1-A. Commercial Kitchen Equipment Parts, B26072 Sol.pdf

Invitation for Bid (IFB) B26072

Commercial Kitchen Equipment Parts

IFB ISSUANCE DATE: December 12, 2025

PURCHASING CONTACT: Debbie Mosher, 770-590-4522 debbie.mosher@cobbk12.org

IMPORTANT DATES

CCSD offices will be closed December 22, 2025 through

January 2, 2026 for Winter Holidays

EVENTS DATES

IFB issued and posted to the CCSD Euna Procurement Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

December 12, 2025

Deadline for written questions submitted through the Euna Procurement Portal

December 17, 2025 @ 10:00 AM ET

Responses to questions posted on the CCSD Euna Procurement Portal

December 19, 2025

Deadline for bid responses submitted to the CCSD Euna Procurement Portal

January 6, 2026 @ 3:00 PM ET

Evaluation January 2026

Award January 2026

Delivery Location for Product/Service: Deliveries will be made to Cobb County School District Kennesaw Warehouse and Maintenance Department.

mailto:debbie.mosher@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

BOARD OF EDUCATION David Chastain, Chair • John Cristadoro, Vice Chair

Randy Scamihorn • Becky Sayler • Leroy Tre’ Hutchins • Nichelle Davis • Brad Wheeler

SUPERINTENDENT Chris Ragsdale

514 Glover Street

Marietta, GA 30060

Telephone: (770) 426-3300 www.cobbk12.org One Team, One Goal: Student Success

December 12, 2025

TO ALL VENDORS:

Cobb County School District (CCSD) invites bids for furnishing goods and/or services required for

“Invitation for Bid (IFB) B26072, Commercial Kitchen Equipment Parts” as described in this document.

The CCSD Procurement Services Department General Terms and Conditions are hereby acknowledged, understood, and agreed to by the parties and are hereby fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD Procurement Services website for the complete General Terms and Conditions. Go to www.cobbk12.org. From this screen, select “Menu”, select “Departments”, choose “Procurement Services” and find the link to “General Terms and Conditions” located in the center of the page.

Vendors are instructed to carefully read all terms, conditions, specifications, and requirements in this IFB. Vendors are required to complete and return all forms in their entirety. Questions regarding the bid must be submitted through the CCSD Euna Procurement Portal. Only questions received prior to 10:00 AM ET, December 17, 2025, and submitted through the CCSD Euna Procurement Portal shall be considered. Answers will be posted to the CCSD Euna Procurement Portal by December 19, 2025.

All bid responses must be submitted through the CCSD Euna Procurement Portal. Bids not submitted through the CCSD Euna Procurement Portal will not be considered.

The bid close date will be on January 6, 2026, at 3:00 PM Eastern Time, and a public opening will be held at the CCSD Procurement Services Department, 6975 Cobb International Blvd., Bid Room.

Kennesaw, GA 30152. Please allow ample time to complete the submission through the CCSD Euna Procurement Portal. The portal does not allow late submissions.

CCSD reserves the right to accept or reject any or all bids and to waive any technicalities or informalities.

Your interest and participation in the CCSD solicitation process is appreciated.

Sincerely, Barbara Bates, CPPB, NIGP-CPP Director of Procurement Services

IFB B26072, Commercial Kitchen Equipment Parts

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

TABLE OF CONTENTS

Section Page #(s)

Submission Requirements 4-5

Special Terms and Conditions 6-9

Conflict of Interest 10

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

1.0 COMMUNICATIONS WITH CCSD STAFF

1.1 All communications concerning this IFB must be submitted in writing through the CCSD Euna Procurement Portal. Only written responses distributed by the Procurement Services Department will be binding upon the CCSD. The Procurement Services Department, at its discretion, may call upon user departments for clarification in their area of expertise.

1.2 From the issue date of this IFB until the completion of the entire solicitation process and announcement of award notification, all vendor communication must be authorized by the Procurement Services Department including, but not limited to, communications with school system employees and/or contracted agents related to this IFB. Violation of this provision may result in the rejection of the vendor’s response.

1.3 It is the vendor’s responsibility to check the CCSD Euna Procurement Portal for any addenda, responses to vendor questions, or other communications that may be issued or released during the solicitation period. Following receipt of vendor responses to a solicitation, it is the vendor’s responsibility to be available via email and phone and to check the CCSD Euna Procurement Portal during the review process in the event clarification or additional information is required. If clarification or additional information is requested, the responsibility rests on the vendor to ensure that CCSD receives the requested information before the deadline(s) indicated.

2.0 SUBMISSION OF RESPONSES

2.1 Responses must be on the forms furnished within the CCSD Euna Procurement Portal for this IFB and completed in their entirety.

2.2 Vendors are instructed to read all terms, conditions, and specifications as outlined in the IFB carefully. Responses must be either typed or written in ink. Any correction made within the IFB submission (white-out or strikethrough) must be initialed by an authorized representative of the company submitting the bid or the bid may be rejected by CCSD.

2.3 All responses submitted become the property of the CCSD and are subject to applicable open records policies and laws.

2.4 Responses are to be submitted no later than the date and time outlined in this IFB.

Bids and supporting documentation must be submitted through the CCSD Euna Procurement Portal. CCSD is not responsible for the failure of the vendor’s computer hardware, software, or other communications systems or devices.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

2.5 CCSD reserves the right to declare the response non-responsive and to take such remedial action as it deems necessary or appropriate. Such remedial action includes but is not limited to, suspending the vendor from participating in future CCSD solicitations.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

The Special Terms and Conditions are customized specifically to this solicitation. Taking exception(s) to these terms and conditions or submitting conflicting language may be cause for rejection of the vendor’s response.

Should these Special Terms and Conditions conflict with the General Terms and Conditions, the Special Terms and Conditions shall control.

1.0 PURPOSE

The purpose of this solicitation is to provide a means for Cobb County School District (CCSD) to purchase commercial kitchen equipment parts for Food and Nutrition Services

(FNS).

1.1 OWNER’S REPRESENTATIVE. Supervision of and monitoring the performance of the contract will be performed by CCSD’s representative Alec Pienta, Associate Director, Food and Nutrition Services, or his designee.

2.0 SCOPE OF WORK

2.1 CCSD is requesting a percentage discount off the manufacturer’s list price for Commercial Kitchen equipment parts. Purchases will be made by Food Nutrition Services and Maintenance Department. CCSD currently has 113 FNS Kitchens.

2.2 All responding vendors must be established vendors whose primary business is to provide parts for commercial cooking and refrigeration equipment.

2.3 Vendors must provide a list of the Commercial Kitchen manufacturers’ parts that they can provide with their bid response.

2.4 All Commercial Kitchen equipment parts must be Original Equipment Manufacturer (OEM) parts and in working order. No substitution of equipment parts will be allowed unless approved by the CCSD staff ordering the part.

2.5 Orders for replacement equipment parts should be delivered within three (3) business days from the receipt of the order. If an equipment part is out of stock, the vendor must give CCSD a timeframe for when the part will arrive.

2.6 Deliveries shall be made between the hours of 7:00 AM ET and 2:00 PM ET, Monday through Friday.

2.7 All items must be packaged securely to prevent merchandise damage during shipment. Failure to use correct packaging may result in refusal of shipment.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

2.8 Vendor shall promptly correct all deficiencies, defects, and/or damages in products delivered to CCSD. All corrections shall be made within five (5) business days after receiving notification, either written or verbal, of such deficiencies, defects, and/or damages. The vendor shall be responsible for filing and processing all damage claims against the shipper when applicable.

2.9 Unless otherwise stated, all items shall include a standard manufacturer’s warranty. Upon request, the vendor must provide a copy of product warranty statements.

3.0 PRICING

All additional fees/costs, such as shipping, handling, and hazardous materials fees that CCSD may be charged, must be listed on the Bid Form. No exclusions or additional fees will be allowed that are not listed on the Bid Form.

2.0 GENERAL REQUIREMENTS

2.1 The vendor acknowledges and agrees that any business license, professional license, and registration shall remain current for the duration of any resulting contract and such documents are a material term to any resulting contract.

2.2 Vendor shall be required to maintain all licenses, bonds, permits, pay all license fees and taxes, etc., related to the work.

3.0 COST

3.1 Unless specifically consented to in writing by CCSD, prices must remain firm for one (1) year from the award date, or for any renewal period, under the same terms and conditions as the IFB. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

3.2 Responses that contain minimum order amounts will not be accepted unless called for in the solicitation document.

3.3 Pricing must be submitted on the Bid Form as requested without conditions unless called for in the solicitation document.

3.4 For goods: Responses for goods must include all delivery charges. Delivery requirements will be as specified in the solicitation document.

3.5 Prompt payment discounts will be considered for the purposes of evaluation and award.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

3.6 CCSD does not pay late payment fees, penalties, interest, attorneys’ fees, liquidated damages, or any other fee that would constitute an illegal gratuity under Georgia law.

4.0 INSURANCE REQUIREMENTS

Within five (5) business days of notification of the pending award, the vendor must provide proof of insurance with a minimum of the limits indicated below. Statutory Workers’ Compensation must also be provided. The vendor must email the Certificate of Insurance to the CCSD Procurement Service.

4.1 Commercial General Liability with limits of at least $1 million. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

4.2 Commercial Auto Liability with limits of at least $1 million

4.3 Umbrella Coverage in excess of GL and Auto of at least $2 million

4.4 Statutory Workers' Compensation

4.5 Employer's Liability of at least $ 100,000

4.6 Vendor’s insurance carrier must have a financial size category of at least V

Cobb County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the state of Georgia.

The carriers must have an AM Best rating of A- or higher.

Please Note:

• Signing of the Acknowledgement and Agreement signifies that the vendor complies with insurance requirements as specified.

• Proof of Insurance is not required with the submission of bid, but must be available upon request, including during the evaluation process. CCSD will require proof of insurance before issuance of the Award Letter/Contract.

• Vendor may choose to include proof of insurance with the submission of the bid to expedite the evaluation process and issuance of the award to the successful vendor.

• Alternate coverage may be evaluated and accepted prior to award.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

5.0 ESCALATION/DE-ESCALATION CLAUSE

CCSD reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests. CCSD may entertain a request for escalation during the contract period if the current market conditions and prices at the time of the request have changed significantly.

Documentation may be requested by CCSD that provides detailed information about the change in market conditions and prices. If the price change is approved, the price will remain firm for 365 days from the date of the increase unless otherwise stated in the renewal award letter. This clause also enables CCSD to seek de-escalation based on the same cited index, terms, and other resources.

6.0 AWARD

6.1 CCSD reserves the right to accept or reject any part of a submitted response, to accept the entire response from one vendor, to accept portions of the response from several vendors, or to reject all responses submitted or to waive any minor irregularity. CCSD reserves the right to award the bid under the most beneficial economic terms for CCSD.

6.2 Award will be made to the most responsive and responsible vendor based on price, availability, lead time, past vendor experience, references, and compliance with the IFB specifications and requirements as outlined in this solicitation.

6.3 The award for this contract may be made to multiple vendors. All purchases and services under this contract are on an as-needed basis. No quantities or vendor purchases are guaranteed.

CONFLICT OF INTEREST

ALL PROSPECTIVE VENDORS PLEASE READ CAREFULLY

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select Board, then select Policies and Rules, then select Section B and choose BHA.

Any conflict of interest or conflict with Board policy and/or administrative rules must be disclosed at the time of bid submission.

BOARD MEMBERS:

David Chastain, Chairman

John Cristadoro, Vice Chairman

Nichelle Davis

Leroy Tre’ Hutchins

Becky Sayler

Randy Scamihorn

Brad Wheeler

EXECUTIVE CABINET:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

David Baker

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith