Project Information

Bid Title

2026-27 USD 450 Food Service Request for Proposals. (For the 2026-27 school year, 7/1/2026 to 6/30/27)

Issuing Agency

Shawnee Heights District

Location

Kansas

Published Date

Apr 30, 2026

Closing Date

May 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2026-27 USD 450 Food Service Request for Proposals. (For the 2026-27 school year, 7/1/2026 to 6/30/27)

• EMAIL COPIES OF BIDS will be accepted until:

  Date: Friday, May 22, 2026 (3:00 PM)

• PUBLIC BID OPENING:

  Date: Friday, May 29, 2026 (10:00 AM)

• Bidding Compliance Contract Provisions

• Lobbying - Debarment - Questionnaire - Signature Page

• Product Specification Bid Sheet

• Terms and Conditions

Attachment Preview

Shawnee Heights Food Service Department Request for Proposal

4201 SE Shawnee Heights Road

Tecumseh, KS 66542

(785) 379-5032

Bids due Friday, May 22, 2026 @ 3:00 PM

Items:

Type of contract:

Period:

USD 450 Food Service

Contact:

Description of Proposal

Commercially purchased food and non-food items; Bread Products; Produce and Dairy

Firm fixed line item (annual)

Market price for fresh produce (annual)

Effective July 1, 2026– June 30, 2027

Shawnee Heights USD 450

Food Service Department

4201 SE Shawnee Heights Road

Tecumseh, KS 66542

All questions concerning this request for proposals, should be submitted to Tara Cox, Food Service

Director at coxt@usd450.net and to the Shawnee Heights Purchasing Department at

bids@usd450.net.

Bid Timeline:

Solicitation Release Date – May 1, 2026

RFP, Compliance Document, All Required Forms and Product Specification Bid Sheet will be

posted on the district website at https://www.usd450.net/page/vendor-information and on

the SHFSD site at https://www.usd450.net/page/food-service.

Clarification Deadline – May 8, 2026 (3:00 PM)

Proposal Due Date – May 22, 2026 (3:00 PM)

Bid Opening Date – May 29, 2026 (10:00 AM)

Evaluation Period – June 1-June 5, 2026

Award Notification – June 16, 2026

Shawnee Heights School District will be accepting proposals via email only to the Shawnee Heights Purchasing Department at

bids@usd450.net for the purchase of food and non-food supply items, produce, bread products and dairy products. Only proposals

received by the date and time specified will be considered. Bidders are invited to be present at the opening of the proposals to be held at

Food Service Department Office, 4201 SE Shawnee Heights Road, Tecumseh, KS 66542, on the date and time above.

Specifications as written meet all entity's admissible specified requirements. Whenever an article or material is defined by describing a

proprietary product or by using the name of a manufacturer or brand name, the term "or approved equal" if not inserted shall be implied.

The Food Service Department reserves the right to make final decisions on comparable items as approved equals. Items delivered must be

exact brand and pack size as reviewed and awarded or must be approved as equal.

Proposal: Proposals (including completed product specification worksheet, signature page, questionnaire and forms) shall be filed no

later than 3:00 PM, Friday, May 22, 2026. Proposals must include the completed product specification bid sheet as presented with this

RFP. It is the bidder’s responsibility to assure receipt of the bid.

The product specifications bid sheet must be electronically completed and will not be accepted as a handwritten or hard copy. Bidders must

fill in all blank columns on items being quoted such as manufacturer brand name and number, and unit price and all other requested criteria.

Only one quote per item will be accepted on original proposal. Official signatures are required on the proposal document.

Clarification Deadline: The bidder is expected to completely accept the bid requirements. The bidder must raise any questions

regarding the bid requirements no later than 3:00 PM, Friday May 8, 2026.

GENERAL BID AND CONTRACT REQUIREMENTS SCOPE

I. DISTRICT OVERVIEW

The Shawnee Heights School District has an enrollment of approximately 3,500 students and operates 6 school sites, including 1 high

school, 1 middle school and 4 elementary schools. Delivery drops per week will include one drop to the Shawnee Heights High School

warehouse.

The goal of this proposal is to receive firm pricing and procure the best items to meet the needs of our district.

Prices on this proposal shall remain firm for the entire term, July 1, 2026 through June 30, 2026. However, the district will accept market

price for fresh produce and evaluate escalating price for dairy products. If there may be a need to adjust pricing and or make

substitutions. The procedure for changes is as follows:

• Complete and return the Request for Price Change Form (attached to RFP) each time a price increase is required and return to

SHFS department along with documentation from the manufacturer stating/justifying the price increase. This documentation is

required for auditing purposes.

• Complete the Request for Substitution Form (attached to RFP) each time a bid product is substituted with a like product.

• Price decreases will not require documentation from the manufacturer.

USD 450 reserves the right to solicit prices from other vendors for any item that increases in price, and may change the source of supply if

the proposed pricing appears unjustified.

The District’s intent is to enter into professional relationship with all distributors. We are looking for partners with experience, financial

stability, whose technology will be kept up-to-date and who will sustain and provide effective customer service. The District’s objective is to

obtain a reliable supply of product in a manner that is financially viable for both the District and the awarded Distributors. The District and

awarded Distributors will utilize mutually agreed upon price adjustments based upon industry standards and best business practices

thereby allowing both parties to control costs.

The District’s intent is to provide the Distributors accurate, timely forecasting and fulfill purchase of forecasted volumes. It is expected that

the awarded Distributors will work in good faith with the District in all efforts related to cost savings realized as a result of the forecasting

process. It is recognized that, in the food supply chain process, economics of scale are not the only cost opportunities that may arise. The

District is interested in partnering with Distributors who may introduce other cost savings concepts that will be to the benefit of all parties.

In evaluating any aspect of the Proposal, the District may consider previous dealings with the Vendors, references from the vendor’s

customers, inspections of other Supplies or Services provided by the vendors and any other information the District obtains regarding the

Vendor, or that the District deems relevant.

II. CODE OF CONDUCT

Shawnee Heights Food Service Department will not engage in actions that restrict competition including, but not limited to:

• Placing unreasonable requirements on firms in order for them to qualify to do business

• Requiring unnecessary experience and excessive bonding

• Conducting noncompetitive pricing practices between firms or between affiliated companies

• Awarding noncompetitive contracts to consultants who are on retainer contracts

• Allowing organizational conflicts of interest

• Specifying a brand name product instead of allowing an equal product to be offered by describing product

performance or other relevant requirements

• Engaging in any arbitrary action during the procurement process, such as awarding a contract—without a valid reason—to a

vendor that did not rank first (or lowest in price) according to the agency’s evaluation criteria when awarding a contract

Furthermore, incentives that may serve to induce or influence an employee of SHFSD engaged in the selection, award, or

administration of contracts may be unlawful and will not be accepted. Examples of incentives include, but are not limited to:

• Extra goods or services that were not solicited

• Gifts (such as free merchandise, event tickets, gift cards)

• Money for scholarships

• Cash

III. BID TERMS

A. MANDATORY REQUIREMENTS

1. Bids will be accepted at Shawnee Heights Food Service Department Office at the place, date and hour shown in Contract

Section I, at which time the bids will be publicly opened. The lowest bidder on each line item will be designated for

contract purposes, provided the firm is on the qualified bid list and subject to a final review and agreement between the

two parties (SHFSD and designated distributor). The bid of any low bidder not on the qualified bid list will be subject to

approval.

2. Specifications as written meet all entity's admissible requirements. Whenever an article or material is defined by

describing a proprietary product or by using the name of a manufacturer or brand name, the term "or approved equal" if

not inserted shall be implied. The Shawnee Heights Food Service (SHFSD) procurement specialist will be the sole judge to

determine if product quoted/tested is equal. Items delivered must be exact brand and pack size as reviewed and awarded

and must be approved as equal according to procedures outlined in this bid.

3. Bidding requires firm annual pricing for applicable products, as specified.

4. Cost adjustments: All price adjustment requests must be submitted on the Request for Price Change Form and state the

proposed new price changes; provide a copy of the manufacturer’s old and new price list and a letter from the

manufacturer stating that there are no special prices available. All proposed price adjustments must be approved by the

SHFSD for any new pricing to take effect. Price decreases will not require any proof from the manufacturer. SHFSD

reserves the right to solicit other sources for items when increases are proposed and may change the source of supply if

the proposed pricing seems unjustified.

5. Bidders must provide an on-line order entry and item inquiry website that will enable the District to order food and

supplies; to check history of quantities ordered for each item by school; to check current prices; to check nutritional

information; and to check pack and special instructions for items in the Food Services office.

6. Bidder must provide nutritional and allergy information, formulation statements, and CN labels for items on request,

PDF file preferred.

7. Bidders must be able to track the usage of items eligible for manufacturer’s rebates.

8. Bidders must guarantee that if they do not currently stock the item being awarded that they will begin stocking the

item for SHFSD in time for school ordering (July 2026) and as new items are added to the bid going forward.

9. If quoting an item that is considered “special order”, this must be noted on each item as quoted on the bid

specifications sheet. If vendor is unable to supply special orders in timely fashion, items will be reassigned.

B. CORRECTION OR WITHDRAWL OF BIDS

Proposals may be withdrawn at any time prior to the official opening. Alterations made before opening time must be initialed by

distributors guaranteeing authenticity. Proposals and modifications received after the time set for the opening will be declared late

and not eligible for opening and consideration. Late deliveries will be held unopened. Distributors will be advised that their

proposal was late and not accepted and will be allowed to pick up their proposal or furnish a "call tag" and have the proposal

picked up by a courier. Proposals will remain open and valid for acceptance for a period of 60 days following the proposal opening.

SHFSD is not responsible for mail, courier, or other delivery methods, in-transit time or non-delivery.

C. MISTAKES IN BIDS

If the bidder discovers a mistake in the RFP prior to the date and time specified for the RFP opening, he or she may correct the

mistake by modifying or withdrawing the RFP. If the apparent low and best bidder discovers a mistake in RFP of a serious and

significant nature which is unfavorable to them prior to the issuance of a purchase order or a contract, he or she may request

consideration be given to modifying the RFP if the bidder remains the lowest Submitter or to withdrawing the RFP if the result of

the correction of the mistake makes another RFP lowest and best RFP. The mistake must be evident and proven. A mistake in RFP

cannot be considered once a purchase order or contract is issued.

D. QUANTITIES

It shall be understood by all parties concerned that any contract established as a result of this invitation will not oblige the District

to receive any quantity more than actual requirements. While the quantities shown are classified as estimates for bidding purposes,

they do represent actual historic tabulation. SHFSD district authorities will make a reasonable effort to utilize projected supplies of

bid items, but this does not constitute a guarantee to purchase more than requirements.

Distributors are required to bid on and deliver all items awarded, as well as items which may be added throughout the duration of

this contract. Any questions concerning a distributor's ability to bid or deliver an item must be raised with the Shawnee Heights

Food Service director, Tara Cox by 3:00 PM CST, Friday, May 22, 2026.

Quantities given herein are believed to be correct. SHFSD district members will not make any guarantees of the total amount of

product to be purchased. SHFSD will advise distributor of volume increases or decreases as possible when these increases or

decreases occur to ensure a smooth flow of product and eliminate delivery shortages and distributor overstocks.

E. NEGOTIATION

1. The District reserves the right to award a contract based on the initial Responses received, without engaging in

discussions or negotiations. Accordingly, a bidder should submit its initial RFP on the most favorable terms possible to

the District. However, should only one RFP be received by the District, the District may, but is not obligated to, conduct

negotiations with this bidder whose Response, in the opinion of the District, is competitive or may best meet the needs of

the District.

2. The District may, but is not obligated to, seek clarification of a Response submitted by a bidder.

3. If the District chooses to negotiate, negotiation may involve any issue bearing on the initial Response and may take

place after submission of Response and before an award is made. The District reserves the right to follow negotiations

with a request for submission of a best and final Response.

F. REVIEW AND AWARDING OF BID

After the public opening of bids, the Shawnee Heights School District will evaluate each bid based on the criteria outlined in the

Scope. Bid requirements are obligatory, and failure to fully comply may deem the proposal unresponsive. The bidder

acknowledges the right of SHFSD to reject any deviations or bids as it deems it to be in the best interest of the District and to

waive informality or irregularity in any bid received.

USD 450 will honor produce only bids and reserves the right to award the produce bid to more than one vendor based

on pricing.

G. LINES OF COMMUNICATIONS

A distributor’s customer service contact shall be provided for daily communication with designated SHFSD personnel. When

practical, communications between these parties should be conducted primarily via email or written communications.

A distributor representative shall be assigned to SHFSD to facilitate lines of communication. This representative is responsible for

providing the following services to the district:

1. Coordinate credits and returns of any products that are deficient or mistakenly selected items.

2. Coordinate the replacement of critical items that are short on delivery dates by purchasing them from other sources and

delivering them to the District.

3. Resolve any issue with the delivery schedule and coordinate alternate delivery dates when the district is closed or

during holidays.

4. Coordinate the communication of SHFSD’s product requirements for use by the Distributor’s buyers, including

repeated shortages in supply, increased menu requirements, and special event or holiday pre- order items

5. Educate SHFSD team regarding special programs, promotions, and new product ideas that would be helpful to

the district.

6. Introduce and/or conduct samplings of new products to SHFSD.

7. Arrange for samples as requested by SHFSD.

8. Coordinate all special orders, drop deliveries or proprietary orders.

9. Obtain and communicate contract pricing for new products and add new products to the bid listing

10. Provide information on nutritional content and allergens as requested by the district.

11. Coordinate delivery of required and requested reports.

12. Coordinate documentation for all rebates available to the district including velocity reports or other requirements.

Provide this documentation weekly or at the least, monthly to the district for submission.

13. Respond to all requests for action and information in a complete and timely manner.

H. REPORTS

1. Bidders must submit a detailed electronic bid document of all proposed items with full item description, pack size

and stock numbers with proposal.

2. Usage reports which report item sales and totals for the district, shall be supplied upon request,

3. Monthly rebates shall be provided to SHFSD and submitted on behalf of the district as allowable.

4. By January 15th of each contract year, the SHFSD must receive a purchased velocity report detailing all purchases.

This report must be presented in an electronic format that can be manipulated to meet the needs of the district. The

velocity report will reflect the actual purchases from July 1, through December.

5. Additional velocity reports may be requested as needed.

I. FOOD SAFETY

A Performance Report “may be” requested at any time during the bid year in electronic form. The report should include:

1. First-in, first-out inventory rotation system

2. HACCP (Hazard Analysis Critical Control Point) system in place.

3. Cold Chain Management System in place.

Commodity Codes

• NAICS 722310Food Service Contractors

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