Agenda Item
i. Extension (Renewal) Bid No. 20-17 Fresh Produce & Eggs (Year 4 of 4) to Royal Food Service, in the amount not to exceed $3,141,800.00 for SY 23-24
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It requested that the Board of Education approve the extension of Bid 20-17, Fresh Produce & Eggs to Royal Food Service, in the amount not to exceed $3,141,800.00 for SY 23-24.
Why: Royal Food Service is the State approved vendor for the Department of Defense Fresh Fruits and Vegetables Program. The company is the Southeast premier distributor of fresh produce and dairy products. Royal Food Service has access to local growers of fruits and vegetables, which has enhanced DeKalb County School District’s Farm to School Initiative. The vendor responds quickly to emergency orders to ensure compliance with Federal and State nutrition standards.
At the beginning of each school year, School Nutrition Managers and Central Office personnel are provided a vendor complaint form (Quality Assurance Form). The form is used to evaluate vendor performance, including accuracy and quality. This information is used to communicate with vendors, evaluate pricing, assess products, and monitor deliveries. This vendor’s performance met the assessment criteria.
Royal Food Service is Hazard Analysis and Critical Control Points (HACCP) certified, which ensures food safety and sanitation compliance.
Details: Due to the excellent level of service provided by Royal Food Service, School Nutrition Services (SNS) request to extend Bid 20-17 for an additional year with the same terms, conditions and pricing as original term contract from July 1, 2023, through June 30, 2024.
Bid 20-17 was initially approved by the Board on June 10, 2019, in the amount not to exceed $2,420,000.00. This is the fourth of 4 extensions allowed.
Financial impact: There is no impact to the General Fund. School Nutrition Services is a self-supporting entity with revenue based on meal participation and supplemental sales. Funds will be paid from GL account 622.3100.563000.00062.8200.9990.8015.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Dr. Connie R. Walker, Executive Director of School Nutrition Services, Division of Operations, 678.676.1780
Effective: Upon Board approval
Status: Approved by General Counsel
Chronology of Agenda Item
Scope: Extension (Renewal) Bid 20-17 to Royal Foodservice
Contract Term: This is a contract from July 1, 2019 through June 30, 2020 with options for
renewal/extension for up to four (4) years through June 30, 2024.
Solicitation Process: Bid 20-17 was competitively solicited through the Purchasing Department;
it was posted to the DCSD website March 7, 2019. The Bid was advertised in the Champion
Newspaper on March 7, 2019 and March 14, 2019. Electronic notification was sent to 26 vendors
from the DCSD vendor Bid list. Electronic notification was also sent to 138 vendors through the
State of GA Procurement Registry.
Award Process: Two (2) vendors responded to the solicitation, all were reviewed and deemed
responsive to requirements of the solicitation by the Purchasing department. School Nutrition
Services evaluation panel selected Royal Food Service as the most responsible and responsive
bidder.
School Nutrition Services (SNS) requested to extend Bid 20-17 for SY 2023-2024 with the same
terms and conditions as the original term contract from July 1, 2023 through June 30, 2024.