RFP 26-B16-13 Distribution of Processed USDA Foods and Commercial Food Products 26/27

CUPERTINO UNION SCHOOL DISTRICT
PURCHASING/WAREHOUSE DEPARTMENT

10301 Vista Drive

Cupertino, CA 95014

RFP NO. 26-B16-13

Distribution of Processed USDA Foods and Commercial
Food Products

for Nutrition Services

DATE DUE: May 22, 2026 at 1:00 p.m.

Date Activity
April 13, 2026 Distribution of RFP
April 13 & April 20, 2026 Advertise RFP

May 15, 2025 at 3:00 p.m.

Deadline for Submitting Questions

May 22, 2025 at 1:00 p.m.

RFP Due

June 12, 2026

Award of Contract

By: DanaIno
Director, Business Services

NOTICE OF REQUEST FOR PROPOSALS

RFP No. 26-B16-13

Notice is hereby given that the Cupertino Union School District will receive sealed Request
for Proposals (RFPs) for the procurement of the following:

Distribution of Processed USDA Foods and Commercial Food Products

RFPs must be received prior to 1:00 p.m. PST on May 22, 2026. RFPs must be submitted
in a sealed envelope, with original signatures, marked with the RFP number and title, and
returned to:

Attn: Dana Ino

Purchasing & Warehouse Department, Door 10
Cupertino Union School District

10301 Vista Drive

Cupertino, CA 95014

Proposers are responsible for making certain that quotations are received by the proper
date and time, include one soft copy in EXCEL format ONLY; data storage devices are
non-returnable.. RFPs received after the scheduled Submittal Deadline will be returned
unopened. Facsimile (FAX) copies of the proposal will not be accepted. It is the
responsibility of the Proposer to see that any proposals submitted shall have sufficient time
to be received by the Director of Business Services before the RFP Submittal Deadline. Late
RFPs will be returned to the Proposer unopened.

The District reserves the right to accept or reject any or all proposals or any combination
thereof, and to waive any informality in the RFP process. The District makes no
representation that participation in the RFP process will lead to an award of contract or any
consideration whatsoever. In no event will the District be responsible for the cost of
preparing a response to this RFP. The District also reserves the right to waive any
informalities or irregularities in received proposals. All Proposers will be responsible for
obtaining any addendums or revisions to the RFP, which will be posted in the same manner
as the RFP documents.

Companies interested in proposing may access RFP information online at the District's

purchasing website: https://www.cusdk8.org/departments/purchasing/bid-opportunities

or by emailing Dana Ino at ino_dana@cusdk8.org.

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Food Products and Services/Nutrition Services RFP #26-B16-13

REQUEST FOR PROPOSAL SIGNATURE PAGE

To Be Submitted with Proposal

By signing this, I certify that | am an authorized representative of the Vendor (or
individual) and that information contained in this proposal is accurate, true, and binding

upon the Vendor.

Company Name

Signature of Company Official

Name of Signer

Title of Signer

Email Address

Complete Mailing Address

City, State, Zip

Phone Number

Date

Minimum Dollar Amount for

Delivery
a Check if no minimum dollar amount for delivery is required
Minimum Case Amount for
Delivery
o Check if no minimum case amount for delivery is required

Cupertino Union School District

Page 3

Food Products and Services/Nutrition Services RFP #26-B16-13

PROPOSER CHECKLIST

This checklist is provided as a convenience to assist proposers in ensuring that a complete
quotation package is returned. It is not represented as being comprehensive and
compliance therewith does not relieve the Proposer of responsibility for compliance with
any requirements which may not be mentioned specifically in this checklist. Completed
original documents are required; fax or email documents will not be accepted.

All of the listed items must be fully completed and returned to constitute a complete
quotation package. It is not necessary to return the checklist with the Proposal.

el Page(s) Return completed hard copy with original signature.
3 Request for Proposal Signature Page
29 Vendor Questionnaire
30 References
31 Noncollusion Declaration
32 Proposer's Statement Regarding Insurance Coverage
| 33 Workers' Compensation Insurance Certificate

34-36 Certification Regarding Lobbying
37 Fingerprint Clearance Certification
38 Equal Opportunity Employment
39 Debarment, Suspension, and other Responsibility Matters
40 Prohibition on Poultry or Seafood Products Imported from the People's Republic of

China

41 Iran Contracting Act
42 Drug and Alcohol Free Schools Certification
43 Tobacco-Free Environment Certification

44-45 Drug-Free Workplace Certification

46-47 Clean Air and Water Certification

48-49 Buy American Certification

Separate | Itemized Bid Sheet
Excel Return completed Excel spreadsheet in Excel format on data storage device, which will
Document _| not be returned
Addenda
Return any addenda released, following instructions on each document.
Cupertino Union School District Page 4

Food Products and Services/Nutrition Services RFP #26-B16-13

OVERVIEW OF REQUIREMENTS

The Cupertino Union School District (hereinafter "the District") seeks to retain a qualified
Vendor to provide distribution services for processed USDA foods and products and
commercial food products (grocery and frozen), as specified herein, for the Cupertino
Union School District Nutrition Services department.

Cupertino Union School District is a Member District of the Super Co-Op, a California USDA
Foods Cooperative. Pricing for processed USDA foods and their commercial equivalents has
been solicited by the cooperative Lead Agency and should be utilized in preparation of this
Proposal.

Below are the details of the expectations from the successful Proposer upon receiving the
award for this RFP. The successful proposer must understand and agree to the following
levels of service if they are to enter into an agreement with Cupertino Union School District.

The initial term of this RFP shall be for a period of one (1) year beginning July 1, 2026,
through June 30, 2027, with two (2) one-year options to renew the contract.

e Failure to meet these specifications shall entitle the District to cancel the contract
with 30 days' notice.

e Vendors will provide distribution services for processed USDA Foods and their
commercial equivalents.

e HACCP Plan or Food Security and Safety Program - Distributor shall follow
appropriate handling and storage practices. This will include providing proof of
established sanitation procedures and an active pest control program to assure
proper information if requested.

Distributor shall provide products from manufacturers with a Hazard Analysis
Critical Control Point (HACCP) system in place. Additionally, Distributor shall ensure
that all products received under this contract shall be prepared, handled, and are
stored in accordance with the health and sanitation standards for the county of
Santa Clara or local city/county agency in which product was produced, state of
California, and/or federal government, whichever is higher.

In the event of a product contamination issue, the distributor shall provide
trace-back capabilities for all products to the point of origin.

ANY PRODUCT THAT FAILS TO BE DELIVERED WITHIN THESE
PRODUCT QUALITY CONTROL PARAMETERS WILL BE REJECTED.

e In the event deliveries are not made, which results in loss of reimbursement funds
for the District's meal programs, upon satisfactory agreement between the awarded
Proposer and the District, the District will deduct the total lost reimbursement from
the supplier's current invoices.

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Food Products and Services/Nutrition Services RFP #26-B16-13

e Advanced approval by Director of Nutrition Services must be obtained prior to
substitutions being made. Items substituted must be priced as the same as the item
the District would normally receive.

e Quarterly, the successful Proposer shall submit a complete listing with usages of all
product purchased by the District.

e All invoices and statements shall be sent to: Cupertino Union School District, 10301
Vista Drive, Cupertino, CA 95014, and Attention: Nutrition Services.

e The District reserves the right to add or delete product, increase or decrease
amounts, add or delete site locations.

e Cases and packages shall be so constructed as to insure safe and sanitary
transportation to the point of delivery. Damaged cases and packages may be rejected
and returned for credit or immediate replacement to the original site at no cost to
the District for the item or freight.

e In the event of a product contamination issue, the Distributor shall provide trace
back capabilities for all products to the point of origin.

e During all stages of processing, distribution, storage and delivery, products shall be
kept in an environment to maintain freshness, quality, shelf life and nutritional value
and in accordance with the current U.S. Department of Agriculture guidelines and
food handling practices.

PLACING ORDERS

District staff may place orders via paper order form, telephone, email or online ordering
system.

All orders will be processed as ordered.

Orders will be subject to adjustment.

All order discrepancies will be handled between Nutrition Services and Vendor.
Credit memos will be included and must have all the information from the
original order.

ee OS be

DELIVERY

Deliveries shall be required at the following locations, times, and frequencies. Upon award
of bid, the Provisioner shall keep sufficient stocks of product and service material to insure
prompt delivery and service schedules. Minimum quantities required in order for the
District to place orders for needed items must be clearly indicated on the proposal forms.

e Allorders will be delivered Monday through Friday.
e All refrigerated foods must be stored between 32-40 degrees and must be delivered

in a refrigerated vehicle and received at or below 40 degrees.

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Food Products and Services/Nutrition Services RFP #26-B16-13

Frozen foods must be delivered in a vehicle that has a freezer and received in a
frozen state. All goods must be delivered in good condition.

Cases and packaging shall be constructed to ensure safe and sanitary transportation
to point of delivery. Damaged cases or packages may be rejected and returned for
credit or immediate replacement at no cost to the District.

All product delivered shall be delivered in fresh form, with adequate shelf life, no
less than two (2) weeks from the expiration date.

Upon award of bid, the Vendor shall keep sufficient stocks of product and service
material to insure prompt delivery and service schedules.

A duplicate of the signed invoice shall be left at the time of the delivery. An itemized
monthly statement showing each delivery location must be sent to the District's
Nutrition Services department. Quantities, item descriptions, unit prices and
extended amounts must be shown on each invoice; this shall apply to all credits.

In the event deliveries are not made, which results in loss of reimbursement funds
for the District's meal programs, upon satisfactory agreement between the awarded
Bidder and the District, the District will deduct the total lost reimbursement from
the supplier's current invoices.

Advanced approval by the Director of Nutrition Services must be obtained prior to
substitutions being made. Items substituted must be priced as the same as the item

the District would normally receive.

Deliveries shall be required at all the locations listed below.

DELIVE! IN.

Location Address City, State Zip Code] Delivery Times

CUSD Warehouse 10301 Vista Drive Cupertino, 95014 | 6:00 AM-10:00 AM

No delivery dock at any location.

Special Instructions
storage area.

Forklift off loading available

CONTACT INFORMATION: Please utilize the following contact information for the
purposes of administration of this Proposal and resulting contract.

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Food Products and Services/Nutrition Services RFP #26-B16-13

Delivery driver to unload and drop pallets or items in the designated

School District

Cupertino Union School District
Nutrition Services

Mailing Address

10301 Vista Drive
Cupertino, CA 95014

Nutrition Services Director Name

Nicole Meschi

Email

meschi_nicole@cusdk8.org

Phone

(408) 252-3000 ext. 61301

Accounts Payable Name

Seema Parikh

Email

parikh_seema@cusdk8.org

Phone

(408) 252-3000 ext. 61303

INSTRUCTIONS TO PROPOSERS

RULES FOR SUBMITTING RFPs

Cupertino Union School District

Food Products and Services/Nutrition Services RFP #26-B16-13

Page 8

General - This information to Proposers is in addition to any instructions or conditions
stated elsewhere in the Contract Document.

RFPs - To receive consideration, RFPs shall be made in accordance with the following
instructions:

Deadline for Receipt of RFPs - RFPs will be received prior to 1:00 p.m. PST on May 22,
2026, after which time RFPs will be opened and checked for completeness. Envelopes
containing a RFP must be sealed, prominently marked with the RFP number, RFP title, and
name of Proposer, and submitted to:

Cupertino Union School District

Purchasing & Warehouse Department, Door 10
Attn: Dana Ino

10301 Vista Drive

Cupertino, CA 95014

RFPs/Proposals: To receive consideration, Proposals shall be made in accordance with the
following terms:

THE REP - All items on the "itemized bid form" should be stated in figures, and signatures of all
individuals must be in long hand. The completed form should be without interlineations,
alterations, or erasures. Unsigned RFPs will not be accepted. Include one soft copy in EXCEL
format ONLY; data storage devices are non-returnable.

"FAX" RFPs - Facsimile copies of RFPs will not be accepted for formal advertised RFPs.

RESPONSIBILITY - Proposers are solely responsible for ensuring their proposal is received
by the Cupertino Union School District in accordance with the solicitation requirements
before the date and time specified in the RFP, and at the place specified. The Cupertino
Union School District shall not be responsible for any delays in mail or by common carriers
or by transmission errors or delays or mistaken delivery.

PRICES - Price and notations must be typed as instructed on the "Itemized Bid Sheet" Excel
document.

Prices shall be stated in units and quotations made separately on each item. Where there is
a conflict between unit prices and extended prices, unit prices will govern. Where there is a
conflict between words and figures, words will govern.

If during the contract period there should be a decrease in prices of the items bid, a
corresponding decrease in prices on the balance of the deliveries shall be made to the
District for as long as the lower prices are in effect, but at no time shall the prices charged
the District exceed the prices bid. The District shall be given the benefit of any lower prices
which may, for comparable quality and delivery be given by the Vendor to any other school

Cupertino Union School District Page 9
Food Products and Services/Nutrition Services RFP #26-B16-13

district or any other state, county, municipal, or local governmental agency in Santa Clara
County for products listed herein.

Pricing for distribution shall be offered in two categories: (1) Processed USDA foods end
products and (2) additional commercial food products. The itemized bid sheet has 2 tabs,
one for processed USDA foods and one for commercial food products.

(a) Processed USDA Foods End Products: Vendors shall utilize manufacturer pricing for
USDA foods end products set for all members of the Super Co-Op.

Quote a per case delivered cost for all items listed on the Itemized Bid Sheet. Provide prices
for the items only as specified on the Itemized Bid Sheet.

(b) Commercial Food Products - Frozen, refrigerated and dry goods should be quoted as
specified on the Itemized Bid Sheet. Quote a per case delivered cost for all items listed.
Equal products may be offered that meet the same specifications as those listed. Equivalent
products offered will be evaluated and approved based on a comparison of the proposed
equivalent product's nutritional information and/or child nutrition label information,
ingredients list, appearance, and taste to that of the specified product. The determination of
equivalency shall be based solely on the opinion of the District.

(c) Additional Items: Additional items may be added to this Proposal, not to exceed 10% of
the value of the award. The District shall contact the successful vendor for pricing on
additional items to be added to the Proposal award at any time during the bid period.

SUPER CO-OP APPROVED DISTRIBUTOR MEMORANDUM OF UNDERSTANDING -
Cupertino Union School District is a Member District of the Super Co-Op, a California USDA
Foods Cooperative. Successful vendors under this Proposal must complete a Memorandum
of Understanding (MOU) for Distribution Services for Delivery of USDA Foods End Products
for Super Co-Op Member Districts in the state of California. The vendor agrees to fulfill all
provisions of that MOU, including but not limited to prompt USDA foods end product sales
reporting; maintain records of inventory, sales, and delivery; clearly state Value Pass
Through on delivery invoice; and hold/recall responsibilities.

Vendor agrees to report sales of USDA foods end products on behalf of the processor on a
daily basis to the manufacturer's reporting agency (i.e, ProcessorLink, K-12 Foodservice,
etc.) Prompt reporting is imperative to ensure proper draw down of Member District
entitlement balance. Vendor is responsible for all costs for transmitting daily sales updates.
Value Pass Through method and amounts shall be clearly indicated on all invoices for USDA
Foods end products.

VALUE PASS THROUGH METHODS - Pursuant to Title 7, Code of Federal Regulations (7
CFR), Section 250.36-End product sales and crediting for the value of donated foods each of
these methods are approved for use by the California Department of Education Food
Distribution Program (FDP); Refund or Rebate, Direct Discount, Indirect Discount (Net Off
Invoice), and Fee for Service. More information can be found at
https://www.cde.ca.gov/Is/nu/fd/mbfdp032019.asp. Value Pass Through crediting shall be
conducted in accordance with 7 CFR 250.36.

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Food Products and Services/Nutrition Services RFP #26-B16-13