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Request for Proposal BD1745 of 30

Prior to a formal award, all contract terms and conditions must be agreed upon by all parties. Please address any inquiries to the buyer: Vianey Garcia, via email [email protected]. DENVER PUBLIC SCHOOLS SUPPLIER PORTAL Effective July 1, 2013, all new business conducted with DPS will require you to be registered on the DPS Supplier Portal. The Denver Public Schools (DPS) District is modernizing its Financial Management and Strategic Sourcing business processes to include two-way web-based communication with its Suppliers and Vendors. The benefits extended to our supplier/vendor business partners that register with DPS include:

• Electronic Bidding Events/Solicitations. o Bids and Proposals sent directly to your personal Supplier Portal account o On-line bid responses, negotiations, awards, and much more

• Direct submission of electronic invoices (depending on your contractual relationship). • Complete view of your contracts, purchase orders, invoices and payments online through your “Supplier

Portal”. • Ability to maintain your business profile, points of contact, diversity qualifications, list of commodities you

wish to provide, W-9s, certifications and insurance documentation, along with optional subcontractor tracking.

• Historical record of your interaction and performance with DPS Access to the supplier portal can be found here: http://purchasing.dpsk12.org/suppliersvendors/supplier-portal-guide/ Supplier Portal User Guides are available at same link (under the ‘Suppliers/Vendors’ link on the right-hand of the page).

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6. Open Records.

Open Records. The Vendor understands that all material provided or produced under this Agreement may be subject to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. (2006), and that in the event of a request to the District for disclosure of such information, the District shall advise the Vendor of such request in order to give the Vendor the opportunity to object to the disclosure of any of its proprietary or confidential material. In the event of the filing of a lawsuit to compel such disclosure, the District will tender all such material to the court for judicial determination of the issue of disclosure and the Vendor agrees to intervene in such lawsuit to protect and assert its claims of privilege and against disclosure of such material or waive the same. The Vendor further agrees to defend, indemnify and save and hold harmless the District, its officers, agents and employees, from any claims, damages, expenses, losses or costs arising out of the Vendor’s intervention to protect and assert its claim of privilege against disclosure under this Article including, but not limited to, prompt reimbursement to the District of all reasonable attorney fees, costs and damages that the District may incur directly or may be ordered to pay by such court.

B. Worker's Compensation Insurance. Each contractor and subcontractor shall maintain at his own expense

until completion of his work and acceptance thereof by the District, Worker’s Compensation Insurance, including occupational disease provisions, covering the obligations of the contractor or subcontractor in accordance with the provisions of the laws of the State of Colorado. The contractor shall furnish the District with a certificate giving evidence that he is covered by the Worker’s Compensation Insurance herein required, each certificate specifically stating that such insurance includes occupational disease provisions and provisions preventing cancellation without five days’ prior notice to the District in writing.

C. Clarification and Modifications in Terms and Conditions

1. Where there appear to be variances or conflicts between the General Terms and Conditions, the Special

Terms and Conditions and the Technical Specifications outlined in this Solicitation, the Technical Specifications then the Special Terms and Conditions will prevail.

2. If any Vendor contemplating submitting an Offer under this Solicitation is in doubt as to the true

meaning of the specifications, the Vendor must submit a written request for clarification to the District's Contact person as stated in the Special Terms and Conditions. The Vendor submitting the request shall be responsible for ensuring that the request is received by the District at least five calendar days prior to the scheduled Solicitation opening or as stated in the Special Terms and Conditions. Any official interpretation of this Solicitation must be made, in writing, by an agent of the District's Purchasing Department who is authorized to act on behalf of the District. The District shall not be responsible for interpretations offered by employees of the District who are not agents of the District's Purchasing Department. The District shall issue a written addendum if substantial changes which impact the technical submission of Offers are required. Such addenda will be posted on the Purchasing Department web site (http://purchasingts.dpsk12.org/bids/default.asp). Vendors are responsible for either revisiting this website prior to the due date or contacting the designated buyer to ensure that they have any addenda which may have been issued after the initial download. The Vendor shall certify its acknowledgment of the addendum by signing the addendum and returning it with its Offer. In the event of conflict with the original contract documents, addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

D. Prices Contained in Offer--Discounts, Taxes, Collusion

1. Vendors may offer a cash discount for prompt payment. Discounts will be considered in determining

the lowest net cost for the evaluation of Offers; discounts for periods of less than twenty days, however, will not be considered in making the award.

2. Vendors shall not include federal, state, or local excise or sales taxes in prices offered, as the District is

exempt from payment of such taxes. 3. The Vendor, by affixing its signature to this Solicitation, certifies that its Offer is made without

previous understanding, agreement, or connection either with any persons, firms or corporations making an Offer for the same items, or with the District. The Vendor also certifies that its Offer is in


all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To insure integrity of the District's public procurement process, all Vendors are hereby placed on notice that any and all Vendors who falsify the certifications required in conjunction with this section will be prosecuted to the fullest extent of the law.

III. PREPARATION AND SUBMISSION OF OFFER

A. Preparation

1. The Offer must be typed or legibly printed in ink. The use of erasable ink is not permitted. All

corrections made by the Vendor must be initialed in blue ink by the authorized agent of the Vendor. 2. Offers must contain, in blue ink, a manual signature of an authorized agent of the Vendor in the space

provided on the Solicitation cover page. The original cover page of this Solicitation must be included in all Offers. If the Vendor’s authorized agent fails to sign and return the original cover page of the Solicitation, its Offer shall be invalid and shall not be considered.

3. Unit prices shall be provided by the Vendor on the Solicitation’s Specification and Pricing Form when

required in conjunction with the prescribed method of award and shall be for the unit of measure requested. Prices that are not in accordance with the measurements and descriptions requested may be considered non-responsive and may not be considered. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

4. Alternate Offers will not be considered unless expressly permitted in the Specification’s Special Terms

and Conditions. 5. The accuracy of the Offer is the sole responsibility of the Vendor. No changes in the Offer shall be

allowed after the date and time that the Offers are due.

6. Organization of BID response

TAB A- Cover letter and transmittal sheet (identify any exceptions to specifications or terms in this section) 1. Lobbying and Debarment Forms 2. Proof of Insurance as requested in the Special Terms and Conditions TAB B - Vendor Response Form (see page 24). Vendor must fill in the response form in its entirety to include but not limited to the following:

1. Total estimated cost associated with services/expenses as expressed to include allowable expenses - seed, drip irrigation system and maintenance, ground preparations, planting and site maintenance, off-season trimming of the site/ cover crop to 6” or less as per city code, harvest and delivery to the Denver Public Schools Enterprise Management Nutrition Services warehouse, reusable produce harvest/ transport containers, costs of machinery/ equipment rental (if applicable), insurance etc. 3. The District may require community events for farm tours. Vendor must provide a per hour charge for farm tours and community events.

4. Total quantity of produce projected to be harvest for the season. 5. Vendor must submit samples of monthly base pay invoices (itemized), delivery ticket, monthly produce delivery summary reports.

TAB C- Vendor Information

1. Management summary to include operator credibility and any other agricultural enterprises in which the vendor is involved. 2. How site(s) in this Solicitation will fit with Vendor’s other agricultural sites. 3. Vendors’ Farm Management and agricultural experience and desire to farm the site(s). 4. Business plan, conceptual site and farm production plan, weed/ insect/ pest management plans for the site(s). 5. Machinery/ equipment needs. 6. Ability to meet labor demands of the proposed operation.


7. Experience in organic production (see attached manual). 8. Contact information for three (3) references that are familiar with your agricultural and business experience and their relationship to the vendor. 9. Successful proposals should include detailed plans to meet the above listed requirements with specific focus on timeliness, personnel levels, decision making process, method of execution, financial audits, performance reviews, etc.

TAB D - Farm Food Safety Plan

1. An On Farm Food Safety Plan template, developed by Colorado State University Extension is included and submitted plans must include all these components. Traceability procedures shall also be included. (See Appendix B)

B. Submission

1. The Original Offer shall be sealed in an envelope with the vendor’s name and the RFP number on the

outside and marked, ‘Master’. This master shall be sent or delivered to the District’s Enterprise Management Food and Nutrition Services Department, 2320 W. 4th Avenue, Denver, Colorado 80223. Attn: BD#1745.

2. Unless otherwise specified, when a Specification and Pricing form is included as a part of the Solicitation, it must be used when the Vendor is submitting its Offer. The Vendor shall not alter this form (e.g. add or modify categories for posting prices offered) unless expressly permitted in the addendum duly issued by the District. No other form shall be accepted.

3. Offers submitted via facsimile machines or email will not be accepted. Vendors which qualify their

Offers by requiring alternate contractual terms and conditions as a stipulation for contract award must include such alternate terms and conditions in their Offers. The District reserves the right to declare Vendors’ Offers as non-responsive if any of these alternate terms and conditions are in conflict with the District's terms and conditions, or if they are not in the best interests of the District.

C. Late Offers. Offers received after the date and time set for the opening shall be considered non-responsive

and returned unopened to the Vendor.

IV. MODIFICATION OR WITHDRAWAL OF OFFERS A. Modifications to Offers. Offers may only be modified in the form of a written notice on company

letterhead and must be received prior to the time and date set for the Offers to be opened. Each modification submitted to the District’s Purchasing Department must have the Vendor’s name and return address and the applicable Solicitation number and title clearly marked on the face of the envelope. If more than one modification is submitted, the modification bearing the latest date of receipt by the District’s Purchasing Department will be considered the valid modification.

B. Withdrawal of Offers

1. Offers may be withdrawn prior to the time and date set for the opening. Such requests must be made

in writing on company letterhead. 2. In accordance with the Uniform Commercial Code, Offers may not be withdrawn after the time and

date set for the opening for a period of ninety calendar days. If an Offer is withdrawn by the Vendor during this ninety day period, the District may, at its option, suspend the Vendor from the bid list and may not accept any Offer from the Vendor for a six month period following the withdrawal.

V. REJECTION OF OFFERS

A. Rejection of Offers. The District may, at its sole and absolute discretion:

1. Reject any and all, or parts of any or all, Offers submitted by prospective Vendors; 2. Re-advertise this Solicitation; 3. Postpone or cancel the process;


4. Waive any irregularities in the Offers received in conjunction with this Solicitation to accept an

offer(s) which has additional value or function and/or is determined to be more advantageous to the District; and/or

5. Determine the criteria and process whereby Offers are evaluated and awarded. No damages shall be

recoverable by any challenger as a result of these determinations or decisions by the District. B. Rejection of a Particular Offer. The District may, at its sole and absolute discretion, reject an offer under

any of the following conditions: 1. The Vendor misstates or conceals any material fact in its Offer; 2. The Vendor’s Offer does not strictly conform to the law or the requirements of the Solicitation; 3. The Offer expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Solicitation’s Special Terms and Conditions; 4. The Offer does not include documents, including, but not limited to, certificates, licenses, and/or

samples, which are required for submission with the Offer in conjunction with the Solicitation’s Special Terms and Conditions and/or Technical Specifications; or

5. The Offer has not been executed by the Vendor through an authorized signature on the Specification’s

Cover Sheet. C. Elimination From Consideration

1. An Offer may not be accepted from, nor any contract be awarded to, any person or firm which is in

arrears to the District upon any debt or contract or which is a defaulter as surety or otherwise upon any obligation to the District.

2. An Offer may not be accepted from, nor any contract awarded to, any person or firm which has failed

to perform faithfully any previous contract with the District, state or federal government, for a minimum period of three years after this previous contract was terminated for cause.

D. The District reserves the right to waive any technical or formal errors or omissions and to reject any and all

bids, or to award contract for the items hereon, either in part or whole, if it is deemed to be in the best interest of the District to do so.

VI. COMPLIANCE WITH LAW AND DISTRICT POLICIES. The Contractor will comply with all laws, regulations, municipal codes and ordinances and other workplace requirements and standards applicable to the provision of services/work performed including, without limitation, federal and state laws governing wages and overtime, civil rights/employment discrimination, equal employment, safety and health, verifiable security background checks, employees' citizenship, withholdings, pensions, reports, record keeping, and campaign contributions and political finance.

A. The Contractor certifies that it shall comply with the provisions of C.R.S. 8-17.5-101, et seq. In accordance with that law, the Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. The Contractor represents, warrants, and agrees that it: (i) has verified that it does not employ any illegal aliens, through participation in the E Verify Program; and (ii) otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under C.R.S. 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or C.R.S. 8-17.5-101, et seq., the District may terminate this Agreement for breach and the Contractor shall be liable for actual and consequential damages to the District.

B. The Contractor, if a natural person eighteen (18) years of age or older, hereby swears or affirms under penalty of perjury that he or she (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of C.R.S. 24-76.5-101, et seq., and (iii) shall produce one of the forms of identification required by C.R.S. 24-76.5-103 prior to the effective date of this Agreement.


VII. AWARD OF CONTRACT. The District shall award a contract to a Vendor through the issuance of a

Purchase Order or a Notice of Award. The General Terms and Conditions, the Special Terms and Conditions, any Technical Specifications, the Vendor’s Offer, and the Purchase Order or Notice of Award is collectively an integral part of the contract between the Denver Public Schools and the successful Vendor. Accordingly, these documents shall constitute a binding contract without further action by either party.

VIII. APPEAL OF AWARD. Vendors may appeal by submitting, in writing, a detailed request for

reconsideration to the District's Director of Purchasing within 72 hours after the recommendation of award is posted on the Purchasing Department's web site at http://purchasing.dpsk12.org/bids/default.asp, provided that the appeal is sought by the Vendor prior to the District finalizing a contract with the selected vendor.

IX. CONTRACTUAL OBLIGATIONS

A. Local, State and Federal Compliance Requirements. Successful Vendors shall be familiar and comply with

all local, state, and federal directives, ordinances, rules, orders, and laws applicable to, and affected by, this contract including, but not limited to, Equal Employment Opportunity (EEO) regulations, Occupational Safety and Health Act (OSHA), and Title II of the Americans with Disabilities Act (ADA).

B. Disposition. The Vendor shall not assign, transfer, convey, sublet, or otherwise dispose of this contract,

including any or all of its right, title or interest therein, or its power to execute such contract to any person, company or corporation, without prior written consent of the District.

C. Employees. All employees of the Vendor shall be considered to be, at all times, employees of the Vendor,

under its sole direction, and not an employee or agent of the District.

1. The District may require the Vendor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable, and whose continued employment on District property is not in the best interest of the District.

2. The Vendor shall not employ, retain, hire or use any individual that has been convicted of any felony

charges as the same is defined under the laws of the State of Colorado in the performance of the services to be rendered and materials to be provided to the District pursuant to this Solicitation unless the Vendor receives prior written permission.

3. In accordance with the District’s policy regarding the use of tobacco products, no employee of the Vendor shall be permitted to use tobacco products when performing work on District property.

4. To protect the staff and program against undue invasion of the school or work day, sales

representatives shall not be permitted in schools or other departments for the purpose of making sales unless authorized to do so by the Director of Purchasing or his/her designee. If special or technical details concerning goods or services to be purchased are required, the involvement of vendors should be coordinated through Vianey Garcia, Senior Buyer.

D. Delivery. Prices, quotes and deliveries are to be FOB destination, freight prepaid, and shall require

inside delivery unless otherwise specified in the Solicitation’s Special Terms and Conditions. Title and risk of loss shall pass to the District upon inspection and acceptance by the District at its designated point of delivery, unless otherwise specified in the Special Terms and Conditions. In the event that the Vendor defaults on its contract or the contract is terminated for cause due to performance, the District reserves the right to reprocure the materials or services from the current fresh produce supplier or from other sources during the remaining term of the terminated/defaulted contract. Under this arrangement, the District shall charge the Vendor any difference between the Vendor’s price and the price to be paid to the current produce vendor, as well as any costs associated with the resolicitation effort.

E. Material Priced Incorrectly. As part of any award resulting from this process, vendor(s) will discount all

transactions as agreed. In the event the District discovers, through its contract monitoring process or formal audit process, that material was priced incorrectly, vendor(s) agree to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance.

X. MODIFICATIONS TO EXISTING CONTRACT. Terms and conditions may be added, modified, and

deleted upon mutual agreement between agents of the District and the Vendor provided that such terms and conditions remain within the scope and original intent of the Solicitation. Said terms and conditions may


include, but are not limited to, additions or deletions of service levels and/or commodities and/or increases or decreases in the time limits for an existing contract. Any and all modifications must be expressed in writing through a Memorandum of Understanding and executed by authorized agents of the District and the Vendor prior to the enactment of such modifications.

XI. TERMINATION OF CONTRACT

A. The District may, by written notice to the successful Vendor, terminate the contract if the Vendor has been

found to have failed to perform its service in a manner satisfactory to the District as per specifications, including delivery as specified. The date of termination shall be stated in the notice. The District shall be the sole judge of non-performance.

B. The District may cancel the contract, without penalty, upon thirty days written notice for reason other than

cause. This may include the District's inability to continue with the contract due to the elimination or reduction of funding.

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within 24 hours of the incident. Failure to comply with this requirement may be cause for termination of any existing contracts between the Vendor and the District and for removal from the District’s approved vendor list(s). METHOD OF PAYMENT – MONTHLY PAYMENTS FOR WORK COMPLETED: The District shall provide monthly payments for work completed by the successful Vendor during various phases of the work assignment. The District and the successful Vendor shall negotiate the percentage or component of completed work which corresponds to the acceptable payment schedule after the Response has been evaluated and the successful Vendor has been determined. The Vendor shall provide a fully documented invoice to the to the Enterprise Management Food and Nutrition Services Department 2320 West 4th Avenue Denver, CO 80223 attention Cassie Gentry. The invoice shall identify critical, descriptive data including, but not limited to, the farm site address, the vendor address, and a description of the services provided (labor hours for planting, harvesting, weeding, cost to install irrigation, cost of seed, etc.). The date of the invoice shall not exceed thirty calendar days from the end of the month in which the services were provided. Once awarded the District and the successful Vendor shall agree on the compensation for products and services and vendor guarantee harvest quantities. The awarded vendor agrees for DPS to retain from all payments a 10% of the total invoice to off-set costs sustained or incurred by the district in the event the vendor does not comply with the guaranteed amounts stated here within. As a result, the awarded vendor agrees to invoice accordingly. All invoices must include an itemized line detailing the 10% offset deduction. DPS agrees to release such amount at the end of the contract or as soon as an acceptable guaranteed yield is received; in addition, if the guaranteed amount of 20,718 lbs. total is exceeded by 5,000 lbs. or 25,718 lbs. across all sites DPS agrees to pay an incentive of $5,000.00. MATERIAL PRICED INCORRECTLY: As part of any award resulting from this process, Vendor(s) will discount all transactions as agreed. In the event the District discovers, through its contract monitoring process or formal audit process, that material or services were priced incorrectly, Vendor(s) agree to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance. SALES TAX: The District is exempt from paying State or Local Sales Taxes. Notwithstanding, Vendors should be aware of the fact that all materials and supplies which are purchased directly by the Vendor in conjunction with this contract will be subject to applicable state and local sales taxes and these taxes shall be borne by the Vendor. DELIVERY TIMES, LOCATIONS, AND REQUIREMENTS: The Vendor shall deliver all items requested through this Solicitation to the Enterprise Management Food and Nutrition Services Warehouse which is located at 301 Wyandot Street, Denver, Colorado 80223. Deliveries shall be made by 11:00 a.m. Monday through Friday, excluding District holidays. The awarded vendor’s delivery personnel will stay on the premises while each delivery is being checked in. All shortages or refused product for which replacement product is required per the DPS Food and Nutrition Services Department shall be reported to the District assigned personnel. PACKING SLIP AND/OR DELIVERY TICKET: The Vendor shall enclose a complete packing slip or delivery ticket with any items to be delivered in conjunction with this Solicitation. The packing slip shall be attached to the shipping carton(s) which contain the items and shall be made available to the District's authorized representative during delivery. The packing slip or delivery ticket shall include, at a minimum, the following information: Purchase Order/Contract Release Request number, date of order, site of origin, a complete listing of items being delivered, and back-order quantities and estimated delivery date of back-orders if applicable and allowable. The District's Receiving representative has the authority to reject shipments that do not conform to this requirement. SHELF LIFE OF STOCK: The successful Vendor(s) shall supply the District with produce items harvested on the same day and shall insure that items with a limited shelf life are inspected and certified fresh by the Vendor prior to shipment to the District and shall stay fresh for a minimum of five days. STANDARDS OF QUALITY OR PERFORMANCE: The goods and/or services supplied by the Vendor in conjunction with this Solicitation shall either meet or exceed the standards of quality and/or performance that have been established by USDA for the National Child Nutrition School Lunch Program. All product delivered shall be of quality to the grade listed for standards for U.S. Grade #1 and Grade #2 as detailed in Appendix A or green (under ripe) tomatoes or hail damaged zucchini that is deemed acceptable to process by DPS or its partners. HACCP PROGRAM: Vendor must have an On Farm Food Safety Protocol. These protocols must address Management’s Commitment and Responsibility for Food Safety, address the physical, chemical, and biological hazards and hazard control procedures, including monitoring, verification, and recordkeeping, for the following areas: water [Denver City Water], soil amendments, field sanitation, production environment, worker practices/


hygiene, harvesting, and transportation of the produce to our warehouse at 301 Wyandot Street, Denver, CO 80223. Traceability procedures shall also be included. SUBMISSION OF OFFERS: The following documents must be submitted:

The original of each Offer must be received at the time and place specified in this Solicitation. The Vendor must also provide documentation for their on farm food safety plan. A Certificate of Insurance indicating coverage as outlined in the Special Terms and Conditions must be provided with the Offer.

Vendors are required to complete the following attached forms and include them with their proposal. The two forms are: CERTIFICATION REGARDING LOBBYING and DISCLOSURE OF LOBBYING ACTIVITIES, (if applicable).

- All Tabs A, B, C & D must be completed.

ELIGIBILITY OF VENDORS - MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED: Pre-award inspection of the Vendor's other farm sites (if applicable) or records related to prior farming experiences may be made prior to award of the contract. Solicitations will only be considered from firms which have been engaged in the business of performing services as described in this Solicitation. The Vendors must be able to produce evidence that they have an established satisfactory record of performance for a reasonable period of time and have sufficient financial support, equipment and organization to ensure that they can satisfactorily execute the services if awarded a contract. The term equipment and organization as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices in the industry and as determined by the proper authorities of the District. The District reserves the right, before awarding the contract, to require a Vendor to submit such evidence of its qualifications as it may deem necessary, and may consider any evidence available to it (including, but not limited to, the financial, technical and other qualifications and abilities of the Vendor, including past performance and experience with the District) in making the award in the best interest of the District. LABOR, MATERIALS AND EQUIPMENT TO BE SUPPLIED BY THE VENDOR: Unless otherwise provided in this Solicitation, the Vendor shall furnish all labor, materials and equipment necessary for satisfactory contract performance. When not specifically identified in this Solicitation, such materials and equipment shall be of a suitable type and grade for the intended purpose. All materials, workmanship, and equipment shall be subject to the inspection and approval of the District's Project Manager.

REMOVAL OF PERSONAL PROPERTY: The Vendor agrees to remove any personal property of the Vendor remaining on the school site after the end of the contract, or termination of the contract. The Vendor agrees that any personal property of the Vendor left on the site at the end of the contract or after the termination of the contract, shall be deemed abandoned by the Vendor and the district shall have the right to dispose of any such personal property in any manner the district deems appropriate. The Vendor will be liable for any disposal costs incurred by the district.

INDEMNIFICATION: The successful Vendor shall indemnify and hold the District harmless from any and all claims, liabilities, losses and causes of action which may arise out of the fulfillment of the Vendor’s contractual obligations as outlined in this Solicitation. The Vendor or its insurer(s) shall pay all claims and losses of any nature whatever in connection therewith, and shall defend all suits, in the name of the District when applicable, and shall pay all costs and judgments which may issue thereon.

INSURANCE: The Vendor shall purchase and maintain at its own expense, insurance which is at least as broad, and with limits at least as great as outlined below:

General Liability Policy form: Occurrence Policy Aggregate $ 2,000,000 Products/completed operations aggregate 2,000,000 Each occurrence limit ..................................................................................................... 1,000,000 Personal & advertising injury limit 1,000,000 Products/completed operations Defense in excess of limits Per location / per job aggregate limit Blanket contractual


Independent contractors Primary & non-contributory Show Waiver of Subrogation in favor of the District All locations / operations (if not, show district job/location specifically) Name the District as “Additional Insured” Automobile Liability: Combined single limit:.................................................................................................. $ 1,000,000 Any auto (or Hired & Non-owned, if you own no vehicles) Show Waiver of Subrogation in favor of the District Primary & non-contributory Auto pollution liability (IF you carry any hazardous cargo) ( If the Vendor is providing repairs to District vehicles on the Vendor's property, the Vendor shall possess Garage Liability Insurance, covering premises, auto and completed operations) Name the District as “Additional Insured” Professional Liability: { IF you render professional services } Policy form: Occurrence (if not, claims-made retro date must predate our contract or date of service) Per claim or occurrence limit.......................…............................................................. $ 1,000,000 Blanket contractual Primary & non-contributory Show Waiver of Subrogation in favor of the District Per location / per job aggregate limit Defense in excess of limits Designated profession must be applicable to your work for our company Name the District as “Additional Insured” Pollution Liability: { IF you have any pollution exposure } Policy form: Occurrence (if not, claims-made retro date must predate our contract or date of service) Per claim or occurrence limit.......................…............................................................. $ 1,000,000 Blanket contractual Primary & non-contributory Show Waiver of Subrogation in favor of the District Per location / per job aggregate limit Defense in excess of limits

Designated Location or Operation must be shown as per your contract for the District Name the District as “Additional Insured”

Umbrella: Policy form: ……………………………………..……………………………….. Occurrence - Umbrella Each occurrence or claim limit: ...................…............................................................ $ 1,000,000 Excess commercial general liability Excess Products/completed operations Show Waiver of Subrogation in our favor Excess automobile liability Excess professional liability (if you provide professional services) Excess pollution liability (if any pollution exposure exists) Excess employer’s liability Blanket contractual Per location / per job aggregate limit Defense in excess of limits Primary & non-contributory All locations / operations (if not, designate specific project or location) Name the District as Additional Insured including Products/Completed Operations Workers’ Compensation: Workers Compensation benefits: per Colorado Statute Employers liability – limit per accident $ 100,000 Employers liability – limit per disease 100,000 Employers liability – disease aggregate 500,000


All owners/officers who will be on District property or job site must be covered Show Waiver of Subrogation in favor of the District Coverage must apply to workers in Colorado

Insurance companies providing the coverage’s specified above must be authorized to do business under the laws of the State of Colorado and must be rated no less than “A-“ by A.M. Best Company. Issuance of a contract is contingent upon verification of all required coverage, as required.

Insurance Certification: Vendor shall cause its insurer(s), (or the insurer(s)’ agent, broker or authorized representative), to furnish the District’s Purchasing Department with a Certificate of Insurance which indicates that insurance coverage’s have been obtained which meet the requirements as outlined. Issuance of a contract is contingent upon the receipt of the insurance documents.

Non-Compliance: If the Vendor fails to submit the required insurance documents within 15 calendar days after verbal or written notice to submit such policies is given to the Vendor by a District representative, the Vendor shall be in default of the contractual terms and conditions and will not be awarded the contract. The next qualified bidder will be notified.

Cancellation/Modification: The Vendor shall be responsible for notifying the District thirty days in advance of any modification to, or cancellation of, these policies during the contractual period; including, but not limited to, any pending or paid claims against the aggregate amount of the policy.

Impaired Aggregate: If Vendor is threatened by any claim which, if paid, may impair any aggregate limit by more than 25%, Vendor shall notify the District representative, and the District representative may require purchase of additional coverage, as appropriate to protect the District.

COOPERATIVE PURCHASING EFFORTS: Denver Public Schools encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions, to the extent other governmental jurisdictions are legally able to participate in cooperative purchasing, and the District supports such cooperative activities. (Examples of these cooperative efforts include: MAPO-Multiple Assembly of Procurement Officials, CEPC- Cooperative Educational Procurement Council). We hereby request that any member of other governmental jurisdictions be permitted to avail itself of this contract and purchase any and all items specified herein from the successful Vendor(s) at the contract price(s) established herein. Each governmental entity which uses a contract(s) resulting here from would establish its own contract, issue its own orders, schedule deliveries, be invoiced therefrom, make its own payments, and issue its own exemption certificates as required by the Vendor. It is understood and agreed that the District is not a legally binding party to any contractual agreement made between another governmental entity and the Vendor as a result of this Solicitation. The District shall not be liable for any costs or damages incurred by any other entity. EQUAL OPPORTUNITY: Denver Public Schools intends and expects that the contracting processes of the District and its Vendors provide equal opportunity without regard to gender, race, ethnicity, religion, age or disability and that its Vendors make available equal opportunities to the extent third parties are engaged to provide goods and services to the District as subcontractors, vendors, or otherwise. Accordingly, the Vendor shall not discriminate on any of the foregoing grounds in the performance of the contract, and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with performance of the contract (joint ventures are encouraged). The Vendor shall disseminate information regarding all subcontracting opportunities under this contract in a manner reasonably calculated to reach all qualified potential subcontractors who may be interested. The Vendor shall maintain records demonstrating its compliance with this article and shall make such records available to the District upon the District’s request.

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tomatoes or hail damaged zucchini that is deemed acceptable to process by DPS or its partners. Estimated quantities needed are shown in the appendices though these are subject to change at any time.

An employee of the district handles produce ordering for delivery to the district. This person will also be your contact in scheduling deliveries and communicating delivery projections. A school calendar is attached. The calendar may be amended each month to accommodate holidays, planning days or scheduling conflicts as needed. Monthly reports will be required to contain quantities of produce the Vendor delivered to DPS Food and Nutrition Services. The reports must contain the following information case counts, total weight for each item, farm site address, and a description of the services provided (labor hours for planting, harvesting, weeding, cost to install irrigation, cost of seed, etc.) with dates of activity. These reports will be due the first week of every month.

Site Facts:

Bradley International School: 3051 S. Elm Street, Denver, CO 80222. The site is approximately 1 acre and is mostly fenced in. There is a fence around the perimeter of the farm site except at the access ramp where there is break in the fence. The location has a gate through which a tractor can access the field. Producing 8092 lbs. of produce in its first drought stricken season (0.69 acres or 30,625 sq. ft. of the site were planted), this site was farmed by commercial farmers in the 2012 season and was amended at that time, a drip irrigation system with a timer was set up at that time. The site also has a community garden and school garden adjacent to it. There is a sign letting the public know that a production farm is there and access is restricted as well as a number to call for any questions. This site has had great interest from the community and they are very supportive of having the production farm in that area. The school and community garden have included the farm site in their volunteer days.

McGlone Elementary School: 4500 Crown Boulevard, Denver, CO 80239. The site is approximately ½ acre and is fully fenced (there is a fence around the perimeter of the farm site). The fence is locked to restrict community access. Producing 7501 lbs. of produce in its first full (but dry) season (0.64 acres or 37,680 sq. ft. of the site were planted), this site was farmed by commercial farmers in the 2012 season and was amended at that time. In 2013, the site was not farmed due to construction but the site was completely re-tilled and re-amended and a new drip irrigation system with a timer was set up in June 2014. The site was farmed late in the 2014 season. The site also has a school garden nearby. The community is very interested in the farm site and had even requested to purchase some of the produce from the site before they were told this produce was for DPS school meals! Efforts have been made to divert water from the site with berms and a simple drainage system.

Schmitt Elementary School: 1820 S. Vallejo Street, Denver, CO 80223. The site is approximately ½ acre and is fully fenced. There is a vehicle access gate as well as a small gate through which visitors can enter through. Both gates remain locked unless farm staff is present. This site has a school garden across the playground from the farm. The ground has been amended and has drip irrigation set up with a timer.

Each site will have a general DPS Urban Farm sign provided by the district with a manned contact number, but all other signs must be approved by the district before being put up.

Soil tests results for all sites have been attached.

Facilities at all sites (restrooms, hand sinks) are located inside the school. In order to enter the school, visitors need to sign in and out of the main school office and are required to furnish a valid ID. The district will supply a portable hand sink that can be used at one or all three sites. The awarded vendor will be responsible for transporting it, stocking it with soap and paper towels, and cleaning it. Access to water taps/ Denver City water is provided.

No storage is available on any of these sites for tools and or machinery. Storage would have to be off site or, if a temporary structure or metal tool box is needed, it must be approved by the district in advance. The vendor is responsible for getting tools/ materials to and from the site – this expense will not be reimbursed by the district.

Community access to the site will be limited to special events, school tours, etc. and will be pre-determined and agreed on by the district and vendor. The Vendor may be asked to assist with sharing the site with students for educational purposes or to be photographed for marketing/ promotion purposes.

Section III Schedule

The following activities outline the process to be used to solicit vendor responses and to evaluate each vendor proposal. November 20, 2015 Distribute Request for Proposal December 3, 2015 Deadline for submitting questions December 4, 2015 Addendum for answers to questions December 17, 2015 Proposal deadline


January 2016 Award contract The Evaluation Committee will review all of the proposals and may visit the Vendor’s other farming operations with or without an appointment during the evaluation process.

Section IV Specifications The Vendor must supply an On Farm Food Safety Protocol with their response which shall address Management’s Commitment and Responsibility for Food Safety, address the physical, chemical, and biological hazards and hazard control procedures, hazards and hazard control procedures, including monitoring, verification, and recordkeeping, for the following areas: water – Denver City Water, soil amendments, field sanitation, production environment, worker practices/ hygiene, harvesting, and transportation of the produce to the District’s warehouse at 301 Wyandot Street, Denver, CO 80223. Traceability procedures shall also be included.

A minimum of one unannounced site visit by district staff shall be performed to ensure compliance with the On-Farm Food Safety Plan.

The Vendor shall only use organic pest, insect and weed combatants. If organic substances are shown to be ineffective, this must be communicated to the district and an alternative (non-organic) substance that is approved by the district may be used. The Vendor shall maintain all fences surrounding the site and keep gates closed when the Vendor’s staff is not on the site. The Vendor agrees to keep the site well-kept and maintained through the duration of the contract to include but not limited to: picking up trash, rubbish, garbage, litter or debris on the property, and cover crop trimmed to 6” in height per City Codes. No public access or recreational use of the site can be authorized by the Vendor. The Vendor’s staff must submit to a background check since they are working on school grounds near students. The Vendor will only allow odors, fumes, vibrations, and noise on the school site which are consistent with normal conduct of agricultural operations. The vendor shall provide Contingency plans (i.e. crop failure due to weather, irrigation problems, early or late harvests) and ability to communicate quantity of produce to be harvested and delivered 5 days in advance with plan for shortages/ overages in their business plan.

DURING THE SEASON, the farmer will be paid based on their ability to plan and implement a farming model that meets minimum yields for the production area – approximately 65% of the site with approximately 22% laying fallow with an additional 13% used for vehicle access, paths, buffers and fencing. The total yield on production land is anticipated to be 60% yield, with an average production rate of 0.5 pounds per square foot leaving total production at 21,870 pounds per acre. All products grown on the three farms are the exclusive property of the Denver Public Schools, Enterprise Management Food and Nutrition Services Department and are not intended to be sold or distributed to any other parties. We are open to other models with justification, but prefer organic or naturally grown farming models with drip irrigation.

All food products delivered by the Vendor to the Enterprise Management Food and Nutrition Services Warehouse at 301 Wyandot, Denver, CO 80223 are to be grown on the school farm sites.

The awarded Vendor shall submit projected harvest/ figures at least 8 days prior to delivery. If these projections must change, the Vendor agrees to contact the Enterprise Management Food and Nutrition Services Department at least 2 days prior to delivery to allow the District to purchase the shorted produce from the current approved produce distributor.

All case counts for produce must remain consistent, in the event pack size changes need to be made this shall be communicated to the District’s ordering staff as soon as possible. The District’s ordering system is processed by the “each” making case counts very important. The District requires full deliveries by 11:00 am on the scheduled delivery dates (generally 2 deliveries per week). Shortages must be communicated to the Enterprise Management Food and Nutrition Services produce purchaser at least 2 days in advance of delivery.

The Vendor will supply the following reports:

• Growing projections for the season and weekly updated to include produce being harvested and harvest dates. The Enterprise Management Food and Nutrition Services Department will utilize this information for menu planning purposes.

• Records detailing produce losses due to pets, birds, vandalism and estimated quantities lost by culprit. Documentation must include how the issue was abated.


• Applications of any pesticides (organic or otherwise), insecticides or herbicides, the source, and information on the ingredients of the substance applied.

• Itemized costs for the season (if not already on monthly service invoices including seed costs, labor costs for maintenance, planting, irrigation installation, harvesting, costs of irrigation equipment and repairs, etc.).

• Delivery tickets/ invoices detailing the item delivered, date delivered, site the produce was grown at (i.e. McGlone, Bradley or Schmitt), the quantity in standard case sizes, total weight by produce item, traceability tracking information (lot/ bed numbers that match lot/ bed numbers on the case), a place for the Enterprise Management Food and Nutrition Services Warehouse receiving personnel to sign and date and a place for the Vendor’s delivery person to sign and date.

• Monthly usage reports stating what has been harvested during the prior month with case counts and weight for each item.

• Yield information and reasons why the yield was greater or less than anticipated. Yields per square foot by crop are also requested.

• Any other noteworthy impacts on the farms produce yields.

The awarded vendor must provide a dedicated staff person to work closely with the Enterprise Management Food and Nutrition Services Department, to assure continuity and success of the contract. The awarded vendor shall provide a contact person that can make decisions in regards to our account without having to go to another member of your staff. The Enterprise Management Food and Nutrition Services Office will work with the vendor to create a delivery schedule upon award of the contract. The schedule will provide for delivery (1 -3 times per week or as negotiated) to the district warehouse except for school holidays and scheduled planning days. The schedule may be amended each month to accommodate holidays, planning days or scheduling conflicts as needed.

Produce deliveries must be made to 301 Wyandot Street Denver, CO 80223 with a delivery at or prior to 11:00 am. The delivery, unloading and check-in process can take up to 1 hour. Any discrepancy will be relayed to the vendor as discovered at which time the discrepancy shall be corrected as stated previously. Empty reusable, easily cleanable, non-porous containers shall be picked up by the vendor from the DPS Warehouse and washed, rinsed and sanitized prior to use for produce again. A clearly legible delivery ticket with each item listed is to be left with a warehouse employee as each delivery is made. If a delivery ticket is changed, the change must be made on the original and on all copies and signed by the driver and the warehouse employee. Clearly legible invoices are to be mailed or emailed on a monthly basis for the services set forth in this solicitation to the Enterprise Management Food and Nutrition Services Department, 2320 West Fourth Avenue, Denver, Colorado 80223, Attention: Cassie Gentry. [email protected] Section V Pricing MONTHLY PAYMENT SHALL BE BASED ON SERVICES RENDERED: The awarded vendor shall receive start-up funding cost for seeds, cost of irrigation lines, and installation as long as a reasonable amount is requested and a preform invoice is submitted with proper documentation. The awarded vendor shall show justification for monthly payments which is quoted by the Vendor in its Response. This shall include documentation which substantiates the Vendor’s cost to farm the site (including, but not limited to, labor, staffing community events, costs for tilling the site, planting, maintaining irrigation lines, maintenance, harvesting, delivery costs, costs of reusable harvest, delivery containers, season extension techniques, and other relevant production expenses. The District will reimburse for payment of transport of the produce from the sites to the warehouse. The District will not pay for transport of tools to/from the farm sites. It shall be the responsibility of the vendor to submit all supporting documentation for payment. Section VI Proposal Preparation and Submission Requirements To enable the District to conduct a uniform review of all proposals submitted in response to this solicitation, components of the proposal shall be submitted as set forth below. The District reserves the right to reject submittals that do not follow the requested format.


One (1) original and six (6) copies of each proposal must be received at Denver Public Schools, Enterprise Management Food and Nutrition Services, 2320 W. 4th Avenue, Denver, Colorado 80223, Attn: BD#1745. . The only information released at the public opening of proposals will be names of respondents. Original proposals must be clearly marked as such. In order to facilitate the evaluation and selection process, Vendors are requested to submit responses that include the following information and sections in the following order:

7. Organization of BID response

TAB A- Cover letter and transmittal sheet (identify any exceptions to specifications or terms in this section) 1. Lobbying and Debarment Forms 2. Proof of Insurance as requested in the Special Terms and Conditions

TAB B - Vendor Response Form, vendor must fill in the response form in its entirety to include but not limited to the following:

1. Total estimated cost associated with services/expenses as expressed to include allowable expenses - seed, drip irrigation system and maintenance, ground preparations, planting and site maintenance, off-season trimming of the site/ cover crop to 6” or less as per city code, harvest and delivery to the Denver Public Schools Enterprise Management Nutrition Services warehouse, reusable produce harvest/ transport containers, costs of machinery/ equipment rental (if applicable), etc. 3. The District may require community events for farm tours. Vendor must provide a per hour charge for farm tours and community events.

4. Total quantity of produce harvest for the season. 5. Vendor must submit samples of monthly base pay invoices (itemized), delivery ticket, monthly produce delivery summary reports.

TAB C- Vendor Information

1. Management summary to include operator credibility and any other agricultural enterprises in which the vendor is involved. 2. How site(s) in this Solicitation will fit with Vendor’s other agricultural sites. 3. Vendors’ Farm Management and agricultural experience and desire to farm the site(s). 4. Business plan, conceptual site and farm production plan, weed/ insect/ pest management plans for the site(s). 5. Machinery/ equipment needs. 6. Ability to meet labor demands of the proposed operation. 7. Experience in organic production (see attached manual). 8. Contact information for three references that are familiar with your agricultural and business experience and their relationship to the vendor. 9. Successful proposals should include detailed plans to meet the above listed requirements with specific focus on timeliness, personnel levels, decision making process, method of execution, financial audits, performance reviews, etc.

TAB D - Farm Food Safety Plan

1. An On Farm Food Safety Plan template, developed by Colorado State University Extension is included and submitted plans must include all these components. Traceability procedures shall also be included. (See Appendix B)

Although Vendors are encouraged to be creative with the format and content of responses within each section, at a minimum, the following should be addressed by each section.


Sample of Standard Reports and Invoices Tab B: The successful Vendor is expected to provide examples of standard reports and invoices offering such information as (a) Monthly harvest reports for all products provided with case counts, weight. Management Summary Tab C: Please describe the farming operation you propose to create by school site with as much detail as possible. Please include practices that conserve water, soil, etc. Please include each of the points below in your response to this solicitation and add other points if necessary.

1) If the Vendor is currently involved in other agricultural enterprises, please describe the operation(s) and the Vendor’s experience with the site(s). Include locations/ addresses, yields, size, types, amount of produce, costs to farm on this site, etc.

2) Describe how the school site(s) in this Solicitation will fit with Vendor’s other agricultural sites and business plans/ goals.

3) Vendors must state their farm management and agricultural experience and desire to farm the school site(s). 4) Vendors must state a business plan for each site or an overall business plan for all three sites, including a

farm production plan for each site(s), and weed/ insect/ pest management plans for the site(s). Business plans should include:

a. Overview of the Operation b. Goals and Objectives c. Approximate number of crops and types planned for the site(s), tillage, length of season, and

irrigation system planned. d. Overview of the production plan based on the crops and estimated quantities needed by the district

specified in the Appendices. e. Weed/ insect/ pest management plan and pesticides/ insecticides to be applied (even if they are

organic). 5) The Vendor must list the machinery and equipment needs for the planned operation on the school site(s)

and how the Vendor will meet those needs (type of machinery or tools vendor owns or intends to lease, borrow etc.). Vendor must also describe plans to minimize the noise impact on school children and property neighbors.

6) Vendor must state how the demands for labor for the proposed operation will be met. Is Vendor in agriculture full time? If not, what is the percentage of time the Vendor is dedicated to agricultural pursuits and how will the Vendor ensure that the proposed services can be provided? Will the Vendor be hiring full-time or part-time workers?

7) The Vendor must describe experiences in organic production, as this is the preferred method of production. 8) The Vendor must provide contact information (name, phone and e-mail) for three individuals who are

familiar with the Vendor’s agricultural and business experience and their relationship to the Vendor. 9) The Vendor must demonstrate their ability to attend mandatory meetings – quarterly strategic planning

meetings with DPS staff, up to 5 mandatory meetings total involving Farm Food safety training or to review on-farm food safety plan, up to 2 meetings to review planting and harvest calendar, and a minimum of one unannounced site visit by district staff to ensure compliance with the On-Farm Food Safety Plan.

10) The Vendor must express their ability and willingness to assist with data collection/evaluation of the project.

11) The Vendor must share contingency plans (i.e. crop failure due to weather, irrigation problems, early or late harvests) and share their ability to communicate quantity of produce to be harvested delivered 5 days in advance with plan for shortages and or overages.

12) The Vendor must supply the name, phone number (cell phone preferred), and e-mail of a primary point of contact between the Vendor and the DPS Food and Nutrition Services Department for deliveries, harvest projection, and billing questions.

13) Successful proposals should include detailed plans to meet the above listed requirements with specific focus on timeliness, personnel levels, decision making process, method of execution, financial audits, performance reviews, etc.

14) A management summary must be included as described above, providing an overview of the Vendor’s proposal. Vendors should emphasize why their solution is best suited to meet the needs of the Enterprise Management Food and Nutrition Services Department. This summary must be signed by an authorized official who can represent the information provided. The Vendor's response to each of the requirements and other requests for information is contractually binding.

Section VII


Evaluation and Award Criteria Each response will be evaluated based on the Vendor's ability to satisfy the requirements as presented in the RFP. The successful Vendor must communicate in the response a clear understanding of the requirements, a soundness of approach to satisfy them, and documentation of ample qualifications. The successful Vendor will demonstrate an approach which will result in measurable improvements and benefits to the Denver Public Schools. Proposals will be evaluated on the following criteria. Weighted Factor Award Criteria: 1. Quality of services proposed offered, including requested information of business plan, plan for 30 contract implementation and, completeness of the production plan for the site 2. Cost of proposed products and services, projected harvest amount 25 3. On Farm Food Safety Protocol 15 4. Farming and farm management experience, yields per square foot at other sites farmed, costs to farm other sites, expertise of key personnel and the financial capability of Vendor 15 5. Prior experience in performing similar work to include references 15 Total Possible Score 100

Request for P

ITEM QNUMB _________ Does yourand condit Does yourspecificati May any mjurisdictiopurchase a State perc State total State total Address thDenver PuEnterpriseFood and 2320 W. 4Denver, C Attn: BD1

Proposal BD1745

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VENDOR RESPONSE FORM

Provide Estimated Cost BRADLEY MCGLONE SCHMITT Plantable Square Feet 22668 17090 13000 Seed start up $ $ $ Ground Preparations $ $ $ Planting $ $ $ Harvest $ $ $ Fertilizer $ $ $ Mulch $ $ $ Labor Work $ $ $ Irrigation Maintenance $ $ $ Site Maintenance $ $ $ Pest Control $ $ $

Off season Trimming and Cover crop of 6" or less per city code $ $ $

Cost of Machinery and /or equipment rental $ $ $

Delivery to Food and Nutrition Dept. $ $ $

Any other cost associated to these services. Please provide detailed information and description. $ $ $

Insurance $ $ $ Other $ $ $ Total $ $ $

Harvest projections for the season (in lbs.). BRADLEY MCGLONE SCHMITT Bell Peppers Cherry Cucumbers Tomatoes Zucchini Kale Other Please see District minimum requirements on page 18.

The District may require community events for farm tours: Is the vendor willing to Participate Yes No

Vendor cost per hour for farm tours $

Vendor cost per hour for community events $

S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S

1 2 3 4 1 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 1 2 3 4 5

5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 6 7 8 9 10 11 12

12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19

19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26

26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 29 30 27 28 29 30 3130 31

0 6 11 21 21 20 22 15 16 14 14

S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S

1 2 1 2 3 4 5 6 1 2 3 4 5 1 2 1 2 3 4 5 6 7 1 2 3 4

3 4 5 6 7 8 9 7 8 9 10 11 12 13 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11

10 11 12 13 14 15 16 14 15 16 17 18 19 20 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18

17 18 19 20 21 22 23 21 22 23 24 25 26 27 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25

24 25 26 27 28 29 30 28 29 27 28 29 30 31 24 25 26 27 28 29 30 29 30 31 26 27 28 29 3031

17 19 19 20 19 19 19 20 21 21 2.5 3

NON-STUDENT CONTACT DAYS MS/HS WALK-IN REGISTRATION

Planning/Professional Days (No classes for students) August 13, 14 .

VACATION/NO CLASSES SEMESTER DATES

First Semester Begins 8/24; Ends 12/18

Parent/Teacher Conference Day (No classes for students) HOLIDAY/NO CLASSES Second Semester Begins 1/6; Ends 6/3

Independence Day - July 4

Labor Day - September 7 STUDENT REPORT DAYS

Thanksgiving Day - November 26 Days 1st Semester

Christmas Day - December 25 Days 2nd Semester

Planning and Assessment Days (No classes for students) New Year's Day - January 1 Total Days

Martin Luther King Jr. Day - January 18

Presidents' Day - February 15 TEACHER REPORT DAYS

Cesar Chavez Day - March 31 Days 1st Semester

Assessment Days (No classes for students) Memorial Day - May 30 Days 2nd Semester

Total Days

END OF TERM-TO BE FOLLOWED BY REPORT CARDS

ES, ECE-8 and MS Trimester: November 13; February 26; June 3

6-12, High School 6 Weeks: October 2; November 13; December 18; February 19; April 8; June 3

6-12, High School 9 Weeks: October 23; December 18; March 11; June 3

DENVER PUBLIC SCHOOLS 2015-2016 School Year Calendar

JULY 2015 AUGUST 2015 SEPTEMBER 2015 OCTOBER 2015 NOVEMBER 2015 DECEMBER 2015

The Calendar for the 2015-2016 school year is adopted by the Board of Education subject to the provision that if for any reason the School District must close schools for more than the time provided by the statutes, the adopted 2015-2016 calendar may be

amended by the Board of Education to provide enough additional school days on Saturdays, during vacation, or at the end of the present calendar to meet legal requirements as required by the statutes.

186

97.5

102

173.5

84

All Schools; assessment and data analysis day - no classes October 20; January 5

August 17,18,19,20, 21; October 19; January 4; June 3 (half day)

Total of 4.5 Planning days - teacher self-directed planning. Total of 4 professional days -

principal/district directed. SLT/Principal to determine which non-student contact days are

planning and which are professional.

November 2 (Schools may modify the daily schedule for parent/teacher conferences to meet

the needs of the school community. Schools will also determine dates and times for

parent/teacher conferences during 2nd semester.)

February 28; April 11

All Schools; 1/2 planning; 1/2 assessment & data analysis day

JUNE 2016

76

JANUARY 2016 FEBRUARY 2016 MARCH 2016 APRIL 2016 MAY 2016


The above list of items is the yearly usage for the District from August 17 – October 31, 2015. The listed items may change and the quantities listed are estimated quantities provided for the Vendor's guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period.

Item Description

USDA (Grade #1 and #2 aslisted in Appendix A) for all categories including defectdefinitions except for size

and shape

School Order By August 17 thru October30, 2015 usage in lbs.

Approximate lbs./week (mid August 17 thru October 30, 2015

Bell Peppers (all Colors) Grade #1 and #2 Pound 11,719 1065

Cherry Tomatoes Grade #1 and #2 Pint 4713 428 Cucumbers Grade #1 and #2 Pound 22098 2009

Kale Grade #1 and #2 Pound 2290Three times on the menu – 997 lbs. per time

Roma tomatoes Grade #1 and #2 Pound 9096 827Zucchini Grade #1 and #2 Pound 3157 287

Total 53773 5613


CERTIFICATION REGARDING LOBBYING

Applicable to Grants, Subgrants, Cooperative Agreements, and Contracts Exceeding $100,000 in Federal Funds.

Submission of this certification is a prerequisite for making or entering into this transaction and is imposedby Section 1352. Title 31, U.S. Code. This certification is a material representation of fact upon whichreliance was placed when this transaction was made or entered Into. Any person who falls to file therequired certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The undersigned certifies, to the best of his or her knowledge and belief, that:

(1) No federal appropriated funds have been paid or will be, paid by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of any agency, aMember of Congress, an officer or employee of Congress, or an employee of a Member ofCongress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension.continuation. renewal, amendment, or modification of a Federal contract. grant, loan, or cooperativeagreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person forinfluencing or attempting to influence an officer or employee of any agency, a Member of Congress. an officer or employee of congress, or an employee of a Member of congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit StandardForm-LLL, ''Disclosure Form to Report Lobbying". in accordance with its instructions,

(3) The undersigned shall require that the language of this certification be included in the awarddocuments for all covered sub awards exceeding $100,000 in Federal funds at all appropriate tiers and that all sub recipients shall certify and disclose accordingly.

Name of Company

Address of Company

City State Zip Code

Name of Submitting Official

Title of Submitting Official

Signature

Date

CERTIFICATION REGARDING LOBBYING

Applicable to Grants, Subgrants, Cooperative Agreements, and Contracts Exceeding $100,000 in Federal Funds.

Submission of this certification is a prerequisite for making or entering into this transaction and is imposedby Section 1352. Title 31, U.S. Code. This certification is a material representation of fact upon whichreliance was placed when this transaction was made or entered Into. Any person who falls to file therequired certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The undersigned certifies, to the best of his or her knowledge and belief, that:

(1) No federal appropriated funds have been paid or will be, paid by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of any agency, aMember of Congress, an officer or employee of Congress, or an employee of a Member ofCongress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension.continuation. renewal, amendment, or modification of a Federal contract. grant, loan, or cooperativeagreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person forinfluencing or attempting to influence an officer or employee of any agency, a Member of Congress. an officer or employee of congress, or an employee of a Member of congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit StandardForm-LLL, ''Disclosure Form to Report Lobbying". in accordance with its instructions,

(3) The undersigned shall require that the language of this certification be included in the awarddocuments for all covered sub awards exceeding $100,000 in Federal funds at all appropriate tiers and that all sub recipients shall certify and disclose accordingly.

Name of Company

Address of Company

City State Zip Code

Name of Submitting Official

Title of Submitting Official

Signature

Date


Instructions for Certification

1 . By signing and submitting this form, the prospective lower tier participant Is providing thecertification set out on the form in accordance with these instructions.

2. The certification in this clause is a material representation of fact upon which reliance was placedwhen the transaction was entered Into. If It is later determined that the prospective lower tierparticipant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide Immediate written notice to the person to whichthis proposal is submitted if at any time the prospective lower tier participant learns that itscertification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4 ~ The terms ''covered transaction,'' ''suspended,'' ''ineligible,'' ''lower tiered covered transaction,''participant,'' ''person,'' ''primary covered transaction,'' ''principal,'' "proposal," and "voluntarily

excluded'' as used in this clause, have the meanings set out in the Definitions and Coveragesections of the rules implementing Executive Order 12549. You may contact the person to whichthis proposal is submitted for assistance in obtaining a copy of those regulations.

5 The prospective lower tier participant agrees by submitting this form that, should the proposedcovered transaction be entered into, it shall not knowingly enter into any lower tier coveredtransaction with a person who is debarred, suspended, declared ineligible or voluntarily excludedfrom participation in this covered transaction, unless authorized by the department or agency withwhich this transaction originated.

6 The prospective lower tier participant further agrees by submitting this form that it will include this clause titled ''Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction.'' without modification, in all lower tier covered transactions and inall solicitations for lower tier transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in alower tier covered transaction that is not debarred, suspended, ineligible or voluntarily excluded fromthe covered transaction, unless it knows that the certification Is erroneous. A participant may decide the method and frequency by which it determined the eligibility of Its principals. Each participant may, but is not required to, check the Nonprocurement List.

8. Nothing contained In the foregoing shall be construed to require the establishment of a system ofrecords to render In good faith the certification required by this clause The knowledge andinformation of a participant is not required to exceed that which is normally possessed by a prudentperson In the ordinary course of business dealings.

9. Except for transactions authorized under paragraph five of these instructions, if a participant in acovered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, Ineligible or voluntarily excluded from participation in this transaction, inaddition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.


year date of last report

4. Name and Address of Reporting Entity:

CFDA Number, It applicable:

Pub.L 101 -121,103 Stat. 750, as amended by sec. 1 0; Pub. L. 104- ~ Signature:

by the above when this transaction was made or entered into. This i PrintName:

I Telephone No.:

/ /

Disclosure of Lobbying Activities Approved by OMB 0348-0046

Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352 (See reverse side for Instructions.)

Public Reporting Burden for this collection of information is estimated to average 30 minutes per response,. including the time for reviewing Instructions,searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of Information. Send commentsregarding this burden estate or any other aspect of this collection of information Including suggestions for reducing this burden, lo the Office of Management and Budget, Paperwork Reduction Project (0348-0046), Washington, D.C. 20503.

1. Type of Federal Action: 2. Status of Federal Action; 3. Report Type: a- contract a. bid/offer/application a. Initial filing b. grant b. initial award b. rhetorical

hc. cooperative agreement c. post-award For Material Change only. d. loan quartere. loan

tI. loan insurance

5. If Reporting Entity In No. 4 Is Subawardes, enter Name and Address of

Prime Subawardee Tier ____ if known:

Prime-

Congressional District, it known: Congressional District, If known:

6. Federal Department/Agency- 7. Federal Program Name/Description: I

I.III

S. Federal Action Number, if known: 9. Award Amount if known:$

10a. Name and Address of Lobbying Registrant (if individual, last name, first name, Ml): I

I

b. Individuals Performing Services (including address if different from No. I oa.) (last name, first name, MI):

IiIIII

IIIIII

II*

.

11. Information requested through this form is authorized by Sec.319, '

65, Stat. 700 (31 U.S.C. 1352). This disclosure of lobbying activities Iis a material representation of fact upon which reliance was placed Idisclosure is required pursuant to 31 U.S.C. 1352. This information

will be reported to the Congress semiannually and will be available I Title:for public inspection. Any person who fails to file the required I disclosure shall be subject to a civil penalty of not less than $1 0,000and not more than $1 00,000 f or each such failure. Date:

7

///, // /

Authorized for Local Reproduction Standard Form-LLL (1196)


INSTRUCTION FOR COMPLETION OF SF-LLL, DISCLOSURE OF LOBBYING ACTIVITIES

This disclosure shall be completed by the reporting entity, whether subawardee or prime Federal recipient at the initiation or receipt of a covered Federal action or a material change to a previous filing, pursuant to title 31 U.S. C. section 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with a covered Federal action. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information

1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome of a covered Federal action.

2. Identify the status of the covered Federal action.

3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last previously submitted report by this reporting entity for this covered Federal action.

4. Enter the full name, address, city, State and zip code of the reporting entity. Include Congressional District, if known. Check the appropriate classification of the reporting entity that designates if it is, or expects to be a prime or subaward recipient. Identify the tier of the subawardee, e.g. the first subawardee of the prime is the 1st tier. Subawards include but are not limited to subcontracts, subgrants and contract awards under grants.

5. If the organization filing the report in item 4 checks "Subawardee" then enter the full name, address, city, State and zip code of the prime Federal recipient, include Congressional District, if known.

6. Enter the full name, address, city, State and zip code of the reporting entity, include Congressional District, if known. For example, Department of Transportation, United States Coast Guard.

7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans, and loan commitments.

8. Enter the most appropriate Federal identifying number available for the Federal action identified in item 1 (e.g. Request for Proposal (RFP) number, Invitation to Bid (IFB) number, grant announcement number, the contract, grant or loan award number, the application/proposal control number assigned by the Federal agency). Include prefixes, e.g. "RFP DE-90-001"

9. For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan commitment for the prime entity identified in item 4 or 5.

10. (a) Enter the full name, address, city, State and zip code of the lobbying registrant under the Lobbying Disclosure Act of 1995 engaged by the reporting entity identified in item 4 to influence the covered Federal action.

(b) Enter the full names of the individual(s) performing services and include full address if different from 10(a). Enter Last Name, First Name, and Middle initial (M).

11. The certifying official shall sign and date the form, print his/her name, title, and telephone number. According to the Paperwork Reduction Act, as amended, no persons are required to respond to a collection of information unless it displays a valid OMB Control Number. The valid OMB control number for this information collection is OMB No. 0348-0046. Public reporting burden for this collection of information is estimated to average 10 minutes per response. Including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0046), Washington, DC 20503.

Tomatoes

Cucumber

Bell Peppe

Zucchini

Maturity

Color

Shape

Guide to

s

rs

ers

i

N

90%colore

redyellow

stai

W

o Harvesting

Grade

Not over-ripe no

% or more of the d (90% or more

d for red tomatoew tomatoes, etcns, bruises and

Well shaped, sym

AGrade #1 To

#1

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surface is well e of the surface ies, yellow for .), free of spots,discolorations

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Appendix A omatoes, Pep

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discoloratioedibility or

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pers, Cucum

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over-ripe to slighunder-ripe ore of the surfacuct is well colorstains, bruises anons will not affer storage life of f the product omewhat missha

mbers and Zu

htly Less thor th

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ucchini

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than 10% of thecolored, spots, sorations affect ttorage life of the

e than a minor a

item is ripe, over-ripe

e product is stains, and the edibility e product

amount of

Appendix A Guide to Harvesting Grade #1 Tomatoes, Peppers, Cucumbers and Zucchini

Grade #1 Grade #2 Cull moderately asymmetrical asymmetrical misshapen, asymmetrical

characteristics

Firmness Firm Can be very slightly tough to

slightly limp, squishy, spongy, etc. but with no leakage

Mostly tough, limp, squishy, spongy, etc.

Outside Texture Smooth to lightly rough Not more than slightly rough N/A

Decay None (1% or less of the lot may be soft or affected by decay)

None (1% or less of the lot may be soft or affected by decay)

More than 1% of lot is decayed; or any decay found on an item

Freezing None None More than 10% of item is damaged due to frost

Sunscald None None More than 10% of item is damaged due to sunscald

Insect

None None

More than 10% of item is damaged due to worm holes or other insect damage. Insects,

worms, or other pests are attached to the item.

Pathogen Damage (e.g. Mosaic Virus,

Mold, etc.)

None None

More than 10% of the item can be infected. More than 20% of the item must be removed for the

item to be usable.

Damage

Not seriously damaged (can have radial growth cracks under ½ “ in. in

length, 1/8 in. in depth; scars can have no depth and be no more than 3/8” in.

in diameter)

5% or less have serious damage (radial growth cracks over ½ “

in. in length if well healed, healed skin breaks more than ½” in. in diameter, scars more than 5/8” in diameter with no depth)

More than 5% of the lot has serious damage (radial growth cracks over ½” in. in length if

well healed, healed skin breaks more than ½” in. in diameter,

scars more than 5/8” in diameter with no depth)

Overall 90% or more of the lot must have all of the above characteristics

90% or more of the lot must meet the characteristics above

More than 10% of the lot has serious damage; doesn’t meet the

N

Note: Contact D

Guide to

DPS to see if cer

o Harvesting

Grade

rtain (hail) dama

AGrade #1 To

#1

aged items or ite

Appendix A omatoes, Pep

ems that do not

pers, Cucum

Grade #2

meet the standa

mbers and Zu

characards for No. 1 an

ucchini

Cull cteristics of No.nd No. 2 could b

. 1 or No. 2 be processed.

L

Chard/Kale

Lettuces, Spina

Fairly Clean

Same Form

Fresh

Shape/Trim

e

ach

We

Guide

Grade #1

Yes

Yes

Yes

ll-shaped and tr

Ae to Harvesti

Le

rimmed

ppendix A ing Grade #1

eafy Greens

G

Fa

Leafy Green

Grade #2

Yes

N/A

airly fresh

N/A

ns

Cull

No

N/A

No

N/A

Appendix A Guide to Harvesting Grade #1 Leafy Greens

Grade #1 Grade #2 Cull Decay None Fairly free from decay No

Coarse Stock None None Yes

Seed Stems None None Yes

Flower Buds None None Yes

Discoloration None None Yes

Wilting None Fairly free from wilting Wilted

Foreign Material None Fairly free from foreign material Yes Insects and Insect

Damage None None Yes

Freezing None None Yes Mechanical

damage None None Yes

Other Diseases None None Yes

Spray Residue None None Yes

Adhering Dirt None None Yes

Other Damage None None Yes

1

Fundamentals of Creating a Colorado Farm Food Safety Plan

Food Safety Plan Guide

Introduction

Based on conversations with local growers, Extension professionals, Colorado Department of Agriculture personnel, and Good Agricultural Practices experts from other states, this farm plan template and guide were designed to be tools local producers could use in constructing their own farm food safety plans.

This guide can assist you with recording the steps you take to ensure the safety of food produced on your farm, and help in identifying potential risks that may be present. It can also help to identify written practices or training documentation that is required for a specific practice since records are an important way to track and verify what steps you have completed as part of good agricultural practices.

The term Good Agricultural Practices (GAPs) is used to describe individual environmental and operational practices that prevent, reduce, or eliminate food safety risks on a farm. As a grower, you need to systematically identify, assess and control all hazards associated with your food production operation. A successful program helps you to avoid recalls, adverse publicity, and loss of sales. It also serves to enhance public health.

The guide is divided into sections that follow each section of the on‐farm plan template. Many sections begin with a few GAPs audit questions, and then suggest example policies, best practices and references for constructing and documenting your farm’s food safety plan.

Audit question:

Do you have a written food safety policy? Have you designated someone to implement and oversee your food safety program?

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Page 1. Cover Page

Personalize the cover of your farm food safety plan with:

1. your farm's name 2. location 3. logo

Food safety is an integral part of any food production operation. This plan is unique to your farm and outlines the policies and procedures that are in place to keep the food you produce as safe as possible. Your plan should include a set of standard operating procedures (SOPs), worker training programs, and record‐keeping sheets which address areas of your agricultural operation, including worker health and hygiene, irrigation water, soil management, pesticide use, equipment and trace back procedures.

This plan should always be available to the employee(s) designated as being in charge of food safety on your farm. You should be able to locate it easily both for recording and referring to this information and in case of an audit.

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Page 2. Personnel

Audit questions related to personnel and worker health and hygiene (plan pages 2‐4):

Is there a person(s) at your farm who has responsibility and authority for food safety? Are you aware that documentation is required to demonstrate that your food safety plan is being followed? Do you have a written policy covering protective clothing requirements (including hair covering, jewelry and artificial nail restrictions,

if any)? Do you use gloves at your farm (disposable or re‐useable)? Do you have clearly designated areas where employees can take breaks and which are located away from produce fields and

handling/packing areas? Are all employees and visitors aware that eating, drinking (other than potable water for field employees), spitting, chewing gum and

using tobacco are only allowed in these clearly designated break areas? Are all employees and visitors aware that if they show signs of illness they need to restrict their direct contact with produce or food‐

contact surfaces? Are all employees aware that they need to restrict their direct contact with produce or food‐contact surfaces if they have an open

sore or lesion that cannot be effectively covered? Are all employees (and visitors) aware that they need to seek prompt treatment for cuts, abrasions and other injuries? Do you have a policy outlining handling/disposal of food or food contact surfaces that have been in contact with blood or other bodily

fluids? Have your worker health and hygiene training and activities above been documented for all your employees?

Personnel: Include contact information for farm owner, manager, supervisors, workers, insurance agent, etc. It is important to specify the person in charge of food safety and you may want to list other responsibilities as well.

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Page 2. Personnel (continued)

Worker Training: All employees should receive training when they start work on the farm and a refresher course at least once a year. Employees include those that work on the farm that plant, care for, harvest, scout pests, process, and pack fresh produce. Training includes instruction on all company policies related to worker health and hygiene and, where appropriate, specialized training related to specific jobs such as anyone who applies pesticide sprays as required by law. All worker training should be documented in the worker training logs.

Note: a high percentage of farm‐related accidents are attributed to new employees. Time spent training new farm workers and verifying clear understanding of farm procedures and policies can prevent problems or accidents, benefiting you and the employee. An updated first aid kit with bandages, antiseptic solution, antibacterial ointment, and non‐latex gloves should be accessible to workers at all times. Workers should be informed of the location of first aid kits and the steps that need to be taken in case of an injury.

Proper hygiene: Employees should be instructed to wear clean clothing to work every day (this includes clothing and footwear that have not been exposed to the workers’ own crop or animal production areas, prior to coming to work). Workers should not take gloves into lunch areas or rest rooms.

Illness & injury policies: Any worker who is ill or appears to be ill with a contagious disease should be sent home or assigned work away from crop production areas and harvested produce.

Note: You should have a blood and bodily fluid policy. Workers who get cut or have a nosebleed while working must stop immediately, contact the supervisor and have it treated. Wounds should be cleaned, disinfected, bandaged and gloved as soon as possible. Any product that is contaminated with bodily fluids must be discarded immediately and any container that is contaminated must be disinfected as soon as possible. All workers should be notified of the location of first aid kits, and accidents and responses must be recorded.

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Lunch and work break policy: breaks that include eating or smoking must be taken in areas away from fresh produce production and packing. Why? Food brought onto the farm by workers and consumed in food production and handling areas can cause contamination through spilled food, potential allergens, or broken glass. Tobacco products can contaminate food products through saliva from spitting tobacco, and from discarded ashes and cigarette butts. Clearly designate break areas and show these on your farm or packinghouse map. Breaks in the field should not be taken in areas in production or near harvestable crops. Short rest breaks may be permitted in the field during production as long as workers are not eating or smoking.

Allowed drink containers: Under no circumstances should glass containers be allowed in the field or packinghouse. Workers should carry bottled water in unbreakable, capped containers in growing areas.

Note: All personal items must be stored in designated areas in the field, break room, or packinghouse. Workers should be instructed to drink water frequently, especially in hot weather, and take breaks in shaded areas. Establish your operation’s cell phone policy: Are cell phones only allowed if they are required for farm business? Cell phones should be kept in designated areas or kept in a belt holster or pants pocket. Workers should not take tools home with them. Keep an inventory of all tools to make sure they are returned to the storage area after use.

Proper clothing/allowed jewelry: When required, employees will wear appropriate supplied clothing including hats, aprons, and disposable gloves (preferably non latex). No jewelry or dangling strings are permitted in the field, around machinery, or in the packinghouse or packing facility, with the exception of a plain wedding band (no stones allowed) and wrist watches.

Cleaning tools and equipment: Training for cleaning tools and equipment includes procedures for mixing sanitizing and cleaning solutions (see http://www.extension.iastate.edu/publications/PM1974C.pdf).

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Agricultural chemical handling: See section on Agricultural Chemical Storage and Application (Page 13).

Farm security: All employees and farm volunteers should be instructed to share information they observe regarding food safety and security. If employees see unusual individuals or situations, they should notify their supervisors so they can evaluate the situation. If employees notice pests or other food safety issues, they should be encouraged to share this information with their supervisors. See Example visitor/CSA member policy under Worker Health, Hygiene, and Sanitary Practices Policy section (Page 4).

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Page 3. Worker Facilities

Audit question:

Are all your employees required to wash their hands, with the correct technique for hand washing, before starting work, after using the toilet, after each break, before harvesting or engaging in post‐harvest activities, after using a handkerchief/tissue and at any other times when their hands might become a source of contamination?

Note: Good hygiene is one of the most important steps in food safety. Why? Foodborne illnesses are commonly transferred by hands through the fecal‐oral route, such as not washing hands after using toilet facilities and before returning to food production, handling or storage areas. Foodborne illness outbreaks have been traced to produce handled by ill farm workers. In fact, poor employee hygiene has been responsible for over 40% of source identified produce‐related outbreaks (Chapman and Powell, 2005).

Facility locations: All workers are trained on good personal hygiene, proper hygiene and toilet facility use in language appropriate to worker. Document this training, as well as the location of hand washing stations and toilet facilities that are accessible to workers.

Example policies and procedures related to hand washing: Training in proper hygiene and hand washing should be completed at least once a growing season for all workers. Remember that volunteers and temporary workers will require hygiene training also prior to starting any work that involves handling food products. Post signs on‐site instructing workers to use toilet and properly wash their hands after using toilet, smoking, eating, etc., with soap and water in appropriate language to be understood by workers. Proper hand‐washing technique includes the following:

• Wet hands with clean water (warm is preferred if available), apply soap, and work up a lather. • Rub hands together for at least 20 seconds. • Clean under the nails and between the fingers. • Rub fingertips of each hand in suds on palm of opposite hand. • Rinse under clean, running water. • Dry hands with a single‐use towel.

8

• It is important to remember to wash hands after touching any potentially unsanitary surface. When possible, turn off the faucet with the single‐use towel instead of directly with the hand when using a sink and faucet that is not automatic or knee operated.

• Hand sanitizers are not a substitute for hand washing. • First aid kits in well identified locations should be readily available for workers.

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Page 4. Worker Health, Hygiene, and Sanitary Practices Policy

Audit question:

Have all your employees been trained in the proper use of toilet facilities?

Best practices for toilet and hand washing facilities: Clean and well‐maintained toilet and hand washing facilities should be provided for all employees and customers. All toilet/restroom

facilities should be properly supplied with single‐use paper towels and checked/resupplied on a daily basis. Include in your plan how often restroom facilities are serviced and cleaned; document monitoring, restocking, and cleaning; and indicate where these records are stored.

If you have a significant number of farm workers and must meet OSHA requirements, be sure you have the appropriate number of toilets to meet the federal requirements). Currently the ratio of workers to toilets is 20:1.

Cleaning and servicing of the unit(s) may be contracted with a sanitation unit rental company. If this is the case, documentation should be provided by the contracted company. A map should be provided showing where the sanitation unit(s) is located relative to the agricultural plots.

Have a policy/procedure in place for handling a septic or sanitation hazard in the field or packinghouse. Field toilets must be located away from the growing fields to avoid contamination by fecal material. Designate whether flush toilets and

sinks located on the farm are on a private septic system or municipal sewage line. Indoor facilities can be used in small operations if within ¼ mile walking distance from fields or if transportation is readily provided. Signs should be posted to instruct workers to wash hands before and after handling food, harvesting, eating and smoking. Signs

demonstrating how to wash hands (with soap and water after using toilet) are posted in toilet area. Clean, potable drinking water is available, renewed daily, and the water source documented. Personal protective equipment should be cleaned after each use to prevent contamination in the home and at work.

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Page 4. Worker Health, Hygiene, and Sanitary Practices Policy (continued)

Example visitor/CSA member policy: All visitors will sign in at the farm and read a copy of farm policies regarding health and hygiene. Visitors are defined as anyone on the farm for more than 15 minutes to conduct farm‐related business. Visitors will wash their hands upon entering the farm. Hair protection may be required. Visitors should be briefed about how to safely handle produce while on the farm. CSA members/families should be given a copy of pertinent farm policies when they join the CSA. Post your farm rules for visitors and CSA participants.

Note: Define what a visitor is versus a customer just picking up product from farm (Community Supported Agriculture‐ CSA pickup) or longer term visitor (volunteer, intern). Develop a short farm visitor policy that details areas open to visitors and which activities they may participate in. Visitors should sign in upon arrival and check out prior to departure. For U‐Pick operations, you should have a visitor policy that includes location of toilet and hand washing facilities, whether or not you allow personal containers in the field such as glass bowls, etc. Farm policies applicable to pick your own customers should be posted at the entrance to the field so customers are aware of farm policy. Note that a visitor policy is part of GAP preventive food defense procedures. Having a policy in place can save valuable time in case of an injury and can reduce the risk of contamination of the farm product. New employees should be informed – and current employees should be reminded – of illness symptoms that need to be reported to supervisors. It may be possible for employees to be reassigned to jobs that do not include handling fresh produce. You should have a policy on reporting worker illness and injury. For example, if ill or injured, a worker is to be given a job not handling food.

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Page 5. Farm Environment and Field Map

Best practices: 1. Write a general farm description including commodities grown, acres cultivated, etc., on all owned and leased farming sites. Maybe you

already have a website and have written about your farm in order to entice your customers to come for a visit. Use descriptive words to write a paragraph or two about your farm just as you would talk about it to someone who has never been there. You can also mention how long you and your family have had the farm and how it started. Include the number of family members and hired workers (seasonal and part‐time), descriptions of buildings, crops grown (including how many acres of each crop and the number of trees in the orchard, etc.), and list machinery and vehicles. You should also include floor plans of all buildings (e.g. office building/home, storage buildings/sheds, packing houses, cull areas, machinery buildings, including those affiliated with your farm but located on another property. Label each building and mark what is in it, such as power/water connections, fuse boxes, etc. Include photographs and a legal description of property (for example, latitude‐longitude or parcel number)

2. Generate a field map of your operation. Note that your farm map can also help you develop a traceability program if you label your fields. You can then keep a harvest log based on the fields or plots from which the produce was picked. Insert map(s) or use the grid in the template to identify:

• crop specific production areas and acreage • the name/number you assign each field for traceability • staging areas • field sanitation units • active wells • surface water sources • areas that flood • manure storage sites • septic systems • roads and their names

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Page 5. Farm Environment and Field Map (continued)

Note: Indicate North and the approximate distances to nearest towns and major roadways. Other resources to include with your farm map are:

A soil map. You can find and download a map from this site if you don’t already have one: http://websoilsurvey.nrcs.usda.gov/app/. Describe the land’s previous use. If the land history indicates a recent possible source of contaminants from dairy operations, feedlots, or other waste or flooding, the soil should be tested for microbial contaminants.

A drainage map (or indicate the direction of drainage on a topographical map). Many interactive maps are available at http://www.lmic.state.mn.us/chouse/mapgallery.html.

A map of the surrounding area. Either mark adjacent property and land‐use characteristics on it, or describe them in writing and attach this to the map. For example, “Next section to the north is a conventional apple orchard, small (~75 head) cow‐calf operation ¾ mile to the east and downstream of our watershed.” Look on Google Maps or use Google Earth to find an aerial view of the property and make notes on a printed copy.

A copy of field records/growing history. Keep these records for a long time.

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Page 6. Previous & Current Land Use

Audit questions related to previous land use and animal control:

Have you performed an initial assessment of the risks associated with previous land use? Did you perform any preventive and/or corrective measures as a result of your land use risk assessment? Do you perform a risk assessment for animal activity (domestic and wild) in and around your growing area(s)? Do you routinely monitor animal activity in and around the growing area during the growing season?

Note: It is beneficial to do an adjacent land assessment so you know what is around your farm that may be a risk. Being adjacent to manure lagoons or animal operations including dairy and feed animal production may represent risks. Previous and adjacent land use is a potential food safety issue because contamination of crops has been associated with run‐off and flooding from nearby operations. Google Earth offers aerial views of your land and surrounding properties that can give better insight to potential risks from other locations. Wild and domestic animals can act as carriers for many foodborne diseases that affect humans. Pathogens that are prevalent may vary by region, growing location, and surrounding natural habitat. For example, pathogens isolated from wildlife include:

Campylobacter Cryptosporidium Salmonella Giardia lamblia Shiga toxin‐producing E.coli /E. coli O157:H7

Many animals follow habit, so if they continually invade certain areas in your field, determine methods to deter animals from fresh produce fields. This assessment can be incorporated into your daily activities on the farm; be vigilant. Follow these steps:

1. Assess risk 2. Walk your fields 3. Scout for signs of animal activity 4. Document intrusion 5. Create a solution to the problem

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Page 6. Previous & Current Land Use (continued)

Best practices for managing wildlife//livestock impacts on crops: If livestock are grazed near fields where fresh produce is being grown, inspect and provide filter strips to separate livestock areas from

production areas in the event of washout from rain event. Look at slope of land and adjust cropping strategies accordingly. Rotations with livestock – treat the same as the minimum 120 day raw

manure rule but longer period of time may be recommended, depending on type of crop. Note signs of animals passing through or feeding in the fields when carrying out everyday farming activities. You could identify species of

concern and methods that are currently being used to deter them. Geese can contaminate surface water. There are several ways to break their habit:

o Decoys o Mowing around water areas o Reflectors o Noise makers

Change your scare tactic periodically so that animals/birds do not become habituated to one method. Plant a “buffer crop” to prevent wildlife from eating your valuable, for‐market crop can help reduce losses. A pre‐harvest survey will help to ensure fields have not had significant animal activity. Significant animal activity means that there is

noticeable fecal material or crop destruction due to animal traffic. If fecal evidence is found, you can mark off an area of defined distance around the fecal material and harvest outside the perimeter. The distance will likely vary by crop. A starting distance to consider might be 5 feet radius around the fecal material. Be sure to include this information in your plan or as an SOP.

The Leafy Green Marketing Agreement lists 10 ft. as a buffer zone to isolate once fecal contamination by wildlife is discovered. Experiments have shown that E. coli does not spread far from beyond the point of manure drop ~ 10 ft.

Best practices for using draft animals for cultivation: If draft animals will be used in a field from which food crops will be harvested, the animals’ manure should be captured so that it does not

fall onto the soil. The last cultivation with horses should be no less than 14 days before harvest. Should any manure fall in the field, it should be removed

immediately, and the produce growing nearby that may be contaminated should not be picked. One to two inches of soil at the site of the feces should also be removed to prevent fecal contamination of other produce.

During harvest, horses or other draft animals should be kept in wide harvest lanes left for them when the field was planted and at least five feet from the crops being harvested. The person driving the draft animals should have no contact with the produce being harvested.

15

Page 6. Previous & Current Land Use (continued)

Previous land use policy: If the land was used as a dairy or feedlot within the last three (3) years, as a waste site at any time in the past, or the land was converted to production from another use, soil tests have been conducted to assure that crops will not become contaminated. Land where annual crops are grown and that have recently been subjected to flooding must be tested for potential microbial hazards (for example, E coli).

Adjacent land use policy: Crop production areas are sufficiently separated from dairy, livestock, or fowl production facilities, manure lagoons, or other sources of contamination to minimize opportunities for wind and/or water contamination from occurring. Physical features may help this separation, such as berms, location, slope, containment structures, grass/sod waterways, ditches and the like. If there is a concentrated feeding operation with bare ground, not covered by vegetation, within a mile of a production area, this would be a problem.

Entry of domestic animals into growing areas is forbidden.

Crop production areas are monitored for the presence or signs of wild or domestic animals entering the land. If there are signs that deer, or other large wild animals have entered growing areas, all reasonable measures are taken prevent reentry. A log is kept of this vigilance, and measures are taken (such as noise makers, scare balloons, fencing, hunting etc.) to deter/eliminate animals are noted.

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Page 7. Water Quality

Audit questions pertaining to agricultural water:

Do you use water for field use (e.g., water used in the growing environment, for example in irrigation, cooling, frost protection or as a carrier for fertilizers and pesticides)?

Is your water distribution system constructed so that human or animal waste systems are not cross‐connected with agricultural water systems?

Have you performed a risk assessment for your distribution system and all water sources to determine if they are adequate for their intended use? This assessment must be documented.

Do you have an ongoing water management plan to ensure that the water quality at your farm remains adequate for its intended use? Do your water risk assessment, current industry standards, and/or prevailing regulations for the commodities being grown require that

water testing be performed as part of your ongoing management plan? Have activities associated with your water management plan been documented?

Note: Water can come into contact with produce in a variety of ways: irrigation, cooling water, workers, flood events, frost protection, or wash water. Common causes of water contamination include:

Wildlife (fecal contamination) Run‐off (from manure storage or animal grazing) Storm water Septic tank leaks Well head impacts Application of manure to land (run off, drift)

A water quality assessment should be performed to determine the quality of water used for irrigation purposes and for spraying directly on crops. The type of irrigation method used will affect the risk of microbial contamination from the water source, especially during the period right before harvest. Evaluate water quality at least annually and choose the appropriate measure to correct the problem if necessary. All irrigation water should be tested for generic E.coli and the tests should be quantified. Depending on the source, the frequency of testing will vary. More information on irrigation water quality and water testing is available on CSU’s series of three GAPs webinars:

17

Part 1: Food Safety Basics, Regulatory Landscape, 3rd Party Audits, Worker Hygiene. Available from: https://connect.extension.iastate.edu/p97225744/; Webinar 1 Slides

Part 2: Minimizing Risks During Production: Irrigation Water and Manure Management. Available from: https://connect.extension.iastate.edu/p26083829/; Webinar 2 Slides

Part 3: Minimizing Risks During Harvest & Post‐Harvest: Washing & Packing, Cooling & Storage, Transportation & Traceback. Available from: https://connect.extension.iastate.edu/p51292549/; Webinar 3 Slides

In addition to water source selection and testing, potential contamination of irrigation water may be minimized through physical barriers such as berms, diversions, fencing, etc.

Applicable documentation for water quality: Frequency of water testing: Municipal: Obtain a copy of testing results at least yearly from your county/municipality and keep it on record. A water bill is also

acceptable to many audit companies. Well: At least twice per year during production. Inspect well, especially shallow or hand dug wells for contamination when in low lying

areas or near potential runoff can come into contact with water. Inspect cap to make sure it is intact. Surface: At least once per month. Recommended sampling times include at the beginning of irrigation, high use, and any time there is

concern about the water source.

Testing protocols: Contact a reputable lab to test your water (see the list in this factsheet, http://www.ext.colostate.edu/pubs/crops/00520.html). Follow the lab’s instructions for taking the sample and submitting the sample. Here are some general guidelines to help you understand what labs may offer or ask you when you attempt to have your water tested: 100 ml sample, quantified generic E.coli using EPA certified methods. An example would be Coli‐lert with an upper limit of 2400 CFU/100

ml, with no more than a 24‐hour hold time on sample, but preferring a 6‐8 hour hold – which means the water sample needs to get to the testing lab in less than a day after collecting, sooner would be better. Use sterile sample container, sash hands before collection, collect at consistent place, using a consistent method, and follow lab recommendations. You may need to make cup on stick for water recovery or purchase a water sampling tool.

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Page 8. Water Use and Source

Note: Information about water sources and water quality are an important part of Farm Food Safety plans in any state but particularly in a water‐limited state like Colorado. A map of water sources, production areas, permanent fixtures, flow of water system (wells, gates, valves, returns, holding systems, reservoirs or any water capture systems) should be included in your farm plan.

Drinking water policy: Water used for drinking, water that contacts harvested produce, or water that contacts containers used to hold harvested produce meets the potable water quality standards prescribed by the US Environmental Protection Agency. If water used for hand washing does not meet EPA potability standards, it has been made safe by addition of chlorine or other acceptable agents. Potable water is used for chemical or irrigation applications that come in direct contact with the edible portion of the crop. Testing requirements: Municipal water: Test results are acquired from the local water authority annually. Well water: Water is tested two (2) times during the growing season. If fecal coliforms are present, the well is treated with a sanitizer to

reduce levels. Wells are monitored to make sure casings are secure and well‐maintained and that livestock and manure storage areas are excluded from the well recharge and pumping area.

Surface water: Water is tested three (3) times during the growing season – first at planting, second at peak use, third at or near harvest.

Note: Potable water is clean water that is safe to drink. Under the U.S. Department of Labor, OSHA regulations (29 CFR, Part 1910), this means water which meets the quality standards prescribed in the U.S. Public Health Service Drinking Water Standards, published in 42 CFR Part 72, or water which is approved for drinking purposes by the US Environmental Protection Agency, State or local authority having jurisdiction. Municipal water supplies are regulated by law and are required to be potable. Well water may or may not be potable. Auditors should consider that if the company tests their well water, as the results would definitely indicate whether or not the water is potable. Surface water is subject to various uncontrollable influences and should not be considered potable without further testing or treatment to show that the water is potable.

19

Pages 9 & 10. Sewage, Manure and Biosolids

Audit questions: Do you use soil amendments at your operation (soil amendments include raw, partially treated and treated manure, compost, compost

teas, fertilizers, biosolids, etc.)? Do you use soil amendments which do not contain raw or partially treated manure? Do you use treated compost (plant and/or animal based) or compost teas (made from treated compost)? Do you produce any compost yourself or compost tea from your own compost? For animal based soil amendments which do not contain raw or partially treated manure, do you keep records of composition, dates of

treatment (if applicable), methods used and application dates and rates? Do you use soil amendments that contain raw or incompletely treated manure or biosolids? Do you store your soil amendments so they do not become a source of contamination of produce or the surrounding environment?

Best practices: Document the source of the compost, the composition, and the process by which it was produced. Request a certificate of verifiable

practices that the compost was treated properly. Keep records of analyses of applied compost or biosolids, and certificates for traceability are required in some audits (for example, GAP Harmonized).

If you cannot document, or if the manure is not completely treated, you must handle it as if it is contaminated. The manure needs to be handled carefully as pathogenic organisms, such as E. coli O157:H7, can last in manure for many days.

Document rates, dates and locations of manure applications to fields. Use your farm map to indicate location of storage and application areas on your fields. If the manure needs to be stored, keep it away or downhill from fields and the packinghouse. Avoid situations where runoff will be an

issue (for example, keep manure 150 to 200 feet from water sources). Use a tarp to protect stored compost from environmental contaminants. If piles are uphill, rain can cause manure to trickle and contaminate everything down the hill.

Prevent cross‐contamination between raw and finished compost by using separate equipment for handling and/or application. Use barriers or physical containment to secure storage areas, such that materials do not leach, run off or blow into adjacent crop production areas.

Do not sidedress with raw manure; only use properly treated compost. Refer to composting standards as outlined by the National Organic Program (USDA‐AMS

www.ams.usda.gov/nop/NOP/standards/FullRegTextOnly.html; § 205.203 Soil fertility and crop nutrient management practice standard)(c) The producer must manage plant and animal materials to maintain or improve soil organic matter content in a manner that does not contribute to contamination of crops, soil, or water by plant nutrients, pathogenic organisms, heavy metals, or residues of prohibited

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substances. Animal and plant materials include: (1) Raw animal manure, which must be composted unless it is: (2) Composted plant and animal materials produced through a process that (i) established an initial C:N ratio of between 25:1 and 40:1; and (ii) maintained a temperature of between 131° F and 170° F for 3 days using an in‐vessel or static aerated pile system; or

(iii) maintained a temperature of between 131° F and 170° F for 15 days using a windrow composting system, during which period, the materials must be turned a minimum of five times. USDA NOP guidelines: http://www.ams.usda.gov/AMSv1.0/getfile?dDocName=STELPRDC5057102

Guidance from the USDA National Organic Standards Board on compost (and earthworm/vermiculture) teas: • Use only potable water to make compost tea or to dilute it (other water, such as from rainwater catchment systems, might

introduce pathogens into the tea). • Sanitize all equipment used to prepare compost tea. • Make compost tea only from compost that has maintained a temperature of at least 131°F for three days and has been

mixed so the entire pile or windrow has heated up. • Avoid additives when fermenting compost tea, as these can promote the growth of harmful organisms. In particular,

simple sugar sources, like molasses, should be avoided. • Additives can be used if sample batches of compost tea are tested before using to make sure it meets the EPA’s

recreational water quality guidelines for coliform bacteria. • If compost tea is made with additives but is not tested, or if it doesn’t meet water quality guidelines, then food crops may

not be harvested until 90–120 days after the compost tea has been applied (the same rule applies to raw manure used on farms).

• Foliar applications of raw manure extracts or teas are prohibited. • Supporting research: http://www.reeis.usda.gov/web/crisprojectpages/202285.html.

Note: Some buyers and marketing agreements have a requirement for aging manure beyond 120 days. If you voluntarily sign up for the marketing agreements, you MUST follow their parameters. If you are not using manure, explicitly state that manure is not used on your farm. “We do not use any manure on our farm for vegetable/fruit production.” This is an automatic 35 points on a USDA‐GAPs audit.

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Pages 9 & 10. Sewage, Manure and Biosolids (continued) Policy: Whenever raw manure is used, it is applied to soil at least 120 days before harvest. Whenever treated or composted manures or biosolids are used, they are treated, composted, or aged adequately to reduce pathogens to safe levels. Analysis reports document that the composted manure or treated biosolids are safe to use.

Best practices for using draft animals for cultivation: If draft animals will be used in a field from which food crops will be harvested, the animals’ manure should be captured so that it does not

fall onto the soil. The last cultivation with horses should be no less than 14 days before harvest. Should any defecation fall in the field, it should be removed

immediately, and the produce around the defecation should not be picked. One to two inches of soil at the site of the feces should also be removed to ensure that all fecal matter is disposed of.

During harvest, horses should be kept in wide harvest lanes left for them when the field was planted and at least five feet from the crops being harvested. The person driving the horses should have no contact with the produce being harvested.

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Page 11. Facilities

Audit question:

• Do you have buildings associated with production of produce at your farm (e.g., packinghouse, storage, cooling areas, etc.)?

Best practices:

• Make sure buildings are in good repair and are visually inspected on a regular basis. • Make sure the immediate property around farm buildings is regularly maintained, lawns moved, weeds removed, unused equipment

stored properly. These areas can be breeding and nesting areas for pests. • Store unused, unformed containers off the floor, and keep them clean and dry. • Farm operations are inevitably subject to animal and pest infiltration. You must do your best to keep pest problems under control. Special

attention will be paid to the processing and storage facility due to the permeability of the structure, specifically: • If you hire an exterminator/outside pest control company, they should monitor the facilities on a monthly basis. All traps will be checked

and documented daily by the farm manager. A service report from exterminating company will be provided or updated monthly. If a change in conditions develops, the monitoring company will be contacted immediately.

• Considerations for non‐enclosed packing areas: 4 sticks and a lid: If your packinghouse is just a roof with supports or a tent or a canopy, you will need to consider other risks.

For instance, if the roof has rafters, you will need to deter birds from roosting with nets or use some other method. You may not need rodent control for the ground, but may need to make sure you mow or maintain the grounds around the area to deter pest harborage. If flies are an issue, you could use fans to deter them. The important thing is to assess the risks and work to reduce whatever risks exist.

Open air: Keep the area clear and control dust and dry dirt from blowing around if that is an issue. If your open air packing is under a tree, controlling birds may be an issue.

Example facility policy:

All light bulbs are shatter proof or are shielded with shatter proof sleeves or covers. Any broken glass will be placed in a cardboard box that is sealed, and placed in a secure trash can [This should be expanded to a SOP that addresses broad product contamination including glass, plastic, chemicals, pesticides, petroleum, and physical hazards].

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All windows are screened. Any holes are repaired to prevent pest entrance into the operation. Screening, wind curtains, bird deterrent tape or decoys may be used if necessary.

Example pest policy: • Traps and non‐poison bait stations are marked and flagged for easy recognition. • The map of the packing facility shall include placement of each station. • Only bait stations outside the facility may contain poison. • Vermin are trapped and other pests are deterred as much as possible. • Dogs, cats, and other animals are not allowed in the packing house. • Employees are trained to report any signs of infestation in the field or processing and storage areas.

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Page 12. Preharvest Activities

Preharvest activities include everything from field preparation, planting, crop management and input usage, up until you prepare for harvest. Preventing preharvest contamination of produce is an ongoing process that involves following all the applicable practices provided in this guide. A few best practices are listed below.

Best practices:

Assess production fields prior to harvest for possible sources of contamination and document your assessment. For example, visually inspect fields from the outside to see if there are any noticeable signs of animal presence. If animal presence is noted, affected sections of the field should be noted and not harvested.

Stay out of wet fields to reduce the spread of plant or human pathogens. Clean tractors that were used for manure handling prior to entering produce fields. DO NOT allow animals, including poultry or pets, to roam in crop areas, especially close to harvest time. Minimize wild animal and bird traffic in ponds and through fields where possible.

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Page 13. Agricultural Chemical Storage and Application

Audit questions relevant to agricultural chemicals:

• Do you use agricultural chemicals (e.g., pesticides such as herbicides, fungicides and insecticides, synthetic fertilizers)? • Do you have a procedure for cleaning application equipment and for disposal of waste agricultural chemicals so that production and

growing areas are protected against contamination? • Are the people that apply chemicals suitably trained? • Do you maintain a record of chemical use?

Note: Crops may be grown using a variety of agricultural inputs and technologies which include the application of pesticides and fertilizers and associated risks vary from one production site to another. The inappropriate use, handling and storage of agricultural chemicals may result in a chemical hazard. Even OMRI (organic materials review institute) approved substances may not be safe to have around ready‐to‐eat produce.

Best practices: Only licensed individuals may apply regulated substances including plant protective sprays. Non‐regulated chemicals may only be

applied by trained individuals. A list of trained individuals and license numbers or name of the contract company should be included in your farm plan.

Store pesticides on impermeable shelves over an impermeable floor with curbs or dikes to contain leaks or spills. There is no floor drain OR the floor drains to an acceptable holding tank.

Post signs stating pesticide applications. Prevent workers from re‐entry to fields until the re‐entry period has expired. Have a spill response plan in case of a spill or leak that clearly defines your policy. Have a written policy for mixing and loading agricultural chemicals. Isolate these chemicals from water sources and production fields. Ensure that products are registered for use with the Environmental Protection Agency for the crops being treated. Follow pre‐harvest interval requirements for application prior to harvest. Never transport agricultural chemicals and harvested product in the same vehicle storage area. Have a plan to dispose of excess mixtures, and note the length of time during which a solution maintains its original strength and

effectiveness.

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Do not spray if winds are greater than 10 miles/hour (small branches moving in wind), AND postpone spraying if heavy rain is forecast for within 24 hours AND write and follow a drift management plan.

Example training and application policy: Specify how treatments are applied (by hand, mechanically), where (soil, foliar), when (field preparation, planting, pre‐harvest) and by whom (list trained individuals and license numbers, or contract company information). All personnel will have a working knowledge of, and comply with proper use of pre‐harvest (pesticides, growth regulators, and fertilizers) and/or postharvest application material (waxes, fumigants and pesticides). Working knowledge will include the appropriate concentration and what to do if there is a spill.

When the use of materials is being completed by licensed or trained contractors, knowledge is demonstrated as applicators are covered by Federal, State or Local laws. All applicable State, Federal, and Local training and licensing requirements will be met by persons applying regulated or restricted use materials. If no restricted use materials are being used the applicator will hold training documents that prove they have received training on proper use. Spray records will be made available to inspector upon request.

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Page 14. Harvesting, Field Packing, Post‐harvest, and Transportation

Audit questions related to harvesting, transportation, and packinghouse activities (plan pages 14‐17):

Prior to harvest, do you check the area for any possible sources of contamination (physical, chemical, or biological risks)? Do you have a list of equipment (e.g. vehicles, tools, utensils and other items) which may pose a risk of contamination to produce during

normal operation? Do you have scheduled repair, cleaning, sanitizing, storage and handling procedures for food contact surfaces to reduce contamination

risks during harvest activities? Do you use water tanks such as those used for dust control (the water from which may contact produce in the field)? Do you use vehicles/production equipment in your fields which may pose a risk of contamination to produce (e.g. vehicles which use fuel,

oil, or hydraulic fluids)? Do you have a written policy indicating that foreign objects (glass, plastic, metal or other debris) should be excluded from production

equipment wherever possible? Do you have a written policy regarding containers, bins and packaging materials used for harvesting? During harvesting activities do you use water/ice in direct contact with product or food contact surfaces, such as in the field, as the final

wash step prior to consumer packaging, or as a cooling aid in a consumer package? Do you have a documented procedure(s) that only sound produce (appropriate for its intended use) is harvested and that produce that

has been damaged to an extent where it may be a microbial hazard is not harvested or is culled? Do you have a written policy covering produce handling and storage post‐harvest (post‐harvest in this case means after harvest but

before further processing)? Has training in your policies and procedures for field harvesting been conducted and documented for all relevant employees? Do you use vehicles, carts, trailers, etc. (i.e. shipping units) for transporting produce from the field to packinghouse or customer? Do you have written procedures for produce loading and unloading which outline practices to minimize damage and contamination? Do you have a requirement for temperature control during transport to ensure food safety? Has training in your vehicle policy (i.e. assessment of suitability for transporting produce), if applicable, and loading/unloading

procedures been documented for all designated employees?

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Page 14. Harvesting, Field Packing, Post‐harvest, and Transportation (continued)

Audit questions related to harvesting, transportation, and packinghouse activities (plan pages 14‐17):

Do you have a written policy to verify cleanliness and suitability of vehicle cargo bays/shipping units used to transport produce from the packinghouse to customers?

Do you have written procedures for produce loading and unloading which outline practices to minimize damage and contamination? Have you documented transport temperature ranges for applicable commodities, and is this information accessible to those transporting

the product(s)? Has training in your vehicle policy (i.e., assessment of suitability for transporting produce), loading/unloading procedures and

refrigerated transport policies/requirements (as applicable) been documented for all relevant employees?

Best practices for harvest equipment: If an object comes into contact with produce it must be clean, in good working condition, and sanitized or disinfected. This includes, but

is not limited to, hands, harvesting equipment (knives, etc.), harvesting totes and boxes, transportation equipment, processing equipment (tables, cooling tubs), and storage equipment. Prior to moving product from the field, excessive dirt and mud will be removed from totes and pallets as much as possible.

Any sanitation aids such as knives or aprons, used to harvest produce will be cleaned and disinfected at the start of each work session. This item must be logged as in use and disinfected in the tool log book. If this is not done, that item may not be used for harvesting.

Machinery is clean and in good repair. There should not be any leaking or broken parts. Light bulbs and glass are protected to avoid contamination of fields.

Best practices for worker hygiene: Workers follow proper hand washing procedures before starting or returning to work. Workers wash hands and use new disposable gloves before entering areas where food will be handled. Train workers to avoid harvesting bruised or dropped produce and any produce with evidence of animal or bird feces or feeding marks.

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Best practices for container use: Harvesting totes will not be used for carrying anything but produce. If something other than produce is placed in a harvesting tote, that

tote must be cleaned or disinfected. Totes not in use will be stored in a clean and secure location. All containers used for field packing are new, single use containers. These containers are stored in clean, plastic wrapped boxes prior to

use. If field packing into used containers, inspect and sanitize prior to each use. Keep a log of when these containers are sanitized. Pallets are repaired and cleaned as necessary. No standing in containers is permitted. No glass containers are allowed in the field or packing house. If using containers for refuse, they will be labeled as refuse containers only. Harvesting containers are not used for carrying or storing

any non‐produce items in the harvest season. Packing containers that are not used immediately need to be covered to protect against rain and bird droppings. Using the top

container as protection is not adequate.

Best practices for vehicle use: All vehicles will be inspected for the following prior to entering the fields:

o interior and exterior cleanliness o broken or cracked plastic or glass windows, fixtures, covers, or other parts o dripping oil, anti‐freeze, or other fluid, petroleum product, or automotive lubricant

If you are going to be moving produce with a passenger vehicle, there must be no contamination hazards present including food, pet hair, or other items that could compromise the produce.

Bulk handling vehicles carrying unwashed produce will be swept out and cleaned on a regular basis.

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Best practices for transportation: Temperature and sanitary conditions are critical during transport. All vehicles used to transport produce to market should be inspected

for odors and visually inspected for signs of unsanitary transport conditions prior to loading to ensure they are clean and sanitary. Fresh fruits and vegetables should not be shipped in trucks which have carried live animals or harmful substances. Special consideration/Standard Operating Procedures should be developed for operations that have only one truck that transports pesticides, farm pets, and fresh produce.

The vehicles must be thoroughly washed, rinsed, and sanitized before transporting fresh produce. Equipment used to carry animal products or other potentially hazardous items including carcasses, manure, or pesticides should not be used. For transporting more than short distances, use refrigerated trucks when possible to optimize crop post‐harvest quality. Contracted truck operators should provide a cleaning schedule and temperature log for the vehicle prior to loading.

Equipment will be cleaned and sanitized (if necessary) before produce is loaded. Invoices and shipment manifests should be kept on file for the period of one year. Proper transport temperatures should be maintained and printed on manifests to ensure the quality and safety of the product.

To minimize damage to produce during loading, employees should be trained in loading produce out of the storage cooler and onto trucks.

Field harvest visitor policy: All visitors must follow business Safety and Hygiene Rules which are posted in prominent places and restroom facilities. They are required to wash their hands before beginning or returning to handling produce. Directions for proper hand washing are posted in each wash area. See Example visitor/CSA member policy under Worker Health, Hygiene, and Sanitary Practices Policy section (Page 4).

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Page 15. Cold Chain Management

Audit question:

Do you cool your produce to ensure food safety (e.g. hydrocoolers, air coolers, chilled storage areas)?

Note: The cold chain is a term used to describe a temperature‐controlled supply chain. For produce, managing temperature is an important aspect of food quality and safety. When you harvest produce it is at its peak quality. After the point of harvest, quality cannot be improved, only maintained. The rate many perishable produce items decline in quality will be largely dependent on how quickly and effectively they are cooled and stored under the proper temperatures. Produce safety, in terms of risk for foodborne illness, is much like quality, in that you can’t improve the safety of the produce using good cold chain management, you can only maintain the level of safety you achieved through implementing your on‐farm food safety plan. Properly maintaining temperature cannot eliminate a bacterial hazard. However, proper temperature control can effectively reduce the growth of a bacterial hazard, if present.

Best practice cold chain strategies: In its simplest form, the cold chain comprises:

1. a pre‐cooling step, where the field heat is removed rapidly 2. temperature‐controlled transport, where insulation or refrigeration is used to maintain temperature, and 3. temperature‐controlled storage to maintain temperature.

Managing the cold chain begins in the field. Best practices for in‐field temperature management include harvesting produce at the coolest time of day, usually early morning. The temperature of produce while it is in the field can vary greatly. Throughout the course of a long hot day, the produce can gain a lot of solar heat. Produce temperature may reach 75 to 80F, or more. However, in Colorado, our cool nights provide for heat removal from the produce. Harvesting in the early morning may mean produce is 30 to 40F cooler (potentially) than if you were to harvest in the late afternoon (Bachmann 2000, Kader 2002, Kitinoja 2010). Once harvested, using shade over produce will greatly reduce the amount of heat gain (Thompson 2004). Minimizing the time from harvest to

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market, by harvesting what you need for market that day or the next, and quickly removing harvested produce from the field and transporting to market, will help reduce the quality loss due to the combination of high temperature and time.

Best practices for water use: All water used in postharvest handling including cooling water and water used for ice production has to be potable. Backflow devices are installed and air gaps are present to prevent contamination of clean water. The temperature of the water in dump tanks, flumes, sinks, basins etc. should be monitored frequently either automatically or with a

standard thermometer at the same time as the disinfectant concentration is measured. The water temperature should not be more than 10 degrees Fahrenheit cooler than the produce pulp temperature.

Use thermometer to test pulp/core temperatures for accurate temperatures when washing produce in the “dunk tank” fashion. Tomatoes, netted melon, and apples are prone to absorbing water in the stem end or through blemishes when submerged in water that is colder than the pulp temperature.

Sorting of products might be an added step to visually inspect product for cut, blemishes, or signs of wildlife damage that can make products more susceptible to water infiltration.

Maintain water quality by changing wash water in dump tanks, flumes, hydrocoolers, or other batch water tanks several times a day, and adding chlorine or other disinfectant. Monitor levels continuously to maintain appropriate levels (crop dependent). Water pH is monitored and adjusted to between 6.5 and 7.5.

If chorine is added to water for post‐harvest treatment of fresh produce, it should be at 50‐200 ppm total chlorine, while maintaining pH between 6.5 and 7.5, with a contact time of 1 or 2 minutes.

Best practices for ice management: Ice or cold water (hydro cooling) is often used to reduce the temperature of a product. Water used for this must be potable in order to

reduce the risk of food contamination. If ice is purchased, a water report should be obtained from the source to ensure the water is potable. If using farm well water, the well should be tested twice a year for fecal coliform and generic E. coli. Ice making facilities must be sanitized on a regular schedule.)

Ice making machines need to be sanitized on a regular schedule. If ice is purchased from an outside provider, a copy of the sanitization log for the ice machine and water quality tests for ice production are attached with the water log. All ice hauled to a separate location should be transported in a closed truck or in covered bins. No ice should be transported in wood containers.

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(Aside: When chlorine is used to disinfect produce, the concentration of free chlorine is generally between 50‐150 parts per million with a contact time of one to two minutes. Concentrations may vary by commodity, so check before you implement this practice.

Note: Multi bay sinks or other small communal washing basins are essentially the same as dump tanks. The benefit is that the water is usually changed more often (document this) and you have better control of the material that enters the basin (can pre‐rinse with single pass water to remove leaves and field dirt) so you can use less disinfectant if the microbial and organic load is lower.

Best practices for food contact surfaces: Use only food grade oils and lubricants in the packing facility. Any food contact surface needs to be easy to clean. When possible, upgrade from wood benches (which are impossible to sanitize) to

surfaces that are easier to sanitize (plastic, stainless steel). Maintain food contact surfaces in good condition and clean and sanitize these surfaces before each work session. Design, inspect and maintain equipment to assist in maintaining water quality. Remove soil from produce and bins in the field to prevent contaminating wash water or other loads of produce. Wash all packing lines with soap and water, and sanitize at the end of each day. Inspect and clean brushes and sponges daily. Maintain

an SOP for this purpose. Inspect packing lines before each operation to insure there are no sharp edges or drops in elevation that may bruise produce.

Best practices for storage coolers: Storage cooler temperatures should be checked and logged one time per day and any deviations addressed immediately. Multiple

thermometers can be used to assure correct temperatures. The cooler thermometer should be calibrated on a monthly basis to ensure a reliable and accurate reading. The calibration will be

recorded in the calibration log. Scout for signs of rodents. Before using coolers for the season, check for holes/cracks (check at night with a light on inside cooler and you look at it from the outside to see if any light is visible).

The cooler should be cleaned on a monthly basis or sooner if needed. This cleaning should be recorded in the log and kept on file for one year.

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Thermometer calibration (from “Food Store Sanitation”, 1998, Sixth Edition, Gravani, Robert B., Rishoi, Don C., Cornell University Food Industry Management Distance Education Program, Lebhar‐Friedman Books, Chain Store Publishing Corp.), melting point of ice method:

1. Place ice in a container and let it melt. 2. Stir to make sure the temperature in the ice/water mixture is uniform throughout the container. 3. When the ice is partially melted and the container is filled with a 50/50 ice and water solution, insert the thermometer and wait

until the needle indicator stabilizes. The thermometer should be 32ºF (0ºC). 4. If the thermometer is not reading 32ºF (0ºC), it should be adjusted by holding the head of the thermometer firmly and using a

small wrench to turn the calibration (hex) nut under the head until the indicator reads 32ºF (0ºC). 5. An important item to remember as you are calibrating your thermometer using the melting point of ice method is to never add

tap water to ice because this will not be 32ºF (0ºC) but will be at a higher temperature. The calibration will be much more accurate if you use melting ice.

Note: Room cooling is a relatively low cost storage method that can also be used for cooling certain crops. It is much slower than forced air cooling and it will likely take twenty‐four hours at a minimum to cool most packed produce to its long term storage temperature (Thompson 2004). When using room cooling, it is important to take into account that only about 60% of the floor space in the room cooler will be usable for placement of product. The remaining 40% of the space is needed for aisles, door opening space, space between the products, and space between the product and the walls. Room coolers that are packed too tightly will further slow the cooling process of the products or, as a worst case scenario, not cool the products at all. Exceeding the refrigeration capacity of a room cooler will not only cause slow cooling, but will warm the room itself. As the room cools down slowly again, a mist or fog can form and condense on the ceiling and other surfaces, and then drip onto the produce. This can result in the contamination of the produce.

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Page 16 & 17. Packinghouse

Audit questions:

Do you use raw materials in the packinghouse such as packaging, chemicals/sanitizers other raw materials? Do you receive raw product from external sources (e.g. not affiliated with your farm) for processing in your packinghouse? Do you have a storage area for non‐product and packaging materials which minimizes risk of contamination? Do you have a written policy regarding storage, inspection, handling and proper use of food contact containers and bins for packinghouse

activities? Does your packinghouse design help minimize contamination risks (e.g., ease of cleaning)? Do you have toilet facilities within your packinghouse? Do you use equipment lubricants in the packinghouse? Do you have a Preventative Maintenance and/or Master Cleaning Schedule with associated procedures for your packinghouse building? Are equipment and tools used for cleaning kept clean, in good working condition and stored properly away from product handling areas? Are all food‐contact equipment, tools and utensils used in the packinghouse designed and made of materials that can be easily cleaned

and maintained? Do you use water/ice in contact with product or food contact surfaces in packinghouse activities? Do you wash your produce? Do you use antimicrobial chemicals in your wash water? Do you use instruments to measure temperature, pH, anti‐microbial levels and/or use other important devices used to monitor variables

that impact food safety? Is microbial testing by an external lab performed on your product(s) or water? Do you use packaging materials for finished products? Does your packinghouse facility process produce that may contain allergens? Has training in your policies and procedures for packinghouse activities been documented for all applicable employees?

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Page 16 & 17. Packinghouse (continued)

Best practices: The packing and storage house should be accessed by authorized and trained personnel only. Product delivered to the packinghouse from the field should be protected from contamination during the staging period through

[Explain how product is protected]. The packing and storage facilities will be clean and orderly before and after use. At the end of each day, packing areas are dry swept. The

washing, grading, sorting, and packing lines are cleaned and sanitized as well. A thorough cleaning will happen on a weekly basis or as needed and this will be recorded on the Storage Cleaning Log.

Clean equipment when finished and store them in a clean designated area. Label tools in a way that everyone understands which tools have been cleaned. For example, store clean tools in the green bucket, dirty tools in the red bucket.

Only food‐grade cleaners may be used in cleaning either the processing surfaces or the storage cooler. Sanitation chemicals have their own storage area separate from the processing line.

Source water used in the packing of fresh fruits and vegetables, either for washing or as a way to disinfect produce or apply waxes, MUST be potable. Copies of the municipal water test results are obtained yearly and kept with the water records. Farm wells should be tested at least twice a year to determine potability. Surface water (ponds, lakes, streams, etc.) is not considered potable for a packinghouse and cannot be used.

Use these for steps to clean and sanitize equipment in your packinghouse: 1. Pre‐Rinse: Remove visible soil and particulate matter 2. Wash: Use detergent, scrub to disperse soil 3. Rinse: Remove detergent/soil 4. Sanitize: Apply sanitizer to reduce spoilage and pathogenic microorganisms

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Page 17. Packing Flow Diagram

Best practices:

Develop a map of each facility to so that you can monitor all processes that occur in your packing area, to include: o Production areas o Restrooms o Employee lounge/eating area o Staging area o Rodent trap/bait stations (numbered as they are labeled on the walls) o Trash receptacles, floor drains o Doors and their use/type o Water distribution system o Refrigeration areas o Dimensions

Diagram traffic patterns to and around the facility to look for potential cross‐contamination issues

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Page 18. Traceability and Recall

Audit questions:

Do you have a written product traceability program in place? Do you have a written recall procedure? Do you have a documented corrective action procedure? Has training in traceback, recall and corrective action procedures been documented for relevant personnel?

Note: A functional traceability system allows you to trace your product one step forward and one step back. If you are a fresh produce grower:

“one step forward” means when and to whom produce was sold, and “one step back” means you know what field a particular lot or field it came from and the day it was harvested.

There are many advantages to using traceback systems. They can help: Identify a specific region, packing facility, or even a field, rather than an entire commodity group as the source of an

outbreak, thus lessening the economic burden on industry operators not responsible for the problem. Help limit the population at risk in an outbreak through the speed and accuracy of tracing implicated food products. Minimize costs incurred by public health resources and reduce consumer anxiety. Help public health officials determine potential causes of contamination, in turn, providing information for growers

and shippers for minimizing microbial hazards In the event of a foodborne illness outbreak, you will be able to identify what products you have in the marketplace and recall product if necessary. Traceback cannot prevent foodborne disease but it can serve as a complement of GAPs and GHPs, which are intended to minimize liability and prevent food safety problems such as physical, chemical, or biological contamination. The traceability system can be developed from a system you already have in place based on invoicing and harvest dates. Although it can be very high tech with bar codes and computers, it does not need to be. The important part is to know what product went where on what day.

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Page 18. Traceability and Recall (continued)

Best practices for direct marketing: Keep track of what you took to market (where it came from and when it was harvested) and document what was sold (date and

location). Essentially, the market becomes the step forward. If you have an on‐farm market, keep track of what you put out for sale and how much is sold each day. The benefit to this is that it will

help you keep first in‐first out in your coolers and keep the inventory moving. If you are selling newly harvested crops, just document on a clip board how much you put out and sold that day.

Create a diagram/field map to reference and use a harvest log that gives locations of field and/or plots where product came from, the date it was harvested, packed, and sold. If you attend multiple markets, you can number the markets and reference the market number where it was sold. Use this to help simplify the method you use to create a reasonable traceability procedure.

Example traceback system: 1. Our farm utilizes a [DESCRIBE YOUR SYSTEM HERE] traceability system that allows us to trace product one step back

(field) and one step forward (customer). For example: when selling cases to a buyer use a sticker on each box/bag etc. 2. Each case of produce packed has a sticker that identifies:

a. Who packed the produce (Crew #, group, individual), b. The field it came from, c. The date it was harvested, d. The date it was packed, e. Corresponding ID# on the package, and f. The date of shipment.

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Page 18. Traceability and Recall (continued)

Applicable documentation on traceability: Develop traceback procedures that document the source of a product, and a mechanism for marking product for effective tracking

throughout growing, packing, and distribution. Have a map available of all your production facilities and locations of fields. You can do this simply by logging onto Google maps and

printing out a picture of your location and then number or labeling areas. Second, assign numbers to identify specific growing areas – this will be very helpful when harvest crews are in the fields and will help

in the process of correctly labeling harvest boxes and totes. Mark all packages with date, location, and crew members – by identifying crew members associated with specific harvests we can

rule out potential contamination from human illness. You can create a simple label with the date, location, and crew members. You can just print these out from your home computer or handwrite them.

Put the harvest date and location ID on each invoice – this will allow you to trace your step forward to the point of sale.

Note: The most effective way to test your recall plan is to conduct a mock recall. In the mock recall, a buyer is contacted and asked to identify a load/shipment received from your operation. As the producer, you ask how much of the product has been sold and how much they still have in inventory. Mock recalls should be performed regularly. Hopefully it will be the only time your traceback program will need to be tested.

Mock recall policy: Conduct recall over a 3 day period of time. Day 1: Because it is a mock recall on your end, you want to notify your buyer that it will be occurring, Day 2: Identify and record lot numbers to be shipped to the participating buyer and input this into your data system, prior to the shipment

leaving your location. Day 3: Contact the buyer and request disposition of the previously identified product lot number. Specifically you want to find out how many

have left their possession through a sale and how many they have left on hand.

41

Mock recall log: Keep a mock recall log, to record the date you conducted the mock recall, the buyer’s name and contact information and then all the

harvest, shipping and mock recall information. Be sure to include the results of the mock recall so you can improve on it in the future if you need to.

Attach the buyer confirmation that a successful recall was performed. This information is recorded in a mock recall form and kept on file. Going through the steps of a mock recall will be beneficial to both your organization and the businesses you sell to.

Provide a description of how you label and identify lots (units). Lot identification/labels should be able to link each individual lot to the: 1. Grower(s) 2. Field (location)

42

3. Date harvested or date received if co‐packing 4. Individuals involved in harvesting 5. Total number of packages in the lot 6. Shipping and receiving dates

The traceability codes should be traceable on invoices delivered to the customers by date identification. Each date code label will correspond to a certain harvest period, person, and field.

43

References

Bachmann, J. and R. Earles. 2000. Postharvest Handling of Fruits and Vegetables, ATTRA. Chapman, B.J. and D.A. Powell. 2005. Implementing on‐farm food safety programs in fruit and vegetable cultivation in Improving the Safety of

Fresh Fruit and Vegetables, ed. by W. Jongen, Woodhead Publishing, Cambridge, U.K. pp 268‐292. Gravani, R. B. and D. C. Rishoi. 1998. Food Store Sanitation. Cornell University Food Industry Management Distance Education Program, Lebhar‐

Friedman Books, Chain Store Publishing Corp, Sixth Edition. Kader, A. A., Ed. 2002. Postharvest Technology of Horticultural Crops, University of California. Kitinoja, L. and J.F. Thompson. 2010. "Pre‐cooling systems for small‐scale producers." Stewart Postharvest Review 2(2). Thompson, J.F. 2004. Pre‐cooling and Storage Facilities. USDA Handbook 66 ‐ The Commercial Storage of Fruits, Vegetables, and Florist and

Nursery Stocks. USDA Good Agricultural Practices and Good Handling Practices Audit Verification Program.

Appendix B Farm Food Safety Plan Template

Good Agricultural Practices

Food Safety Plan for

_______________________________________________ Name of Farm/Orchard

The information in this plan is a true representation of the food safety practices and conditions followed in this operation.

Plan developed by ________________________________, date ______________________

Plan contacts:

__________________________________________________________________________

Owner or manager Signature Date

__________________________________________________________________________ Farm mailing address City State Zip Code

__________________________________________________________________________ GPS coordinates (optional) Longitude Latitude

2 Colorado State University Extension

Food Safety Plan Revisions Date of revision Revised by Section(s) revised


Personnel

Name Contact information In charge of:

Phone Email Food Safety

Phone Email

Phone Email

Phone Email

Phone Email

Phone Email

Workers and Visitors

Who Estimated

number at site per year

Written or verbal safety information provided:

Names and contact

information provided to

DPS

Full‐time employees

Part‐time employees

Volunteers

Visitors


Worker Facilities: sinks (soap, water, disposable towels), signs, toilets, drinking water

Policy and procedures related to hand washing:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Facility Locations:


Worker Health, Hygiene, and Sanitary Practices Policy (fill in below or attach policy): Applicable documentation (Check all that apply): □ Verification checklist (for compliance with hand washing and other appropriate hygiene practices) □ Training log (for proper procedure and frequency of hand washing) Toilet Facilities (check all that apply)

□ Indoor facilities □ Portable units □ None on site Availability of Toilet Facilities:

Maximum number of employees on site at any one time

_________

Number of toilet facilities within ¼ mile walk

________

Ratio of employees to toilet facilities

________

Applicable documentation (Check all that apply): □ Additional information sheet □ Verification checklist (for condition, maintenance, use by workers) □ Map indicating location of field sanitation units and handwashing stations □ Field sanitation service and cleaning contract/service report □ Spill response plan □ Training log (for notification of reasonable access and proper use) Policy for Visitors and Applicable documentation (Check all that apply): □ Visitors must sign in, receive verbal or print copy of farm policies, and acknowledge receipt of policies on log □ Visitor/CSA member policy


Farm/Orchard Environment

Field Map

Sketch or attach map that includes production, field packing, staging areas, field sanitation units, water sources, regular or recent flooding areas, compost storage sites, and visitor access points at the site and on adjacent properties.


Previous Land Use (check all that apply for area under cultivation) Has the current crop(s) been grown at this location for LESS THAN 5 years?

Yes □ No □

Has there been any expansion into previously unused land within the last 5 years?

Yes □ No □

Has the current crop(s) been grown at this location for MORE THAN 5 years?

Yes □ No □ If all or part of the crop has been grown at this location for LESS THAN 5 years, describe previous land use Adjacent Properties (check all that apply): □ Crop production □ Dairy or livestock operation □ Watershed (river, stream, pond, lake) □ Manure dumping or storage □ _____________ Other

□ Residential development □ Commercial or industrial development

□ Municipal or private dumping site

Adjacent and Previous Land Use Policy (fill in below or attach policy): Applicable documentation (check all that apply): □ Additional information sheet (for previous and adjacent land use) □ Map indicating adjacent properties presence of manure/biosolids storage areas, manure storage, livestock/dairy

facilities, grazing areas, and flooding areas □ Verification checklist (for evidence of flooding, presence of domestic or wild animals) □ Soil chemical and/or microbiological test results (if previous land use indicates potential hazards)


Facilities

Buildings/Structures/Storage Areas and Facilities (Fill in below or attach policy) Applicable documentation (Check all that apply) :

□ Additional information sheet (for upkeep and maintenance policies) □ Verification checklist (for evidence of cleaning and maintenance practices) □ Training policy and log □ Cull piles/debris/trash removal policy


Water Quality (fill in or attach policy): Water source: Applicable documentation: (check all that apply) □ Municipal water City: ______________________________________

□ Annual water bill with analysis results □ Laboratory analysis

□ Private well water Number: __________

□ Laboratory analysis □ Monitoring checklist □ Well condition & maintenance documentation

□ Surface water Source: _____________________________

□ Laboratory analysis □ Treatment procedure and schedule


Water Use and Source (check all that apply):Use/Source Municipal/City Private Well Surface Water

Drinking □ □ Not permitted Hand Washing □ □ □*Cleaning food contact surfaces □ □ □Irrigation: □ None □ Overhead sprinkler

□ Drip □ Furrow □ Flood □ □ □□ □ □

Fertilizer application □ □ □Pesticide/Fungicide application □ □ □*Water used for hand washing in field sanitation units is not required to meet EPA potability standards if chlorine or other acceptable agents are added to reduce the possibility of microbial ail contamination.

Drinking water policy: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


Sewage, Manure and Biosolids Sewage Treatment (check all that apply):□ Municipal □ Septic System □ Portable containment system Cleaning and Maintenance of Portable Toilets:□ Performed by grower □ Contracted service □ No Portable Toilets at this site□ Performed by school Manure and Municipal Biosolids If no animal manures or biosolids are used as soil amendments, check the box below, no further action is needed in this section.

□ Raw or composted animal manure IS NOT used or stored at this site. Soil amendments used at this location (check all that apply):□ No manure or municipal biosolids are applied to soil

□ Raw manure is applied to soil □ Composted manure or municipal biosolids are applied to soil

□ Other amendments (composted food/plate waste, vermicompost, biochar), describe: Manure handling and storage: □ No manure or municipal biosolids are stored on the premises

□ Raw manure is stored at this location □ Municipal biosolids are stored at this location

Practice(s) followed at this site (Check all that apply): □ Raw animal manure is used as a soil amendment at this site

□ Animal manure is composted at this site using an active process

□ Animal manure is composted at this site using an passive process

□ Municipal biosolids are applied to soil at this site

□ Food/plate waste composted at this site

□ Vermicompost, biochar compost teas composted/produced at this site?


Policy (attach policy for handling animal manures, biosolids and other composts-food/plate waste, vermicompost, biochar, compost teas): Applicable documentation (Check all that apply): □ Verification checklist (for safe storage and handling practices) □ Onsite compost preparation procedure (composition temp, time, duration) □ Compost tea (process for composting, date mixed & applied, source, timing, rate) □ Compost/biosolids certificate of analysis (if purchased from outside vendor) □ Map indicating location of manure/biosolids storage and/or composting areas, manure lagoons, livestock

/dairy facilities on this property

Other Agronomic Practices Mulches (list):

For each practice, include the following information: Product source Materials data safety sheet (MSDS) Time of application/incorporation Equipment used to apply/incorporate Water source used, if any Product storage plan

Other soil amendments (list): Fertilizers applied to soil or plants (list): Biological controls used for crop production (list): Other (list): For pesticides and herbicides, see Agricultural Chemicals section


Agricultural Chemical Storage and Application (list below or attach policies): (Note: Chemicals include those used for crop protection, as well as cleaners, sanitizers, solvents, lubricants, etc.) □ Agricultural chemicals are not stored or used on this site. Agricultural chemicals are stored: □ In an area dedicated only to agricultural chemicals

□ In a clearly identified location (sign on door) □ In a locked or controlled‐access location □ In a covered, clean, dry location that is temperature appropriate (above freezing)

□ With labels/identification intact and legible (product name, active ingredient, manufacturer)

□ In a manner that maintains the integrity of the container and prevents leakage (closed bag, container with lid)

□ With material safety data sheets (MSDS) for appropriate products available for easy access Applicable documentation (Check all that apply): □ Additional information sheet (for policies related to application of pre‐harvest treatments)

□ Verification checklist (for evidence of safe pre‐harvest practices) □ Training policy and log (sanitary harvesting and handling instructions) □ Chemical Application Training Documentation


Preharvest Activities

Agricultural activities conducted at this site:

□ Crop production only

□ Both crop and animal production

□ Animal production only

Crop(s)/Livestock grown on this property: (acres owned, leased, contracted, or consigned for each crop): □ Additional crops documented on separate sheet

Crop(s)/Livestock Area under cultivation/livestock production (acres)

1)

2)

3)

4)

5)

6)

7)

8)

9)

10)


Harvesting, Field Packing, Post-harvest, and Transportation Policies (fill in below or attach policies): Applicable documentation (Check all that apply): □ Additional information sheet (for harvesting policies) □ Verification checklist (for evidence of safe harvest, handling, and transportation practices) □ Training policy and log (sanitary harvesting and handling instructions)


Cold Chain Management (fill in below or attach policies): Applicable documentation (Check all that apply): □ Additional information sheet (for maintaining temperature policies) □ Verification checklist (for evidence of safe harvest, handling, and transportation temperatures) □ Training policy and log (temperature management)


Packing area (fill in below or attach policies): Packing area practices (check all that apply): □ Raw product is received from external sources (not affiliated with our operation) for processing in the packinghouse□ Water/ice is in contact with product or food contact surfaces during packinghouse activities□ Produce is washed or hydro‐cooled in the packing area□ Antimicrobial chemicals are used in the wash water□ Instruments are used to measure temperature, pH, and/or antimicrobial levels□ Packing area workers are trained in applicable policies and proceduresApplicable documentation (Check all that apply): □ Addi onal informa on sheet (for packinghouse policies)□ Verifica on checklist (for evidence of packinghouse cleaning and maintenance)□ Training policy and log (temperature management)□ Transporta on of produce (a ach procedures if produce are removed from the site)


Packing Flow Diagram


Traceability and Recall (fill in below or attach policies): Applicable documentation (Check all that apply): □ Corrective action procedure □ Training in traceback, recall, and corrective action procedures □ Sales/delivery records □ Labeling protocol and label template □ List of buyers and up to date contact information Mock Recall (fill in below or attach policies): □ Mock recall form □ Fax or email buyer acknowledgement of successful mock recall

pH: 8.0

pH is high, but native and introduced plant species that are adapted to this pH should not be negatively affected.

Electrical Conductivity or Salts: 0.4

E.C. is Low. When E.C. less than 2.0, salinity is not a problem for plant growth.

Lime: High

High: Lime is 2%-5% in the soil. Plants can still grow quite well in soil with this lime content.

Texture Estimate: Sandy Loam

This soil will drain at a medium to high rate which may cause it to dry out rapidly. Watering times may have to be increased to compensate for the rapid drainage.

Sodium Absorption Ratio:

This value not requested.

Organic Material: 2.3

Organic Matter is Low. Gradually increase the OM content to about 5% over a period of years. For 2-3 years in the spring or fall, apply 2-3 inches depth of plant-based compost, or 1 inch depth of animal-based compost, and incorporate into the top 6-8 inches of the soil in flower beds. When planting trees and shrubs mix the backfill soil with low salt OM such as peat moss at a rate of 15-20%. For established trees and shrubs add OM to the soil surface at a depth of 0.5 inch.

Nitrate: 3

mmhos/cm

ppm

Soil Test Report

Lab ID Number: H2154a

Report Date: 5/1/2015

Plant Type: Vegetable Garden

Company Name: Denver Public Schools Food

Contact Name: Anne Wilson Street Address: 2320 W. 4th Ave

City: Denver

State: CO

Zip: 80223

Phone: (720) 423-5608

Email Address: [email protected]

Client Type: Government/School

Date Rcvd: 4/20/2015

Test Performed By: JS TD TCP

Current Plant Type: Vegetable Garden

Proposed Plant Type: Vegetable Garden

County: Denver

Colorado State University

Soil, Water and Plant Testing Laboratory

Room A319, NESB

Phone: 970-491-5061 / Fax: 970-491-2930

Current Irrigation: drip

Current Amendments: commercial compost applied each year 2" deep (and some maxfields in 2013 and compost); fertilized with alfalfa meal in spring 2014, magnesium sulfate, phosphorus, calcium, blood meal, boron

Date Tested: 4/21/2015

%

Invoice #:

Sample ID: north

Ext:

Nitrate: 3

N is low: Apply 0.3 lb N/100 sq ft to the soil. For each 0.1 lb of N needed, apply about 1/4 lb urea, or 1/2 lb ammonium sulfate, or 3/4 lb bloodmeal, or 1 lb corn gluten meal, or 5 lb alfalfa meal pellets per 100 sq.ft. Other fertilizers can be used as well. Check with your local garden center or home improvement store to determine what fertilizers are available in your area. When calculating fertilizer rates take the amount of N needed and divide by the % N in the fertilizer. For example, if your fertilizer contains 30% N, take 0.30 lbs (N needed) divided by 0.30 (N in the fertilizer) to get 1 lb of the 30% N fertilizer that is needed to apply per 100 sq.ft. For rates per 1000 sq. ft multiply the quantities by 10.

Phosphorus: 30.2

Phosphorus is High; No additional Phosphorus is needed.

Potassium: 589.8

Potassium is High; No additional K20 is needed.

Zinc: 8.0

Zinc is Adequate; No additional Zn is needed.

Iron: 26

Iron is Adequate; No additional Iron (Fe) is needed

Manganese: 3.7

Manganese is Adequate; No additional Mn is needed.

Copper: 5.8

Copper is Adequate; No additional Cu is needed.

Boron: 0.50

Boron is High. No additional boron is needed.

Additional Comments:

More information on landscaping and gardening can be found at www.ext.colostate.edu Be sure to check out our website at www.soiltestinglab.colostate.edu for a list of garden centers where you can find a variety of fertilizers and soil amendments.

ppm

ppm

ppm

ppm

ppm

ppm

ppm

ppm

Gypsum is NOT Needed.

Copyright: Colorado State University 2011Design by: Phil DeJong [email protected]

James R Self, Ph.D, Director, Soil, Water and Plant Testing Lab

Gypsum:

pH: 8.0




Lime: Very High

Very High: Lime is greater than 5%. Plants can still grow quite well in soil with this lime content.

Texture Estimate: Sandy Clay Loam

This soil may drain at a low to very low rate. Watering schedules may have to be increased to allow for better water infiltration into the soil profile.





Nitrate: 5

mmhos/cm

ppm

Soil Test Report

Lab ID Number: H2155b



Company Name: Denver Public Schools Food

Contact Name: Anne Wilson Street Address: 2320 W. 4th Ave

City: Denver

State: CO

Zip: 80223

Phone: (720) 423-5608







County: Denver



Room A319, NESB

Phone: 970-491-5061 / Fax: 970-491-2930


Current Amendments: commercial compost applied each year2" deep (and some maxfields in 2013and compost); fertilized with alfalfameal in spring 2014, magnesiumsulfate, phosphorus, calcium, bloodmeal, boron


%

Invoice #:

Sample ID: south

Ext:

Nitrate: 5


Phosphorus: 28.0


Potassium: 704.2


Zinc: 9.3


Iron: 26.8


Manganese: 4.0


Copper: 6.1


Boron: 0.50




ppm

ppm

ppm

ppm

ppm

ppm

ppm

ppm




Gypsum:

pH: 8.2




Lime: Medium

Medium: Lime is 1%-2% in the soil. Plants can still grow well at this lime level.

Texture Estimate: Sandy Loam

This soil will drain at a medium to high rate which may cause it to dry out rapidly. Watering times may have to be increased to compensate for the rapid drainage.





Nitrate: 1.0

mmhos/cm

ppm

Soil Test Report

Lab ID Number: H2263aReport Date: 5/12/2015


Company Name: Denver Public Schools Food + Nutrition

Contact Name: Anne Street Address: 2320 W 4th Ave

City: Denver

State: CO

Zip: 80223

Phone: (720) 423-5608







County: Denver



Room A319, NESB

Phone: 970-491-5061 / Fax: 970-491-2930


Current Amendments: May 2014 150yds compost applied to 0-5 acre site; application in summer 2014 included: compost tea, alfalfa meal, bombarier, KMS magnesium sulfate, phosphorus, calcium, blood meal, boron, corn gluten, actinocate, cover crop planted in Nov 2014


%

Invoice #:

Sample ID: McGlane Elem

Ext:

Nitrate: 1.0


Phosphorus: 99.0


Potassium: 474.1


Zinc: 11.1


Iron: 34.6


Manganese: 3.0


Copper: 3.1


Boron: 0.50




ppm

ppm

ppm

ppm

ppm

ppm

ppm

ppm




Gypsum:

pH: 8.0




Lime: Very High

Very High: Lime is greater than 5%. Plants can still grow quite well in soil with this lime content.

Texture Estimate: Sandy Clay Loam

This soil may drain at a low to very low rate. Watering schedules may have to be increased to allow for better water infiltration into the soil profile.





Nitrate: 5

mmhos/cm

ppm

Soil Test Report

Lab ID Number: H2264b



Company Name: Denver Public Schools Food + Nutrition

Contact Name: Anne Street Address: 2320 W 4th Ave

City: Denver

State: CO

Zip: 80223

Phone: (720) 423-5608







County: Denver



Room A319, NESB

Phone: 970-491-5061 / Fax: 970-491-2930


Current Amendments: May 2014 150yds compost applied to 0-5 acre site; application in summer 2014included: compost tea, alfalfa meal,bombarier, KMS magnesium sulfate,phosphorus, calcium, blood meal,boron, corn gluten, actinocate, covercrop planted in Nov 2014


%

Invoice #:

Sample ID: School farm

Ext:

Nitrate: 5


Phosphorus: 95.4


Potassium: 496.3


Zinc: 14.4


Iron: 14.6


Manganese: 2.7


Copper: 5.1


Boron: 0.50




ppm

ppm

ppm

ppm

ppm

ppm

ppm

ppm




Gypsum:

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