Agenda Item
ii. Extension (Renewal) Bid No. 22-18 USDA Product Processing (Renewal Year 2 of 4) to 1.) Brookwood Farms, Inc., 2.) Gold Creek Foods, LLC, 3.) Goodman Food Products dba Don Lee Farms, 4.) Jennie O Turkey Store Sales, LLC dba Hormel Foods 5.) JTM Provisions Co. Inc., 6.) Land O’ Lakes, Inc., 7.) Out of the Shell, LLC dba Yangs 5th Taste and 8.) Tyson Prepared Foods (not to exceed $4,628,750.00 for SY 23-24)
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the extension of Bid 22-18, USDA Product Processing to to 1.) Brookwood Farms, Inc., 2.) Gold Creek Foods, LLC, 3.) Goodman Food Products dba Don Lee Farms, 4.) Jennie O Turkey Store Sales, LLC dba Hormel Foods 5.) JTM Provisions Co. Inc., 6.) Land O’ Lakes, Inc., 7.) Out of the Shell, LLC dba Yangs 5th Taste and 8.) Tyson Prepared Foods in the amount not to exceed $4,628,750.00 for SY 23-24. This request extends the agreement for all vendors listed above an additional year July 1, 2023 through June 30, 2024.
Why: To ensure DCSD School Nutrition Services (SNS) provide healthy reimbursable meals to DeKalb County students.
USDA allows recipient agencies such as school districts to contract with State approved food processors to convert USDA commodities into a variety of convenient, ready-to-use end products. School Nutrition Services uses various USDA commodities for processing products such as whole chicken processed to roasted chicken, natural American and mozzarella cheese processed to cheese sauce and coarse ground beef processed to beef patties. This has increased menu options and acceptability for students. Food safety is maintained at the school level by limiting use of raw product.
Details: DCSD price provision allows price change at the extension/renewal anniversary commencing July 1, 2022. The vendor must supply the DCSD Purchasing Department with written proof from the manufacturer when (if) price changes occur. The written notification from the manufacturer may specify actual dollar changes or the change as a percentage.
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. These vendors met the assessment criteria.
Due to excellent level of service provided by these processors, School Nutrition Services (SNS) request to extend Bid 22-18 for an additional year with the same terms and conditions as original term contract from July 1, 2023 through June 30, 2024. There is an average 6% price increase from the processors for 2023-2024 SY.
One of the nine initially approved vendors, Michael Foods’ contract will not be extended (renewed) due to the vendor no longer providing Item No.: 25 (Cheese Omelet). The product will be purchased through our approved commercial vendor, Bid No. 22-15 Temperature Control & Dry Products.
Bid 22-18 was initially approved by the Board on July 12, 2021, in the amount not to exceed $3,500,000.00. This is the second of 4 extensions (renewals) allowed.
Financial impact: There is no financial 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 622.3100.563500.00062.8200.9990.8015.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678. 676.1470
Dr. Connie R. Walker, Executive Director of School Nutrition Services, 678. 676.1780
Status: Approved by General Counsel
March 03, 2023
VIA EMAIL : Athenatillman@brookwoodfarms.com
Brookwood Farms, Inc.
1015 Alston Bridge Road
Siler City, NC 27344
ATTN: Athena Tillman, Bid Coordinator
Reference: Bid No. 22-18, USDA Product Processing
Dear Ms. Tillman:
As a result of the excellent service provided by Brookwood Farms, Inc., the DeKalb County School District (“DCSD”)
desires to renew the award of the items listed below on Bid No. 22-18 USDA Product Processing for one (1) year on
the same terms, conditions and pricing as stated in the bid on the items listed below. The purpose of this letter is
to obtain Brookwood Farms, Inc.’s acceptance of DCSD’s offer to renew the award of Bid No. 22-18.
Item No.: 24 only.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective from July
1, 2023 through June 30, 2024. Of course, we will notify you once the Board has approved the renewal. DCSD
appreciates Brookwood Farms, Inc.’s consideration of this offer to renew the award of Bid No. 22-18.
If accepted, please submit a copy of your company’s proof of insurance reflecting the coverage(s) stated within the
original solicitation document, sign the acceptance below and email both documents to
solicitationquestions@dekalbschoolsga.org no later than Wednesday, March 8, 2023. Insurance policy or policies
must be maintained throughout the term of this agreement. A copy of the insurance requirements is included.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS/lw
c: Dr. Connie Walker
Ms. Janet Stone
ACKNOWLEDGMENT
Brookwood Farms, Inc. hereby accepts DeKalb County School District’s offer to renew the award of Bid No. 22-18,
USDA Product Processing at the same prices, terms and conditions as the original award, until June 30, 2024.
Brookwood Farms, Inc. understands that this acceptance is subject to the approval of the DeKalb County Board of
Education. Note: Brookwood had a price increase, see attached pricing.
3/8/23
________________________ ________________________
Authorized Signatory Date
Athena Tillman Bid Coordinator
________________________ ________________________
Name (Typed or Printed) Title of Authorized Signatory
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org