CNS Food and Grocery BID

INSTRUCTIONS, RULES, AND FORMS FOR
PROSPECTIVE BIDDERS REGARDING

Oxnard School District
REQUEST FOR BIDS # 27-CNS-001

FOOD AND GROCERY PRODUCTS

Date Issued: April 21, 2026
Dates Advertised: April 23,2026 and April 30, 2026
Last Day for Questions: May 8,2026 at 1:00 p.m.

BID DEADLINE: May 15, 2026, at 1:00 p.m.

Deliver Bids to:

Oxnard School District

Child Nutrition Services Department

1051 South A Street

Oxnard, CA 93030

ATTN: Jason Corona, Director of Child Nutrition Services

jcorona@oxnardsd.org
Telephone: (805) 385-1501 EXT. 2430

TABLE OF CONTENTS

| - Notice Inviting Bids

Il- Summary ......
1 Introduction ..
2 General Information about the PCC
3 Brief Description of District...
4 Brief Description of Requested Service:
5 Brief Description of Bid/RFP Requirements.
6 Overview of Bid/RFP Timeline.
7 Items to Include in Bid...

{Il - Instructions for Bidders...

1 Bid/RFP is Integral Contract.
Use of District Forms Mandator.
Contents of Bid...
Forms Must be Complete and Accurate..
Interlineations; Erasures......
Bidders Interested in More than One
Signatures...
Precontractual Expenses..
Numbers...
10 Product Quotation Sheets; Method of Pricing
11 Taxes..
12 Discounts..
13 F.O.B. Destination Pricing.
14 Offers of Additional Item:
15 Quantities...
16 Specifications and Acceptable Brands.
17 Samples and Product Evaluatior
18 Demonstrations.
19 Nutritional Information.
20 Bid/RFP Addend:
21 Submission of Bi
22 Bid Deadline...
23 No Reliance on Prior Bids.
24 Modifying or Superseding a Bid
25 Withdrawing a Bid.
26 Bid Evaluation...
27 Notice of Intent to Award.
28 Protests...
29 Final Contract Award; Anticipated Contract Start Date..
30 Ongoing Duty to Provide Accurate, Complete Information...
31 District's Further Investigation and/or Request for Further Information.
32 Public Records Act.....
33 No Improper Influence.
34 Reservation of Rights.

CHOUNTDRUHAWN

N

11-12

12-13
13
13-14
14
14
14
15

35 No Guarantee... 15

36 Questions, Clarifications, Corrections. 15
'V - General Conditions. 16
1 Post-Award Conference... 16
2 Execution of Final Contract. 16
3 District's Inspection. 16
4 Specification Variance.. 16
5 Defective Materials, Supplies, Products, and Items. 16
6 Responsibility for Supplies and Material: 16-17
7 Product Quality Contro! 17
8 Buy American Requirements.. 17
9 2008 Farm Bill... 18
10 Packaging... 18
11 Container Costs. 18
12 Temperature and Monitorin, 18

18
18
18
18-19

13 Labeling and Dating.
14 Order Siz
15 Ordering Conditions.
16 Delivery Instruction:
17 New Conditions by Vendo!
18 Additional or Modified Sp
19 Purchases Out of Contract...
20 Products Substitutions, Product Changes, and Discontinued Items..
21 Invoicing and Billing Period.
22 Payment..
23 Price Adjustments.
24 Rebates...
25 USDA Food Managemen
26 Education Code Section 45125.1
27 Performance Guarantee...

ications by District

19-20

21-23
23-24
30 District's Limitation of Liability.
31 Permits, Licenses, Other Authorization:
32 Additional Requirements under Federal Law (2 C.F.R. 200.236)
33 Compliance with Laws.
34 No Assignment..
35 Public Entity Participation ("Piggybacking"'
36 Conflict of Interest.......
37 Independent Contractor.
38 Appropriation Clause.
39 Termination

24-25

)

42 Dispute Resolutio!
43 Governmental Immunities.
44 State Review and Audit of Records.....

45 Anti-Discrimination... 28

46 Undocumented Workers. 29
47 Attorneys' Fees... 29
48 Governing Law; Venue. 29
Appendices... 30
Appendix | - District Fact Sheet .. 30
Appendix Il - Product Quotation Sheets 31
Exhibits... 32
Exhibit A - Bidder's Checklis' 32
Exhibit B - Bid Form... 33
Exhibit C - Bidder Questionnaire. 34-38
Exhibit D - Reference Form.. 39
Exhibit E - Piggyback Clause. 40
Exhibit F - Non-Collusion Declaration 41
Exhibit G - Certification Regarding Drug-Free Workplace 42-43
Exhibit H - Certification Regarding Alcohol-Free and Tobacco-Free Campus. 44
Exhibit | - Certification Regarding Workers' Compensation... 45
Exhibit J - Buy American Certification and California Agricultural Preference 46-47
Exhibit K - Iran Contracting Act Certificatio! 48
Exhibit L - Disclosure of Lobbying Activities. 49-50
Exhibit M - Certification Regarding Debarment, Suspension or Other Ineligibility.. 51
Exhibit N - Agreement for Food and Grocery Products... 52-55

*Followed by unnumbered pages

PART | - OXNARD SCHOOL DISTRICT NOTICE INVITING BIDS

NOTICE IS HEREBY GIVEN that Oxnard School District (the "District") acting by and through its Board of
Trustees ("Board") will receive up to, but no later than, May 15, 2026, at 1:00 p.m. (the "Bid Deadline")
sealed bids ("Bids") for the award of contracts for:

BID #: 27-CNS-001 - Food and Grocery Products

1. District. The District is a Pre K-8 school district located in Ventura County, California. The District
provides Pre K-8 public education to more than 12,000 students in 20 School Sites. The District's office
is located at 1051 South A Street, Oxnard, CA 93030 (the "District Office").

2. The Work. The work involves the sale, delivery, and unloading of various grocery and food products
for all District schools, as further described in the Bid Package.

3. The Bid Package. The District has prepared a bid package, inclusive of instructions, bid forms,
contracts, and related documents (the "Bid Package"). The Bid Package is available at the District's Child
Nutrition Services Department, which is located at the District Office, and on the District's website by
clicking the link for "Food and Grocery Products Bid".

4. Bid Submittals; Bid Deadline. Bids must conform and be responsive to the Bid Package. Bids must be
submitted to the District Office, attention Jason Corona, Director of Child Nutrition, on or before the Bid
Deadline. Bids received after the Bid Deadline will be returned unopened. The contract will be awarded
to the lowest responsive, responsible bidder based on the criteria noted in the Bid Package. No bidder
may withdraw its bid for a period of sixty (60) days after the Bid Deadline. The District reserves the right
to reject any or all bids, to accept or reject any one or more items of a bid, and to waive any
irregularities or informalities in the bids or in the bidding.

5. Further information. For more information, please review the Bid Package, or contact Jason Corona,
Director of Child Nutrition Services, at the District Office or at (805) 385-1501 EXT. 2433.

Advertising dates: April 23, 2026, and April 30, 2026

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, sex (including gender identity and sexual orientation), age, disability, and reprisal or retaliation
for prior civil rights activity in any program or activity conducted or funded by USDA.

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 agency (state or
local) where they applied for benefits. Individuals who are deaf, hard of hearing, or have speech
disabilities may contact USDA through the Federal Relay Service at 800-877-8339. Additionally, program
information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint
Form (AD-3027), found online at http://www.ascr.usda.gov/complaint_filing_cust.html 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 Washington, D.C. 20250-9410

2. Fax: 202-690-7442

3. E-mail: program.intake@usda.gov

This institution is an equal opportunity provider.

PART II - Summary

1. Introduction. The intent of the Request of BID #: 27-CNS-001 - Food and Grocery Products (this "BID")
is to select a qualified bidder or bidders to meet certain grocery and food product needs of the Oxnard
School District ("District"). The successful bibber shall furnish all tools, equipment, apparatus,
transportation, labor and materials necessary to provide the products and services described herein. This
BID is issued in accordance with the Public Contract Code (the "PCC"), the Government Code (the "GC"),
the Education Code (the "EC") and applicable federal laws. The District reserves the right to let the
Contract to other that the lowest bidder as permitted by applicable law.

2. General Information about the PCC. Procurement bid solicitations are awards made by a school
district approved to operate at least one federal nonprofit child nutrition program for purchases in
support of those programs shall be consistent with the federal procurement standards in Code of
Federal Regulations Sections 200.318-200.326. (PCC 201110.) As of January 2020, the federal small
purchase bid threshold for such purchases is $250,000.00. The school district must advertise the notice
for bids at least once a week for two weeks in a local newspaper. (PCC 20112; Gov. Code 6066.) These
awards shall be given to the most responsive and responsive party, with price being the primary
consideration but not the only determining factor. (PCC 20111(C).) Additionally, PCC Section 20118
permits districts to purchase equipment, materials, or supplies without advertising for bids pursuant to
another public agency's publicly bid contract (i.e., "piggybacking") on the other public agency's
contract). Subject to the winning bidder's agreement, District has elected to permit other local school
districts to piggyback on the Contract.

3. Brief Description of District. District is a PreK-8 school district in Ventura County (the "County"),
California. District provides PreK-8 public education to more than 12,000 students and is comprised of
20 school sites, ten TK-5 school sites, four TK-8, three K-8 and three middle schools. District is governed
by a five-member Board of Trustees (the "Board").

4. Brief Description of Requested Services. The Work involves the sale, delivery, and unloading of
various grocery and food products as further described in the Product Quotation Sheet.

5, Brief Description of RFP Requirements. This RFP includes this Summary, Instructions for Bidders,
General Conditions, a District Fact Sheet, a Product Quotations Sheet and several exhibits to be
completed by the bidder. In order to be deemed fully responsive, bidders must meet the specifications
and minimum requirements set forth in this RFP. Non-conforming bids and incomplete bids may be
rejected.

6. Overview of RFP Timeline. For the convenience of prospective bidders, an overview of the current
timeline for this RFP is set forth below. This timeline may be adjusted by addenda to this RFP.

RFP ITEM

DATE (and time, if applicable)

RFP Issue Date

April 21, 2026

Bid Advertisements

April 23, 2026, and April 30, 2026

Deadline for Bidders questions

May 8, 2026, at 1:00 p.m. PST

Bid Deadline

May 15, 2026, at 1:00 p.m. PST

Anticipated Notice of Intent to Award

May 22, 2026

Protest Deadline

May 27, 2026, at 1:00 p.m. PST

Protest Reply Deadline

May 29, 2026, at 1:00 p.m. PST

Anticipated Protest Decisions May 31, 2026
Anticipated Contract Award June 3, 2026
Anticipated Start of Contract July 1, 2026

7. Items to Include in Bid. Bidders are advised to review this entire RFP, which will be incorporated by
reference into the final Contract. However, bidders should not submit this entire RFP with their bids.
Bidders forms are included as exhibits to this RFP. Please find below a list of documents that bidders

must submit with their bids.

Exhibit A - Bidder's Checklist Form

Exhibit B - Bid Form, plus completed Product Quotation Sheet and required Nutritional
Information

Exhibit C - Bidder Questionnaire

Exhibit D - Reference Form

Exhibit E - Piggyback Clause

Cxhibit ! - Non-Collusion Declaration

Exhibit G - Certification Regarding Drug-Free Workplace

Exhibit H - Certificate Regarding Alcohol- Free and Tobacco- Free Campus
Exhibit | - Certification Regarding Workers' Compensation

Exhibit J - Buy American Certification

Exhibit K - Iran Contracting Act Certification

Exhibit L - Disclosure of Lobbying Activities

Exhibit M - Certification Regarding Debarment, Suspension or Other Ineligibility
Exhibit N - Agreement for Food and Grocery Products

The above list is provided as a courtesy to bidders. District is not responsible for the inaccuracy or

incompleteness of the above list. Bidders are solely responsible for submitting a complete bid. As set
forth herein, bidders must use District's forms. Bidder shall not alter, copy and paste, or otherwise
modify District's forms. District reserves the right to reject the bid of any bidder that modifies, copies

and pastes, or otherwise modifies any District forms.

END OF SUMMARY

PART Ill - INSTRUCTIONS FOR BIDDERS

These Instructions for Bidders (these "Instructions") have been prepared on behalf of District.
Capitalization terms used but not defined in these instructions shall have the meanings attributed to
such terms in other parts of this RFP.

1. REP Integral to Contract. Bidders shall carefully review this RFP, including, but not limited to, the
Notice Inviting Bids, Summary, these Instructions, the General Conditions, the Bid Form, the Product
Quotation Sheet, the Agreement for Food and Grocery Products (the "Grocery Agreement"), and
addenda and any and all forms. In the event of a bid award, this entire RFP shall be incorporated by
reference into the Grocery Agreement, which collectively shall comprise the Contract between the
successful bidder and District. Bidders shall fully inform themselves as to all existing conditions affecting
the performance of the Contract; the cost of all required work, materials, and equipment; the cost of
required insurance coverages; and all other matters affecting the bid. Bidder shall ensure that unit cost
and total cost is reflected in the bid. No allowance will be made because of lack of such examination or
knowledge on the part of the bidder. The failure of a bidder to understand the conditions in and under
which the Contract shall be performed, or to examine and understand any part of this RFP, shall not
relieve the bidder from any obligations under this RFP. If a bidder is in doubt as to the true meaning of
any part of this RFP, or finds any conflict, omission or other discrepancy in any part of this RFP, the
bidder must submit to District a written request for an interpretation, clarification or correction of this
RFP, all in accordance with the procedures set forth in Paragraph 36. The submission of a bid shall be
deemed and construed as a representation and warranty by bidder that the bidder that the bidder
understands and agrees with this RFP. Furthermore, by submitting a bid, each bidder agrees that, if
awarded the Contract, the bidder shall (a) timely execute the Contract, and (b) comply with all terms
and conditions set forth in this RFP.

2. Use of District Form Mandatory. To assure uniformity in the RFP, presentations and interpretations,
bidders are required to use only those forms included in this RFP. Bidders shall not copy and paste,
modify or alter the forms in any manner whatsoever. For example, bidders shall not copy and paste the
forms included in this RFP into a Word document, complete the Word document, and then submit the
Word document to the District. District reserves the right to reject any proposal that contains copied,
modified or alternate bid forms. If the forms included in this RFP request additional information from
the bidder, the bidder may submit such additional information on the bidder's own forms.

3. Contents of Each bid must include the following information:

a. Cover Letter. Submit a brief cover letter with: (i) to RFP number and name; (ii) the name of
the company submitting the bid; (iii) an affirmation that the company is validly existing and in good
standing in the State of California; (iv) a very short overview of the company's qualifications; and (v)
confirmation that the bid is irrevocable for a period of ninety (90) calendar days. The cover letter should
be no more than one page and should be a concise introduction to the bid.

b. Exhibits A- M. Bidder shall complete, sign and date Exhibits A through M. Additionally,
bidder shall compete the Product Quotation Sheet and provide the requisite Nutritional Information
Sheets. These documents shall collectively comprise bidder's bid.

Note: Bidders do not need to submit Exhibit N, the Agreement for Food and Grocery Products, with their
bids. The successful bidder(s) will be required to execute the Grocery Agreement upon award of the
Contract.

4. Forms Must be Complete and Accurate. Bidders must completely, accurately, and legibly
provide all the information requested on the Bid Form, Product Quotation Sheets, and other required
documents. Do not leave any questions blank. If an item is not applicable, insert "n/a." Incomplete
forms and documents may be rejected as non-responsive.

5. Interlineations; Erasures. Expect as otherwise provided herein, the completed forms must

not include any interlineations, alterations, or erasures.

6. Bidder Interested in More Than One Bid. No person, firm or business shall be allowed to
make, file or be interested in more than one bid for the same work or products. A person, firm or
business that has submitted a sub-proposal to a bidder, or who has quoted process of materials to
another bidder, is not thereby disqualified from submitting a sub-proposal or quoting prices to other
bidders or making a prime bid.

7. Signatures. The bidder's authorized representative must sign the cover letter, Bid Form,
required bid forms and any other documents requiring signature by the bidder. Unsigned documents
may be considered non-responsive, resulting in possible rejection of the bid. Bids by corporations must
be signed in the legal name of the corporation, followed by the signature and designation of the
president, secretary or other person authorized to bind the corporation in this matter. Bids by
partnerships must furnish the full names of all partners and must be signed in the partnership name by a
general partner with authority to bind the partnership in such matters. Bids by limited liability
companies must be signed in the legal name of the company. The name of each person signing shall be
typed or printed below the signature. When requested by District, satisfactory evidence of the authority
of the office signing on behalf of the bidder shall be promptly furnished. A bidder's failure to properly
sign required forms may result in rejection of the bid.

8. Precontractual Expenses. District shall not, under any circumstance, be liable for any pre-
contractual expenses incurred by potential bidders shall not include any such expenses as part of their
bids. Pre-contractual expenses are defined as any expenses incurred by the bidder in: (a) preparing its
bid in response to this RFP; (b) submitting that bid to District; (c) communicating with District about any
matter related to this RFP; and/or (d) engaging in any other activity prior to the effective date of award,
if any, of a contract resulting from this RFP.

9. Numbers. All numbers must be stated legibly and clearly in figures.

10. Product Quotation Sheets; Method of Pricing

a. The bidder must insert the unit price for each item on the Product Quotation Sheets.
The insertion of more than one unit price for a single item may result in the rejection of the bid,
unless alternate bids are specifically requested.

b. Bidders shall offer one firm, fixed price for each item offered. Alternate pricing of
proposals will be rejected. Bids stating "will negotiate" or "to be determined" or similarly vague
language will be considered as non-responsive and will be subject to rejection of the entire bid.