13-02. Specific Terms and Conditions SE-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

School Nutrition Small Equipment SE-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide School Nutrition Small Equipment items for the District. In the best interest of CCSD, projects may be awarded to multiple proposers. Proposer must submit samples if an alternate item is proposed. Refer to Specific Term #10.

2. All questions regarding the SE-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Tuesday, September 23, 2025. Questions must be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through CCSD Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Tuesday, September 30, 2025 by 9:00 a.m. Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The twelve (12) month term for the School Nutrition Small Equipment RFP will be November 1, 2025 through October 31, 2026. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration.

5. All pricing options and applicable charges must be listed on the proposal form to ensure comparisons are fair and equitable. All pricing submitted must be firm for the duration of the term. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the proposal form must be provided for analysis purposes.

Provide pricing on the proposal form for the following scenarios:

a. Proposer must provide pricing for individual school locations and pricing for a centralized delivery to CCSD Central Warehouse. CCSD has an expectation that pricing for deliveries to its Central Warehouse location will be less than pricing to the individual school locations.

b. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc. & Additional Charges not Listed on Proposal Form (General Term #51).

If the proposal form is altered in any way, the proposal may be rejected.

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet

CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in CCSD General Terms and Conditions (General Term #30-32).

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any persons affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. Items that require assembly must be delivered assembled. The awarded proposer is responsible for assembly of all items (i.e., ingredient bins, drying racks, pan racks, utility carts, etc.).

9. The awarded proposer will be required to provide make/model/serial numbers and the purchase cost on any items

$500 or greater to the CCSD Nutrition Director or designee prior to shipment.

10. Proposer must submit samples if an alternate item is proposed. The proposer must submit one (1) copy of the specification sheets for all proposed alternate items. Failure to do so may result in rejection of proposal. Samples must be sent to Cherokee County School District, School Nutrition Office, Attn: Francy Araque, 135 Mountain Brook Drive, Canton, GA 30115. Samples should be received by 9:00 a.m., September 30, 2025. Tagged appropriately. Please contact Francy Araque, CCSD School Nutrition Free and Reduced Clerk at 770.721.8443 or via email at francy.araque@cherokeek12.net to let her know to expect the samples. The proposer must provide the following:

a. Clearly mark the sample with Brand Name, Product Code Number, Supplier’s Name, Bid Number, section, RFP Number, and pack size.

b. Items with required samples that are not received by the above deadline will be listed as non-responsive.

c. Samples must be furnished at the supplier’s expense and at no cost to CCSD. Failure to provide samples for alternate items bid will result in rejection of proposal.

d. Samples will only be returned at the proposer’s written request. The request must state the method of return at time of proposal submittal and the return will be at proposer’s cost. If proposer requests to pick up samples, pick up must be by appointment and within 30 days of award notification. Samples left with CCSD without return directions will become property of CCSD 31 days after notification. Samples for all awarded items become property of CCSD for product verification.

e. CCSD will assume no responsibility for items lost or destroyed when being inspected or tested.

Proposer must contact CCSD Procurement via email to Purchasing@cherokeek12.net if samples cannot be sent by the deadline. Samples must be submitted by the vendor, not the manufacturer representing multiple vendors;

Failure to provide requested samples, tagged appropriately, may result in rejection of the proposal.

11. Deliveries:

a. Explain how the distributor will alter the delivery schedule due to school holidays, school closings, or emergency situations.

b. Delivery times are scheduled Monday through Friday 7:00 a.m. – 1:00 p.m. to the CCSD Central

Warehouse location. For deliveries shipped directly to individual schools, school locations are scheduled Monday through Friday 6:00 a.m. – 2:00 p.m. If deliveries fail to arrive during the time frame, the proposer must re-deliver on a mutually agreed upon date and at no cost to CCSD. Please refer to the CCSD All Facilities Location List (Attachment A) for the Central Warehouse and School locations.

c. If deliveries are allowed after 2:00 p.m., proposer will be responsible for any employee overtime accrued.

d. Unusable damaged products will be refused at the school level.

e. All deliveries require 24 hour advance notice to the delivering location. Contact information will be located on the purchase order.

All orders should be shipped directly to the specific SHIP TO address on CCSD purchase order. At no time should the proposer ship to an alternate address unless given prior approval by the School Nutrition Director or Procurement Services Department. Specified orders must be labeled to each individual school location and must be checked in by the School Nutrition designee with a 24 hour advance notice. CCSD has an expectation that pricing for deliveries to its Central Warehouse location will be less than pricing to the individual school locations.

FedEx and UPS deliveries must have preapproval from School Nutrition Designee and sent to School Nutrition Central Office.

12. The awarded proposer is responsible for all delivery lead times advised on the proposal form. Any and all delays must be communicated to the district. The awarded proposer must notify the School Nutrition Director or designee of any shipment delays and/or backorders. Lead time in excess of ten (10) business days are not favorable and may not be accepted. Any delay longer than two (2) weeks from the advised lead time is subject to a monetary penalty of 10% off the total delivered pricing for all items listed on the purchase order.

13. The proposer must submit a copy of the Company’s Return Policy and Procedures

14. The awarded proposer must have the ability to invoice school locations. All invoices must be signed by the Central Warehouse Manager, School Nutrition Manager or designee depending on delivery location at the time of delivery, invoices must be signed for payment. CCSD does not pay by statement. The awarded proposer’s representative is mailto:Purchasing@cherokeek12.net expected to be the only primary contact and will review all invoices, prior to submitting to CCSD, as well as handle any billing questions, clarifications, corrections, etc.

15. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit the payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

16. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

17. The services being sought under this RFP are professional in nature. Submissions will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 35 points Price

• 30 points Product Availability/Quality

• 25 points Service and Support

• 10 points References