10-RFP-2601AM PURCHASE OF SCHOOL NUTRITION PROGRAM FOOD ITEMS AND DISTRIBUTION SERVICES INVITATION.pdf

RFP-2601AM

PURCHASE OF SCHOOL NUTRITION PROGRAM FOOD ITEMS

AND DISTRIBUTION SERVICES

INTRODUCTION / BACKGROUND

Gwinnett County Public Schools (GCPS) Board of Education is soliciting competitive sealed proposals from qualified service providers for the PURCHASE OF SCHOOL NUTRITION PROGRAM FOOD ITEMS AND DISTRIBUTION SERVICES for use by public agencies. Gwinnett County Public Schools (GCPS) is the largest school district in the State of Georgia. Additional information regarding GCPS may be obtained by logging on to www.gcpsk12.org.

GCPS, as the Lead Public Agency (defined in the section titled “Role of Equalis Group”), has come together with Equalis Group who was awarded under RFP-2603KM Third-Party Agency Agreement for a National Food Distribution Contract to make the resultant contract(s) (each known as a “Master Agreement”) from this request for competitive sealed proposal available to other public agencies, including county, city, state, special district, local government, school district, private K-12 school, higher education institution, other government agency or non-profit organization across the country (“Public Agencies”), for the public benefit through the Equalis Group’s cooperative purchasing program. GCPS will serve as the contracting agency for any other Public Agency that elects to access the resulting Master Agreement.

The use of the Master Agreement by any public agency is preceded by registration with Equalis Group and by using the Master Agreement (a “Program Participant”), any such Program Participant agrees that it is registered with Equalis Group, whether pursuant to the terms of a Master Intergovernmental Purchasing Cooperative Agreement, that can be accessed at https://equalisgroup.org/member-registration/, or as otherwise agreed to. Under applicable state statutes, public sector entities nationwide that join Equalis Group can purchase products and services through the resulting Master Agreement without having to conduct their own formal procurement process, thereby saving both themselves significant time and money.

Program Participants benefit from pricing based on aggregate spending and the convenience of a contract that has already been advertised and competitively awarded. The awarded supplier(s) benefits from a contract that allows Participating Public Agencies to directly purchase goods and services without the Supplier’s need to respond to multiple competitive solicitations.

ROLE OF EQUALIS GROUP

Equalis Group works with “Lead Public Agencies”, such as Gwinnett County Public Schools, that are legally empowered to conduct formal procurement processes, enter into Master Agreements, and make those Master Agreements available to public sector organizations such as:

municipalities, K-12 school districts, counties, higher education institutions, special districts, tribal nations, and state and federal agencies across the country.

The awarded Supplier(s) and Equalis Group will also enter into a separate management agreement (the “Administration Agreement”) which defines i) the roles and responsibilities of both parties relating to marketing and selling the program to current and prospective Members and

ii) the financial terms between the parties. The Winning Supplier and Equalis Group will work closely together to develop and implement marketing and sales strategies to drive program adoption with current and future Members across the country.

http://www.gcpsk12.org/ https://equalisgroup.org/member-registration/

Equalis Group is committed to actively engage with the Winning Suppliers to grow valuable public sector revenue by:

• Training Supplier Partners’ sales representatives on the pricing, terms, and conditions of the Master Agreement and how to sell their products and services through this already procured contract vehicle.

• Developing sales tools that address common legal, procurement and compliance questions.

• Creating, implementing, and managing marketing and sales campaigns to jointly identify public sector prospects across the country.

• Supporting the sales process by providing subject matter expertise to prospective Members on the legitimacy of the procurement process that established the Master Agreement.

GENERAL INFORMATION

COMMUNICATION

Gwinnett County Public Schools Personnel: Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not initiate or continue any verbal or written communications regarding a solicitation. RFP submissions will be received digitally until 10:00 a.m. on Friday, January 23, 2026, through the Euna Procurement (formerly Bonfire) Interactive online portal located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https:publish.gwinnett.k12.ga.us/gcps/home/public/about/business-and-finance/p-and-p. A list of submitting firms will be available the following business day on our website. All communications concerning the Proposal must be submitted in writing to the Gwinnett County Public School’s Purchasing Department. Email to Ann Marie Serafin at ann.marie.serafin@gcpsk12.org. Only written questions submitted via Euna Procurement (formerly Bonfire) under the Questions section will be accepted. No response other than written communication by the Purchasing Department will be binding upon Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may call upon user departments for clarification in their area of expertise. A Pre- Proposal Microsoft Teams meeting will be held on Wednesday, January 7, 2026, at 10:00AM EST. Respondents are encouraged to attend to learn more about this project. All questions or commentary must be received no later than 10:00AM EST, Thursday, January 8, 2026, to allow for appropriate and timely responses.

CONTRACT DURATION

The term of this contract is effective July 1, 2026, or upon award, through June 30, 2027. GCPS reserves the right to renew this contract for a maximum of four (4) additional one-year periods for a total potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Renewals will be approved in one-year increments. Pursuant to O.C.G.A. Section 50-5- 64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal. The decision to renew the proposal by GCPS will be made based on the supplier’s performance, existing business conditions, and GCPS’ needs at the proposed time of renewal and will also be based on the consent and written confirmation of the successful service provider.

http://www.gwinnett.bonfirehub.com/ mailto:ann.marie.serafin@gcpsk12.org

Program Overview and Cooperative Structure Gwinnett County School Nutrition Program (GCSNP) requests competitive sealed proposals from qualified broadline food distributors to furnish and deliver School Nutrition Program food items and related distribution services. Gwinnett County Public Schools (GCPS), the largest school district in the State of Georgia, operates approximately 136 schools that participate in USDA Child Nutrition Programs.

The primary purpose of this Request for Proposal is to select one (1) main-line foodservice distributor to provide ordering, warehousing, and delivery of a wide range of food and foodservice products—including but not limited to, main entrées, beverages, grocery/staple items, produce, dairy, non-food disposable and paper items, chemicals, and USDA Foods commercial equivalents—at highly competitive, fully compliant pricing. The awarded distributor must demonstrate the capacity to service all GCPS locations within its distribution network, maintain exceptional service levels, and function as a strategic partner to GCSNP throughout the contract term. Respondents shall identify each distribution center that will support this contract and describe the capacity and geographic area served by each facility, including primary temperature zones, approximate daily case capacity available for GCPS and cooperative participants, and any back-up or overflow facilities that may be used during contingency situations (e.g., weather events, equipment failures, or unexpected volume spikes).

Concurrently with this RFP, GCPS is establishing a cooperative purchasing program, with GCPS serving as the Lead Agency and Equalis Group serving as procurement consultant and program manager. Equalis Group is a public‑sector‑focused cooperative contracting organization that partners with lead public agencies to conduct competitive solicitations and make resulting master agreements available for “piggybacking” by other public entities and school districts. Equalis Group will assist GCPS in managing, marketing, and administering the program, including reporting and cooperative member engagement, but will not purchase, take title to, or resell any food products.

For purposes of USDA and other applicable regulations, neither GCPS nor Equalis Group is acting as a Group Purchasing Organization (GPO) or as a purchasing agent that resells products to participating School Food Authorities (SFAs). Participating entities will contract directly with the awarded distributor under this GCPS‑led solicitation; no membership fees or dues will be charged by GCPS or Equalis Group, and all purchases will be made at prices established under this RFP, net of all applicable credits and discounts, consistent with federal cost‑reimbursable requirements. This solicitation and any resulting contract(s) are intended to fully comply with 7 CFR Parts 210, 220, 225, 250, 2 CFR Part 200, and all applicable state and local procurement regulations.

ESTIMATED VOLUME AND GROWTH EXPECTATIONS

The estimated value of purchases under this contract from GCPS alone is approximately $48,500,000 for the 2026–2027 school year (Contract Year 1), based on current participation, menus, and USDA Foods utilization. This represents the initial committed volume from GCPS.

While GCPS is the anchor participant, the cooperative structure is designed to accommodate significant growth as additional school districts and other public agencies elect to utilize this contract.

GCPS and Equalis Group anticipate that other school districts and other public agencies will begin joining the program during the 2026–2027 school year, resulting in modest incremental volume in Year 1 and more substantial growth over time as the program is actively marketed and adopted.

Based on current projections and experience with similar programs, total program volume (including GCPS and other participating entities) could reasonably grow to approximately $200 million in annual spend by the fifth year of the program, subject to actual participation levels and menu needs. These projections are for planning and evaluation purposes only and do not constitute a guarantee of purchase volume.

An illustrative view of potential annual program volume is provided below:

School Year (Contract Year)*

Estimated Annual Program Spend Spend Considerations

2026–2027 (Year 1) ≈ $65,000,000 Includes GCPS’s estimated $48.5M base spend plus modest uptake from early cooperative participants.

2027–2028 (Year 2, if renewed) ≈ $95,000,000

Expanded participation from additional school districts and other public agencies; increased utilization of the awarded contract for a higher share of total food spend.

2028–2029 (Year 3, if renewed) ≈ $140,000,000

Continued addition of school districts and other public agencies; optimization of USDA Foods diversions and commercial equivalents through the awarded distributor.

2029–2030 (Year 4, if renewed) ≈ $175,000,000

Ongoing cooperative growth and improved contract compliance as participating agencies consolidate purchases under the program.

2030–2031 (Year 5, if renewed) ≈ $200,000,000

Mature program with broad adoption, strong contract utilization, and sustained participation from member school districts and other public agencies.

*Years 2–5 are contingent upon Board‑approved contract renewals.

Although collaboration with GCPS and Equalis Group to achieve these growth targets is not a condition of award, it is an important consideration. The awarded distributor(s) will be expected to support onboarding of new participants, assist with data and reporting needs, and work in partnership with GCPS and Equalis Group to drive program adoption while maintaining high service levels for all participants.

GEOGRAPHIC COVERAGE AND AWARD STRUCTURE

While the cooperative is intended to be available to other school districts and other public agencies, GCPS’s award decision will be grounded first and foremost in the distributor’s ability to provide reliable, high‑quality distribution services to all GCPS schools. The successful distributor must demonstrate the capacity to service every GCPS delivery location listed in this RFP, meet the delivery requirements described herein, and provide robust customer support to GCSNP.

GCPS’s preference is to enter into a primary agreement with a single broadline distributor that can effectively serve all GCPS locations and provide a broad cooperative footprint. However, consistent with GCPS’s general award provisions, GCPS reserves the right to make multiple awards, including by geography or service configuration, if GCPS determines that doing so is in the best interest of GCPS and the cooperative based on the proposals received

Respondents are strongly encouraged to propose as broad a geographic service area as they can reliably support (e.g., statewide, regional, or national). Distributors should expect that any eligible school district, charter school, non‑profit school, or public agency located within their typical coverage area may seek to utilize the resulting contract, subject to their own local procurement requirements. Respondents should not limit their proposed coverage to select or preferred locations; GCPS seeks a partner capable of supporting GCPS and a wide range of cooperative participants within the distributor’s standard service footprint.

PRODUCT SPECIFICATIONS AND APPROVED EQUALS

The use of brand name(s) is not for restrictive purposes, but to establish an acceptable level of quality that GCPS is seeking. GCSNP will allow the Distributor to select the best product in their inventory that will meet the product specification on any product that lists “private label/manufacturer label”. Nutritional analysis, list of ingredients, CN label or statement, if required, for all manufacturers' products that the Distributor may select for GCSNP is required.

The following should be provided with the proposal documents for all items, especially alternate/comparable items bid:

• Product identification, including manufacturer and/or distributor’s name, brand name, product code, product label, quantity per case, case weight, and item number.

o Manufacturer’s product literature/specifications, including but not limited to product description, ingredients, nutritional analysis, packaging wrap, and/or product label.

o Product has been personally investigated and determined to be equal or superior in all respects to that specified.

o Supplier will provide the same guarantee for the equivalent/alternate item as they would for the specified product indicated in the proposal documents.

• The awarded distributor must provide Net Off Invoice (NOI) and Modified Fee for Services (MFFS) for USDA foods at a reasonable fee.

• If reimbursement is lost due to failure to meet the terms of this contract or unauthorized substitutions of product, GCPS may require the supplier to pay a dollar amount equal to the cost of the product, the reimbursement lost, and any fines. In addition, GCPS may put the distributor's name on an ineligible source list and restrict the company or any representative of the company from participating in future solicitations with GCPS.

• The distributor agrees to permit access to its facilities at reasonable times for inspection of the materials covered under this contract.

• This proposal contains a list of products currently used by GCPS for evaluation of the cost portion of the proposal. Item descriptions are intended to illustrate the types of products and the quantities that the program uses. They are not meant to be limitations for the awarded distributor when competitively bidding for products. All quantities shown should be considered estimates only for bidding purposes.

PRICING AND FEE STRUCTURE

All unit prices quoted must include delivery to the schools listed on Attachment A and include all fuel charges and distribution. No additional charges will be paid by GCSNP. Proposals that include clauses that allow distributors to add a fuel surcharge during periods of volatility in the petroleum market shall be rejected.

A fixed distribution fee shall be quoted per shipping carton and must:

• Be expressed as a monetary value per case, as percentage-based fees are not permitted under USDA guidelines;

• Remain firm for the initial term of the contract; and

• Include all overhead, profit, and handling charges associated with warehousing, order processing, and delivery.

Fixed Distribution Fee (Per Case) and Optional Tiered Fee Schedule The Respondent shall propose a fixed distribution fee per shipping carton (case) expressed as a dollar amount per case (percentage-based fees are not permitted). The proposed fee(s) must:

• Remain firm for the initial term of the contract; and

• Include all overhead, profit, and handling charges associated with warehousing, order processing, and delivery.

Tiered Fixed Fees: In recognition that this cooperative will include participating School Districts and public entities of varying size and operating models, Respondents may propose a tiered schedule of fixed distribution fees within the cost-plus fixed-fee framework. If tiered fees are proposed, the Respondent shall:

1. Define each tier using objective, auditable operational criteria (e.g., annual purchasing volume, average drop size/cases per delivery, delivery frequency, etc.);

2. Clearly describe the measurement method for each criterion (data source, calculation, frequency of measurement) and the exact rule for when each tier applies;

3. Apply the same tier rules uniformly and non-discriminatorily to all GCPS sites and all cooperative participants that meet the criteria (no entity-by-entity customization); and

4. Provide a completed Tiered Distribution Fee Schedule listing all tiers, criteria, and the corresponding fixed fee per case.

Tier Cap / Clarity: GCPS reserves the right to deem a tier schedule non-responsive if it is not readily auditable, relies on subjective discretion, or is structured in a manner that prevents an apples-to-apples evaluation.

The fee for broken cases shall be prorated based on the number of units ordered from the full case. GCPS and other participating entities will keep broken case orders to a reasonable minimum.

All proposed fixed fees and fee tiers shall apply to all products purchased under this contract, including both the representative Market Basket/Bid Table items and all non-Market Basket/Bid Table items. Respondents may not propose a separate or higher fixed distribution fee structure for non-Market Basket/Bid Table items, except to the extent that such differences are part of the objective fee tiers described above and are applied uniformly to all products and program participants that meet the tier criteria.

MANUFACTURER DEVIATIONS AND SPECIAL PRICING

During the term of this contract, the awarded distributor is expected to actively pursue and maintain manufacturer cost deviations, allowances, and other special pricing arrangements in the normal course of business to reduce the net cost of goods for GCPS and cooperative participants.

All such benefits must be fully and transparently passed through to GCPS and participating entities in accordance with the cost‑reimbursable requirements of this RFP.

The distributor shall acknowledge that GCPS and Equalis Group may request the distributor to implement, revise, or remove manufacturer deviation programs during the life of the contract, including programs GCPS develops, subject to applicable procurement and regulatory requirements, and the distributor agrees to cooperate in good faith to support such changes while maintaining continuous service to GCPS schools.

PRICE ADJUSTMENTS

The “unit price” quoted on the Market Basket/Bid Table must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing, shipping and any other cost incurred. No separate line-item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Gwinnett County Public Schools costs as soon as applied to vendor’s costs. Tarriff increases are not included und er this section, see “Tariff-Based Price Adjustment” below.

TARIFF-BASED PRICE ADJUSTMENT

In the event that new tariffs, changes to existing tariffs, or trade restrictions are imposed by any governmental authority after the effective date of this contract, and such changes materially increase the cost of goods or materials necessary for performance, the supplier may request a price adjustment. The request must include documentation demonstrating the tariff’s impact on unit cost. The parties agree to engage in good-faith negotiations within 15 days to consider price modifications, substitute goods, or alternative sourcing arrangements, with the goal of minimizing disruption to public services and maintaining the continuity of supply. The parties shall negotiate in good faith to reach a fair adjustment not to exceed 20% of the original contract price.

PRODUCT INFORMATION

• An acceptable product meets or surpasses the specification. GCSNP will approve or reject all products and pricing, and they shall be the sole determinants of product acceptability.

• First Choice products (i.e., items included on school menus) are listed on the Market Basket/Bid Table and are encouraged to be bid on. Please clearly state which label your firm is proposing. If it is your firm’s own label, the label/brand must clearly communicate quality identification.

• During the contract period, GCPS reserves the right, in its sole discretion, to add new items and new manufacturers to the contract as companies continue to offer new products. New items will be purchased according to the following procedure:

o GCSNP will submit product specifications to the awarded distributor.

o Distributor shall solicit costs for more than one approved product that meets the intended specifications.

o Purchase prices for new items will be determined by: FOB shipping carton cost + freight-any bill backs, + fixed fee per shipping carton.

o GCPS reserves the right to change products as needed throughout this contract.

• The total value of all additional goods and quantities of listed goods that exceed estimated quantities may not exceed 10% of the estimated value of the contract. If the value of additional goods and quantities exceeds this limit, a separate procurement procedure for those goods will be conducted.

• GCSNP reserve the right to remove items from this contract if the product is no longer needed.

• Included in proposal submissions, Distributors will need to provide electronic copies of product data sheets for all items listed within this RFP. Data sheets should include, but are not limited to, manufacturer ingredient and nutrition fact panel, allergy information, pack sizes, instructions for preparation and serving, Buy American compliance documentation, any Child Nutrition Labels (CN Labels), and/or Product and Formulation Statements indicating how the item complies with the USDA standards. The distributor must notify GCSNP whenever there is a change of sources.

• Distributors must notify GCPS representatives of any manufacturer’s recalls regarding items under this contract. Upon notification of a recall, the distributor should contact the school district or other public agency via telephone and then follow up in writing within 24 hours. All products, lot numbers, or any other pertinent information available must be given to the designated representatives of the entity in writing within 24 hours. Failure to comply with this requirement may be cause for termination of this contract.

• A distributor may not change from one approved product to another without prior written approval from GCPS during the contract period. If a product is discontinued, a written explanation from the manufacturer stating that the product is no longer being manufactured must be sent to the GCPS representatives at the time. The explanation shall include a complete description of the item offered to replace the discontinued awarded item. Letters from brokers or distributors are not acceptable instead of a manufacturer’s letter.

• The process of substituting one product for another is prohibited without prior approval by the designated representatives of the entity before delivery can take place. Substitutions without prior approval will not receive payment and will be required to be picked up by the Distributor. Payment for approved substitutions will be made based on contracted pricing.

• The information concerning the specifications, manufacturer’s name, product code number, or pack size is based on the latest available information that the school district or public agency has. If the information listed concerning the specifications, manufacturer, product code number, or pack size is incorrect, please note it on the item in question when quoting. The school district or public agency may decide that the item needs to be rebid if an error has occurred in the product specified.

APPROXIMATE ANNUAL QUANTITIES

This is a “demand usage contract”, and the estimated quantities listed on the proposal pricing schedule are approximate amounts based on the current year’s usage, and 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. In some instances, the school district or public agency may have underestimated or overestimated the quantities. All pricing shall be furnished and held firm at the awarded prices until the last order. Estimated quantities may be affected by the amounts of USDA commodities received by the school district or public agency.

CONTRACT COMPLIANCE

• To ensure an adequate source of supply, the awarded distributor agrees to promptly commence the work with adequate food inventory, personnel, and delivery vehicles. The Distributor will be notified in writing each time they fail to obtain an adequate source of supply. Upon the third written notification that said source of supply was not obtained to ensure menu consistency, the Distributor shall be liable and agrees to pay the school district or public agency as liquidated damages and not as a penalty, $25 per day, per item per school for each day until an adequate source of supply is obtained.

• Failures to secure an adequate source of supply, which in turn results in failure to maintain required service levels and excessive “out of stocks”, will be defined by the awarded distributors’ service level agreement (i.e., fill rate).

• At the end of the contract, if excessive residual inventory remains at the Distributor, that is deemed “special” to the contract, within ten (10) working days of receipt of the 2026-2027 product lists, the awarded distributor shall provide the school district or public agency a list of the “special” items. Thus, if a distributor should not be successful in securing the contract for the next contract period, the school district or public agency will purchase items designated as “special” to the contract and at the current contract prices approved, provided that the distributor has not excessively stockpiled inventory. Excessive stock will be determined by the school district or public agency at the beginning of the contract.

Purchases of this type are limited to a 30-day supply as determined by the school district or public agency.

• GCPS will receive a monthly report for all items that are deemed “special” to the contract.

This report will contain the quantity on hand, weekly usage, and expiration date.

ORDERS

• GCSNP has 136 sites that will be submitting weekly food orders for a minimum of 40 weeks.

• GCSNP currently utilizes Eatec® Solutions by Agilisys software; but will be transitioning to Horizon OneSource Back office; explain how your distributor’s system will interface with this platform.

• Does the distributor’s system allow for web-based access or Business-2-Business (B2B) to:

o Allow individual site order submissions?

o View an online catalog or order guide of products specific to what is available for download, and with online search capabilities?

o Enter orders using an Order Guide built for GCSNP-specific items?

o Allow the order to be sent to the distributor one to two days before delivery is made?

o Alter orders, add items, or delete items from the order?

• Additionally, does this access allow GCSNP to review out-of-stocks, the time frame of arrival of the product, and the times of delivery?

• Explain what technical assistance is available when questions or issues arise.

• Distributor must provide a dedicated customer service representative as a liaison to assist site management with online orders, delivery, credit requests, and/or product concerns.

• Distributor must be able to provide account service to other school district or public agency affiliation departments and organizations for purchasing commercial food products at contracted pricing.

DELIVERIES

• Each school will receive one (1) delivery per week; however, 18 of the 136 schools will require two (2) deliveries per week to meet their needs. The number of second-delivery schools may increase or decrease throughout the period of this contract. The distributor will be notified thirty (30) days before the start of a second delivery for a school. The distributor will have the right to choose the delivery days if the two delivery days are more than two (2) days apart in the same week.

• Ten of our schools require live deliveries during regular operating hours, specifically between 6:00 AM and 2:30 PM, Monday through Friday. The remaining 125 schools can accommodate deliveries after school hours.

• GCSNP anticipates that a substantial portion of deliveries will be completed as night-drop/key-drop deliveries at eligible schools in order to minimize disruption to instructional time and cafeteria operations. For purposes of this contract, night-drop/key-drop deliveries are defined as deliveries that occur outside normal school operating hours, when school nutrition staff are not present, and that require the use of GCPS-issued keys, access codes, or other secure entry methods. Additional details regarding the Key Drop Agreement are provided below.

• The Distributor is expected to utilize a delivery staffing and routing model (e.g., single-driver routes, driver-and-helper “tag-team” method, or other approaches) that ensures:

o Safe and efficient handling of products;

o Minimal disruption to school operations;

o Timely completion of all scheduled deliveries; and o Consistent, professional customer service to GCPS school nutrition staff.

• The specific delivery model (including use of any “tag-team” crews or two-person delivery teams) may vary by route but must be clearly described in the Distributor’s proposal response and implemented consistently once agreed upon.

• If at any time an incomplete order is delivered to a school, it is the distributor’s responsibility to complete the order within five (5) business days at no additional cost. Continuous instances of default may result in cancellation of the contract. The District representatives should be notified when any shortages occur. An established timetable for delivery must be immediately developed for the shorted product if the product cannot be delivered within five

(5) business days due to manufacturer issues. GCSNP reserves the right to request a special delivery of shorted product or approved substitutions before the five (5) business days, if the shortage will cause major issues in menu planning and serving requirements.

• The successful service provider must submit a delivery schedule to GCSNP by July 1, 2026, noting the day of the week deliveries will be made. Current delivery days are outlined in Attachment A for reference.

• In the event of a major mechanical malfunction or issue at a GCPS school, the distributor may be asked to deliver all or part of the items on a school’s order to the Gwinnett County Public Schools Distribution Center located at 690 West Crogan Street, Lawrenceville, GA 30045, or another school location within the District. It will be the responsibility of the Gwinnett County Public Schools Distribution Center to transport the items from the warehouse or school to the school when the malfunction or issue has been resolved.

• GCSNP may need to cancel deliveries or move deliveries due to inclement weather and school closings. GCSNP will communicate with the distributor as soon as such circumstances take place. The Distributor must have contingency procedures to re-route or reschedule deliveries in these situations and shall describe such procedures in Section 2 – Deliveries of its proposal.

• GCSNP may request an off-day delivery. The minimum ship amount for these deliveries is $200.00. Deliveries of shorted products are not considered an off-day delivery. In the event Distributor is unable to meet these requirements, specific alternative solutions should be provided and detailed in the proposal.

• Due to safety concerns, managers and their staff are always required to keep all outside doors locked. Doors must not be propped open during deliveries.

• The distributor must take all necessary steps to ensure that their warehouse facilities/vehicles can safely and securely store and transport the products. The awarded distributor will be required to submit their most recent Sanitation Audit Scores to GCSNP. It is the distributor’s responsibility to hold the frozen product at a uniform temperature of 0 degrees Fahrenheit or lower and cooler/dry products at 36-38 degrees Fahrenheit until the time of delivery. At the time of delivery, the product should show no evidence of defrosting, refreezing, or freezer deterioration. The presence of products showing deviations from the requirements will cause rejection of the involved product or delivery. If deliveries take place after hours, Key Drop Agreements must be signed prior to the deliveries taking place.

• The Key Drop Agreement states that:

o To deliver all foods in good condition at the appropriate receiving temperature as per

Chapter 511-6-1.

o To retain risk of loss for all food products delivered until they are officially received by an employee of the kitchen, the same as if the delivery were taken when the employee was present.

o To deliver all food to the appropriate storage temperature environment for each product within the school café kitchen, meaning frozen items in the freezer and refrigerated items in the cooler.

o To record at least TWO different TCS Food temperatures of delivered items on the invoice or temperatures and products delivered on a log maintained by the food service establishment.

• For both live and night-drop/key-drop deliveries, the Distributor is responsible for ensuring that:

o Products are placed in the correct storage locations (freezer, cooler, dry storage) as directed by GCSNP;

o Products are staged in a manner that maintains food safety and facilitates first-in/first-out (FIFO) rotation; and o Delivery documentation clearly reflects the items delivered, quantities, temperatures recorded, and any exceptions noted.

• The successful distributor’s delivery trucks must have temperature logs when transporting freezer/refrigerated products to schools. If the temperature log is not computerized and automatically records temperatures during the route, the driver must record at the beginning of the route, at least two (2) additional stops during the route, and at the last stop of the route. The District may request a copy of a specific delivery route’s temperature log if an issue occurs.

• All delivery trucks must be clean, sanitary, and free from dirt and debris. The cafeteria manager or designee may refuse a delivery if the truck is not clean and sanitary.

• Describe safety and security procedures that are in place at the distribution center and in the transportation of products to protect the food supply.

• Explain how the distributor will alter the delivery schedule due to school holidays, school closings, or emergencies.

• Based on the time frame when the school food service manager reports to work and before the first school day, explain how the distributor will schedule opening deliveries and subsequent weekly deliveries.

• Summer School deliveries could be multiple deliveries through June and July. The Summer School delivery schedule will be a coordinated effort and determined in the late Spring of 2026.

• During the shipment receiving process, all products will be checked for temperature compliance, damage, leakage, and other deviations. All products will be referenced against the invoice before the invoice is signed for at the school by an authorized representative of GCSNP. In the event delivery is made during serving, the delivery person must be prepared to wait until an authorized representative is available to receive the shipment. Please advise the delivery person of such so that adequate time for delivery is scheduled.

• Delivery personnel must put the products in the cooler, stock room, or freezer as directed by the manager or authorized representative of the District.

IMPLEMENTATION AND ONBOARDING – GCPS AND COOPERATIVE PARTICIPANTS

• Responding Distributor(s) must be able to provide ample training to GCPS School Nutrition Program staff and any participating cooperative public entities regarding the available ordering methods, delivery procedures, reporting tools, and other key processes of the awarded Distributor(s).

Training between GCSNP (and any participating School District or public entity) and the awarded Distributor(s) shall be scheduled at mutually agreeable times and finalized so that each site is fully prepared to start the school year with a fully functional school nutrition program. Seamless implementation will be critical to the success of the contract, the support to GCPS schools and cooperative participants, and the quantities needed to meet meal requirements.

• All implementation and onboarding activities required for GCPS to begin ordering and receiving under this contract must be completed prior to July 1, 2026, and prior to July 1 of each subsequent contract year, if renewed. For new cooperative participants that join the program after initial implementation, onboarding must be completed prior to their first order under this contract or by a mutually agreed go-live date that is in all cases prior to the start of that participant’s school year.

• Provide a concise implementation and service plan describing how you will bring GCPS and future cooperative participants onto your platform and routes. You may respond in outline form and attach a more detailed project plan if desired.

At a minimum, address:

• GCPS Go-Live and Service Plan o Provide a high-level timeline from award through first deliveries to GCPS schools

(major milestones only).

o Summarize your initial service plan for GCPS, including which warehouse(s) will be used, general route design, and the expected mix of live versus night-drop/key-drop deliveries.

• Systems, Data, and Order Guides o Briefly describe how you will set up GCPS item files and order guides (including

Market Basket/Bid Table items and USDA Foods commercial equivalents) and validate pricing.

o Summarize how you will connect your ordering system with GCPS’s current platform (Eatec®) and how any issues will be resolved prior to go-live.

• Training and Support o Outline your training plan for GCPS school and central staff (formats, timing, and key topics such as ordering, delivery expectations, and how to report issues).

o Identify ongoing support resources (account management, customer service, technical support).

• Onboarding Additional Cooperative Participants o Describe your typical steps and timeline to onboard new cooperative participants under this contract, and how you will ensure that adding new participants does not degrade service to GCPS.

• Risk Management and Contingency o Identify the main implementation risks you foresee (e.g., technology integration, staffing, supply chain) and summarize your mitigation strategies.

o Describe how you will handle any missed implementation milestones (e.g., phased go-live, supplemental staffing, temporary alternate delivery plans).

Note: GCPS is seeking a clear, practical implementation approach, not a lengthy narrative.

Respondents may answer succinctly and provide existing implementation documents as attachments where appropriate

REPORTS

VELOCITY REPORTS

• Explain what type, format, and frequency of velocity reports your firm provides, including examples.

• Report will list the sales volume showing the total gross dollar volume of all purchases made by participating public entities within said month and the Vendor Participation Fee calculations. This report will be due within 20 business days of the month ending.

• Reports will include all necessary details to identify each individual school, school district or public entity, product, and pricing attributes.

• When manufacturer rebates are offered, or information is needed for a specific manufacturer, explain how the Distributor will communicate this information to the district or public entity (include example).

o Provide examples of reports that are available for reconciliation of payments and credits.

o Provide a monthly Non-Domestic Purchase Report detailing all items acquired that do not comply with Buy American provisions.

o USDA value is an expense to our program and will be taken into consideration with the distributors’ quote when calculating the base value cost. The Georgia Department of Education has approved the Value Pass Through (Net Off Invoice) system, and the awarded Distributor must be capable of participating.

Attachment B is a sample agreement for review.

PRICE LOAD REPORTS

• Report will include all necessary attributes to identify the specific product and pricing that is loaded in the Distributor(s) system. These reports will be utilized by GCPS and Equalis Group to verify accuracy of pricing and monitor price changes

EXPIRATION & DAMAGES REPORTS

• The awarded Distributor shall maintain records of all damaged products and expired or short-dated items delivered to GCPS schools, including damaged canned goods and damaged cases/cartons, and shall provide GCPS with a summary report of such incidents at least monthly in an electronic format. The report shall identify, at a minimum, the school/site, invoice or PO number, item description and numbers (manufacturer and distributor), quantity affected, expiration/best-by date, nature of the damage, and the credit or replacement action taken. GCPS reserves the right to refuse, require pickup, and/or require credit for any product delivered in damaged condition or with insufficient remaining shelf life.

• Distributor shall ensure that no products, including USDA Foods and commercial items, are delivered to GCPS past the manufacturer’s labeled product end date (e.g., expiration, use-by, best-if-used-by). Products must be delivered with sufficient remaining shelf life to allow GCPS schools a reasonable opportunity to store and use them before such dates, consistent with USDA and Georgia Department of Education guidance. The Distributor shall monitor product dating for all GCPS inventory and, upon request, provide GCPS with documentation of product end dates and any short-dated items identified and removed or credited.

DISTRIBUTOR PERFORMANCE & STOCKING REPORTS

• Provide monthly performance reports, including fill rates and fill are formula calculation, substitution rate, on-time deliveries, and any other performance metric indicating the performance of the Winning Distributor(s).

• Stocking report, including all products currently being stocked at a given distribution location.

VALUE-ADDED TECHNOLOGY, SOLUTIONS, AND SUPPORT

• GCPS seeks to identify a distribution partner that not only fulfills the core requirements of this solicitation but also provides value-added tools and services that enhance the effectiveness, efficiency, and compliance of the School Nutrition Program.

• The quality and extent of the value-added offerings proposed will be evaluated and may positively influence scoring and award decisions. Proposers that do not offer some or all of these services will not be disqualified but may receive fewer points in the evaluation of this section.

• Proposer shall clearly describe its capabilities in each area below, indicating whether the capability is currently available, in development, or provided through a third-party partner.

o Proposer shall describe its ability to provide product-level data and tools that support regulatory compliance, menu planning, and informed purchasing decisions (e.g., Online catalog and/or ordering platform that displays, at a minimum, key item information, nutritional (including CN), attributes, and country of origin / Buy American status for each item.

Processes and tools used to support Buy American compliance, including documentation of domestic status and non-domestic exceptions.

o Proposer shall describe any tools, systems, and services offered to assist GCPS in optimizing USDA Foods and entitlement utilization, (e.g., USDA Foods diversion and tracking systems (e.g., state systems, processor portals, or equivalent) to help monitor:

Entitlement per item, processor, and site.

Diverted, received, and remaining balances.

Items at risk of under-utilization or carryover.

Standard USDA Foods / diversion reports available to GCPS (frequency, format, examples).

Recommend diversion strategies aligned to menus and student participation.

Align diverted items with commercial equivalents on the awarded contract to minimize off-contract purchasing.

Identify opportunities to reduce waste, maximize entitlement, and improve economic outcomes o Proposer shall describe its capabilities to support menu planning and Child Nutrition compliance through technology and professional services, including:

Existing integrations with K-12 menu-planning and nutrient-analysis systems.

Availability of pre-built USDA-compliant cycle menus to help GCPS customize these menus while maintaining compliance.

Any no-cost or discounted access to menu-planning, nutritional, or production-record tools o Proposer shall describe the training and technical assistance it provides to K-12 customers, including:

Availability and qualifications of K-12 / Child Nutrition program specialists (e.g., registered dietitians, USDA Foods specialists, menu planners, K-12 account managers).

A proposed training plan for GCPS schools covering topics such as:

• Use of the Proposer’s ordering, catalog, and reporting tools.

• Buy American requirements and documentation.

• USDA Foods, diversion, and entitlement management.

• Use of any menu-planning or analytics tools provided or supported by the

Proposer.

Frequency and format of ongoing support (e.g., onsite visits, virtual trainings, webinars, help desk, customer success team).

COST REIMBURSEMENT CONTRACT REQUIREMENTS

• In accordance with Federal requirements 210.21 Procurement, the school food authority (Gwinnett County Public Schools, Georgia) must include the following provisions in all cost reimbursable contracts, including contracts with cost reimbursable provisions, and in solicitation documents prepared to obtain offers for such contracts:

o Allowable costs will be paid from the nonprofit school food service account to the distributor net of all discounts, rebates, and other applicable credits accruing to or received by the distributor or any assignee under the contract, to the extent those credits are allocable to the allowable portion of the costs billed to the school food authority;

o The distributor must separately identify for each cost submitted for payment to the school food authority the amount of that cost that is allowable (can be paid from the nonprofit school food service account) and the unallowable amount (cannot be paid from the nonprofit school food service account); or o The distributor excludes all unallowable costs from its billing documents and certifies that only allowable costs are submitted for payment and records have been established that maintain the visibility of unallowable costs, including directly associated costs, in a manner suitable for contract cost determination and verification;

o The distributor’s determination of its allowable costs must be made in compliance with the applicable Departmental and Program regulations and Office of Business and Finance cost circulars;

o The distributor must identify the amount of each discount, rebate, and other applicable credit on bills and invoices presented to the school food authority for payment and individually identify the amount as a discount, rebate, or, in the case of other…