14-02. Specific Terms and Conditions - SND-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

School Nutrition Café Serving Line Décor SND-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide interior design/materials for K-12 school districts in the Georgia Education Cooperative (GEC). The proposal will be used by school districts in the following counties:

Calhoun City Schools Cherokee County Douglas County Dalton Public Schools Fannin County Gilmer County Haralson County Murray County Paulding County Pickens County Social Circle City Schools Walton County Wilkes County Whitfield County

The proposal may be used by any school district that is a member of the GEC. For a list of participants, refer to Georgia Education Cooperative Membership – Attachment A. In the best interest of the GEC, projects may be awarded to multiple proposers.

2. All questions regarding the SND-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, April 30, 2026. Questions should be submitted individually in order to receive a response.

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

Bonfire) portal. RFP proposals must be submitted in the portal on Thursday, May 8, 2026, 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 are 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 Café Serving Line Décor RFP will be July 1, 2026 through June 30, 2027. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration. All prices submitted must be firm for the duration of the term as well as any subsequent renewals.

5. All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable. 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.

Proposer must provide pricing for services and products including but not limited to signs, murals, banners, awnings, and building of any needed structures. Pricing for add-ons including serving line wraps and trash can wrap/décor must be included.

Tier I serving line walls include inside and outside serving area with a value of $50,000 maximum.

Tier II serving line walls include Tier I and cafeteria walls with a value of $100,000.

Pricing must be listed separately for each design element. Design painting supplies and labor for painting existing walls shall be listed. Some school districts may elect to purchase paint and complete paintings of walls outside the scope of this proposal. Painting costs can be negotiated. Prices offered should include all shipping and handling charges, F.O.B. destination, delivery, uncrating of products and installation at all schools. Delivery and installation of custom design artwork development must be included. Lastly, all pricing shall be in accordance with all applicable city, state, and federal codes.

THE ESTIMATED TOTAL EXPENDITURE FOR THE INITIAL 12 MONTHS IS $300,000 at 6 different locations. (50k maximum at each location).

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

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 District School Board of Education members, district employees or consultants on any matter having to do in any aspect with this RFP, other than the District School Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. Proposer must provide a company overview that includes previous services with other K-12 school districts or similar work in an educational environment.

9. Proposer must provide the point of contact who will serve as the District’s primary account representative which must include the name, address, phone number, and email.

10. Scope of Work The proposer must provide interior design services which must include the following:

• The Serving Line Graphics Package must include design and installation graphics for the serving line entrance wall and all serving line walls. Final design elements, layout, colors, and messaging will be reviewed collaboratively and approved by the School District prior to production and installation.

The awarded vendor must make any required revisions to ensure alignment with each district’s branding standards and program goals.

• Designs may include digitally printed, laminated 3M Controltac™ vinyl graphics, featuring school mascot imagery and nutrition and wellness messaging. Design elements may also incorporate magnetic bulletin boards to allow for interchangeable content and seasonal updates. Graphics must be professionally installed using silicone adhesive and Tapcon® concrete fasteners, as appropriate for wall substrate conditions, to ensure durability, safety, and long-term performance in a school cafeteria environment.

• The successful proposer will create a design that reinforces wellness including “fresh” and healthy food choices and physical activity. The design should represent the total health and well-being of the child also including the importance of academics and re-enforcing age-appropriate character education. Elements of community and historical significance are also desired in a limited capacity at each location.

The design must include some type of menu board that will enable the district to meet the guidelines for the National School Lunch Program, “Schools must identify, near or at the beginning of the serving line(s), the food items that constitute the unit-priced reimbursable school meal(s).”* The board must be able to be changed daily and easily maintained by the lunch staff.

• School Mascot will be included.

• The selected contractor must include a recommended seating plan. NOTE: Some systems may want to select and receive proposals on furniture purchases. These items are not to be included in this proposal package and will not be a part of the 50k proposal for each school.

11. A mock-up drawing sample must be submitted with the proposal for review and evaluation. The sample mock-up drawing must be from a recent project for an elementary school and a secondary school.

12. Upon receipt and analysis of all proposals, proposers may be selected to attend a mandatory site visit at an Elementary School located in Cherokee County to collect measurements the week of May 18, 2026.

Selected proposers will be notified on May 15, 2026. Site visits must be scheduled with Kaylee Bramlett, via email Kaylee.bramlett@cherokeek12.net. Presentations will be based on an Elementary School; school mascot information will be provided.

13. Proposers may be selected to meet with the RFP Committee for an oral in-person presentation regarding their proposal and qualifications. Selected proposers will be notified prior to the presentation. Presentations will be scheduled for Tuesday, June 9, 2026. The final award will be based upon evaluation of both the written submission and oral presentation responses.

Presentations should include, but not limited to the following:

• Overall Project plan for an elementary school.

• Material specifications and finish board. Samples of actual material.

• Line drawings of sections and details. (May use actual photographs to depict images or color changes.

• Rendered wall elevations (6-8) each series. (May use actual photographs)

• Reflected ceiling plan showing any décor elements.

• Art and graphics package illustrating décor, signage and any other custom elements.

Pricing list for all design elements

14. Awarded proposer must coordinate with the School District’s designee to coordinate installation and delivery to each location.

15. Awarded proposer must notify the School District’s designee of any delays or service issues.

16. The awarded proposer will submit a timeline from the time of order placement through installation for each project based on the District’s needs for Tier I and Tier II.

17. Proposer must describe in detail the customer service process and include response time and resolution for issues such as missing or damaged items.

18. Proposer must provide information relating to the company return policy.

19. The proposer must submit warranty information. The school district would prefer a minimum of two (2) years parts and labor, for all applicable items. Proposer must guarantee all furniture and décor to be free of defects in workmanship for a minimum period of seven (7) years from the actual delivery date. Any defective materials or faulty workmanship must furnish all labor, materials, time and transportation to correct the trouble without cost to the school system.

20. Safety and Security Requirements

• During normal facility/school hours, all employees of the awarded proposer MUST SIGN IN at the facility/school main office upon arriving and obtain an appropriate visitor’s badge/name tag prior to beginning any work. The badge/name tag must be worn at all times while on facility/school property (prominently displayed). Prior to departing each day, employees of the successful proposer must sign out and return badge/name tag.

• All after-hours facility access must be coordinated with the School District Representative or designee and sign in according to the policy of that facility/school.

mailto:Kaylee.bramlett@cherokeek12.net

• All employees of the proposer are required to always use professional discretion while on school property. Any misconduct of incidents that may arise may lead to the immediate removal of said employee from the school district contract for the safety of our students, parents, or employees.

• The awarded proposer is solely responsible for the safety of all workers, school personnel, and students during the execution of work.

• Extreme caution must be exercised by all workers to ensure that all possible precautions are taken to prevent injury to school staff and students.

• Awarded proposer(s) must not leave materials, chemicals, or tools unattended.

• If students are on-site, proposer(s) must prevent school children from entering the work area while work is in progress.

• Awarded proposers must not use tobacco products or electronic nicotine delivery systems on school property at any time during the performance of the contract.

21. Invoices must be sent to each School District’s designee once the job is complete and in proper working order.

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

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

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

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

• 45 points Price

• 40 points Design

• 15 points Experience