1-SN 26-004 PRODUCE EGG.pdf

REQUEST FOR PROPOSAL

26-004

GEC BUYING COOPERATIVE:

FRESH PRODUCE & EGGS

CLOSING DATE: Wednesday, March 4, 2026

CLOSING TIME: 2:00 p.m. EST

REGULAR _X SEALED

PROPOSAL TO BE RETURNED TO:

Douglas County School District Danielle Freeman, Executive Director of School Nutrition

School Nutrition 11490 Veterans Memorial Hwy

Douglasville, GA 30134 Danielle.freeman@dcssga.org

770-651-2300 770-651-2302 Fax

ALL PROPOSALS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:

1. _X_ The Instructions, and Standard Terms and Conditions attached.

2. _X_ The attached Agency Insurance Requirements shall apply.

3. x The attached “Additional Terms and Conditions” shall apply ( ) page(s).

4. _X_ In conformance with the attached “Specifications” (8_) page(s).

5. x See attached ( ) page(s) of ( ) line items

6. _ Equipment or supplies offered to conform to the attached:

Sample(s) Plans_ _Drawing(s)

7. _X_ Respondents must show manufacturer's name and model number for each line item offered.

8. _X_ Respondents to furnish specifications and complete descriptive literature with bid if offering substitute or alternate item.

Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached sheets. Failure to adhere to these instructions and terms and conditions may result in rejection of bid.

ACKNOWLEDGE RECEIPT OF ADDENDUM:

#1 #2 #3 #4 #5

(Please Initial) mailto:Danielle.freeman@dcssga.org

DOUGLAS C O U N T Y I !

SCHOOL SYSTEM

TABLE OF CONTENTS

I. INTRODUCTION

II. MINIMUM QUALIFICATIONS

Ill. CALENDAR OF EVENTS

IV. INSTRUCTIONS ................................................................·

V. STANDARD TERMS AND CONDITIONS

VI. INSURANCE REQUIREMENTS

VII. SCOPE OF WORK AND REQUIREMENTS

VIII. GENERAL CONDITIONS

IX. PROPOSAL PROCEDURES AND GUIDELINES

X. PROPOSAL SUBMITTAL REQUIREMENTS

XI. EVALUATION OF PRQPOSALS

XII. PRESENTATION/DEMONSTRATION

XIII. PREPARATION OF PROPOSALS

XIV. EXHIBITS

EXHIBIT A: SPECIFIC REQUIREMENTS

EXHIBIT B: ADDITIONAL TERMS AND CONDITIONS-FOOD SERVICE

EXHIBT C: PRICING FORMS

EXHIBIT D: LOBBYING FORM AND DISCLOURE '

EXHIBIT E: PROPOSAL RESPONSE FORM

XV. REFERENCE SHEET

XVI. RFP CHECKLIST

Page | 3

I. INTRODUCTION

The GEC School Nutrition Cooperative buying group invites prospective respondents to bid on the GEC Fresh Eggs & Produce. Respondents may bid on AREA ONE, AREA TWO or both. The GEC is a buying cooperative composed of 40 School Nutrition Directors who purchase for their respective school districts.

AREA ONE Districts include: Bartow, Bremen City, Cartersville City, Catoosa, Chattooga, Cherokee, Dade, Douglas, Fannin, Floyd, Gilmer, Gordon, Haralson, Jefferson City (Jackson), Marietta City, Paulding, Pickens and Polk.

AREA TWO Districts include: Greene, Hall (Gainesville City), Jackson, Lumpkin, Morgan, Stephens, Walton and Wilkes.

Below are the remaining GEC districts that could possibly join in the future: Calhoun City, Chickamauga City, Commerce City, Dalton City, Dawson, Franklin, Hart, Madison, Murray, Oconee, Oglethorpe, Social Circle, Stephens, Walker and Whitfield.

The GEC is requesting proposals from qualified firms to provide multiple School System Nutrition Programs with fresh produce & eggs in accordance with the procedures and specifications as outline in the proposal package.

Proposals will be available to all interested Respondents on Wednesday, February 4, 2026.

Proposals can be obtained by visiting the Bonfire portal for the Douglas County School District:

https://dcssga.bonfirehub.com

The GEC reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one respondent or to multiple vendors or to make awards by group or location, whichever is in the best interest of the GEC buying cooperative; hereafter referred to as “GEC”, except where noted for clarity.

The Douglas County School System is an equal opportunity employer.

All questions concerning this Request for Proposal should be directed through The Bonfire portal.

Respondents should note that all specifications list in this RFP are based on general criteria that the GEC feels is important for the food products and some supplies. The GEC is open to reviewing all system proposals that may meet or exceed our needs. Our intent in listing these specifications in the RFP is to give the Respondents a general idea of some of the functions we would like to see. The GEC is looking to the Respondents to provide us with as much information as possible about their particular product and how it can meet the GEC needs. Any similarity in the specifications listed in this RFP document and any manufacturer’s specifications is unintentional and should not be perceived as such.

https://dcssga.bonfirehub.com/

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II. MINIMUM QUALIFICATIONS

• It is preferred that each respondent be registered to do business in the State of Georgia. Each respondent should provide evidence of their registration with each bid submittal. For Georgia businesses, a photocopy of your Georgia business license is acceptable.

• Respondents must meet the minimum requirements for liability insurance and worker’s compensation coverage as stated in this document.

• Respondents shall submit with their proposal, sufficient evidence of a minimum of 5 years’ experience in similar projects preferably with public school systems. This information should be included on the Reference Sheet.

• All services provided by the awarded respondent must be performed by a direct employee or Principal of the firm. Awarded respondent may not subcontract any portion of the services for this project.

• Respondents shall submit all required Vendor information in the Bonfire Vendor Registration portal.

• Respondents shall also submit the completed “Georgia Security and Immigration Compliance Act OCGA 13-10-91” document, “Contractor Affidavit and Agreement” and “Subcontractor Affidavit” (if applicable).

• Respondents shall submit the completed Lobbying and Disclosure Form.

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The Standard of Excellence

Ill. CALENDAR OF EVENTS

ACTION

Issuance of Request for Proposal (RFP)

Submission of Questions by

Response to Questions

Proposal Submission Deadline

Evaluation Period

Submittal of Agenda Item for Board

Recommendation to the Board of Education

Board Approval of Recommendation

DEADLINE

Wednesday, February, 4, 2026

Wednesday, February 18, Wednesday, February 25, Wednesday, March 4, 2026, 2:00 pm EST

March 9 – 13, 2026

Friday, March 20, 2026

Monday, April 13. 2026

Monday, April 20 2026

Notice to Proceed Monday, April 27, 2026

Page I 6

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IV. INSTRUCTIONS

1. Proposals shall be enclosed in a sealed envelope, addressed to Danielle Freeman, Executive Director of School Nutrition with the name and address of the respondent, the date and hour of the proposal closing, the proposal number on the face of the envelope. Bid Area 1 separately from Area 2. For each area proposal, the Pricing Schedule Cost Page should be sent in a separate sealed envelope from the rest of your proposal submittal. See Proposal Submittal Requirements for specific instructions for this RFP.

2. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the proposal must initial corrections or changes on any document. Respondents will not be allowed to modify their Proposals after designated closing date and time.

3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall sign the Standard Terms and Conditions.

4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the date of opening.

5. Any cash discount offered to the Douglas County School System must be listed in the Proposal.

Cash discounts offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes of evaluation. Any further cash discount will not be considered in the evaluation.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request for Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the GEC to purchase any minimum amount; nor shall any such reference serve to establish any maximum amount the respondent is required to furnish.

9. Quotes containing provisions for late or interest charges will not be considered.

10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive and will not be considered for award.

11. Pre-cut prices will be quoted by the respondent and remain the same on quarterly basis.

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12. The GEC reserves the right to amend this Request for Proposal prior to the due date.

13. Special Instructions:

Specifications listed in the proposal document are to establish the minimum quality required. The GEC is the sole determiner as to whether specifications are met. The GEC may request samples as needed from respondents to determine adherence to specifications. The GEC will also check “Urner Barry” pricing for eggs and market value Atlanta Terminal wholesale produce report prices for bid compliance.

14. Any contract awarded pursuant to this Request for Proposal shall be awarded to the most responsive and responsible respondent that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this Request for Proposal.

15. Purchases of the GEC are not subject to sales taxes. Tax exempt certificates will be furnished upon request.

Respondent understands and accepts all Instructions as it pertains to this Request for Proposal:

Respondent Signature Date

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V. STANDARD TERMS AND CONDITIONS

1. Respondent shall transfer and deliver to the GEC all of the goods and/or services described herein for the consideration set forth herein.

2. Deliveries shall be made to within the time specified.

3. Risk of loss shall remain with Respondent until acceptance by the GEC.

4. Title to the goods shall remain with Respondent until acceptance by the GEC.

5. The GEC shall have the right to inspect the goods at the time and place of delivery.

6. No right or interest in the contract shall be assigned by Respondent without the written permission of the GEC, and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made without the written permission of the GEC. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

7. The laws of the State of Georgia and of the United States of America and the policies of the GEC shall govern this agreement in all respects.

8. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia Sales and Use Tax.

9. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated, conform exactly to all of the descriptions and attachments contained in the Request for Proposal upon which this order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein by reference and made a part hereof.

10. Any goods supplied found not in accordance with the description and specifications set forth in the Item Schedule will be rejected. Goods rejected shall be replaced in 24 hours or returned to the vendor.

11. Prices stated are unit cost plus fixed fee. No further allowances shall be made for freight and delivery charges.

12. Prices for whole produce should be sent to each school system the week before delivery.

Pre-cut prices for the unit must be held constant for one quarter. The fee for service for the whole produce, eggs and pre-cuts will remain the same for the duration of the bid.

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13. The GEC reserves the right to cancel this contract for either non- performance or poor performance of the respondent by giving thirty days written notice in advance to the Respondent of its intent to do so.

14. Successful Respondent will be required to supply an original and one copy of each invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

15. All invoices and/or financial correspondence should be directed to School Nutrition Service, Accounts Payable, for each respective school district.

16. Successful respondent must furnish proof of liability insurance as stated in the “Insurance Requirements” upon contract award. Respondent must maintain insurance coverage for duration of contract with the GEC, including all renewals.

17. Respondent should submit original and three copies of their response.

18. This project will be awarded subject to the availability of funds.

19. The GEC reserves the right in its sole and complete discretion to reject any or all bids/proposals and to waive technicalities and informalities. The GEC anticipates that the contract will be awarded to the most responsive and responsible respondent who provides the proposal that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the respondent is responsible, the GEC will consider, but is not limited to consideration of, the following:

a. Whether the respondent or its principals are currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any State or Federal agency, department or authority.

b. Whether the respondent or its principals have been terminated for cause or are currently in default on a public works contract.

20. The GEC reserves the right to award these services in any way economically feasible or in the best interest for matching purposes.

21. The GEC reserves the right to request clarification of information submitted and to request additional information of one or more proposers.

22. The GEC reserves the right to (i) reject any and all bids/proposals in their entirety, for any reason,

(ii) award the contract to the most qualified applicant as determined solely by the GEC at its discretion and/or (iii) award the contract to another independent review firm if the selected firm does not execute a contract within 30 days after the award of the proposal.

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23. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the GEC and shall contain, at a minimum, applicable provisions of this Request for Proposal (“RFP”). The GEC reserves the right to reject any agreement that does not conform to this RFP and to any GEC requirements for agreements and contracts.

24. The GEC assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

25. All proposals submitted become the property of the GEC.

26. The GEC standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or date of receipt of correct invoice, whichever is later. All payments will be made in accordance with EACH School District’s policies and procedures.

27. The contract will terminate absolutely and without obligation on the part of GEC on June 30, 2027, and at the close of each succeeding calendar year unless renewed in accordance with the terms of this agreement. The contract will automatically renew for additional one (1) year terms, not to exceed five (5) years, unless the GEC provides written notice to Respondent of its decision not to renew the contract sixty (60) days prior to the end of the calendar year.

Respondent understands and accepts all Standard Terms and Conditions as it pertains to this Request for Proposal:

Respondent Signature Date

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VI. INSURANCE REQUIREMENTS

Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains requirements that may be non-standard in the insurance industry.

Respondent shall furnish the Douglas County School System certificates of insurance as follows from company or companies acceptable to the Douglas County School System.

1) Required Certificates A. Commercial General Liability Insurance Policy

Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including products and completed operations liability, and contractual liability coverage covering bodily injury, property damage liability and personal injury. The policy or policies must be on any “occurrence” basis unless waived by the Douglas County School System. The policy shall include contractual liability coverage. The policy purchased by the Respondent must be issued by a company authorized to conduct business in the State of Georgia or by a company acceptable to the Douglas County School System. The policy must include separate aggregate limits per project. Excess liability coverage may be used in combination with the base policy to obtain the limits listed below.

Limits $1,000,000 per Person $1,000,000 per Occurrence

B. Business Automobile Liability Insurance Policy The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability coverage may be used in combination with the base policy to obtain these limits.

C. Workers’ Compensation Insurance Workers’ Compensation Insurance in accordance with applicable state laws with the following limits:

Limits Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 each employee Bodily Injury by Disease - $500,000 policy limit

Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

IF YOUR COMPANY IS EXEMPT FROM WORKERS’ COMPENSATION INSURANCE IN ACCORDANCE WITH

GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING YOUR

EXEMPTION.

2) Certificates shall contain the location and operations to which the insurance applies.

3) Certificates shall contain Vendor’s insurance coverage. If coverage is included in General Liability, please indicate this on the Certificate of Insurance.

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4) Certificates are to be issued to:

GEC – Attention Danielle Freeman P.O. Box 1077 Douglasville, GA 30133

5) The Respondent shall mail insurance document listed in this form to:

GEC – Attention Danielle Freeman Business Services P.O. Box 1077 Douglasville, GA 30133

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VII. SCOPE OF WORK AND REQUIREMENTS

A. PROJECT SCOPE

The GEC, with this document, hereby requests a proposal from qualified Respondents to adequately provide Fresh Produce & Eggs for AREA 1 & AREA 2 as stated on page 4 of the INTRODUCTION. (See attachment)

B. GENERAL REQUIREMENTS

The GEC is seeking a Fresh Produce & Eggs distributor that can consistently meet the demand for fresh produce and eggs so that GEC (School Nutrition) can prepare and serve the meals.

C. SPECIFIC REQUIREMENTS (See EXHIBIT A)

D. GENERAL INSTRUCTIONS

Point of Contact This RFP is issued by the GEC. The sole point of contact for this RFP shall be:

Danielle Freeman, Executive Director of School Nutrition Douglas County School System 11490 Veterans Memorial Hwy Douglasville, GA 30134 Phone: 770-651-2300 Fax: 770-651-2302 Email: Danielle.freeman@dcssga.org Failure to restrict contacts/discussion regarding the RFP to the above name Coordinator will be deemed a serious breach of process and may, at the GEC sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally, any unauthorized contact with members of the School Board or System employees by a respondent or a vendor’s representative concerning this proposal may result in the disqualification of the vendor.

Interpretation and Clarification No oral interpretation or clarification will be made to any firm or any individual as to the meaning of the RFP document. Requests for interpretation or clarification shall be made in writing (through DCSD- The Bonfire Portal) and delivered to the RFP Coordinator on or before 5:00 pm EST on Wednesday, February 18, 2026.

The GEC will respond in writing to all clarification requests by posting questions and responses (through DCSD-The Bonfire Portal). All responses will be posted by 5:00 pm EST on Wednesday, February 25, 2026. No questions other than written will be accepted and no response other than written will be binding upon the GEC.

RFP NUMBER

mailto:Danielle.freeman@dcssga.org

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The GEC has assigned the following RFP identification number to this document. This number should be referenced in all communications regarding the RFP.

RFP 26-004

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E. CHANGES OR MODIFICATIONS

Changes or modifications to this Request for Proposal made prior to the date and time of closing will be addressed by addendum from the Issuing Office. Respondents are to acknowledge receipt of addendum in the space provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addendum shall be incorporated, by reference, into any resulting contract.

F. ERRORS AND OMISSIONS

If, due to an error or omission in the design or specifications, where a particular detail or component is required, thereby resulting in a change order for the project, the respondent shall be responsible for the additional cost(s) in order to meet the full intent of the scope of work.

G. NON-APPROPRIATION OF FUNDS

It is understood and agreed between the parties herein that the GEC shall be bound hereunder only to the extent that the funds shall have been appropriated. In the event no funds or insufficient funds are appropriated, the GEC shall immediately notify the Successful Respondent of such occurrence and this Contract shall terminate on the last day funds are available without penalty or expense to the GEC of any kind whatsoever.

H. WARRANTY/GUARANTEE

Successful Respondent guarantees against defective or faulty material or workmanship for at least one (1) year or for the manufacturer’s standard warranty period, whichever is greater, from date of acceptance by the GEC. To furnish adequate protection from damage for all work and to repair damages of any kind for which Successful Respondent or Successful Respondent’s workmen are responsible, to the building or equipment, to Successful Respondent’s own work, or to the work of others. Any merchandise or service provided under the contract which is or becomes defective during the warranty period shall be replaced by the Successful Respondent free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’s standard warranty period, whichever is greater, from the date of acceptance of the replacement). Successful Respondent shall make any such replacement immediately upon receiving notice from the GEC.

I. TIME IS OF THE ESSENCE

Time is of the essence in this Contract. Successful Respondent expressly acknowledges that in the performance of its obligations, the GEC is relying on timely performance and will schedule operations and incur obligations to third parties in reliance upon timely performance by Successful Respondent and may sustain substantial losses by reason of untimely performance.

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VIII. GENERAL CONDITIONS

A. The Respondent shall faithfully and properly complete the work in accordance with the plans and specifications, and to the satisfaction of the GEC.

B. Within fourteen (14) calendar days after receipt of Notice to Proceed, the Respondent shall provide the GEC with sufficient information on his plan for completing all work under this contract.

C. The Respondent shall purchase materials, arrange for deliveries, furnish sufficient forces, plant and equipment, and work such hours as necessary to insure execution of the work in conformity with his proposed schedule.

D. If the Respondent falls behind the approved schedule and is not entitled to any time extension already reflected in the current approved schedule, he shall, upon request of the GEC, submit within forty-eight (48) hours his plan for bringing his work back up to schedule. This plan shall include a commitment for immediate implementation, unless otherwise approved by the GEC, for bringing the work up to schedule. If the Respondent fails to provide an acceptable plan in the time required, he will be given a plan by GEC.

E. If other measures will not be sufficient to make up the lag, the Respondent’s plan and implementation thereof shall include increasing the number of shifts, days of work, and/or instituting or increasing overtime, all at his own expense.

F. If the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, his right to proceed with any or all portions of the Contract Requirements may be terminated under the provisions of the General Conditions:

1) If the GEC determines that the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, he may contract with others or use his own forces to perform the work and the cost thereof will be charged against the contract price of the Respondent.

2) If completion of the work is delayed by any act or neglect of the GEC or another Respondent in the employ of the GEC, by strikes or by other exceptional conditions over which the Respondent has no reasonable control, the time of completion shall upon receipt of the Respondent’s written request, be extended by such period as the GEC may consider reasonable. No extension shall be allowed unless a claim is presented in writing to the GEC within seven (7) days after the commencement of such delay. In case of continued cause of delay, only one claim is necessary.

Nothing in this clause shall be construed to release the Respondent from the obligation to perform at his own expense all overtime necessary to maintain the contract completion date.

Date of Commencement and Completion

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The date of commencement shall be established in a written Notice to Proceed issued by the GEC Work under the Base Proposal and accepted Alternates shall be completed within the time frame and by the date established in the Notice to Proceed. The Respondent is expected to provide the proper amount of manpower to meet this schedule.

Access to School Property The Respondent shall have access to the work site as necessary to complete the work within the contract time. The GEC will fully occupy the building for the duration of the work period. The Respondent shall conduct the work in a manner that will minimize the need for disruption of the GEC normal operations. Access to the building or work area shall at no time be affected by the work.

Supervision The Respondent shall supervise and direct the Work, using his best skill and attention. He shall be solely responsible for all means, methods, techniques, sequences and procedures and for coordinating all portions of the Work under the Contract.

The Respondent shall be responsible to the GEC for the acts and omissions of his employees, Subcontractors and their agents and employees, and other persons performing any of the Work under a contract with the Respondent.

Use of Premises and Removal of Debris The Respondent shall maintain all areas clear of debris, materials and equipment during the course of the Work. All areas and the like where disturbed, removed or damaged shall be replaced, returned or repaired such that the facility and its appurtenances are left in as good condition after completion of the work as it was before operations began. Debris shall be disposed of by the end of "every" working day and not stockpiled. Beverage cans, bottles, lunch refuse, etc. will not be tolerated on the job site except by immediate and proper removal of the same on a daily basis.

Materials and Workmanship The Contract Documents describe the character and features of the materials and workmanship required to perform the Work. The Contract Documents require first class work and materials in all particulars. It is understood that the contract includes any and all work that may be necessary to connect the work done with the adjoining work in a proper and workmanlike manner.

The GEC reserves the right to employ an independent testing laboratory to conduct tests of materials, etc. as the GEC may deem necessary to assure complete compliance with the requirements of the specifications. The Respondent shall offer full cooperation with personnel in the employ of the GEC in making these tests.

No Deviation

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In performing the Work, the Respondent shall not deviate from the Contract Documents without the written consent of the GEC. If the Respondent does deviate from the Contract, he shall correct the error at his expense in a manner satisfactory to the GEC.

Interpretation of Contract Documents In case of discrepancy between or among Contract Documents, the GEC shall make such interpretations as may be deemed necessary for the fulfillment of the intent of the Contract Documents as construed by him and his decision shall be final.

Discrepancies The Respondent shall immediately report to the GEC, in writing, any discrepancies found between the Contract Documents and site conditions or any inconsistencies or ambiguities in the Contract Documents. The GEC shall promptly correct such inconsistencies or ambiguities in writing. Work done by the Respondent after his discovery of such discrepancies, inconsistencies or ambiguities shall be done at the Respondent’s risk.

Final Inspection At time walk through- final inspection, the Respondent, if requested, shall provide a knowledgeable representative to assist in the inspection of the completed installation for conformance with specifications. The GEC or Engineer shall prepare a Punch List. Any deficiencies shall be promptly and permanently corrected prior to final acceptance of the work, and shall be the full responsibility of the Respondent.

Cleanup and Repair Upon completion of work, remove tools, equipment, and other materials from site. Remove protections and leave work site as clean as they were prior to installation.

Termination for Breach of Non-Performance If the Respondent fails to perform the Work promptly and diligently, or if the Respondent breaches the Contract in any other way, the GEC may:

1) After providing the Respondent with fifteen (15) days written notice, supply any workmen, equipment or materials necessary to ensure that the Work is performed promptly and diligently. The GEC may deduct the cost of supplying additional workmen, equipment or materials from payments due to the Respondent.

2) Terminate the Contract, enter upon the premises, take possession of all equipment, materials or appurtenances, and employ any person or persons to finish the Work.

In case of termination of the Contract by the GEC pursuant to this paragraph, the Respondent shall not be entitled to receive any further payment from the GEC until Completion of the Work has occurred. After completion of the Work, the GEC shall pay to the Respondent the amount of the unpaid balance due to

Page | 20 the Respondent at the time the Contract was terminated minus the cost incurred by the GEC complete the Work. If the cost incurred by the GEC to complete the Work exceeds the unpaid balance due to the Respondent, the Respondent shall be due no money from the GEC and, instead, the Respondent shall pay to the GEC the difference between the unpaid balance due and the GEC cost to complete the Work.

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IX. PROPOSAL PROCEDURES AND GUIDELINES

A. SUBMISSION OF PROPOSALS

The proposer must complete and deliver the required documents in a sealed envelope by 2:00 pm EST on Wednesday, March 4, 2026 to the Douglas County School System at the address specified below:

Danielle Freeman, Executive Director School Nutrition Douglas County School System 11490 Veterans Memorial Hwy Douglasville, GA 30134

A Pricing Schedule has been developed and enclosed for this RFP and must be used for submitting your proposal. Failure to adhere to this requirement may result in the GEC, at its sole discretion, declaring your Proposal to be non-responsive and eliminated from further consideration.

The Proposer shall clearly mark the response envelope as Proposal RFP# 26 - 0 04 and include the closing date and time. (See sample below.) If the response envelope is enclosed in another envelope/package for delivery, the latter should also be clearly marked with the same information.

“SEALED RFP”

ITEM: G E C - P r o d u c e & e g g s

RFP NO: 26-004

DUE DATE: Wednesday, March 4, 2026 TIME:

2:00 pm EST

Under no circumstances will proposals be accepted if submitted by fax or email.

It is the sole responsibility of the Proposer to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. Any proposal received contrary to these requirements will be returned to the Proposer unopened. Any proposals submitted at or after the moment designated for proposal submittal will be deemed to be late and will not be accepted.

The clock-in time will be determined by a clock maintained by the GEC. No other clock or timepiece will have any bearing on the time of proposal receipt. Proposers are advised to avoid last minute deliveries.

Proposals shall be signed by an authorized representative of the Proposer. Failure to submit all information requested may result in the GEC requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

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The School System’s assumes no responsibility or obligation to the proposers and will make no payment for any costs associated with the preparation or submission of a proposal.

All proposals submitted become the property of the GEC (Douglas County School System). An original and three (3) copies of the proposal must be submitted.

B. OPENING OF PROPOSALS FOR EVALUATION

As stated above, no proposals will be accepted once the designated receipt time has passed which is Wednesday, March 4, 2026 2:00 pm EST. Proposal opening is not a public event.

C. PROPOSAL AMENDMENT AND RULES FOR WITHDRAWAL

A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the GEC (Douglas County School System), signed by the Proposer and delivered to the GEC (Douglas County School System School Nutrition Services Procurement Department) at the address shown on the preceding pages.

D. DISCLOSURE OF PROPOSAL CONTENT

All proposals and other materials accepted in response to this RFP become the property of the GEC (Douglas County School System). Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

. OTHER TERMS AND CONDITIONS

The Proposer shall hold the GEC (Douglas County School System), its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, articles or appliances, furnished, or used under this proposal. The Proposer further agrees to defend, at his own expense, any and all actions brought against the GEC (Douglas County School System) or himself for alleged improprieties of these or similar types.

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X. PROPOSAL SUBMITTAL REQUIREMENTS

A. Each Proposal submission shall be submitted to the Issuing Office and shall include the following documents:

1) Acknowledgement of any addenda on page one (1):

2) The Proposal Instructions signed by an authorized agent of the company;

3) The Terms and Conditions signed by an authorized agent of the company;

4) Respondent Form;

5) Georgia Security and Immigration Compliance Act OCGA 13-10-90;

6) Contractor Affidavit and Agreement;

7) Subcontractor Affidavit;

8) Lobbying Form and Disclosure;

9) Reference Sheet;

10) Pricing Forms-Exhibit C;

11) Respondent Response Form signed by an authorized agent of the company.

B. All proposals shall be received and time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page of this Request for Proposal.

C. Proposals must include all elements noted in the “Preparation of Proposals” section below.

Tab 1-All RFP Documents #1-7 from “Proposal Submittal Requirements”

XI. EVALUATION OF PROPOSALS

A. After the proposal opening, the GEC will select for further consideration Respondent(s) deemed to be fully qualified and best suited among those submitting proposals based on Respondents’ responses to the information requested in this RFP.

B. The following criteria will be used in the evaluation process:

1) Quality of solutions to meet GEC’s needs

2) Quality and reliability of equipment and service offered

3) Prior experience in performing similar work

4) Cost of proposed equipment and services

5) Quality of implementation and transition plans

6) Management and financial capability

Description Points Possible Experience, Capabilities and Skills, References 50 Services Provided and Respondent Operational Procedures 60 Price (Exhibit C, Pricing Form) 80

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Exceptions, Proposed alternatives and timetable 10

TOTAL POINTS 200

C. Exceptions/Alternatives will also be considered.

D. Based on the initial evaluation, the GEC may request the selected Respondents to make oral presentations. Thereafter, the GEC will conduct negotiations with each of the selected short-listed Respondents. Individuals representing the Respondent during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

E. After negotiations are completed, the GEC will select the Respondent who, in the GEC’s opinion, has made the best proposal and shall award the contract to that Respondent (referred to in this RFP as the Successful Respondent). Should the GEC determine in writing and in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Respondent.

F. The GEC BUYING COOPERATIVE is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

XII. PRESENTATION/DEMONSTRATION

If in the GEC’s opinion, respondent presentations or demonstrations of the Respondent’s proposed system’s features and capabilities are warranted, the GEC will notify the appropriate respondent.

Such presentation or demonstration will be at the GEC site at a date and time mutually agreed to between the GEC and Respondent and will be at the Respondent’s expense.

XIII. PREPARATION OF PROPOSALS

In presenting their proposals, Respondents are encouraged to be thorough in addressing the Specific Requirements, the Proposal Submittal Requirements, and the Preparation of Proposals as outlined in this RFP.

To facilitate the School System’s evaluation of Respondent’s proposal, Respondent is to number all pages of its proposal and provide tabs as indicated in the Proposal Submittal Requirements.

Respondent must fully address each of the following items and submit proposals using the following

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A. Experience - Provide a concise description of all work experiences as they relate to the scope of work outlined herein. Said description should include, but not be limited to:

1) Respondent’s established experience record in providing comparable services to organizations similar to GEC (Douglas County School System).

2) Number and types of customers the Respondent has served with comparable services.

3) Number of years Respondent has been providing these types of services.

4) A minimum of five (5) references for which Respondent has completed services comparable to those described in this RFP.

i. Include references for work performed in an environment comparable to the GEC (Douglas County School System). For each reference, detail:

• Name of firm;

• Address of firm;

• Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

• Number of years Respondent has served the firm; and

• Brief summary of scope of services provided.

ii. Information detailing projects of similar scope Respondent is currently engaged in, including:

• Name of firm;

• Address of firm;

• Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

• Number of years Respondent has served the firm;

• Brief summary of scope of services being provided;

5) Other available documentation to verify Respondent’s experience; and,

6) A statement detailing why the Respondent is the best candidate to provide the GEC (Douglas

County School System) with the services requested in this RFP.

B. Capability and skill - Describe the qualifications and skills of the organization to provide the services. Said description should provide, but not be limited to, the following information:

1) Respondent’s qualifications to perform the services, including all resources available to

Respondent for the performance of the contract.

2) Qualifications and resumes of the design team and other employees who will be managing and performing the services under this contract.

C. Services to be provided - Provide a detailed description of the services to be provided under this contract. Said description is to address, at a minimum:

1) An introduction - An overview of Respondent’s understanding of the scope of work and services to be provided.

2) Best practice approaches to providing services to the GEC (Douglas County School

System) that enhance efficiency and effectiveness. Innovative solutions will be considered by the GEC (Douglas County School System).

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3) EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.

4) A detail of any assistance, equipment, or other items the Respondent will require the GEC to furnish under this contract.

5) A statement explaining why the Respondent’s proposed solution would be the most advantageous to the GEC.

6) Describe the one attribute that places the Respondent ahead of the competition.

7) Respondent Operational Procedures-Overview

8) Inventory Management: Response should address the following key components of the distributor inventory/ product: ordering process, strategy to avoid out of stock inventory, strategy to avoid excessive inventories/compromised product integrity, product substitution procedure, product shortage, finalizing orders for delivery, order changes and re-deliveries, post-delivery discrepancies and scheduling emergency deliveries.

9) Ordering Process: GEC-(DCSD FS) uses Primero Edge software; explain how distributor’s system will interface with this software system GEC-(Other School Districts FS) may use other Web-based systems. Does the distributors allow for web-based access in orders, to alter orders, add item’s or delete items from orders?

10) Does the web-based access allow FS to review out of stock, time frame of arrival of product and times of delivery?

11) Explain what technical assistance is available when question or issues arise.

12) Delivery Process: Describe safety and security procedures that are in place at the distribution center and in the transportation of product to protect the food supply. Explain how the distributor will alter the delivery schedule due to school holidays, closures or emergency situations.

13) Based on the time frame when school food service manager’s report to work and prior to the first school day explain how distributor will schedule opening deliveries and subsequent weekly deliveries. Upon award notice, how soon can the distributor provide completed delivery schedule to FS? All deliveries shall conform in every respect to any Federal, State, County and local laws relating to product under contract.

14) Currently GEC- DCSD receives a number of deliveries at night. GEC-Other School District’s may require day or weekend deliveries. Please describe your ability to continue a similar delivery schedule. Describe the delivery process from the time-delivery driver reaches designated location until the time delivery is completed

15) Rebates: Commodity rebate request require a distributor’s Velocity Report. Explain what type, format and frequency of velocity reports your company provides. When manufacturer rebates are offered or information is needed for a specific manufacturer explain how distributor will communicate this information to FS.

16) Price: complete and submit with proposal the pricing Forms, complete and submit Proposal response form, Respondent is to provide any additional pricing information or alternative pricing structures offered, Respondent pricing is subject to negotiations

Accounting Procedures: The process of approving invoices for payment begins when all documentation (signed invoice with correct pricing) necessary to complete the transaction has been received by FS Accounts Payable.

a) Describe your process for submitting signed invoices to FS Accounts Payable.

b) How will distributor prevent invoices being submitted for payment with incorrect pricing?

c) In the event an item(s) is delivered at an incorrect price how will distributor correct the pricing (include example)? Please include a timeline in which this correction will occur.

d) How will credit and/or debit memos be submitted to FS-Accounts Payable?

e) What reports are available for reconciliation of payments and credits (include an example)?

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. Exceptions - Detail any exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken. Respondent may not incorporate its standard contract document into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions section of this RFP.

. Alternatives - Detail any alternatives to the GEC requirements that you may have to offer.

. Cost of Responding- This solicitation does not commit the GEC to pay any costs incurred by the Respondent or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is the GEC obligated to procure or contract for such services

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XIV. EXHIBITS

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EXHIBIT A: BID SPECIFATIONS REQUIREMENTS

Alexander High School 6500 Alexander Parkway Douglasville, GA 30135 770-651-6044 #602

Annette Winn Elementary School 10521 Veterans Memorial Highway Lithia Springs, GA 30122

770-651-3122 #603

Arbor Station Elementary School 9999 Parkway South Douglasville, GA 30135 770-651-3014 #604

Beulah Elementary School 1150 South Burnt Hickory Road

Douglasville, GA 30134

770-651-3313 #605

Bill Arp Elementary School

6550 Alexander Parkway

Douglasville, GA 30135

770-651-3214 #606

Bright Star Elementary School 6300 John West Road Douglasville, GA 30134

770-651-3424 #622

Chapel Hill Elementary School 4433 Coursey Lake Road

Douglasville, GA 30135

770-651-3620 #630

Chapel Hill High School

4899 Chapel Hill Road Douglasville, GA 30135

770-651-6244 #624

Chapel Hill Middle School

3989 Chapel Hill Road

Douglasville, GA 30135

770-651-5024 #608

Chestnut Log Middle School 2544 Pope Road

Douglasville, GA 30135

770-651-5134 #609

Dorsett Shoals Elementary School5866 Dorsett Shoals Rd

Douglasville, GA 30135

770-651-3715 #610

Douglas County High School 8705 Campbellton Street

Douglasville, GA 30134

770-651-6543 #611

Eastside Elementary School 8266 Connally Drive

Douglasville, GA 30134

770-651-3824 #612

Factory Shoals Elementary School 2375 Mount Vernon Road

Lithia Springs, GA 30122 770-651-3918 #621

Factory Shoals Middle School 3301 Shoals School Road

Douglasville, GA 30135

770-651-5812 #631

Fairplay Middle School 8311 Highway 166

Douglasville, GA 30135

770-651-5317 #613

Holly Springs Elementary School 4909 West Chapel Hill Road

Douglasville, GA 30135 770-651-4016 #625

Lithia Springs Elementary School 6946 Florence Drive Lithia Springs, GA 30122

770-651-4122 #614

Lithia Springs High School 2520 E. County Line Road Lithia Springs, GA 30122

770-651-6752 #615

Mason Creek Elementary School

3400 Johnston Road Winston, GA 30187

770-651-4918 #632

DOUGLAS COUNTY SCHOOL SYSTEM

AREA ONE NUMBER OF ESTIMATED DOLLARS ESTIMATED

SCHOOL SYSTEM SCHOOLS SPENT ON PRODUCE YEARLY CASES YEARLY

BARTOW 19 $61,000.00 2,860

BREMEN CITY 3 $52,000.00 4,550

CARTERSVILLE CITY 4 $130,000.00 3,900

CATOOSA 15 $3,900.00 130

CHATTOOGA 5 $110,500.00 3,250

CHEROKEE 38 $845,000.00 32,500

DADE 4 $65,000.00 1,950

DOUGLAS 33 $800,000.00 30,620

FANNIN 5 $66,300.00 3,094

FLOYD 17 $271,000.00 17,600

GILMER 5 $104,022.00 4,635

GORDON 10 $546,000.00 5,330

HARALSON 6 $191,968.00 5,850

MARIETTA CITY 12 $481,000.00 13,000

PAULDING 33 $31,000.00 1,300

PICKENS 6 $130,000.00 3,250

POLK 10 $520,000.00 26,000

TOTAL $4,408,690.00 159,819

AREA TWO NUMBER OF ESTIMATED DOLLARS ESTIMATED

SCHOOL SYSTEM SCHOOLS SPENT ON PRODUCE YEARLY CASES YEARLY

GREENE 4 $9,359.45 1,040

HALL (GAINESVILLE CITY) 8 $366,697.23 12,807

JACKSON 11 $136,500.00 5,200

JAFFERSON CITY (JACKSON) 4 $117,000.00 7,800

LUMPKIN 5 $20,800.00 1,300

MORGAN 4 $58,500.00 1,950

OCONEE 11 $142,383.00 6,183

OGLETHORPE 4 $43,531.00 1,718

STEPHENS 6 $18,431.00 735

TOWNS 1…