School Year Request for Information Farm to School Produce

Transcription

1 Minneapolis Public Schools Culinary and Nutrition Services 812 Plymouth Avenue North Minneapolis, MN P: School Year Request for Information Farm to School Produce Responses must be submitted to Minneapolis Public Schools by January 29th at 5pm CST. To be considered, one copy of completed RFI (Part 3) must be submitted by: 1. to Andrea Northup at OR 2. Fax to Andrea Northup s attention at OR 3. Mail to: Andrea Northup MPS Nutrition Center 812 N. Plymouth Ave Minneapolis, MN An optional Question and Answer Phone Call will be on Tuesday January 21st from 10:00-11:00AM Conference Dial-in Number: (712) , Participant Access Code: # Responses must be received by Wednesday, January 29th by 5pm CST. This RFI is for individual farms interested in participating in MPS Farm to School Program. For organizations working with multiple farms, please use the Multiple Farms RFI. Contact Andrea Northup at andrea.northup@mpls.k12.mn.us or for a copy. 1

2 Part 1: Overview Minneapolis Public Schools (MPS) Farm to School program aims to provide fresh, high-quality produce to our students and to educate children about food and agriculture. We plan to source a variety of local produce items for the school year and provide opportunities for students to get to know our farmer suppliers. MPS is particularly looking to partner with small, beginning, family, minority and/or immigrant-owned farms in the twin cities region. For the purposes of this solicitation, local is defined as within 200 miles of Minneapolis. This Farm to School Request for Information (RFI) will solicit information from farmers in the region interested in selling to MPS during the growing season. Interested farmers are invited to fill out Part 3 below. MPS will use the information provided to select Farm to School partner farmers for the school year for certain produce items. We ask information about farm practices, product availability, and pricing regarding certain produce items that will be featured regularly on our menus during the fall and winter of the school year. Based on responses, MPS will notify farmers of our intent to procure produce from them through our processing and distribution partner, Russ Davis Wholesale (RDW) in Eagan, MN. This RFI is not the only way that MPS will identify Farm to School partner farmers for the 2014/2015 school year. The produce items referenced in this RFI are items that are on MPS menus in large, consistent volumes throughout the growing season. In addition to this RFI, there will be a separate biweekly Farm to School competitive bid process that will solicit information from growers about smaller volume and/or intermittently offered produce menu items throughout the course of the fall and winter of the 2014/2015 school year. Through that bi-weekly bid process, farmers will also have the flexibility to inform MPS of produce items available. To assure that you are included on the biweekly bid , please contact Andrea Northup at andrea.northup@mpls.k12.mn.us or Responses must be submitted to Minneapolis Public Schools by January 29 th at 5pm CST. To be considered, one copy of completed Part 3 must be submitted by: 1. to Andrea Northup at andrea.northup@mpls.k12.mn.us OR 2. Fax to Andrea Northup s attention at OR 3. Mail to: Andrea Northup MPS Nutrition Center 812 N. Plymouth Ave Minneapolis, MN An optional Question and Answer Phone Call will be on Tuesday January 21st from 10:00-11:00AM Conference Dial-in Number: (712) , Participant Access Code: # All are welcome to participate in the call. Responses to questions asked will be posted on MPS website. This RFI is for individual farms interested in participating in MPS Farm to School Program. For organizations working with multiple farms, please use the Multiple Farms RFI. Contact Andrea Northup at andrea.northup@mpls.k12.mn.us or for a copy. 2

3 Part 1: General Information MPS is gathering information about farmers interested in supplying MPS with large volumes of certain produce items during the school year through our processing and distribution partner, RDW. MPS will assess which farmers provide the most responsive and cost effective proposals for each produce item specified. As Partner Expectations (outlined below) are met, MPS intends to have RDW purchase exclusively from the awarded farmer for specific products. Farmers may be awarded one or more items. This RFI is not the only way that MPS will identify Farm to School partner farmers for the 2014/2015 school year. The produce items referenced in this RFI are items that are on MPS menus in large, consistent volumes throughout the growing season. In addition to this RFI, there will be a separate biweekly Farm to School competitive bid process that will solicit information from growers about smaller volume and/or intermittently offered produce menu items throughout the course of the fall and winter of the 2014/2015 school year. Through that bi-weekly bid process, farmers will also have the flexibility to inform MPS of produce items available. To assure that you are included on the biweekly bid , please contact Andrea Northup at andrea.northup@mpls.k12.mn.us or Selection Process MPS aims to work with a variety of small, beginning, family, minority and/or immigrant-owned farms in the twin cities region. The following are some of the criteria MPS is looking for in farmer partners: Proven record of respectful, professional business relationships Ability to provide a main point of contact who can provide consistent, timely phone and communication with MPS & RDW staff Ability to grow and provide high-quality produce Proven stewardship of land (sustainable growing practices preferred) Safe on-farm production and post-harvest handling practices Willingness and ability to meet MPS product specifications and pack sizes Ability to provide thorough product traceability information Ability to make reliable, timely, and accurate deliveries At least $1 million in liability insurance Competitive pricing 3

4 Part 2: Partner Expectations The following list includes of the expectations of farmers who participate in MPS Farm to School program. MPS intends to purchase produce from farmers awarded through this RFI process through our procurement and distribution partner RDW. For example, if a grower is notified that the information she provided in her response about red potatoes was the most responsive, MPS will expect that grower to provide approximately the quantities described in this document over the time period specified. MPS reserves the right to discontinue purchasing from farmers who fall out of compliance with the Partner Expectations after one written warning. Onboarding Farmers must complete the entire MPS & RDW onboarding process prior to initial order/delivery to participate in MPS Farm to School program. The onboarding process involves the following steps: Register at Safe-Source.com quick (5 minute) process with $75 fee good for one school year o Upload food safety plan or document(s) at Safe-Source.com, if farm has them o Upload proof of product liability insurance (minimum $1 million) at Safe-Source.com Attend one-day MPS Food Safety Workshop March 2014 Attend one-day MPS Institutional Sales Workshop April 2014 Initial Site Visit by MPS & Russ Davis staff (1 hour) June-July 2014 o If needed, take corrective action based on Site Assessment report July-August 2014 o If needed, Follow-Up Site Visit to confirm that corrective actions taken August 2014 Sign a one-page MPS Grower Partner Expectations Agreement Funding is pending to compensate growers for travel to workshops and some additional costs of participation in MPS Farm to School program. Regardless, MPS & RDW staff will work with and assist farmers with onboarding process. Food Safety In order to provide food that is safe for MPS students and staff, farmers are expected to follow good onfarm food safety production and post-harvest handling practices. This includes safe planting and use of nutrients (compost) or pest-control mechanisms; harvesting procedures; cooling; washing; packing; delivery, etc. As part of the Onboarding process described above, farmers must provide food safety documentation, which may include a plan, logs and/or journals to provide that farm is following good food safety practices. Food safety documentation must be uploaded to Safe-Source.com before purchasing begins. Food safety documentation must cover certain topics that will be covered in the Food Safety Workshop mentioned above. This workshop will review food safety requirements and provide assistance to assure that farms are able to follow good food safety practices. Site Visit Farms will be subject to a Site Visit by MPS & RDW staff before purchasing begins to meet the farmer(s), observe farm practices, and assure that good food safety practices are being followed. Farmer will receive a report within 7 business days of visit confirming that farm is eligible to sell to MPS, or outlining any corrective actions that must be taken before farm is eligible to sell to MPS. MPS, RDW and other partners will be available to help farmers make corrective actions. Mini-grants and technical assistance may also be available. As applicable, farmers will have 2-4 weeks to take corrective actions, based on 4

5 report findings. As applicable, a follow-up site visit will ensure that remediation or corrective actions have been taken. Unannounced Visits In addition to scheduled Site Visit(s), MPS reserves the right to conduct unannounced site visits to participating farms. Insurance Farmer must carry product liability insurance of no less than $1 million. A proof of insurance, such as a Liability Insurance Certificate, must be uploaded to Safe-Source.com before purchasing begins. Product Specifications and Pack Sizes All products must be packed and stored under sanitary conditions and in accordance with good commercial practices. Products delivered must match the specifications and standard pack sizes specified for each product, which are described in the Produce Availability and Pricing Form below. RDW will have appropriate packaging available for farmers to purchase. MPS and RDW will work with farmers to communicate appropriate deviations from specified pack sizes and specifications. Any deviations not previously agreed upon may result in one written or verbal warning followed by discontinuation of service. The Institutional Sales Workshop mentioned above will allow farmers the chance to learn all about the product specifications and pack sizes required. The Workshop will take place at RDW s facility and will walk farmers through pictures and real-life examples of appropriate and inappropriate products/packs, as well as other requirements for ordering, delivery and invoicing. Traceability Each case delivered must be labeled with farm name, product, date harvested, and date packed. Ordering The product quantities described in the application below are estimates of the quantities that MPS will purchase (through RDW) during the growing season. MPS will contact farmers to forecast availability on a weekly or bi-weekly basis. Then, RDW will send farmers exact Purchase Orders (PO s) by with product need dates and quantities no less than 7 days prior to delivery to RDW. Farmers must designate a primary contact person to work with MPS & RDW in a timely manner to communicate availability and meet order requirements, as well as a secondary contact (for instances when primary contact is unavailable). Delivery Farmers must deliver products in clean, sanitary vehicles. While refrigerated trucks are not required, product temperatures will be checked upon delivery at RDW for appropriate ranges. These appropriate temperature ranges will be communicated to farmers during the Institutional Sales Workshop. Farmers are expected to bring copies of PO s with each delivery and deliveries must match PO quantities and pack sizes exactly. Deliveries must be made Monday through Friday between 8am 11am at 2805 Service Road West Eagan, MN, RDW has the right to refuse products that do not match agreed upon product specifications, pack sizes, quantities, temperatures or delivery times, and after one warning, discontinue orders from that farmer. Farmers will be able to aggregate deliveries when to reduce delivery costs, depending on product perishability. 5

6 Invoicing Farmers must or fax invoices to RDW no more than 7 days after delivery. Payment Farmers will receive payment by mail within 30 business days upon receipt of invoice. 6

7 Part 3: Application Application Instructions Farmers must fill out the Application Questions, References and Produce Availability and Pricing Form in order to be considered to provide produce for MPS Farm to School program. Responses are due Wednesday January 29th at 5:00pm CST. Incomplete or late responses will not be considered. An optional Question and Answer Phone Call will be on Tuesday January 21st from 10:00-11:00AM Conference Dial-in Number: (712) , Participant Access Code: # All are welcome to participate in the call. Responses to questions asked will be posted on MPS website. Application Questions Please fill out the following information about the farm: Farm Name: Website (if you have one): Primary Contact Name: Primary Contact is expected to provide communication with MPS and RDW by phone and in a timely manner. Primary Contact Title: Work Phone: Cell Phone (if different): Secondary Contact Name: Secondary Contact is expected to provide communication with MPS and RDW by phone and in a timely manner when primary contact is unavailable or unreachable. Secondary Contact Title: Work Phone: Cell Phone (if different): Physical Farm Address: Mailing Address (if different): Type of organization (circle one): LLC 501c3 Other: 7

8 Projected acres of fruit/vegetable production on farm for 2014 growing season: What is farm s mission and/or growing philosophy? Does farm fall under any of the following categories? Check all that apply. Farm owned by beginning farmer (within the past 5 years) Farm is family operation (more than one family member owns and/or works on farm) Farm is within 200 miles of Minneapolis Farm owner(s) are first or second generation immigrants Farm owned by racial/ethnic minority farmer Has farm sold produce to a school or schools in the past 2 years? If so, please fill out the following: Name of School/District When did you sell to them? Which item(s) did you provide? Approximate quantity of each order? Has farm sold produce to any other large institutional or wholesale buyers, such as colleges, hospitals or produce distributors/wholesalers in the past 2 years? If so, please fill out the following: Name of Buyer When did you sell to them? Which item(s) did you provide? Approximate quantity of each order? 8

9 Does farm have a written food safety plan? Yes No Does farm keep logs or documentation (e.g. journal) of food safety related information? Yes No Does farm have any of the following? Check all that apply. GAP Audit GAP training (but not official GAP audit) Certified Naturally Grown Certified Organic Sustainable growing practices (but no certification) Other: (please describe) Briefly describe how and where products are rinsed/washed on the farm, if applicable. Briefly describe how and where products are packed on the farm. Does farm have at least $1 million product liability insurance? Yes No Does farm use any pesticides or fertilizers? If so, list below please include natural and synthetic/chemical applications used on the farm. Attach extra pages if necessary. Name of application What is it used for? Describe when and how you typically apply it. 9

10 Is a farmer or farm representative interested in partnering with MPS to educate students about farming and local food? Check all that apply. Pen pals with a classroom Visits to schools Farm field trips Special educational events References Please list contact information for two references who represent customers farm currently sells to. School, institutional or wholesale buyers are preferred. 1. Organization Name: Name of Contact: Contact s Position: Phone: 2. Organization Name: Name of Contact: Contact s Position: Phone: Produce Availability and Pricing Form The quantities and types of produce items below are some of the approximate quantities that MPS intends to procure in large volumes from farm to school partners in during the 2014/2015 school year. MPS understands that unexpected weather-related or other events may lead to reduced supply. Similarly, MPS may face unexpected changes in demand or last-minute menu changes. Therefore the quantities below are approximate. Exact produce orders will be communicated via Purchase Order from RDW as described above. This RFI is not the only way that MPS will identify Farm to School partner farmers for the 2014/2015 school year. The produce items referenced in this RFI are items that are on MPS menus in large, consistent volumes throughout the growing season. In addition to this RFI, there will be a separate biweekly Farm to School competitive bid process that will solicit information from growers about smaller volume and/or intermittently offered produce menu items throughout the course of the 2014/2015 school year. Through that bi-weekly bid process, farmers will also have the flexibility to inform MPS of produce items available. To assure that you are included on the bi-weekly bid , please contact Andrea Northup at andrea.northup@mpls.k12.mn.us or

11 Please fill out the table below indicating the farm s capacity to provide each produce item. Instructions: Farm may fill out information for one, some or all of the produce items listed below. Farm may be considered for none, one or multiple produce items listed below. Please leave blank the rows for items the farm does not wish to be considered for. For each item the farm wishes to be considered for, farm must fill out ALL information in cells indicated by red column headings. If farm can only provide some of the approximate quantity, indicate that in the Quantity Farm Can Supply column. Quantities Farm Can Supply MUST be specified in terms of pack sizes listed in Pack Size column. Price column should indicate the price farm proposes to charge for the product for the duration of 2014/2015 school year. Approximate conversions: Butternut squash = 38# per bushel 1/9 box; Cucumber = 40# per bushel 1/9 box; Green pepper = 25# per bushel 1/9 box Produce Item Mashing Potato Baby Red Potato Wedging Potato Butternut Squash Product Description Pack Size Pack Description Light and thin skinned Grade B potato to use unpeeled for mashed potatoes at cooking sites. For example, Yukon Gold. Consistent, uniform sizing. Red-skinned Grade B potato to use unpeeled and roasted at cooking sites. Consistent, uniform sizing. Grade A potatoes to wedge 6 ways and roast as potato wedges. For example, Russet. Consistent, uniform sizing. For cubing and roasting. Large, misshapen, or cosmetic imperfections are okay. 50# sack Rinsed, free of debris and soil 50# sack Rinsed, free of debris and soil 50# sack Rinsed, free of debris and soil Bushel 1/9 box Dirt knocked off, free of debris, not too much dirt in container Approximate Delivery Periods September September September October Approximate Quantity Needed 12-50# sacks every two weeks 12-50# sacks every two weeks 10-50# sacks every two weeks 15 bushel 1/9 boxes every two weeks Quantity Farm Can Supply Variety (or varieties) GMO seed/ start? (Y/N) Price per 50# sack per 50# sack per 50# sack per Bushel + 1/9 box 11

12 Carrot Green Cabbage Napa Cabbage Green Pepper Cucumber Apple For rounds, matchstick cut, or sticks on salad bars (fresh). Large, uniform diameter of >1 variety preferred. Used shredded in coleslaw. Tight, firm heads. Large heads are okay. Used shredded as condiment/topping. Tight, firm heads. Large heads are okay. For dicing as condiment/topping or strips on salad bars. Large size, cosmetic imperfections, or misshapen are okay. Used sliced in salad bars and diced in recipes. Large size or cosmetic imperfections are okay (but not hard or over-ripe). For featuring whole at all schools 1-2 times per month. Firm, crisp, sweet, flavorful varieties preferred. 125 count or larger. Not Red Delicious. 50# sack or bin 45# carton or bin 45# carton or bin Bushel 1/9 box Bushel 1/9 box Rinsed, free of debris and soil Outside 1-2 wrapper leaf/ leaves removed, not too much dirt in container. Outside 1-2 wrapper leaves removed. Fully washed. September September September September end of season Fully washed. September end of season 40# case Fully washed. September 15 50# sacks or bins every three weeks 10 45# cartons or bins every two weeks 5 45# cartons or bins every two weeks 25 bushel 1/9 boxes per week. 10 bushel 1/9 boxes every week 200 cases every two weeks 50# sack or bin 45# carton or bin 45# carton or bin per bushel 1/9 box per Bushel + 1/9 box (specify count 125 or larger) Per 40# case 12

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