Cherokee County School District Specific Terms and Conditions

School Nutrition Serving Line SL-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals for replacement of the serving lines and cafeteria refresh for CCSD’S School Nutrition Department This is a one-time project for RM Moore Elementary School, Sixes Elementary School and Holly Springs Elementary School. In the best interest of CCSD, projects may be awarded to multiple proposers.

2. All questions regarding the SL-2026 RFP must be submitted through the CCSD Bonfire Message

Center by 2:00 p.m. on Thursday, January 15, 2026. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Bonfire Interactive portal. The RMSL-2026 RFP proposals must be submitted in the portal no later than Thursday, January 22, 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 is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

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).

4. The one-time RFP for School Nutrition Serving Line Replacement for RM Moore ES, Sixes ES, and

Holly Springs ES for a period effective 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.

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 CCSD proposal form must be provided for analysis purposes. All items must be line item priced as specified on the proposal form.

Proposers may submit pricing for an approved equivalent brand and must ensure that all items use R290 refrigerant or equivalent.

Please note that the proposal has three (3) tabs, one for each location.

All quoted pricing must specify unit price, delivery freight, and installation. Pricing must be submitted for each component at each school location.

6. Proposers may submit pricing for an approved equivalent brand and must ensure that all items use

R290 refrigerant or equivalent. Remote refrigeration was installed by THGIS.

7. 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 the removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

8. All proposers, including any person affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or

School Nutrition Serving Line SL-2026 RFP 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.

9. The proposer must submit information on their work process and response time for installation.

10. The serving line replacement and refresh delivery and installation begins tentatively on Thursday, May

28, 2026. Proposer must contact the Director of CCSD Maintenance Department or designee via email, Rocky.Simpson@cherokeek12.net, for scheduling.

11. The serving lines and building electrical specifications are provided for each school location. Please refer to the following:

• RM Moore ES Specifications/ Building Electrical – Attachment A

• Sixes ES Specifications/Building Electrical – Attachment B

• Holly Springs ES Specifications/Building Electrical – Attachment C

12. The Serving Line Graphics Package shall include design and installation graphics for the serving line entrance wall and all serving line walls. A mock-up drawing must be submitted with the proposal for review and evaluation. Final design elements, layout, colors, and messaging will be reviewed collaboratively and approved by Cherokee County School District (CCSD) prior to production and installation. The awarded vendor shall make any required revisions to ensure alignment with CCSD 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 shall 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.

13. Deliveries and Installation The awarded proposer must provide equipment delivery time (business days) for all deliveries. All items will be delivered to each school location. To schedule deliveries installations and where necessary, removal of old equipment, the proposer must contact Francy Araque, School Nutrition Office, at (770)721-8443 or via email at Francy.Araque@cherokeek12.net. Under no circumstances shall any delivery be attempted before clearance has been obtained.

• The awarded proposer must deliver, uncrate, set in place, and assemble new serving lines per school.

• Equipment must be delivered to each 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 Serving lines must be delivered to the school location, installed, and connected to utilities by the proposer.

• All equipment installation will include all labor, materials, equipment, and services required to set up requisitioned food service equipment.

• 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 mailto:Rocky.Simpson@cherokeek12.net mailto:Francy.Araque@cherokeek12.net

School Nutrition Serving Line SL-2026 RFP is responsible for all delivery lead times. Any and all delays must be communicated to CCSD.

Any delay longer than two (2) weeks from the advised lead time is subject to a monetary penalty of five (5%) of total delivered pricing for all items listed on the purchase order.

14. 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 use tobacco products or electronic nicotine delivery systems on

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

15. It is the successful proposer’s responsibility to handle all contact with manufacturers for warranty repair or replacement issues. All fees associated with service repairs or replacement for items under warranty will be incurred by the proposer.

The proposer must submit warranty information for the following:

• Point of Contact

• Equipment

• Workmanship warranty (minimum of two (2) years) after the date of completion of work

• Warranty procedures

16. Key Sets/Badges will be issued in accordance with the CCSD Contractor Key Agreement - Attachment

D.

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

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

a. Bank Name

b. Account Number

c. Routing Number

d. Email to send remittance

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

mailto:CCSD.nutrition@cherokeek12.net

School Nutrition Serving Line SL-2026 RFP

20. Evaluation and Selection Process - 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:

• 40 points Price

• 25 points Service and Support

• 20 points Product Availability/Lead Time

• 15 points Business References/History