Request for Proposal (RFP) P26041

FNS Commodity Processing - NOI RFP ISSUANCE DATE: December 18, 2025

PURCHASING CONTACT: Jeanette Gray, 770-426-3362 or jeanette.gray@cobbk12.org

IMPORTANT DATES

NOTE: All CCSD locations will be closed December 22, 2025 through January 2, 2026 for the Winter Holiday

Break.

EVENTS DATES

RFP issued and posted to the CCSD Euna Procurement Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities December 18, 2025 Deadline for written questions submitted through the CCSD Euna Procurement Portal January 14, 2026 at 11:00 AM ET Responses to questions posted on the CCSD Euna Procurement Portal January 20, 2026 Deadline for RFP responses submitted to the CCSD Euna Procurement Portal February 13, 2026 at 3:00 PM ET

Evaluation February-April 2026

Award (Contract effective date 7/1/26) April/May 2026 mailto:jeanette.gray@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

Procurement Services Department

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 18, 2025

TO ALL VENDORS:

Cobb County School District (CCSD) invites proposals for furnishing goods and/or services required for “Request For Proposal (RFP) P26041, FNS Commodity Processing - NOI” 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 is 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 RFP. Vendors are required to complete and return all forms in their entirety. Questions regarding the proposal must be submitted through the CCSD Euna Procurement Portal. Only questions received prior to 11:00 AM ET, January 14, 2026 and submitted through the CCSD Euna Procurement Portal shall be considered. Answers will be posted to the CCSD Euna Procurement Portal by January 20, 2026.

All proposal responses must be submitted through the CCSD Euna Procurement Portal. Proposals not submitted through the CCSD Euna Procurement Portal will not be considered.

The proposal acceptance period will close on February 13, 2026 at 3:00 p.m. Eastern Time.

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 proposals 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

RFP P26041, FNS Commodity Processing - NOI

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

TABLE OF CONTENTS

Section Page #(s)

Submission Requirements 4 – 6

Special Terms and Conditions 7 – 16

Conflict of Interest 17

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

1.0 COMMUNICATIONS WITH CCSD STAFF

1.1 All communications concerning this RFP must be submitted in writing through the CCSD Euna Procurement Portal. Only written responses distributed through the CCSD Euna Procurement Portal 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 RFP 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 RFP. 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 PROPOSALS

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

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

Proposals 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.

2.5 Minimum Requirements and Non-Cost Proposal Submission Requirements are located in Special Terms and Conditions Sections 4.0 and 5.0.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

3.0 EVALUATION

3.1 Organization and Completeness of Proposal - Vendor’s proposal must provide straightforward, concise proof of the capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the same order as the RFP or as stipulated in the RFP. Each section should be clearly labeled with the corresponding RFP section name and number. Any additional documents provided by the vendor must also be clearly labeled with the corresponding RFP section name and number. All requested information must be included and all forms completed in entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

3.2 Evaluation Procedures – Review of Proposals - A committee comprised of representatives from the Food and Nutrition and Procurement Services will evaluate the proposal responses based on qualifications, relevant experience, the responsiveness of proposers, as well as cost. Cost will not be the sole determining factor in the award.

Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee may request additional clarification/information from the responding vendor(s).

The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. All non-cost-related areas of the response are evaluated during this phase. A list of areas being reviewed for this specific RFP, along with the associated point values is included in the Evaluation Criteria below. The committee may in its sole discretion and in the course of the evaluation request presentation(s)/demonstration(s) with one or more selected vendors. Responses must satisfactorily meet non-cost requirements before the cost is evaluated.

3.3 A determination of the competitive range may be made during the evaluation process.

Vendors not in the competitive range of being selected for an award shall be eliminated from further discussion.

3.4 During the evaluation phase, discussions may be conducted with vendors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure a full understanding of and responsiveness to the solicitation requirements. Vendors who are determined to be in the competitive range will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. Procurement Services may permit revisions, after submission and prior to award, to obtain the best and final offers. In all events, CCSD reserves the right to re-solicit the item(s)/services(s) involved.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

3.5 Evaluation Criteria – The selection of a vendor to processed food products will be based on the review of several key elements in the proposals submitted. They include, but are not limited to the following criteria:

# Description Points Possible

1. Taste Testing (Section 5.1) 60

2. Vendor Information (Section 5.2) 40

Non-Cost Subtotal 100

3. Cost 100

TOTAL 200

Cost Evaluation Formula: (Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points = Score.

The non-cost portion of proposals (total of items 1 – 2) can receive a maximum of 100 points out of 200 points possible. Only non-cost proposals that receive 70 points (70% of total non-cost score) or more will have the accompanying cost evaluated.

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 will control.

1.0 PURPOSE

The Cobb County School District (CCSD) is seeking proposals from qualified vendors to process USDA Commodity Foods into usable end products for the CCSD National School Lunch and School Breakfast Programs. The processed food end products will either be shipped to authorized CCSD Food Distributors using a Value Pass-Through System or delivered directly to the CCSD Food and Nutrition Services (FNS) Warehouse, located at 6975 Cobb International Blvd., Kennesaw, GA 30152. The estimated annual expenditures for this contract are approximately $3,500,000.

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

2.0 GENERAL REQUIREMENTS

2.1 CCSD reserves the right to add/change/remove items as needed during the term of this contract. The cost of any new items added to the contract shall be the manufacturer’s pricing.

2.2 CCSD reserves the right to require the awarded vendor to remove an employee from the CCSD account.

2.3 The vendor is responsible for having knowledge and understanding of all Federal and Georgia laws along with Department of Education regulations pertaining to USDA commodity processing.

2.4 Vendors must have a Georgia State Participation Agreement with the Georgia School Nutrition Program (GSNP) and a Summary End Product Data Schedule (SEPDS) for the items being proposed. Vendors not on these approved lists will not be considered. All products proposed must have SEPDS included with the vendor’s RFP response.

2.5 The vendor must be approved by the GSNP to participate in the Value Pass Through System with distributors that service school districts in Georgia.

2.6 If reimbursement is lost because of failure to meet the terms of this contract or unauthorized substitutions of product, CCSD will require the vendor to pay a dollar amount equal to the cost of the product, the reimbursement lost, and any fines.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

2.7 Prices proposed must include the acceptance of USDA commodity products, which will be diverted by USDA to the awarded vendor(s).

2.8 No guarantee is given or implied as to the amount that will be purchased. Quantities may increase or decrease as needs change, such as participation changes, menu changes, etc. All quantities, whether increased or decreased, shall be furnished at the awarded prices. All purchases under this contract are on an as-needed basis.

2.9 Vendors are advised that the processing of specific end products may vary depending on the availability of funds.

2.10 CCSD reserves the right to select the product(s) that best meet its needs.

2.11 The decision of product delivery will be made solely by CCSD staff, determining whether to deliver to the authorized distributor(s), the CCSD FNS Warehouse, or a combination of both.

2.12 CCSD makes every effort to consume all end products within the school year. However, CCSD reserves the right to carry over a balance of USDA product from one school year to the next school year.

2.13 FNS must be notified immediately of any ingredient or nutritional changes or preparation process changes in the awarded product. The vendor must provide FNS with updated product specifications and nutritional facts data in writing when changes occur.

2.14 The vendor must notify the FNS Senior Buyer or designee of any manufacturer’s recalls regarding items under this contract. Upon notification of a recall, the vendor shall contact FNS via telephone and then follow up in writing within twenty-four (24) hours.

All products, lot numbers, and any other pertinent information available must be given to the FNS Senior Buyer in writing within twenty-four (24) hours. Failure to comply with this requirement may be cause for termination of this contract.

2.15 Substitutions

2.15.1 Under no circumstances may a vendor substitute a product for any item awarded without prior approval of the FNS Executive Director or FNS Senior Buyer.

2.15.2 In the event an awarded item is discontinued, or the manufacturer changes the formulation or preparation process, and CCSD determines the change to be unacceptable during the term of the contract, the vendor must provide an acceptable substitute item at the same contract price per serving or risk being found in default.

2.15.3 The vendor must file a written request with CCSD and be granted approval to substitute before any substitutions may be made.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

2.15.4 The request for substitution should be accompanied by Nutritional Analysis, Child Nutrition label documentation, box label, a sample of the product for taste testing, preparation instructions, and a list of ingredients for the proposed substitute item.

2.15.5 CCSD reserves the right to refuse delivery of a substitute item that has not been approved.

2.15.6 CCSD will not pay for substitutions that did not receive prior approval of the FNS Executive Director or FNS Senior Buyer. Payment for approved substitutions will be made per individual unit at the unit contract price.

2.16 CCSD reserves the right to sample and/or test any current product awarded to a vendor to ensure that the current product meets the specifications of the product. Should any sample item fail to meet specifications, quality, or condition, CCSD shall require the vendor to remove any such item from every school, and full credit shall be given to CCSD for the total amount of product removed. CCSD will retain samples of all awarded products to ensure that tests can be done on products.

2.17 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.

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

3.0 SCOPE OF WORK

3.1 Product Specifications

3.1.1 This RFP contains the following USDA commodity groups:

1. 110149 – Apples for Processing

2. 100154 – Beef, Coarse Ground, 100% – 60LB

3. 110242 – Cheese, Natural American, Barrel, Chilled – 500LB

4. 110244 – Cheese, Mozzarella, Low Moisture Part Skim, Chilled

5. 100103 – Chicken, Large Birds, Chilled

6. 100220 – Peaches, Diced, Extra Light Syrup, Canned – 6/10#

7. 100193 – Pork, Boneless Picnic, Frozen – 60LB

8. 100124 – Turkey, Whole, Chilled - Bulk

3.1.2 The need for processing of items is dependent upon the unpredictable receipt of USDA donated commodities. CCSD has no control over timing of arrival of products for processing or quantities of items allocated.

3.1.3 All products must conform to US minimum standards of identity as authorized by the Food, Drug, and Cosmetic Act and the supporting regulations in 21 CFR.

Failure to comply places the vendor in violation of the contract with the CCSD as well as Federal law.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

3.1.4 CCSD discourages the use of the following ingredients:

3.1.4.1 Mono-Sodium Glutamate

3.1.4.2 High Fructose Corn Syrup

3.1.4.3 Peanuts, Peanut Protein, Peanut Oil, or Peanut By-Products

3.1.4.4 Red Dye #40

3.1.4.5 Yellow Dye #5

3.1.5 CCSD purchases only trans-fat-free products, except for naturally occurring small amounts of trans-fat that may be in animal products.

3.1.6 CCSD prefers low-fat and reduced-sodium products.

3.1.7 CCSD prefers products to be natural and may not award items unless they are free of artificial colors, flavors, sweeteners, and preservatives and have minimal ingredients and processing.

3.1.8 Foods that meet the whole grain-rich criteria are foods that contain at least 51% whole grains and the remaining grains in the food are enriched or are 100% whole grain. All grain products proposed, including battered and/or breaded products, must have a signed Child Nutrition (CN) statement from the manufacturer for the grain component documenting the percentage and gram weight. Whole grains percentage and gram weight must be listed separately on the statement.

3.1.9 If the packaging is different than specified in the solicitation, the vendor must not on the cost proposal form the different pack size; otherwise, the successful vendor shall furnish packaging as specified. CCSD will determine whether the alternate pack size will be considered.

3.1.10 Approved Equivalent

The use of brand names is not for restrictive purposes, but to establish an acceptable level of quality that CCSD is seeking. If the vendor proposes to furnish a “CCSD Approved Equivalent” product, the brand name of the product to be furnished shall be clearly identified. CCSD shall be the sole determinant of acceptability of all approved equivalents.

3.2 Processing Requirements

3.2.1 All USDA commodities must be processed under a Hazard Analysis Critical

Control Point (HACCP) Program. The HACCP Program Questionnaire included in the solicitation packet must be completed and submitted with the vendor’s RFP response. Responses submitted without a completed HACCP Program Questionnaire may not be considered.

3.2.2 It is the vendor’s responsibility to hold frozen products at a uniform temperature of 0 degrees Fahrenheit or lower until the time of delivery or between 33 degrees Fahrenheit and 40 degrees Fahrenheit for refrigerated products.

3.2.3 Products must be stored in sealed plastic bags to prevent damage to product when freezing and shipping.

3.2.4 After processing, products that are to be stored frozen must be rapidly brought to an Individually Quick Frozen (IQF) state and then stored at proper

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

temperature. The vendor must take all necessary steps to ensure that their warehouse facilities can safely and securely store the products required by the specifications.

3.2.5 Labels must comply with all Federal, State, and Local regulations.

3.2.6 All products shall have a minimum 120-day shelf life upon delivery unless prior written approval is given by CCSD.

3.3 Deliveries

3.3.1 All deliveries shall conform in every respect to any Federal, State, County, and local laws relating to products under contract.

3.3.2 CCSD reserves the right to reject any and all product delivered within thirty (30) working days from the date of receipt at the school or warehouse which in their opinion does not comply with the proposal specifications or threatens the safety of CCSD’s students and staff. All products rejected must be promptly picked up and replaced by the vendor at no charge to CCSD.

3.3.3 Delays in delivery of products ordered are unacceptable and may result in cancellation of the contract.

3.3.4 Value Pass-Through Deliveries Made to FNS Authorized Distributor

3.3.4.1 End product shall be delivered just-in-time throughout the school year.

3.3.4.2 The vendor must ship orders to the distributor in a timely fashion.

3.3.4.3 Upon receipt of the order, the vendor shall notify the FNS representative if product cannot be shipped to the distributor by the requested delivery date.

3.3.4.4 If USDA product is not available to process, the vendor must provide commercial product at the contracted price to the distributor.

3.3.4.5 The vendor shall sell to the distributor at Gross Cost.

3.3.5 Deliveries to FNS Warehouse

3.3.5.1 All deliveries shall have a temperature recorder box that records the temperature of the trailer from the time the product is loaded on the trailer until the time the product is unloaded.

3.3.5.1.1 Deliveries without a temperature recorder box may be refused. The temperature recorder box must be able to be read and printed out by FNS’s warehouse personnel or their designee at the time the product is being unloaded from the trailer.

3.3.5.1.2 A delivery in which the FNS warehouse personnel cannot read the temperature recorder box may be refused.

3.3.5.1.3 If at any time during transportation the temperature recorder box or the trailer temperature is above 0 degrees Fahrenheit for frozen product or the trailer temperature at the time of delivery is not between 33 degrees Fahrenheit and 40 degrees Fahrenheit for refrigerated product, CCSD reserves the right to refuse the delivery.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

3.3.5.1.4 Gaps in times recorded may also warrant refusal of the delivery.

3.3.5.1.5 If a delivery is refused due to temperature abuse, replacement product must be delivered within ten (10) working days at no charge to CCSD.

3.3.5.2 Deliveries shall be processed as ordered and shipped to:

CCSD Food and Nutrition Services FNS Kennesaw Warehouse 6975 Cobb International Boulevard Kennesaw, GA 30152

3.3.5.3 All products delivered to CCSD FNS’s warehouse must be on pallets.

3.3.5.4 CCSD may request deliveries of product that will be less than one full truckload and may request deliveries more than once a month of partial truckloads. The FNS Associate Director, Field Support will make the sole determination of quantity ordered.

3.3.5.5 Deliveries of the finished product must be made to FNS’s warehouse between the hours of 7:00 AM ET and 2:00 PM ET Monday through Friday.

3.3.5.6 Delivery appointments must be scheduled with the FNS central office or their designee at least seventy-two (72) hours in advance.

3.3.5.7 Deliveries may not be made on the manufacturer’s requested day if FNS warehouse staff is unavailable to unload the truck. The final decision on whether deliveries can be made on the requested day will be made by the FNS Associate Director, Field Support.

3.4 Cost Proposal Forms

3.4.4 Under the column “Stated Case Cost Delivered to Distributor for CCSD”, vendors must list the pricing for both the commodity product delivered to the distributor and the commercial product. CCSD will assume all pricing listed in this column is for both commodity NOI and commercial product unless stated otherwise.

3.4.5 Under the column “Fee For Service to CCSD”, the net price should be listed.

3.4.6 Global Trade Identification Number (GTIN) Requirements

Vendors are required to utilize the Global Data Synchronization Network (GDSN) and provide GTIN’s on the Cost Proposal Forms to allow CCSD access to up-to-date nutritional information. NOTE: Non-brand name products are not required to be registered with GDSN. Vendors must also complete the GDSN Registration Agreement and return it with their RFP response.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

4.0 MINIMUM REQUIREMENTS

Vendors must submit the following information for each item proposed. NOTE: Failure to respond will result in your response being deemed non-responsive.

4.1 Nutritional Analysis

4.2 Ingredient Statement

4.3 Child Nutrition Label, if applicable

4.4 Signed Product Formulation Statement, if not CN labeled

4.5 Georgia Summary End Product Data Schedule

4.6 Maximum Shelf Life

5.0 NON-COST PROPOSAL SUBMISSION REQUIREMENTS

Vendors must submit a response to all items listed in this section with their RFP response. Each section should be clearly labeled with the corresponding RFP section name and number. NOTE:

Screenshots, specification sheets, brochures, etc., are not acceptable substitutes for answering each criterion unless specifically requested.

5.1 Taste Testing/Samples

5.1.1 Samples may be requested for items that pass the minimum requirements portion of the evaluation.

5.1.2 Samples may not be requested for products that CCSD currently uses or have been previously tested.

5.1.3 If samples are requested, the vendor must provide one (1) case of product for each product requested, at no cost to CCSD.

5.1.4 All requested samples must be delivered to the following within ten (10) business days of request:

CCSD Food and Nutrition Services ATTN: Alec Pienta 6975 Cobb International Blvd.

Kennesaw, GA 30152

Vendors who do not provide samples within the required timeframe may be considered non-responsive.

5.2 Vendor Information

5.2.1 Provide a brief background of your company, including how long the company has been in the business of providing processed food end products with USDA commodities, delivery capabilities, and warehouse capabilities.

5.2.2 Provide your company’s lead-time required for delivery of processed end-products to FNS Authorized Distributor or FNS Warehouse from the date an order is received.

5.2.3 Provide your company’s minimum shipment weight or number of cases for each end-product processed through this contract.

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PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

5.2.4 Describe the procedures your company has in place to ensure products arrive at correct temperatures and deliveries conform to all Federal, State, County, and local laws.

5.2.5 Describe your company’s order placement and balance tracking procedures. The preferred method of balance tracking by FNS is K12 Foodservice or Processor Link.

5.2.6 Provide a list of other school systems your company has done business with in the last five (5) years. Include the name of the system and volume of business.

5.2.7 Provide a detailed marketing plan designed to increase student participation and enhance menus. Examples of marketing materials and strategies may be submitted electronically with vendor’s response. All marketing materials and/or promotions used in any school must be approved by the FNS Executive Director prior to shipment and/or use in any school within the District. Failure to meet this requirement can result in termination of the contract.

6.0 COST

6.1 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 RFP. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

6.2 Quantities/amounts shown in the RFP are estimates. Vendors are advised that the actual number purchased/required may vary from those in the RFP, depending upon the needs of CCSD and the availability of funds.

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

6.4 Pricing must be submitted on the Cost Proposal Form(s) as requested without conditions unless called for in the solicitation document.

6.5 For goods: Proposals must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the solicitation document.

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

6.7 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.

6.8 Within this document, CCSD has attempted to anticipate and identify all items that may be needed under this contract throughout the length of the award period. The cost of any new items added to the contract shall be the manufacturer’s pricing.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

7.0 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.

7.1 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.

7.2 Commercial Auto Liability with limits of at least $1 million.

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

7.4 Statutory Workers' Compensation

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

7.6 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 the proposal 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 proposal to expedite the evaluation process and issuance of the award to the successful vendor.

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

8.0 ESCALATION/DE-ESCALATION CLAUSE

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. 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. If the price change is approved, the price will remain firm for 365 days from the date of the increase

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SPECIAL TERMS AND CONDITIONS

unless otherwise stated in the renewal award letter. This clause also enables CCSD to seek de-escalation on the basis of the same cited index, terms, and other resources.

9.0 AWARD

9.1 A multi-year award may be considered for this solicitation. Should CCSD opt to award a contract that spans two calendar years, it shall comply with O.C.G.A. § 20-2-506. Pricing shall remain firm for one year and will automatically renew for up to four (4) additional one (1)-year periods. CCSD may terminate the agreement according to O.C.G.A. § 20-2- 506 by providing Contractor with at least thirty (30) days’ notice prior to the end of each calendar year during the term of this Agreement. If CCSD does not provide such notice, the contract will automatically renew January 1 for the following calendar year during the term, unless otherwise terminated or non-renewed in accordance with the contract.”

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

CCSD.

9.3 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 RFP specifications and requirements as outlined in the evaluation criteria included in this solicitation.

9.4 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. CCSD reserves the right to determine how many vendors will be awarded for each commodity group.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

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 About, 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 proposal submission.

BOARD MEMBERS:

David Chastain, Chairman

John Cristadoro, Vice Chairman

Nichelle Davis

Leroy Tre’ Hutchins

Becky Sayler

Randy Scamihorn

Brad Wheeler

EXECUTIVE CABINET MEMBERS:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

David Baker

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith