Accept the Lowest and Best Bid Submitted by Butterkrust Bakery - Invitation to Bid (ITB) #5009-CD Bread Products (Business Division)

This bid was prepared at the request of the Student Nutrition Services Department to establish fixed pricing for bread products. No award is recommended for item 6, whole grain dinner rolls; item 7, whole wheat dinner rolls; and item 8, white dinner rolls. The bids submitted for these items did not meet the specifications provided by the Student Nutrition Services Department. Items 1 - 8 which are buns of various types are priced by the package (pk). Corn kaiser rolls, multi-grain hoagie rolls, white hamburger buns, and sesame steak rolls are all 12 to a pack. Hot dog buns are 16 to a pack. Whole grain, whole wheat, and dinner rolls are 24 to a pack. All of the other items are bread types and are priced by the loaf. Staff will continue to review available options to secure the needed items and will follow up with the appropriate recommendation to award bids on those items if appropriate. This recommendation has been reviewed by the Student Nutrition Services General Manager. Although only one bidder responded to this solicitation, award is being recommended because prices submitted are fair and reasonable as measured by prices being received by other districts and the price history of the products. All other prospective bidders had reasonable time to respond. The large volume of commodities required by the size of the Board's Student Nutrition Services operation limits the number of vendors able to service the account. Large volume pricing is used to control the costs of each meal. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, one bidder responded. A more detailed review of specifications can be obtained by contacting the Purchasing Department. Questions about the products or specifications can be answered by MaryKate Harrison at 272-4120.

As stated in OPPAGA report: “Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment, and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality.”

These items are, or will be, included in the Student Nutrition Services Budget in an amount not to exceed $900,000.

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.