REQUEST FOR PROPOSAL - Shelby County Schools

SHELBY COUNTY BOARD OF EDUCATION

December 22, 2017

PROCUREMENT SERVICES

160 South Hollywood Street, Room 126 Memphis, Tennessee 38112-4892 Phone (901) 416-5376

(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)

REQUEST FOR PROPOSAL

(NOT AN ORDER)

Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full particulars.

The Proposal must be submitted no later than JANUARY 29TH @ 2:00 PM, CST 2018

The Shelby County Board of Education reserves the right to accept or reject any or all proposals, or any part thereof, and to waive any minor informalities and/or technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful Respondents shall be paid only when delivery is complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany all shipments covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.

PROPOSAL FOR

The Shelby County Board of Education ("SCBE") request proposals for Food Service Management System.

Proposals MUST be received by Shelby County Schools ("SCS" or "District) by the due date and time set forth above.

Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing via e-mail to locklynve@, and received by SCBE no later than 2:00 PM/CST on January 12, 2018.

ISSUED BY: Victoria Locklyn

RFP#012918

We propose to furnish the item(s) and/or services outlined in the proposal at prices quoted and as specified. Proposals are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.

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NAME OF FIRM

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PHONE

FAX#

________________________________________________ ADDRESS

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CITY

STATE

ZIP CODE

___________________________________________________ E-MAIL ADDRESS

____________________________________________________ AUTHORIZES REPRESENTATIVE NAME

____ CHECK HER IF YOU ARE A MINORITY VENDOR

"Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age."

TABLE OF CONTENTS PART I: SCOPE OF WORK.....................................................................................................3

1.0 BACKGROUND................................................................................................................................3 2.0 SCOPE OF SERVICES....................................................................................................................3 3.0 NON-EXCLUSIVE.......................................................................................................4

PART II: GENERAL TERMS AND CONDITION............................................................................3

1.0 STATEMENT OF CONFIDENTIALITY ............................................................................................4 2.0 TERM OF AGREEMENT .................................................................................................................4 3.0 PRE-PROPOSAL MEETING............................................................................................................5 4.0 QUESTIONS AND INQUIRIES ........................................................................................................5 5.0 POINT OF CONTACT TECHNICAL CONTACT ...........................................................................5 6.0 CONTRACT OFFICER/SCBE SUPERVISION ................................................................................5 7.0 CONTRACT TYPE ...........................................................................................................................5 8.0 PAYMENT TERMS ..........................................................................................................................5 9.0 RFP REVISIONS..............................................................................................................................6 10.0 SUBMISSION DEADLINE................................................................................................................6 11.0 PROPOSAL OPENING ....................................................................................................................6 12.0 DURATION OF OFFER ...................................................................................................................6 13.0 INSURANCE ....................................................................................................................................6 14.0 LIQUIDATED DAMAGES.................................................................................................................6 15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE ......................................6 16.0 COMPLIANCE WITH LAWS ............................................................................................................7 17.0 LEGAL COMPLIANCE .....................................................................................................................7 18.0 EPA COMPLIANCE......................................................................................................8 19.0 BONDING..................................................................................................................8 20.0 TERMS AND CONDITIONS...........................................................................................8 21.0 STATE OF TENNESSEE CERTIFICATE OF EXISTENCE...................................................8

PART III: PROPOSAL FORMAT................................................................................................8

1.0 GENERAL FORMAT ? TWO- PART SUBMISSION ........................................................................8 2.0 VOLUME I: TECHNICAL PROPOSAL FORMAT.............................................................................9 3.0 VOLUME II: FINANCIAL PROPOSAL ..........................................................................................11

PART IV: EVALUATION AND SELECTION PROCEDURE............................................................13

1.0 EVALUATION COMMITTEE ..........................................................................................................13 2.0 EVALUATION PROCESS ..............................................................................................................13 3.0 EVALUATION CRITERIA...............................................................................................................13 4.0 SCOPE OF WORK.....................................................................................................14

PART V: APPENDICES

APPENDIX A - TERMS & CONDITIONS APPENDIX B - ADDENDA ACKNOWLEDGEMENT APPENDIX C - REFERENCES APPENDIX D - NON-COLLUSION CERTIFICATE APPENDIX E - DEBARMENT AFFIDAVIT APPENDIX F - ANTI-BRIBERY AFFIDAVIT APPENDIX G - CERTIFICATE OF INSURANCE APPENDIX H - FINANCIAL PROPOSAL

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PART I: SCOPE OF WORK

1.0 BACKGROUND

On July 1, 2013, Shelby County Schools ("SCS") merged with Memphis City Schools to become one of the largest school districts in the country. During the 2013-14 school year, SCS Educated more than 140,000 students in over 270 locations. This included all public schools (traditional, specialty and charter schools authorized by the District) in Shelby County, located within the corporate limits of the city of Memphis, as well as in the six incorporated towns of Arlington, Bartlett, Collierville, Germantown, Lakeland and Millington.

For the 2014-15 school year, approximately 33 schools joined one of six new municipal school districts in Shelby County reducing the student enrollment to approximately 117,269 students in grades kindergarten through grade 12. For the 2015-16 school year, the District projects an enrollment of 109,192 students, which makes Shelby County School District the largest public school district in Tennessee and the 22nd largest public school district in the nation. The District is comprised of 225 schools, which includes traditional schools, charter schools, career and technology centers, special education centers and alternative schools.

Our work is rooted in the belief that effective teachers and school leaders make the greatest impact on student achievement. Our promise is that by 2025, 80 percent of our students will be college or career-ready; 90 percent of seniors will graduate high school on time; and 100 percent of graduates will enroll in a post-secondary experience.

SCBE Nutrition Services Background: The Shelby County Schools Division of Nutrition Services is responsible for preparing and serving nutritious meals every day of the school year for the 110,000 students in the school district. Additionally, the division provides after school meals during the school year and meals during the summer for various youth programs and initiatives. The 1,300 plus members of the Nutrition Services team must adhere to strict state and national standards for the acquisition of food, supplies, and equipment, the transport and storage of food, supplies, and chemicals, and the preparation and service of safe, quality meals.

As part of its commitment to continuous improvement, SCBE Nutrition Services conducted an external review of its current food service management system. There were problems with reliability, functionality, and underuse of the system. The assessment identified improvement opportunities and clarified software and hardware features and requirements for potential new software systems. Nutrition Services has taken the provided external feedback and begun implementation of several internal process and organizational structure improvements including but not limited to order management and inventory planning, warehouse management, and Central Office and Production Site accounting processes. Committed to making long-term improvement gains in cost savings, operating efficiency and overall performance, SCBE seeks a new food service management system that is reliable and allows Nutrition Services staff to better serve the needs of students.

2.0 SCOPE OF SERVICES

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SCBE requests proposals for a Food Service Management System (i.e., Point of Sale, site and central kitchen production, site and kitchen inventory, site and kitchen ordering, site and kitchen receiving, and related serving and production needs) that will meet the District's needs and provide functionality beyond the initially defined product lifecycle. The specifications are contained in the Request for Proposal. Responses submitted must meet or exceed all requirements. Proposals that do not meet or exceed all requirements will be considered nonresponsive. All exceptions must be noted.

3.0 NON-EXCLUSIVE

The intent of this contract is to provide SCBE with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of SCBE and is considered to be a "Non-Exclusive" use contract. SCBE does not guarantee any usage. SCBE will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/items listed in the price schedule submitted.

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or proprietary information of SCBE and/or third party participant.

2.0 TERM OF AGREEMENT

The anticipated term of this contract shall be for five (5) years.

The bidder warrants that prices for the proposal under this RFP are not higher than prices currently extended to any other governmental agency for the same product or service.

Upon satisfactory service and by mutual agreement SCBE reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

A. SCBE expects all vendors to provide year over year cost reductions recommendations.

B. Price decreases are acceptable at any time, need not be verifiable, and are required should the contractor/producer/processor/manufacturer experience a decrease in costs associated with the execution of the contract.

C. Price adjustments from the contractor/producer/processor/manufacturer for any/all items may be considered at renewal. The request is subject to approval by the Contracting Officer. The request must be submitted in writing at least ninety (90) days prior to the renewal term and shall be accompanied by supporting documentation.

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D. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest discounted prices shall be offered to Shelby County Schools.

3.0 PRE-PROPOSAL MEETING- N/A

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally. Questions shall be submitted in writing to the Point of Contact (see Part II, ? 5.0). To be given consideration, the questions must be received NO LATER THAN January 12, 2018 at 2:00 p.m., CST. Questions that are deemed to be substantive in nature will be responded to in the form of an addendum and posted on SCBE website procurement/bids. Please do not submit question in PDF format.

Proposal Post

December 22, 2017

Questions Due

January 12, 2018

Addendum Posted

January 16, 2018

RFP Opens

January 29, 2018

5.0 POINT OF CONTACT Victoria Locklyn, Sr. Buyer Procurement Office E-mail: locklynve@

6.0 CONTRACT FACILITATOR/SCBE SUPERVISION

The Contractor's performance will be under the technical direction of the Buyer/Requesting Department/Project Manager who will be responsible for ensuring contractor's compliance with the requirements of this contract to include managing the daily activities of the contract, providing technical guidance to the contract, and overall project scheduling and coordination. The contractor shall be accountable to the end users on all matters relating to the scope of work.

7.0 CONTRACT TYPE

The contract resulting from this solicitation will be a price contract based on the requirements listed within the scope of work.

8.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the services provided and the actual costs incurred. Payment shall be in accordance with line item price on the Purchase Order and made within 30 days after the date on the invoice.

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