (3) days prior to the end of the month to be
effective the 1st day of the following month.
E. The vendor should return all discounts, credits and rebates for the items purchased by the
district to the district.
The SFA will award one contract for milk services based on what best fits the needs of the district.
NUTRITIONAL INFORMATION:
Each bidder shall submit with the proposal, nutritional information about their product. Such
information must include grams of protein, grams of fat, grams of saturated fat, grams of trans fat,
grams of carbohydrates, grams of sugars, number of calories and milligrams of sodium for an
individual unit for each proposed product.
QUANTITIES:
Quantities reflected in this Proposal are estimates based on projected needs during the contract
period. The accuracy of this estimate may be affected by numerous factors including but not
limited to budgetary adjustments, product pricing, changing market forces, or unintentional errors
or omissions. Actual needs may be greater or less than the estimated quantities provided.
The SFA's Product Usage Estimate is a guide to potential product usage, but under no
circumstances guarantees product usage.
ORDERS:
The orders will be submitted to the Vendor awarded the Contract by the SFA on a schedule and
by a method that is mutually agreeable to both parties. The SFA prefers the shortest lead time
possible in order to minimize inventory levels at schools. Orders may be transmitted electronically
or by fax as mutually agreed upon by the Vendor awarded the Contract and the SFA.
DELIVERY SCHEDULE AND STANDARDS:
First delivery for this proposal period will be on August 15, 2026 for all schools and daily
thereafter through August 14, 2027.
DAILY deliveries are REQUIRED to ALL school sites between the hours of 6:00 a.m. and 1:00
p.m Monday - Friday, except for holidays. Any exceptions must be approved by the School District
School Nutrition Director or designee. A list of schools and addresses is attached to this Request
for Proposals. NO SALESMEN WILL CALL ON OR TELEPHONE THE SCHOOLS.
Delivery Cost - ALL delivery costs are to be included in the per item proposal price.
Special Condition Requirements are included in the proposal. Please review carefully, sign
and send back with the other required documents.

PRODUCT SUBSTITUTIONS:
NO substitutions for any item shall be made without the written consent of the Alamance
Burlington Schools School Nutrition Services Office. Items must be shipped as specified on the
proposal sheet and as scheduled on the order forms in order to be approved for payment. The
School Nutrition Office shall be notified in writing in advance, but no later than ten (10) business
days of any deficiency causing a delay in delivery of the order including but not limited to shipping
problems or delayed merchandise. Any such deficiencies shall be considered grounds for
termination of the proposal.
SAMPLES:
Samples will not be accepted prior to the proposal opening. Samples may be required after
proposals are opened and before an award is made. If required, product samples shall be
delivered to the School Nutrition Services Office at no cost to School Nutrition Services.
AWARD NOTIFICATION
The successful bidder will be furnished with an award letter and copy of the complete proposal
package submitted after the final approval by Alamance Burlington Schools Board of Education.
BILLING:
ALL invoices must be in duplicate. One copy will be left with the cafeteria managers. Statements
th
for the CALENDAR MONTH will be mailed PRIOR to the 5 day of the following month directly to
THE ALAMANCE BURLINGTON SCHOOLS SCHOOL NUTRITION SERVICES OFFICE, 1712
Vaughn Rd Burlington NC 27217.
Payments will be made for accurate invoices by the School Nutrition Services Office MONTHLY.
PROMOTIONAL/SERVICE ITEMS:
The vendor shall, upon request, provide point of sale material to be used in the promotion of the
product. Alamance Burlington Schools School Nutrition Services assumes no responsibility for
such promotional items other than their return at the end of the contract period. Lost or damaged
materials shall not be the responsibility of Alamance Burlington Schools School Nutrition.
ADVERTISING:
The vendor agrees not to use the results of this proposal nor resulting business resulting from the
award of this proposal as a part of any commercial advertising, either oral or written, without the
prior written approval of the Executive Director of School Nutrition Services, Alamance Burlington
Schools.
CONTRACT CANCELLATION/EXTENSION:

Either party, without cause, upon 30 day written notice, may cancel this contract. In the event of
contractor violation of any requirement of this contract, Alamance Burlington Schools School
Nutrition Services may cancel this agreement without notice by phone.
RENEWAL OF PROPOSAL
Alamance Burlington Schools reserves the right to renew the contract for a period not to exceed
four (4) additional terms of one (1) year (Aug 15 - Aug 14) each based on mutual agreement with
vendor in accordance with the Extension Clause defined in the Standard Terms and Conditions
accompanying this RFP.
INSURANCE:
Each vendor shall include with their proposal proof of insurance coverage for both product liability
and personal or property damage caused by their employees. Such insurance coverage must
include, but not necessarily limited to, automobile coverage, commercial general liability, and
worker's compensation.
SUBCONTRACTING:
Subcontracting will not be permitted for any reason.
REQUEST FOR CLARIFICATION:
The SFA will not be bound by or be responsible for any interpretations or conclusions drawn
from this RFP.
Any questions regarding this proposal should be submitted in writing to the attention of Lori
Snow, School Nutrition Procurement Specialist, lori_snow@abss.k12.nc.us on or before
May 12, 2026.
Any questions the SFA feels are pertinent to all interested vendors, the SFA will email the
question and answer to all vendors as clarifications or addenda to the RFP. Any information
given verbally by any ABSS employee shall not be considered binding. In no event may a
contractor rely on any oral statement or communication by the ABSS or its agents, advisors or
consultants.
CONFLICT OF INTEREST:
All vendors must disclose in writing with their proposal the name of any employee of ABSS who
owns, directly or indirectly, an interest of five percent (5%) or more in the vendor's firm or any of
its branches or subsidiaries. By submitting a PROPOSAL, the vendor certifies that there is no
relationship between the vendor and any person or entity which is or gives the appearance of a
conflict of interest related to this RFP or project.

REQUEST FOR PROPOSALS
FOR ALAMANCE BURLINGTON SCHOOLS
NONPROFIT SCHOOL NUTRITION PROGRAM
STANDARD TERMS AND CONDITIONS
A. Scope and Purpose
It is the intent of the SFA to contract with an interested party or parties for furnishing and
delivering "Fresh Milk Products" as needed for the Alamance Burlington Schools nonprofit
School Nutrition Program.
The section titles contained in this Standard 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.
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 Standard Terms and Conditions document, including any attachments and
or amendments thereto,
b) the Item Specifications included in the RFP and any subsequent addenda thereto,
c) the contractor's signed Proposal Certification, which must be completed, signed by an
authorized representative of the offering entity, and returned with the contractor's
response, along with this ENTIRE Terms and Conditions document and all other
forms and information collection pages included with this RFP,
d) the contractor's response to the RFP,
e) the contractor's Notice of Award document, and
f) any additional terms, conditions, or instructions issued by the SFA.
Collectively, these documents represent the entire agreement between the parties.
B. Contract Time Period
The time period for services covered by a Contract resulting from an award under this RFP is
stated in the Proposal Certification. The SFA reserves the right to award the Contract to a vendor
for a longer initial term period than the time period stated in the Proposal Certification if it is
determined to be in the best interest of the SFA. Unless otherwise indicated in these Standard
Terms and Conditions, all 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 the Standard Terms and Conditions
document entitled "Extension Clause."
The transfer, assignment, or subcontracting of contracts is prohibited, and the contractor agrees
not to sell, assign, transfer, convey, or subcontract any portion of this contract resulting from this
RFP without the prior written consent of the SFA.

C. Addenda
In the event that any changes to this RFP occur subsequent to the mailing or other delivery of
the original RFP, the changes or corrections to this Proposal request will be made by addendum,
and any updated information contained in any addendum will prevail over the information
contained in the original RFP or any previous addendum. Each addendum will be distributed to
all entities that are known to have received a copy of this RFP. The SFA is the sole authority for
the issuance of any addendum related to this RFP. Any communications from any person or
entity other than the SFA regarding any matters related to this proposal are invalid and will have
no influence on this RFP.
Each addendum must be acknowledged on the acknowledgement form provided with the
addendum. Any required acknowledgement form must be submitted along with the submission
of any proposal response.
D. Product 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
"approved brands" listed, are intended to identify and indicate the type of product being sought
and establish the level of quality desired. 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 number references.
In most cases, proposals on brands of equivalent nature and quality will be considered, provided
they are regularly produced products from a reputable manufacturer. However, in some cases,
the SFA 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
contractor to propose the exact item specified, in addition to an alternate brand or model where
desired.
*If you discover or suspect error in the item specifications in this RFP, please note it as part of
your proposal response.
E. Pricing
All "Line Item" bids must be for a specific price for the unit of measure specified for that item.
The offeror is responsible for clearly noting any differences in proposed packaging and/or
units of measure in the bid response, and the offeror shall understand that if the item in
question is awarded to the offeror, the quantity specified for that item will be adjusted to
achieve an approximately equivalent amount of the product.
In cases where another price is requested for comparison purposes (e.g., "portion price" or
"price per ounce"), such price is for comparison purposes only. Purchases will be made in
increments of the unit of measure specified. In the case of any discrepancy or error in
comparison price calculations, the price for the unit of measure specified will prevail.
Excessive errors in comparison price calculations will be sufficient grounds for rejection
of the entire bid.

"Discount from Catalog" RFPs requires a single discount percentage to be applied to all
items in the offeror's published catalog, which must be supplied with the bid response.
"Cost Plus" bids will not be accepted unless otherwise requested in this RFP.
Proposed prices must be firm for acceptance for at least 90 days from the bid opening date,
unless otherwise specified in this RFP or in the offeror's response.
If during the term of the Contract, a successful offeror's net prices to any or all of its other
customers in similar market circumstances for any of the same items awarded under this RFP
are reduced below the contracted price, it is understood and agreed that the benefits of such
price reduction shall be extended to the SFA.
F. Delivery and Transportation
Unless otherwise noted in the Request for Proposals Special Condition section or the
Purchase Order, or unless prior approval has been obtained from the SFA, all services shall
be performed between the hours of 6:00 A.M. and 1:00 P.M. Monday through Friday, except
holidays.
Repeated failure to comply with the service schedule will constitute a breach of Contract by
the vendor, and may result in the initiation of actions covered in this Standard Terms and
Conditions document entitled "Remedies for Non-Performance of Contract", and "Contract
Termination" and the associated financial impacts attached thereto, as well as jeopardize
any future business from the SFA.
G. Warranties
By submission of a proposal, the contractor warrants that he/she authorizes that all services
proposed conform to the specifications for which they are being offered, and that all services
supplied under any contract related to this RFP will be free from all defects in material,
workmanship, and title.
A minimum of 90-days product guarantee or the manufacturer's standard commercial
warranty, whichever is greater, shall apply to all products purchased under this RFP. This
warranty shall provide for replacement of defective merchandise from the SFA location and
delivery of the replacement(s) to the same location. The warranty shall be effective from the
date of acceptance of the merchandise.
H. Insurance Requirements
Providing and maintaining adequate insurance coverage is a material obligation of the
Contractor and is of the essence of this contract. All such insurance shall meet all laws of the
State of North Carolina. Such insurance coverage shall be obtained from companies that are
authorized to provide such coverage and that are authorized by the Commissioner of
Insurance to do business in North Carolina. The Contractor shall at all times comply with the