15-02. Specific Terms and Conditions - SNDR-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

School Nutrition Dishwasher Replacement SNDR-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide commercial dishwasher replacements and installation for CCSD’s School Nutrition Department. This is a one-time project for Macedonia Elementary School.

2. All questions regarding the SNDR-2026 RFP must be submitted through the CCSD Euna Procurement Message

Center by 2:00 p.m. on Tuesday, February 10, 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 Interactive portal. RFP proposals must be submitted in the portal on Wednesday, February 4, 2026, by 9:00 a.m. Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed on 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 one-time RFP for the School Nutrition Dishwasher Replacement RFP will be effective for a period from the date of award until completion of the project as detailed in this RFP. Pricing, terms, and conditions will remain firm for the term of the RFP. Project installations will begin May 28, 2026, and to be completed by June 26, 2026.

5. Proposers must provide pricing for a complete turn-key solution, including all aspects of the scope of work outlined in this RFP. CCSD School Nutrition’s preferred dishwasher brand is Champion. Proposer may submit pricing for an equivalent brand for review and approval.

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 CCSD proposal form must be provided for analysis purposes.

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 person(s) 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. CCSD Representative – Supervision of and monitoring performance of the award will be performed by CCSD representative Rocky Simpson, Director of CCSD Maintenance Department or designee.

9. Proposers must provide a list of company contacts, including a main point of contact for CCSD.

10. Prior to the start of each job, the awarded proposer must participate in an on-site meeting with the CCSD Representative and Tina Farmer, CCSD Executive Director of School Nutrition and Procurement or designee.

11. Proposers must submit specifications for any proposed equipment. Specification sheets must include the

Manufacturer’s Name and model number.

12. The awarded proposer must supply a brochure and/or operating manual describing all operating instructions required to have the equipment perform in accordance with the manufacturer’s specifications. The awarded proposer must provide on-site training in equipment use at each facility for which the equipment is purchased and delivered.

Preference will be given to a company that provides all necessary information, such as full access/full re-writability to programming and all updates.

13. Scope of Work:

This request for proposal is for the replacement of a commercial dishwasher at Macedonia Elementary schools and will include the following:

• Disconnect existing booster heater; set aside for customer.

• Remove existing dishwasher, remove from school site and dispose of properly.

• Receive, uncrate, deliver, and install new dishwasher.

o For Macedonia Elementary School – perform any and all tasks to modify existing dish tables to transition into dishwasher. Welding, sanding, buffing, polishing, etc. will be required to properly finish the transition.

o Stainless Steel backsplash over the rinse sink/dirty dish table. Awarded vendor to contact to set up time to coordinate time/schedule and measurements.

• Complete all necessary electrical, plumbing, and venting components.

• Complete all final electrical, plumbing, and venting connections.

• Collect and haul off any debris or remaining waste from installation process.

14. Product specifications for Macedonia Elementary School are provided. Refer to Macedonia Elementary School Dishwasher Specifications – Attachment A. Equipment must be capable of handling the dimensions of a standard sheet pan, loaded vertically 18 x 26 on the dish tray.

15. Proposers must submit a project timeline to include order processing, lead time for delivery of equipment, and installation. Project installations are to begin May 28, 2026, and must be completed by June 26, 2026.

16. Proposer must submit all warranty information. CCSD asks for a one (1) year warranty on workmanship, and eighteen (18) months warranty coverage, and an additional twelve (12) months (total of 30 months) for equipment.

Warranty information must include detailed procedures, along with a listing of all local Authorized Manufacture Warranty repair locations. All manufacturers are required to be authorized and certified for making warranty repairs. A copy of certification must also be included with the proposal.

17. Deliveries and Installation

• Equipment must be delivered to the school location. Deliveries may require inside delivery and lift gate truck. Equipment must be uncrated before acceptance by CCSD personnel.

• The awarded proposer must submit delivery lead time five (5) business days after receipt of order.

Delivery time will be between 8:00 a.m. – 3:00 p.m., Monday through Friday, excluding holidays unless otherwise specified on the purchase order. A twenty-four (24) hour notice before delivery is required. Delivery contact information will be provided on each purchase order.

• The awarded proposer must communicate with the CCSD Executive Director of School Nutrition and Procurement or designee to schedule deliveries, installations, and where necessary, removal of old equipment. Under no circumstances shall any delivery be attempted before proper clearance has been obtained.

• Dish machines and serving lines must be delivered to the school location, installed, and connected to utilities by proposer.

• All equipment installation will include all labor, materials, equipment, and services required to set up requisitioned food service equipment including but not limited to exhaust fan and duct work.

• The awarded proposer must notify the CCSD Executive Director of School Nutrition and

Procurement or designee of any shipment delays and/or back orders. The awarded proposer is responsible for all delivery lead times. Any and all delays must be communicated to CCSD. Any delay longer than two (2) weeks from advised lead time is subject to monetary penalty of five percent (5%) off total delivered pricing for all items listed on the purchase order.

• If at any time the awarded proposer makes a delivery that is not in accordance with the instructions, conditions, and specifications set forth by CCSD without the consent of said school district; such delivery will constitute grounds for the cancellation for the contract and /or removal of the proposer from the CCSD mailing list for not less than one (1) year.

• At the completion of the installation, the awarded vendor must schedule a equipment startup with CCSD Designee as well as startup with the School Nutrition staff prior to the start of the school year.

18. 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 CCSD Representative or designee and sign in according to the policy of that facility/school.

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

• The awarded proposer is solely responsible for the safety of all workers, CCSD 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 CCSD 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 park vehicles or equipment in such a manner that would block school drivers or bus access points.

• Awarded proposers must not use tobacco products or electronic nicotine delivery systems on

CCSD property at any time during the performance of the contract.

19. Key Sets/Badges will be issued in accordance with the CCSD Contractor Key Agreement. Refer to Contractor Key Agreement Form – Attachment B.

20. Invoices must be sent to CCSD.nutrition@cherokeek12.net once the job is completed and in proper working order.

21. 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

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

mailto:CCSD.nutrition@cherokeek12.net

23. 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:

• 35 points Price

• 25 points Approach and Scope of Services

• 20 points Project Timeline

• 20 points Experience and Past Performance