Purchase and Delivery of Ice Cream

Background
The School Board of Stafford County, operating as Stafford County Public Schools, is issuing this Request for Proposal (RFP# 26-SCPS-024) to establish a term contract for the purchase and delivery of ice cream products.

Stafford County is one of the fastest growing counties in Virginia, with a population of approximately 163,380 and a school membership of around 31,220 across various educational facilities. The goal of this contract is to ensure that all Stafford Schools locations receive adequate supplies of ice cream products to meet their sales demands.

Work Details
The successful offeror will provide inside delivery of ice cream products as specified in Attachment H to all Stafford Schools locations listed in Attachment G.

Deliveries must occur twice a week, scheduled Monday through Friday between 6:30 A.M. and 2:00 P.M., with provisions for additional emergency deliveries. All delivery vehicles must have proper frozen food storage capabilities and must deliver products directly to appropriate storage areas at each school.

The contractor must maintain an order-to-fill ratio of 95% and notify the School Nutrition Office of any anticipated shortages at least 24 hours prior to delivery. If an item is unsatisfactory upon receipt, it must be returned by the driver without penalty to the school. The contractor must also provide nutritional fact sheets for all items submitted and ensure compliance with Smart Snack Guidelines.

Period of Performance
The contract will be effective from July 1, 2026, through June 30, 2027, with the possibility of renewal for up to five additional successive one-year periods.

Place of Performance
The services will be performed at various school sites within Stafford County Public Schools as specified in Attachment G.

Bidder Requirements
Offerors must comply with federal requirements as outlined in the RFP, including certifications regarding debarment and lobbying.

They are also required to provide proof of insurance coverage including workers' compensation and general liability insurance. Additionally, offerors should be registered with the Virginia State Corporation Commission (SCC) and may need to demonstrate compliance with Buy American provisions.