Project Information

Bid Title

Meat & Entree

Issuing Agency

Warren County Public Schools

Location

Kentucky

Published Date

Mar 6, 2026

Closing Date

Apr 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

1007-26

Original Source

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Bid Documents

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Project Description

Bid/RFP Number	Bid/RFP Title	Posting Date	Closing Date/Time
1007-26	Meat & Entree	April 7, 2026	Friday, April 3, 2026, 10:00 PM CST

Attachment Preview

R​ EQUEST FOR PROPOSAL (RFP)​

R​ FP 1007-26: Meat & Entrée​

P​ roposal Deadline:​

​Star Center​

​Date Sent: March 6, 2026​

O​ pen: March 7, 2026​

C​ loses: April 3, 2025​

T​ ime: 10:00P.M​

​Nutrition & Dining Services​

​212 Porter Pike​

​Bowling Green, Kentucky 42103​

​Proposal Submission Contact:​

​Melissa Smith, NDS Office Specialist​

P​ hone: 270-904-8930​

​Email:​m​ elissa.smith@warren.kyschools.us​

*​Reference proposal title in subject line of all emails​

*​Proposals​ m​ ust​ ​be​ e​ mailed​ ​to:​ m​ elissa.smith@warren.kyschools.us​ i​n​ ​excel​ f​ormat​ o​ nly.​ N​ o​ ​PDF’s,​ n​ o​

​handwritten​​copies.​P​ lease​​use​t​he​e​ xcel​s​ heet​​to​s​ ubmit​​your​​quotes.​​​This​​is​f​or​​the​e​ fficiency​​to​​review​​the​

b​ ids/quotes.​

​Notice is hereby given that the Nutrition & Dining Services Department of the Warren County Board of Education of​

​Bowling Green, Kentucky (herein after called the Board of Education) will receive sealed proposals​​for​​RFP​​1007-26:​

M​ eat & Entree​F​ OR THE 2026-2027 SCHOOL YEAR,​​​up to​​the hour​o​ f 10:00 PM CST on April 3, 2026​a​ t the​​STAR​

C​ enter, located 212 Porter Pike Bowling Green, Kentucky 42103.​

​You are invited to submit a sealed proposal, subject to the terms, conditions, instructions, and specifications of this​

​solicitation. Please read the instructions and specifications carefully. Failure to comply with these instructions may​

d​ isqualify your proposal.​

A​ ny Proposer who wishes their bid to be considered is responsible for making certain that the proposal is received by the​

​Nutrition & Dining Services at the Central Office (by mail or email—both listed above) by the proper time. No oral,​

​telegraphic, facsimile, or telephonic proposals or modifications will be considered. Proposals received after the scheduled​

​Submission Deadline will be returned unopened. It is the responsibility of the Proposer to see that any proposal submitted​

​shall have sufficient time to be received by Nutrition & Dining Services before the Submission Deadline. Late proposals​

​will be returned to the Proposer unopened. The receiving time in the Nutrition & Dining Services Office will be the​

g​ overning time for acceptability of proposals. Proposals must bear original signatures and figures.​

S​ pecifications​:​

C​ opies of this solicitation and proposal acceptances may be obtained by the Nutrition & Dining Services Office at 212​

​Porter Pike Bowling Green, Kentucky, between 8:00 a.m. and 4:00 p.m., Monday through Friday, or via email to the​

p​ roposal submission contact indicated above, prior to the time and date specified for proposal deadline.​

I​t is anticipated that this RFP 1007-26 will have multiple winners. This RFP is not winner (Vendor) take all.​

​Please be aware that, according to the terms of this contract and with the approval of the Warren County Board of​

​Education, amendments may be made as necessary by the Director of Nutrition for WCPS to address the needs of the​

N​ utrition & Dining Program​

P​ eriod of Contract:​

T​ his Agreement shall be for the period July 1, 2025 through June 30, 2027.​

T​ ABLE OF CONTENTS​

S​ ECTION 1: INSTRUCTIONS FOR SUBMITTING A PROPOSAL​

​3​

S​ ECTION 2: EVALUATION​

​4​

S​ ECTION 3: SPECIFICATIONS FOR SERVICE​

4​ ​

S​ ECTION 4: GENERAL TERMS AND CONDITIONS​

6​ ​

P​ ROPOSAL RESPONSE COVER SHEET​

​10​

​CERTIFICATION OF COMPLIANCE WITH SPECIFICATIONS​

​11​

​CONFLICT OF INTEREST​

1​ 2​

​“PROHIBITION AGAINST CONFLICTS OF INTEREST, GRATUITIES, AND KICKBACKS​ 1​ 3​

​KENTUCKY DEPARTMENT OF EDUCATION NON-COLLUSION AFFIDAVIT​

​14​

​PRICING BID FORM​

​15​

​ATTACHMENT A​

​16​

​ATTACHMENT B​

1​ 7​

S​ ECTION 1: Instructions for Submitting a Proposal​

1​ .​ ​PRE-PROPOSAL INFORMATION AND QUESTIONS:​

​In preparing proposals, Proposers are advised to rely ONLY upon the contents of this RFP and accompanying​

​documents and any written clarifications or addendums issued by the Board of Education. If a Proposer finds a​

​discrepancy, error, or omission in the RFP package, or requires any written addendum thereto, the Proposer is​

​requested to notify the Proposal Submission contact noted on the cover of this RFP, so that written clarification​

​may be sent to all prospective Proposers. The Board of Education is not responsible for any oral instructions.​​All​

​questions must be submitted in writing to the Proposal Submission contact on or before March​2​ 3, 202​6.​​ N​ o​

​contact regarding this document with other Board of Education employees is permitted.​

​2.​ ​SOLICITATION MODIFICATIONS/CLARIFICATIONS:​

​Clarifications, modifications, or amendments may be made to this solicitation at the discretion of the Board of​

E​ ducation. Any and all modifications issued by The Board of Education will be emailed to all parties that have​

r​equested a copy of this RFP. Copies of any issued modifications may also be obtained by contacting the​

P​ roposal Submission contact noted on the cover of this RFP. It is the responsibility of the Proposer to obtain the​

a​ vailable modifications and acknowledge any issued modifications on the Proposal Form for this solicitation, and​

​further submit the Form as part of the required submittal documents for this solicitation. If any changes are made​

t​o this solicitation document by any party other than the Board of Education, the original document in the Board of​

E​ ducation’s files takes precedence.​

​3.​

​PROPOSAL SUBMISSION:​

a​ )​ ​Proposals must be submitted in excel format & marked​“​RFP 1007-26: Meat & Entree.​ ​NUTRITION &​

​DINING.​

​b)​ P​ ROPOSAL FORMAT​

​The Board is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of​

d​ eveloping the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are​

​entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Board.​

c​ )​ ​DOCUMENTS TO BE RETURNED:​

​Upon submittal vendor shall include the following in this order:​

□​ ​ ​Cover Sheet​

□​ ​ ​Signed Certification of Compliance with Specifications​

□​ ​ C​ onflict of Interest Statement​

□​ ​ G​ ratuities and Kickbacks Form​

□​ ​ ​Non-Collusion Affidavit​

□​ ​ ​Pricing Form​

​□​ ​Completed Specs Document​

□​ ​ S​ ubmit one (1) signed original proposal.​

​d)​ ​THE SUBMISSION DEADLINE IS​A​ pril 3, 2026 by 10:00am,​

​Proposals received after the deadline will automatically prevent the reading of your proposal and will be​

r​eturned unopened.​W​ e do not accept FAX proposals.​T​ he Board of Education cannot assume the​

r​esponsibility for any delay as a result of failure of the mails to deliver proposals on time. The opening and​

r​eading of a proposal does not constitute The Board of Education’s acceptance of the Proposer as a​

​responsible and responsive Proposer.​

​e)​ P​ roposals​m​ ust​b​ e​​delivered/emailed​​to:​m​ elissa.smith@warren.kyschools.us​i​n​e​ xcel​f​ormat​o​ nly.​N​ o​

​PDF’s or handwritten copies. For specs and excel sheet please email Melissa Smith.​

​SECTION 2: Evaluation​

​EVALUATION CRITERIA​

T​ he Purchasing Administrator will first evaluate proposals as being responsive or non-responsive based upon the​

​specifications provided. Second, he/she will evaluate proposals based on the information provided in the vendor’s​

​proposal, and any other information requested in the evaluation process. The criteria for meeting the competitive range​

​(and points for each) will determine the highest evaluated proposal.​

1​ .​ T​ otal Pricing strategy (price to include delivery and installation as needed).​

​50%​

2​ .​ ​Vendor’s pricing of services.​

​30%​

3​ .​ V​ endor’s past performance with Warren County Schools​

2​ 0%​

​District​o​ r​o​ rganization of comparable size.​

D​ iscussions may, at the Board of Education’s sole option, be conducted with responsible Proposers who submit proposals​

d​ etermined to be reasonably susceptible of being selected for an award. Discussions may be for the purpose of​

c​ larification to assure full understanding of, and responsiveness to, the solicitation requirements. If discussions pertaining​

t​o the revision of the specifications are held with any potential offeror, all other potential offerors shall be afforded an​

o​ pportunity to take part in such discussions. In conducting discussions, the Board of Education will not disclose information​

d​ erived from proposals submitted by competing Proposers. A request Proposal based on revised specifications shall be​

​issued as promptly as possible. Revisions may be requested before award for obtaining best and final proposals.​

​Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of​

​proposals.​

​SECTION 3: Specifications for Service​

​SCOPE OF SERVICES AND REQUIREMENTS​

​●​ ​Proposals must be submitted in strict accordance with the specifications contained herein for each item.​

​●​ V​ endor shall indicate in the proposal schedule for each lot against which a proposal is submitted, the brand or trade​

n​ ame by which the product offered is identified, and the packer of such product.​

​●​ I​n the event of an award, deliveries must be identified by brand or trade name as submitted by the vendor in the​

​proposal schedule, unless otherwise specifically approved or authorized.​

​●​ ​Deliveries should be made at the agreed upon time and date and must be made directly to the specified school.​

​●​ ​Deliveries shall be made of the item or items in the quantity specified by the ordering school(s).​

​●​ T​ he contractor will be responsible for the delivery of material in first-class condition at the point of delivery and in​

​accordance with good commercial practice.​

​●​ A​ ll products shall be in good condition at the time of delivery.​

​●​ ​All products delivered shall be in compliance with all applicable provisions of the Federal Occupational Safety and​

H​ ealth Act (OSHA) in effect at the time of delivery.​​

​Material Specifications​:​

​Bidder shall indicate in the proposal schedule for each lot against which a proposal is submitted, the brand or trade name​

​by which the product offered is identified. The bidder shall indicate the packer of such product. In the event of an award,​

d​ eliveries must be identified by brand or trade name as submitted by the bidder in the proposal schedule, unless otherwise​

s​ pecifically approved or authorized.​

S​ ECTION 4: General Terms and Conditions​

​ACCEPTANCE OF PROPOSALS​

​The Board of Education reserves the right to accept any proposal, to reject any or all proposals, to waive any irregularities or informalities in​

p​ roposals received where such acceptance, rejection or waiver is considered to be in its best interest. The Board of Education, as one criterion,​

a​ lso reserves the right to reject any proposal where evidence or information submitted by the Proposer does not provide satisfactory proof that​

t​he proposer is qualified to carry out the details of the contract.​

A​ DDENDUMS​

C​ larifications, modifications, or amendments may be made to this solicitation at the discretion of the Board of Education. Any and all​

a​ ddendums issued by the Board of Education will be mailed to all parties that have requested a copy of this Solicitation. Copies of any issued​

a​ ddendums or modifications may also be obtained by contacting the Proposal Submission contact noted on the cover of this Solicitation. It is​

t​he responsibility of the Proposer to obtain any available addendums and acknowledge any issued addendums on the Proposal Form for this​

s​ olicitation, and further submit the Form as part of the required submittal documents for this solicitation​.​I​f any changes are made to this​

s​ olicitation document by any party other than the Board of Education, the original document in the Board of Education’s files takes precedence.​

A​ GREEMENT TO TERMS AND CONDITIONS​

S​ ubmission of a signed proposal will be interpreted to mean the Proposer has agreed to all the terms and conditions set forth in the pages of​

t​his solicitation unless otherwise indicated.​

A​ UTHORITY OF THE AGENCY​

S​ ubject to the power and authority of the Warren County Board of Education as provided by law in this contract, the Warren County Board of​

E​ ducation shall in all cases determine the quantity, quality, and acceptability of the work, materials, and supplies for which payment is to be​

m​ ade under this contract. The Board of Education shall decide questions that may arise relative to the fulfillment of the contract or the​

o​ bligations of the Successful Proposer.​

A​ WARDING OF CONTRACT(S)​

T​ he Board of Education intends to award a single contract to the Proposer who is the most responsive and responsible Proposer receiving the​

h​ ighest score from the evaluation process. Contracts may be awarded, in the judgment of the Board of Education, on the basis of initial offer to​

t​he vendor who is determined to be the most responsive and responsible, and whose proposal is evaluated with the highest score, and where​

​the proposal meets all specifications, terms and conditions, and subject to all other provisions of this request for proposal, on a per item basis,​

​or on a total basis; whichever is deemed to be in the best interest of the board of education.​

​Discussions may, at the Board of Education’s sole option, be conducted with responsible Proposers who submit proposals determined to be​

​reasonably susceptible of being selected for an award. Discussions may be for the purpose of clarification to assure full understanding of, and​

​responsiveness to, the solicitation requirements. If discussions pertaining to the revision of the specifications are held with any potential offeror,​

​all other potential offerors shall be afforded an opportunity to take part in such discussions. In conducting discussions, the Board of Education​

​will not disclose information derived from proposals submitted by competing Proposers. A request Proposal based on revised specifications​

​shall be issued as promptly as possible. Revisions may be requested before award for obtaining best and final proposals. Proposers shall be​

​accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals.​

(​1)​N​ otification of Award:​T​ he Proposer to whom the​​award is made will be notified at the earliest possible date. Actual acceptance​

o​ f the proposal by the Board of Education will be provided by written notice sent to the Proposer at the address designated in the​

p​ roposal. Tabulations will be made by the Purchasing Department and each qualified vendor will be mailed a formal tabulation after​

t​he Board of Education has taken official action.​​The Board of Education meetings are normally held on the third Thursday of each​

​month.​

​BASIS FOR PRICE QUOTATION​

​Unit prices quoted in response to this invitation shall be firm prices during the life of the contract, and are not subject to change due to changing​

​market conditions. Federal excise taxes of Kentucky sales and use taxes are not applicable to any purchase made for use by the Board of​

​Education. Bids should not include any such taxes. Exemption certificates will be furnished as required. This district's Kentucky sales and use​

​tax number is B367.​

​BILLING​

​The following terms shall be made a part of all transactions where invoices are involved with the Board of Education. Invoices to the Board of​

​Education shall include all applicable information including but not limited to, cost for labor, materials, quantities, delivery charges, equipment​

​rental, trade discounts, totals, overhead, and profit in order that the intent of the invoice is very clear. All invoices must show the board of​

​education’s purchase order number, date of delivery, and name of location and list of items or service delivered by item name.​

​It is imperative that invoices be submitted to the Board of Education in a timely manner. Therefore, invoices shall be submitted to the Board of​

​Education​n​ o later than 60 days​​after the services​h​ ave been performed, the products have been delivered, and/or items have been installed,​

​unless special permission is granted by the Board of Education.​

Commodity Codes

• NAICS 311612Meat Processed from Carcasses

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