Provider Bid Opportunities

Due to limited advertising space interested parties should contact us for spreadsheet of products requesting no later than November 15, 2026. You can reach us at businessoffice@windwoodfarm.org

Download:

Windwood Farm Home for Children (IFB) Form

Information:

SECTION 1: Bidding Overview & Timeline

Windwood Farm Home for Children is soliciting sealed, firm-fixed pricing quotes for high-volume grocery, fresh agricultural products, and essential kitchen paper goods. This procurement utilizes a simplified market-basket solicitation mechanism to ensure free, open, and transparent commercial competition.

SFA Name & Code: Windwood Farm Home for Children

Kitchen Delivery Address: 4857 Windwood Farm Road, Awendaw SC 29429

IFB Publication Date:  October 30, 2026

Question Deadline: November 15, 2026

SFA Primary Contact Email: businessoffice@windwoodfarm.org

Submit Bid By Email To: businessoffice@windwoodfarm.org

Bid Submission Deadine: November 30, 2026

SECTION 2: Operational Specifications

Delivery Parameters: All orders must be delivered directly to the SFA kitchen exactly once per week on Monday or Tuesday between the hours of 8:00 AM and 2:00 PM. The delivery driver is required to wheel pallets/cases directly into designated freezer, cooler, or dry-storage zones.

Drop Minimums: Bidders must state any mandatory delivery case or dollar minimum constraints directly within their finalized submission packet. Modifications to the Contracted List Bids must be received by email no later than November 25, 2026 at businessoffice@windwoodfarm.org. Bids received after the deadline will not be considered. Bids will be publicly opened at Windwood Farm Home for Children, Inc. on November 15, 2026. The SFA will document the name of each bidder and the total bid amount read at the opening.

a. Award will be made to the lowest responsive and responsible bidder based on the total
extended price for all market-basket items. A responsive bid must include a price and
complete product information for every required item and must comply with all
material terms and specifications. The SFA will not use unstated evaluation criteria. The
SFA reserves the right to reject any or all bids when rejection is in the SFAs best
interest and is supported by a documented reason. In the event of a mathematical
discrepancy, the stated unit price will govern, and the SFA will recalculate the extended
price.

During the term(s) of contract awarded under this solicitation, additional purchases not included in this solicitation list and resulting awarded contract may become necessary and benefit the Program. Both parties agree that the aggregate value of added purchases during each year of the contract, if renewable, shall not exceed 25% of the estimated total value of the contract. The
total value of the contract must be agreed upon and the dollar listed in every contract and contract renewal. Such additions may be included in the awarded contract list during the contract renewal through a contract amendment, and the total value adjusted accordingly. For each contract renewal, the total actual value of the contract in the preceding year and the additions made during the contract term, will be the basis for determining the maximum dollar amount (not to exceed 25%) of additional goods that will be allowed during the next contract renewal year.

● Maximum Contract Period-Estimated (Start date: January 1, 2027 End date: December 30, 2031)

● Dates provided are estimates only. Any resulting contract will begin on the date specified in the notice of award. See clause titled “Term of Contract – Effective Date/Initial Contract Period”.

● The maximum potential contract term is five years: one (1) year initial term with four (4) additional one (1) year renewal options.

● Type of Contract

● A Bottom-Line Firm Price Contract shall be awarded to the successful Offeror by the SFA for the initial period of January 1, 2027 until December 30, 2027 in accordance with the terms and conditions of this Solicitation.

● Nutritional Requirements: All commercial food units must explicitly comply with USDA grain, sodium, and trans-fat limits. Items marked with ‘CN’ require an active Child Nutrition label sheet or authorized Product Formulation Statement delivered with the initial invoice. All food products must be accessible to the Health-e pro program by name, product number, and case size. 

SECTION 3: Competitive Market Basket Bid Form

Bidders must enter their itemized brand codes and firm-fixed unit case pricing inside the attached spreadsheet. Blanks or modified volume metrics are not permitted and may invalidate the responsiveness of the commercial bid.

By signing the document, the commercial bidder certifies compliance with all technical requirements, item specifications, and legal operational expectations defined within this Invitation for Bid packet.

References to specific brands, product descriptions, or manufacturer codes are provided only to establish the minimum level of quality and performance required. Unless expressly stated otherwise, equivalent products may be offered. The bidder must identify the proposed brand, manufacturer code, case pack, net case weight, and supporting product information. The SFA will determine equivalency using the specifications stated in the solicitation

SECTION 4: Required Federal & SCDE Procurement Clauses

• Buy American Provision (7 CFR 210.21): The bidder must prioritize domestic agricultural items. At least 51% of final food formulations must be grown, sourced, and processed inside the United States. Any non-domestic shipment exceptions (such as seasonal tropical fruits or distinct imports) must be formally logged using an SFA Buy American Exception Form before
product arrives at the kitchen dock.

• Termination Protocols (2 CFR 200 Appendix II): The SFA explicitly retains the right to cancel this small purchase contract with a formal 30-day written notice for convenience. Immediate cancellation for cause remains applicable if the vendor fails to meet specific health metrics, delivery parameters, or approved pricing caps.

• Record Keeping and Transparency Archive: The vendor must preserve item velocity reports,tracking logs, manufacturer formulations, and nutritional sheets for a minimum period of three (3) years following the conclusion of the fiscal program year. These files must be accessible for direct review by local, state, or federal child nutrition auditors.

• Debarment and Suspension Certification: By completing and executing the signature block in Section 3, the bidder explicitly warrants that neither its corporate identity nor its active executive management are listed as barred, suspended, or excluded from receiving funds or processing procurement contracts by any active Federal or State entity.

For more information or to ask a question, contact:

Chris Williams
Human Resources Coordinator
Windwood Farm & Family Services
843-371 6226

chris.williams@windwoodfarm.org