Project Information

Bid Title

Dairy Products Bid Information

Issuing Agency

Independent School District No. 1

Location

Idaho

Published Date

May 13, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Dairy Products Bid Information

NOTICE OF INTENT TO PURCHASE #26-03

CLOSING DATE: Thursday, June 4, 2026 at 2:00 p.m.

Attachment Preview

DAIRY PRODUCTS

NOTICE OF INTENT TO PURCHASE #26-03

CLOSING DATE: Thursday, June 4, 2026 at 2:00 p.m.

Independent School District No. 1, Lewiston, Idaho, (School District) hereby declares its intent to purchase the

following DAIRY products within this informal bid request. These products are to be delivered to the schools

during the period of August 15, 2026 – August 15, 2027. The specifications listed are correct and complete to the

best of our knowledge. Where no specification is made, it is expected that only the best commercial practice is to

prevail. The total dollar value of the purchase that is the subject of this request is expected to be less than Two

Hundred, Fifty Thousand Dollars ($250,000) and thus, the process to be used is an informal solicitation pursuant to

Idaho Code Section 67-2806(1).

BID PROCESS

1. You are hereby invited to submit a BID for Dairy Products for the school year 2026-2027. Awarded bids

will be for the period of August 15, 2026 through August 15, 2027.

2. Bids should be sealed and clearly marked “Dairy Products Informal Bid #26-03.” Bids will be received

at the office of Leann L. Hubbard, Director of Business Services, Independent School District No. 1, 3317

12th Street, Lewiston, ID 83501. Bids will not be accepted later than Thursday, June 4, 2026, at 2:00

p.m. Bids may be returned by fax, email, U.S. Mail or other means of physical delivery. To return a bid

by fax or email, bids may be sent to 208-748-3059 (fax) or lhubbard@lewistonschools.net.

3. All bids must be signed and dated by an authorized representative of the responding company.

4. Bids should be submitted, Freight on Board (FOB), Lewiston, for the month of June 2026, for each item listed.

Please specify if milk cost is based on Federal Milk Marketing Orders (FMMO) or the Northwest Milk

Marketing Federation.

5. Prices quoted may not include excise or other taxes.

6. Please submit, with this bid, an explanation of how price changes will be determined through the bid period.

Any price changes must be documented in writing and verified by the School District.

7. The bid will be awarded to the lowest responsible bidder, based on the total extended price of half pints and

taking into account the quality of the article to be supplied, conformity with the standard specifications

described, date or dates of delivery required, and past performance. The School District reserves the right to

reject any or all bids and to waive formalities. Bids will be awarded on the basis of the best overall interest

to the School District.

8. All products are to be produced and sold in conformity with all State, Federal, and local laws and regulations,

including Department of Commerce regulations at 2 C.F.R. 200.

9. Bid evaluation: Estimated usage quantities are shown for each item. ALL vendors must bid ALL items

because the bid evaluation is calculated using the price quotation times the estimated usage for each of these

items.

10. Upon bid award, all successful bidders will be required to sign the Certification Regarding Debarment,

Suspension, Ineligibility and Voluntary Exclusion, which is attached for your review.

11. The school board is expected to review bid results on Monday, June 22, 2026. Notification of bid award will be

made to bidders soon thereafter.

12. This proposal is between the School District and the supplier and cannot be reassigned.

13. Any questions regarding this bid should be referred to Ellen Watson (208) 748-3000 or

ewatson@lewistonschools.net.

SHIPMENT & DELIVERY

1. FROZEN OR REFRIGERATED FOOD PRODUCTS MUST BE DELIVERED IN PROPERLY

FUNCTIONING REFRIGERATED TRUCKS.

2. All products must be maintained and delivered under the degree of refrigeration required to maximize shelf life.

3. All frozen products must be delivered in a manner that allows the temperature of such products to remain at

zero degrees Fahrenheit or lower. Products must retain this temperature from time of manufacture until time of

delivery.

4. All products must be marked with date of manufacture.

5. All food products shall be the most recent pack available from the manufacturer. When requested, the vendor

must provide information on product code numbers to verify the date of pack or manufacture.

6. Products shall not be items that have been “returned” by other customers or have been processed an unusually

long time before delivery.

7. All containers, particularly plastic carrying cases, must be sanitary, rust free, and CLEAN.

8. The successful bidder shall submit, on request, suitable evidence to the School District that the dairy products

supplied are inspected for compliance with Federal, State, County, and Local laws and regulations.

NUTRIENT ANALYSES

Within seven (7) business days of bid award, the vendor shall submit to the School District product information

including nutrient analysis, list of ingredients, list of common allergens and, if applicable, the manufacturer’s

preparation instructions.

ALTERNATE PRODUCTS AND SAMPLES

1. Any deviation from the specifications or instructions shall be stated on the returned bids. When a different

product or packaging is bid, please indicate “ALTERNATE” and state the pack size on the bid.

2. Samples may be requested from firms with the three lowest bids, and the School District will pay for such

samples. Do not send samples unless instructed to do so.

SERVICE REQUIREMENTS

1. It will be the responsibility of the vendor to maintain a sufficient supply of product specified on this bid in each

unit. Only nonfat and 1% half pints are acceptable. Half pints of 2% milk may not be substituted. The

manager of each kitchen will work with the vendor to develop a “par stock”. Special orders for products or

quantities of products not normally stocked by the vendor will be communicated to the vendor at least 72 hours

in advance of needed delivery.

2. Delivery is required in each of the eleven 11 district schools, 2 to 3 times per week between the hours of 6:30

and 11:00 a.m. Delivery frequency will be determined based on need by individual school sites.

3. All milk crates shall be picked up by the vendor at each delivery.

4. The vendor shall leave with each delivery an itemized delivery receipt, bearing the vendor’s name and signed

by a School District receiving personnel indicating the merchandise was received in proper condition. All

invoicing and billing shall be made weekly to: Accounts Payable, Independent School District No. 1, 3317 12th

Street, Lewiston, ID 83501. Payments will be made monthly on the second Tuesday of the month for those

invoices received by the last day of the prior month.

5. The vendor will be responsible for net revenues lost, by the School District, due to the inability to serve or sell

milk that does not meet Idaho Environmental Health or Weights and Measures specifications for quality,

wholesomeness, weight or measure, which results in meals that are non-reimbursable and cannot be claimed for

federal reimbursement or sold as ala carte. As an option, the vendor may replace the defective milk with milk

that meets the State standards before meal service begins so revenues are not lost to the School District Child

Nutrition Program.

6. Usually, no dairy products will be used during School District vacation periods (excepting summer).

SUBSTITUTION

If a contractor is temporarily out of stock on a particular item, an equal or superior product at an equal or lower price

may be delivered, with prior approval of the School District. If a contractor is unable to deliver a product or an

approved substitute, the School District shall, in good faith and in its sole discretion, purchase a product of equal or

greater quality from another source.

DISCONTINUED PRODUCT

In the event a manufacturer discontinues a product, the vendor will notify the School District, propose alternative

items of equal or greater quality, and provide a sample of the proposed items if required.

RECALLS

The vendor shall be responsible to notify the School District in the event of a product recall. Timely notification is

required.

TERMS OF TERMINATION

The School District may terminate the contract by giving the vendor thirty (30) days notice, in writing, with an

explanation for cause and/or convenience of termination and its intention to do so. The vendor may, likewise,

terminate the contract by providing thirty days written notice.

DEBARMENT AND SUSPENSION

The School District awards contracts only to responsible contractors possessing the ability to perform successfully

under the terms and conditions of a proposed procurement. Consideration will be given to such matters as

contractor integrity, compliance with public policy, record of past performance, and financial and technical

resources.

The School District may not subcontract with or award subgrants to any person or company who is debarred or

suspended. For all contracts over $25,000 the School District verifies that the vendor with whom it intends to do

business is not excluded or disqualified. 2 C.F.R. Part 200, Appendix II(1) and 2 C.F.R. §§ 180.220 and 180.300.

MINORITY BUSINESSES, WOMEN’S BUSINESS ENTERPRISES, LABOR SURPLUS FIRMS

To assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when

possible, the School District will:

1. Place qualified small and minority business and women’s business enterprises on solicitation lists.

2. Assure that small and minority businesses, and women’s business enterprises are solicited whenever they are

potential sources.

3. Divide total purchasing requirements, when economically feasible, into smaller tasks or quantities to permit

maximum participation by small and minority business and women’s business enterprises.

4. Establish delivery schedules, where the requirement permits, which encourage participation by small and

minority business and women’s business enterprises.

5. Use the services and assistance, as appropriate, of such organizations as the Small Business Administration and

the Minority Business Development Agency of the Department of Commerce.

6. Require the prime contractor, if subcontracts are let, to take the affirmative steps listed above.

BUY AMERICAN PROVISION - per Code of Federal Regulation 7CFR210.21(d)

To the maximum extent practicable, products bid shall be domestically grown and processed in the United States or

its territories. By submitting and signing this proposal/bid, the bidder acknowledges and certifies that his/her

company complies with the Buy American provision that the food delivered is of domestic origin or the product is

substantially produced in the United States. For these purposes, substantially means over 51 percent of the

processed food is from American-produced products. If the bidder is unable to certify compliance with the Buy

American provision, the bidder shall state this in his/her response and provide an explanation as to why it cannot

certify compliance.

An exception to the Buy American provision will be considered upon request in the following situations:

A. The product is not produced or manufactured in the U.S. in sufficient and reasonably available quantities;

(or)

B. Cost comparisons reveal that a U.S. product costs significantly more than a foreign product.

Any product not substantially produced in the United States shall be identified as “non-domestic” with its place of

origin specified. The bidder shall provide documentation to support the use of a non-domestic food item.

The successful bidder will monitor product specification and notify Ellen Watson, Food Service Supervisor, at 208-

748-3064, immediately if any product is no longer substantially produced in the U.S. When a food product is not

available domestically, the District is allowed to accept imported substitutions. The successful bidder must monitor

seasonal changes and notify the Food Service Supervisor if an imported product is being substituted.

ANTI-ISRAEL BOYCOTT

Section 67-2346, Idaho Code, prohibits the Independent School District No. 1 from contracting with any company

(of more than ten employees) that engages in an anti-Israel boycott. This includes refusing to deal with, terminating

activities, or other activities that are intended to discriminate against or inflict economic harm on the state of Israel

or its territories. By entering into this agreement, you acknowledge that you do not currently engage in – and will

not engage in during the duration of this contract – a boycott against the State of Israel or its territories.

GOVERNMENT OF CHINA PROHIBITED

Section 67-2359, Idaho Code, prohibits the Independent School District No. 1 from contracting with any company

owned or operated by the government of China. By entering into this contract, you certify that your company is not

currently owned or operated by the government of China and will not for the duration of the contract be owned or

operated by the government of China.

COMPANIES BOYCOTTING CERTAIN SECTORS PROHIBITED

Section 67-2347A, Idaho Code, prohibits the Independent School District No. 1 from contracting with any company

boycotting certain sectors, including (a) engages in or supports the exploration, production, utilization,

transportation, sale, or manufacture of fossil fuel-based energy, timber, minerals, hydroelectric power, nuclear

energy, or agriculture; or (b) engages in or supports the manufacture, distribution, sale, or use of firearms, as defined

in section 18-3302(2)(d), Idaho Code. By entering into this agreement, you certify that your company is not

currently boycotting certain sectors and will not for the duration of the contract.

CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements.

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to

any person for influencing or attempting to influence an officer or employee of any agency, a Member

of Congress, an officer or employee of Congress, or an employee of a Member of Congress in

connection with the awarding of any Federal contract, the making of any Federal grant, the making of

any Federal loan, the entering into of any cooperative agreement, and the extension, continuation,

renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for

influencing or attempting to influence an officer or employee of any agency, a Member of Congress,

an officer or employee of Congress, or an employee of a member of Congress in connection with this

Federal contract, grant, loan or cooperative Agreement, the undersigned shall complete and submit

Standard Form-LLL, “Disclosure of Lobbying Activities,” in accordance with instructions.

3. The undersigned shall require that the language of this certification be included in the award

documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,

loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was

made or entered into. Submission of this certification is a prerequisite for making or entering into this

transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required

certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each

such failure.

NON-DISCRIMINATION

1. Bidder must be an equal employment opportunity employer.

2. U.S. Department of Agriculture (USDA) Nondiscrimination Statement

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, religion, sex, disability, age,

marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal

or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases

apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

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 State or local Agency that administers the

program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally,

program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-

3027, found online at How to File a Program Discrimination Complaint 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, Mail Stop 9410,

Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov.

This institution is an equal opportunity provider.

BID PROTEST PROCEDURE

The bidding of food and food service supplies is carried out pursuant to the procedures set forth in Idaho Code

Section 67-2806 entitled Purchasing by Political Subdivisions.

Sub-section 67-2806(2)(c) describes the process for objections to specifications or bid procedures:

“Written objections to specifications or bid procedures must be received by the clerk, secretary or other authorized

official of the political subdivision at least three (3) business days before the date and time upon which bids are

scheduled to be received.”

And

67-2806(2)(j) describes the process for objections to the award:

“If any participating bidder objects to such award, such bidder shall respond in writing to the notice from the

political subdivision within seven (7) calendar days of the date of transmittal of the notice, setting forth in such

Commodity Codes

• NAICS 311511Fluid Milk Manufacturing

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