2024_0035 Safety Sanitation and Warewashing .pdf

Purchasing Services 130 Trinity Avenue, S.W.

4th Floor Atlanta, Georgia 30303

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Request for Proposals (RFP)

For

Safety, Sanitation, and Warewashing

November 20, 2023

RFP Number: 2024-0035

Due Date: December 20, 2023

Time Due: 11:00 a.m., ET

NIGP Commodity Code(s): 165-14, 165-76, 485-38, 486-38, 931-30

ADVERTISEMENT FOR REQUEST FOR PROPOSALS

The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified contractors to submit proposals to provide the APS Nutrition Services Department with a comprehensive safety/sanitation and warewashing system for 73 food service sites. These systems shall consist of detailed training on safe working practices, according to Occupational Safety and Health Administration (OSHA) regulations, usage training of cleaning chemicals/supplies, and direct delivery of cleaning chemicals/supplies to all food service sites.

In using this method for solicitation, we are requesting you provide the best value for our requirements.

To be eligible for consideration, online proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Contractor to meet all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta Public Schools.

If you are unable to download these documents, you may contact the assigned procurement officer:

Christie Allen at (404) 802-2415 or christie.allen@atlanta.k12.ga.us.

A Pre-Proposal Conference will be held virtually via a Zoom Meeting and at the address below on Thursday, November 30, 2023, at 10:00 a.m., ET. Attendance is not mandatory but is strongly encouraged.

Phoenix Academy Nutrition Services Center 256 Clifton Street SE Atlanta, GA 30317

Join Zoom Meeting https://atlantapublicschools-us.zoom.us/j/6730832592?pwd=eCswNzhlTkRSMXhiRmZacmJzOFBRZz09

Use meeting ID and Password:

Meeting ID: 673 083 2592 Passcode: MR8dX1

All questions or requests for clarification must be sent via Bonfire under Message - Opportunity Q&A:

https://aps.bonfirehub.com/opportunities/113591.

All addendums related to this solicitation will be posted on the Bonfire website at https://aps.bonfirehub.com/opportunities/113591. It is the Contractor’s responsibility to check the Bonfire website for any addendums, responses to Contractor questions, or other communications related to this solicitation.

mailto:christie.allen@atlanta.k12.ga.us https://atlantapublicschools-us.zoom.us/j/6730832592?pwd=eCswNzhlTkRSMXhiRmZacmJzOFBRZz09 https://aps.bonfirehub.com/opportunities/104271 https://aps.bonfirehub.com/opportunities/104271 https://aps.bonfirehub.com/opportunities/104271

Proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/113591. The Office of Purchasing Services will only accept proposals submitted online. Proposal submissions are due no later than 11:00 a.m., ET, December 20th, 2023.

APS will only accept online submissions for proposals. Proposals can be submitted online at:

https://aps.bonfirehub.com/opportunities/113591. Proposals submitted after the bid close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

TENTATIVE TIMELINE

11/20/2023 Release RFP 11/30/2023 On site and Virtual pre-proposal conference, 10:00 a.m., ET 12/04/2023 Deadline for written questions, 12:00 p.m., ET 12/07/2023 Response to questions to be posted to Bonfire 12/20/2023 RFP due online Bonfire by 11:00 a.m., ET 01/03/2024 Administrative Review 01/08/2024 Evaluation 01/11/2024 Phase 2 On-Site Interview/Presentations 02/05/2024 Recommendation to the APS Board of Education https://aps.bonfirehub.com/opportunities/81762

TABLE OF CONTENTS

Section 1 Introduction Section 2 Scope of Work Section 3 Warewashing System and Material Specifications Section 4 Additional Contract Terms Section 5 Proposal Submission Requirements Section 6 Company Qualifications and Experience Section 7 Methodology and Operations Section 8 Evaluation Section 9 Additional Requirements Section 10 General Requirements Section 11 General Terms and Conditions Section 12 Award Section 13 Local Preference Section 14 Contract

Appendices:

Appendix 1 Civil Rights Assurance Form Appendix 2 APS School Site List Appendix 3 APS School Calendar

Attachments:

Attachment 1: Contractor Affirmation Form Attachment 2: Contractor Information Form Attachment 3: Contractor Inclusion Form Attachment 4: Contractor Reference Form Attachment 5: Primary Contractor/Subcontractor Utilization Form Attachment 6: Promise of Non-Discrimination Attachment 7: Joint Venture Affidavit Attachment 8: Contract Exceptions Attachment 9: E-Verify Affidavit of Compliance

1. Contractor Affidavit under O.C.G.A 13-10-91 (b)(I)

2. Subcontractor Affidavit under O.C.G.A. 13-10-91 (b)(3); if applicable

3. Affidavit of Exception (if applicable)

Attachment 10: Local Preference Form Attachment A: Price Proposal Form Attachment B: Conflict of Interest Affidavit Attachment C: Ethical Standards Affidavit Attachment D: Clean Air and Water Certificate Attachment E: Suspension/Debarment Certification Attachment F: Lobbying Certification

1.0 INTRODUCTION

1.1 PURPOSE

1.1.1 The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified contractors to submit proposals to provide services of Safety/Sanitation and Manual Warewashing Services. The purpose of this proposal is to select a contractor that will provide APS Nutrition Department with a comprehensive safety/sanitation and manual warewashing system for 73 food service sites. These systems shall consist of detailed training on safe working practices, according to Occupational Safety and Health Administration (OSHA) regulations, usage training of cleaning chemicals/supplies, and direct delivery of cleaning chemicals/supplies to all food service sites.

1.1.2 This solicitation is issued in accordance with applicable state and federal laws governing the federally funded Child Nutrition Programs which collectively refers to the National School Lunch Program (NSLP), the School Breakfast Program (SBP), the Summer Food Service Program for Children (SFSP), and the Child and Adult Care Food Program (CACFP).

1.2 BACKGROUND

1.2.1 Atlanta Public Schools (APS) is the seventh largest school system in Georgia and the eighty-ninth largest school system in the nation. Current enrollment is estimated at approximately 51,000 students in 87 public and charter/partner schools, grades PK-12. The APS Nutrition Department currently operates a food service program in 73 of the 87 school locations. (See Appendix 2 for a current list of schools and their average daily breakfast and lunch meal counts.)

1.2.2 Currently, Atlanta Public Schools is contracted with a Food Service Management Company (FSMC). Starting in July 2024, the District will bring its food service operation in house and become a fully self-operating school meal program. APS is seeking the lowest prices possible while maintaining the highest quality products and exceptional customer service. APS wants to create a partnership with the Contractor that is mutually beneficial to its USDA meal programs and the Contractor.

1.2.3 APS currently operates the National School Lunch Program (NSLP) and School Breakfast Program (SBP) at 73 schools. It also operates an After School Snack Service and a Supper program through the Child and Adult Care Food Program (CACFP) at a subset of these schools.

1.2.4 APS participates in a summer food service program at a minimal number of schools in the month of June. Decisions about locations are not made until early spring and would begin operations on or about June 1, 2024.

1.2.5 APS currently does not operate any automated dish machines. All warewashing is done manually.

1.3 CONTRACT TERM

The first term of the contract will be June 1, 2024, to June 30, 2025. The contract will include an option of up to four (4) additional one (1) year contract renewals if agreed upon by both Atlanta Public Schools and the Contractor.

2.0 SCOPE OF WORK

2.1 REQUIREMENTS FOR SAFETY/SANITATION AND WAREWASHING SYSTEMS

2.1.1 The awarded Contractor shall be the sole vendor for the APS safety/sanitation and warewashing systems.

2.1.2 The awarded Contractor will provide and deliver to each site, as a condition of this contract and at no additional cost, chemicals/supplies in sufficient quantity to meet the levels of sanitation required by APS and the Fulton County Public Health Department. These systems include monthly service calls and delivery of chemicals/supplies to all sites at least once per month from June 2024 through June 2025.

2.1.3 If, at any time during the contract period a food service site does not receive adequate supplies, it will be the Contractor’s responsibility to provide the service and/or supplies within two (2) business days of request. Continuous instances of default or untimely service calls may result in the cancellation of the contract.

2.1.4 Contractor certifies by signing this RFP that all products supplied for use in the safety/sanitation system and warewashing system are safe and effective when used as directed for the intended purposes in a K-12 school environment.

2.1.5 All chemicals and cleaning products must be food safe.

2.1.6 Random sampling and testing of materials received will be performed. Should any item fail to meet specifications, quality, or condition as sampled, APS shall require the Contractor to remove any such item from every school and provide replacements. If the product cannot be replaced, the Contractor will provide full credit to APS for the total amount of the product removed and provide reimbursement for any costs incurred.

2.1.7 Payment will be made each month when the service has been documented and the paperwork necessary to complete the transaction has been received. Payment for the safety/sanitation and warewashing systems will be made in ten (10) monthly installments for the year starting in August 2024. The amount paid each month will be calculated by dividing the annual cost as proposed by ten (10).

2.1.8 Schools may be added or deleted from each service during the award period. If a school is added or removed from this contract, the monthly payment and total cost of the contract will be re-determined with no increase in unit price. The cost of the school to be added will be determined by taking the total annual cost and dividing it by 73 for the warewashing system and the safety/sanitation program and adding this amount for each school that is added to the contract. The same process will occur when a school is taken off the contract, but the amount will be subtracted from the total annual cost. If the school is added or subtracted from the contract during the school year, the annual cost will be prorated to reflect the partial year of service for that school.

2.1.9 The awarded Contractor will provide detailed documentation of all monthly service calls, training activities and materials delivered. Reports must show the date and type of service made to each kitchen in APS. If there is a shortage or error in goods received, as determined by authorized APS personnel, the Contractor will be notified and required to meet the terms and conditions of the contract. Failure to do so may result in reduced payment for service.

2.2 SERVICE CALL REQUIREMENTS FOR SAFETY/ SANITATION AND WAREWASHING

2.2.1 Service calls shall be made to APS sites Monday through Friday between the hours of 7:00 a.m.

and 2:30 p.m. A service call must be made at least once a month to each site. The service calls for safety/sanitation and warewashing systems can be done at the same time during a monthly visit. A monthly master service schedule must be provided two weeks before the beginning of the month to the APS Nutrition Representative, any changes to the master schedule must be approved by the APS Nutrition Representative.

2.2.2 A detailed monthly master schedule for the school year showing routine service calls and training experiences planned for each individual school must be provided to the APS Nutrition Representative on or before July 1, 2024.

2.2.3 Site monitoring, training, “just in time” delivery of chemicals/cleaning supplies, and a standardized system of reporting are integral parts of the service required.

2.2.4 Each service call must include delivery of a one-month supply of all chemicals, dispensing equipment, pails, sanitizer test strips, supplies, and all other items needed to properly clean and maintain a kitchen. Supplies will be based on par level for each individual kitchen.

2.2.5 Annual and as needed, on-site detailed training on safe working practices and the safe and effective use of cleaning chemicals and supplies, which fully comply with OSHA regulations, must be provided to APS employees at all sites as a condition of the contract. In addition, the service must include measurable safe food handling and safety training that is under the direction of a certified Hazard Analysis and Critical Control Point (HACCP) Trainer, for APS employees. A minimum of ten (10) on-site visits with detailed training per location is mandatory.

2.2.6 Ongoing usage and safety training must be provided during each monthly visit. Training should also be available online.

2.2.7 Each service call should also consist of the replacement of missing posted safety data sheets and signage in the kitchen and serving areas.

2.2.8 Service calls for school startup must be made to all APS locations during the weeks of 7/15/2024 and 7/26/2024 prior to the first day of school; for school year 2024-2025. This service call must include the following for each location:

2.2.8.1 One set of laminated, color-coded Hazard Communication Safety Data Sheets (SDSs) in accordance with OSHA’s Hazardous Communications Act for all chemicals and detergents used in school kitchens to be posted or made easily accessible to all kitchen staff.

2.2.8.2 Signage demonstrating the safe, effective method of mixing/using cleaning chemicals.

2.2.8.3 Signage demonstrating the correct method of hand washing, posted at all hand washing sinks in the school kitchen.

2.2.8.4 Signage demonstrating the safe, effective method of mixing/using floor cleaning chemicals and the proper method of cleaning floors.

2.2.8.5 Fill-to-line stickers in all sink compartments that chemicals will be used in.

2.2.8.6 Signage indicating safe food handling practices.

2.2.8.7 A procedure and reference guide in a sturdy binder outlining the safety/sanitation system and warewashing system. The reference guide must show the safe and effective use of cleaning chemicals and supplies, safe food handling, and workplace safety procedures showing what products and time intervals specific kitchen equipment should be cleaned. A copy of each training session must be provided in both English and Spanish. The guide must also include a list of specific terms and definitions used in training in the reference guide, and a second set of safety data sheets, color coded match the sheets laminated and posted. Once the RFP is awarded, an electronic copy of the Procedure and Reference Guide must be provided to the Nutrition Department.

2.2.8.8 The signage and reference and training guides must be approved by the APS Nutrition Representative before any guides are distributed to sites.

2.3 SAFE FOOD HANDLING AND SAFETY TRAINING REQUIREMENTS

2.3.1 Training sessions, performed monthly, with APS employees at each individual site on food handling and the safe use of chemicals. The first lesson must be conducted during the school start-up service call. This lesson must address site monitoring of effective use and inventory control of chemicals and cleaning supplies.

2.3.2 The detailed training must include, but is not limited to, the following topics:

1. Effective use and inventory control of chemicals and cleaning supplies

2. Proper handling of garbage and refuse

3. Proper reading/using safety data sheets

4. Proper way of manually washing pots, pans, etc. in a three or four compartment sink

5. Proper way to clean ovens

6. Identifying food contact surfaces and cleaning/sanitizing of these surfaces

7. Proper floor care

8. Slip/fall prevention

9. Proper lifting

10. Safe food handling practices

11. Preventing cross contamination

The APS Nutrition Representative will select topics and schedule monthly training with the awarded Contractor.

2.3.3 Reporting must be clear and concise by site and collectively. Reports must include all service calls, training experiences with names of employees trained, site observations, and cleaning supplies/chemicals delivered to all kitchens. Reports must be sent to APS Nutrition

Representative no later than the 15th of each month for the previous month. Reporting in an electronic format is preferred.

2.3.4 Provide one (1) set of examples of monthly reports showing service calls, training experiences, site observations, and chemicals/supplies delivered with RFP responses.

3.0 WAREWASHING SYSTEM AND MATERIAL SPECIFICATIONS

3.1 SAFETY/SANITATION SYSTEM SPECIFICATIONS

3.1.1 Package labeling must show clear dilution and usage directions in English and Spanish.

Products, instructions, safety data sheets, and dispensers must be color coordinated.

Detergents must dilute instantly in hot or cold, hard or soft water. Products shall make an effective cleaning solution, that leaves no film or residue, and shall not stain or discolor equipment when used at recommended proportions. At a minimum, these chemicals and supplies must include:

1. All-purpose cleaner with spray bottles

2. Heavy duty pot and pan detergent with squeeze bottles

3. Sanitizer for pots and pans and other hard surfaces with spray bottles and pails

4. Germicidal detergent with spray bottles

5. Degreasing detergent with spray bottles

6. Fume-free oven cleaner with spray bottle

7. Elbow length pot and pan gloves

8. Flexible gloves appropriate to wear when cleaning floors and equipment

9. Scouring pads

10. Test strips for chemical sanitizer

11. Pan/oven scrapers

12. Goggles

13. Hand sanitizer for areas where no sink is available

14. Freezer floor cleaner

15. Medicated hand lotion/moisturizing cream with dispenser

16. USDA approved anti-bacterial liquid hand soap with dispenser

3.1.2 Dispensing equipment, spray bottles, squeeze bottles, and pails for all cleaning chemical products must be provided to each location. The APS manager for each site will determine the number of spray bottles, squeeze bottles, and pails needed for their kitchen.

3.1.3 Hand soap must be installed at each hand-washing sink in every kitchen and restroom and maintained as a condition of this contract. The dispenser must in included free of charge and installed at the first visit.

3.1.4 Test strips for sanitizer will be used to check concentration in sanitizing sinks at no additional charge.

3.1.5 The safe and effective method of washing, rinsing, and sanitizing (wash, rinse, sanitize) laminated signage shall be displayed at all sites at the multi-compartment sink.

3.1.6 A cleaning task list, loss prevention guide, electronic training (web based or USB drive), and an employee recognition and award program must be provided.

3.2 MANUAL WAREWASHING SYSTEM SPECIFICATIONS

3.2.1 All trays and flatware that are used in the cafeteria are disposable.

3.2.2 The awarded Contractor must provide, maintain, and install any equipment needed to dispense their products. This cost must be included in the Contractor's response. APS Nutrition Representative will set up an installation schedule with the awarded Contractor.

3.2.3 The service must include, but is not limited to:

3.2.3.1 Signage demonstrating the safe, effective method of mixing/using warewashing chemicals and a troubleshooting checklist must be posted near the warewash dispensing equipment at each site.

3.2.3.2 Minor adjustments and all repairs of the chemical dispensing equipment should be performed upon the monthly inspections at no charge. All repairs on chemical dispensing equipment are required to be made free of charge to the dispensing equipment within 24 hours of notice that repairs are needed.

3.3 MANUAL WAREWASHING SYSTEM MATERIAL SPECIFICATIONS

3.3.2 Products must clean thoroughly all pots, pans, non-disposable serving trays and any other appropriate small wares and leave no film or residue. Products shall not stain or discolor equipment, pots, pans, non-disposable serving trays, and any other appropriate small wares when used at recommended proportions.

3.3.3 Products that are required:

3.3.3.1 All chemicals necessary for manual warewashing. APS does not operate any automated dish machines.

3.3.3.2 Sanitizer test strips must be provided to the schools that have chemical sanitizers.

Sanitizer test strips must be provided at no additional charge.

4.0 ADDITIONAL CONTRACT TERMS

4.1 COST AND ADDITIONAL PURCHASES:

4.1.1 During the term(s) of a contract awarded under this solicitation, additional purchases not included in this solicitation may become necessary. Both parties agree that the aggregate value of added purchases during each year of the contract, if renewed, shall not exceed 10% of the estimated total value of the contract.

4.1.2 The total value of the contract must be agreed upon and the dollar value listed in every contract and contract renewal. Such additions may be included in the awarded contract during the contract renewal through a contract amendment, and the total contract value adjusted accordingly.

4.1.3 For each contract renewal, the total actual value of the contract in the preceding year and the additions made during the contract term, will be the basis for determining the maximum dollar amount (not to exceed 10%) of additional goods that will be allowed during the next contract renewal year.

4.1.4 Within this document, APS has attempted to anticipate and identify all items that may be needed under this contract throughout the length of the award period. In the event APS has failed to include an item(s), responding contractors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Contractors are to identify the pricing source and the associated fee structure in Attachment A - Price Proposal Form in the space provided for Item #3.

Pricing source example responses are: X% discount below MSRP; X% discount below published catalog pricing; Cost plus X% markup.

Upon request, the awarded Contractor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. APS reserves the right to conduct periodic random audits of fair market value, etc. to ensure price granted is reasonable and accurate.

4.1.5 Hourly Rate for Additional Services:

Within this document, APS has attempted to anticipate and identify all services that may be needed under this contract throughout the length of the award period. In the event APS has failed to anticipate all service needs, responding contractors are asked to provide a fee structure for additional, related services that may be needed during the award period. Contractors are to provide an hourly rate in the Attachment A - Price Proposal Form in the space provided for Item #4. If awarded the contract, this fee would then apply to service needs that may be identified at a later date. If there are different rates, please provide any/all rate information in Attachment A.

4.1.6 Escalation/De-Escalation Clause:

All prices shall be firm against any increase for one (1) year from the effective date of the contract. Prior to renewal, APS may entertain a request for escalation in accordance with the most recently published Producer Price Index at the time of the request. For the purposes of this section, WPU06710401, Chemicals and Allied Products, Soaps and Detergents, Commercial, Industrial, and Institutional, as published by the United States Department of Labor, Bureau of Labor Statistics will be the benchmark. APS reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests. APS may entertain a request for escalation during the contract period if the current market conditions and prices at the time of the request have changed significantly. Documentation may be requested by APS that provides detail information about the change in market conditions and prices. If the price change is approved, the price will remain firm for 365 days from the date of the increase unless otherwise stated in the renewal award letter. This clause also enables APS to seek de-escalation based on the same cited index, terms, and other resources.

5.0 PROPOSAL SUBMISSION REQUIREMENTS

5.1 MANDATORY REQUIREMENTS (See list in section 5.1.3 below)

5.1.1 Contractors are instructed to read all terms, conditions, and specifications as set forth in the RFP carefully. Responses must be either typed or written in ink. Any correction made within the RFP submission (white out or strike through) must be initialed by an authorized representative of the company submitting the proposal or the proposal may be rejected by

APS.

5.1.2 The Contractor shall submit an online proposal with a response that fully responds to Sections 5, 6, and 7 in the Bonfire Portal. Failure to respond to Section 5, Section 6, and Section 7 may result in the proposal being deemed non-responsive. The Contractor must reference each section as listed below.

Proposals must be submitted online via the following link by the given due date:

https://aps.bonfirehub.com/opportunities/113591

5.1.3 List of Mandatory Attachment Documents

Responses must be on the forms furnished within this RFP and completed in their entirety.

Attachment 1: Contractor Affirmation Form Attachment 2: Contractor Information Form Attachment 3: Contractor Inclusion Form Attachment 4: Contractor Reference Form Attachment 5: Primary Contractor/Subcontractor Utilization Form Attachment 6: Promise of Non-Discrimination Attachment 7: Joint Venture Affidavit Attachment 8: Contract Exceptions Attachment 9: E-Verify Affidavit of Compliance

1. Contractor Affidavit under O.C.G.A 13-10-91 (b)(I)

2. Subcontractor Affidavit under O.C.G.A. 13-10-91 (b)(3); if applicable

3. Affidavit of Exception (if applicable)

Attachment 10: Local Preference Form Attachment A: Price Proposal Form Attachment B: Conflict of Interest Affidavit Attachment C: Ethical Standards Affidavit Attachment D: Clean Air and Water Certificate Attachment E: Suspension/Debarment Certification Attachment F: Lobbying Certification

6.0 COMPANY QUALIFICATIONS AND EXPERIENCE

6.1 Provide a brief history of the company, including the number of years in business providing safety/sanitation and warewashing systems to large school districts.

6.2 Specifically, provide the following:

6.2.1 Information as to past experience that will demonstrate competence to perform work involved in this project.

6.2.2 Organization and size of the company, and whether it is local, regional, national, or international in operations, and delivery capabilities.

6.2.3 The number and nature of the professional staff available to be employed in this engagement.

6.2.4 Description of the range of activities performed, such as previous training, research, and reporting samples, etc.

6.3 Provide three (3) references that your company has or is currently providing services similar to the specifications of this solicitation. Provide the following for each reference:

6.3.1 Name and address of school district or company.

6.3.2 Name and title of primary contact with telephone number, fax number, and e-mail address.

6.3.3 Description of the services provided, including dates and number of sites serviced.

6.4 Provide resumes, which include qualifications, certifications, education, and responsibilities of staff expected to be assigned to this project.

6.5 Name the system and describe the scope and volume of business with other school systems in Georgia.

6.6 Indicate whether your company is a Georgia Grown Corporation.

7.0 METHODOLOGY AND OPERATIONS

7.1 Describe how your business is unique to School Nutrition Program (SNP) Safety, Sanitation, and

Warewashing services.

7.2 Describe in detail your company’s plan and procedures to meet APS’s first service call for the 73 schools by July 26th, 2024.

7.3 Describe in detail your company’s plan to service all 73 sites on a monthly basis.

7.4 Describe the number of technicians and their certifications, who would be assigned to APS.

7.5 Identify any HACCP Certified Trainers on your staff. If none, do you have a HACCP Certified Trainer on contract?

7.6 List all branch offices in the metro Atlanta area that will be providing service to our locations.

7.7 Are any goods, excluding instructional materials, purchased under this solicitation made in the

State of Georgia? If yes, please identify by product name and provide written documentation for

8.0 EVALUATION

8.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded contractor to meet all specifications and guidelines set forth herein.

8.2 An APS evaluation committee will evaluate each proposal deemed responsive. APS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by

8.3 APS reserves the right during the evaluation process to contact Contractors who submit proposals and request additional information or clarification necessary to complete the evaluation.

8.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness. Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award.

8.5 APS will evaluate all proposals and reserves the right to develop a competitive range for consideration. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration.

8.6 Proposals will be evaluated on the following criteria:

# Criteria for Phase I Points Possible

1 Company Qualifications and Experience 30

Company History 5

Company Experience, Training and Reporting Capabilities 5

References 5

Resumes of Key Personnel 5

Scope and Volume of Business with other Georgia Systems 5

Georgia Grown Corporation 5

2 Methodology and Operations 45

SNP Safety, Sanitation and Warewashing Services 5

Company plan to meet first service call to 73 sites 10

Company plan to service 73 sites on a monthly basis 10

Technicians and Certifications 5

HACCP Certified Trainer 5

Metro Atlanta Branches 5

State of Georgia Sourced Goods 5

3 Cost – Attachment A – Price Proposal Form 50

Total 125

8.7 The formula to evaluate price is as follows:

(Lowest price/price of proposal being evaluated) x points possible for price = score (If applicable)

8.8 It is anticipated that the top evaluated proposals submitted in Phase 1 will be shortlisted and may be asked to participate in presentations/interviews as a part of Phase 2 of the evaluation process.

APS at its sole discretion will determine which/how many proposals will move forward into Phase 2.

8.9 APS reserves the right to NOT hold a Phase 2 presentation/interview.

8.10 PHASE 2: Criteria for Phase 2 Presentation/Interview:

8.10.1 Contractors who have been shortlisted may be invited to participate in the presentation/interview Phase of the RFP process.

8.10.2 The shortlisted contractors will be sent an email outlining the date/time/agenda of their scheduled invitations.

8.10.3 Contractors who chose not to participate in the presentation/interview process will be removed from consideration for an award.

8.10.4 Phase 1 scores will not be considered as part of Phase 2 scoring. Phase 2 scores will be the final score of the evaluation process.

8.10.5 Phase 2 Presentation/interviews will be evaluated on the following criteria:

# Criteria for Phase II Points

Possible

1 Presentation 30

Company history in working with school district clients and success in supporting customers. Quantify the number of school districts and the number of schools for the past five years 10

Describe the challenges your operation encountered during the pandemic 10

Describe what changes were made to your operation to minimize future risks 10

2 Strategy for Implementation 30

Describe Set up for Schools 10

Show and describe Service Schedules 10

Training Schedules 10

3 Training tools and curriculum 20

Set up for Schools 10

Suggest additional training tools that are available for use in APS 10

4 Product Review 20

Describe rationale for product selection/submission 5

Product benefits, labeling and signage 5

Usage estimates and par levels 5

Options to add additional products as needed 5

5 Testing of Samples 25

TOTAL 125

Phase 1 scores will not be considered as part of Phase 2 scoring. Phase 2 scores will be the final score of the evaluation process unless BAFOs are requested.

8.10.6 During Phase 2, the APS Nutrition Department will test Samples immediately following presentations/interviews.

8.10.6.1 Contractors that are shortlisted to Phase 2 must provide the required list of

Samples below (See Section 8.10.6.3) to the Phoenix Academy, Nutrition

Services Center on the date and time that their presentation/interview is scheduled.

8.10.6.2 Required Samples must be labeled as RFP Number 2024-0035, Contractor’s

Name, and Product Name and packaged in standard product containers.

8.10.6.3 Quantities and Descriptions of the Required Samples (See Section 3.1.1):

1. All signage for safety/sanitation and manual warewashing

2. Five (5) pouches of all-purpose cleaner w/ spray bottle

3. Five (5) pouches of pot and pan detergent w/ squeeze bottle

4. Five (5) pouches of sanitizer w/ spray bottle, dispenser, and pail

5. Five (5) pouches of germicidal detergent w/ dispenser & spray bottle

6. Five (5) pouches of degreasing detergent w/ spray bottle

7. Five (5) pouches of fume-free oven cleaner w/ spray bottle

8. One (1) bottle of each chemical is required for warewashing

9. Four (4) each elbow length gloves

10. Four (4) each flexible gloves for cleaning

11. Four (4) each scouring pads

12. Four (4) each pan scrapers

13. Four (4) each goggles

14. One (1) each hand sanitizer

15. One (1) each freezer floor cleaner

16. One (1) each medicated hand lotion/moisturizing cream

17. One (1) each USDA approved anti-bacterial liquid hand soap

18. Provide two (2) binders of the Procedure and Reference Guide (hard copies).

Samples should be brought to the address below on the scheduled date of the Contractor’s presentation/interview and left with the Nutrition Department for testing purposes:

Phoenix Academy Nutrition Services Center 256 Clifton Street SE Atlanta, GA 30317

8.10.7 APS reserves the right to request a best and final offer (BAFO) from contractors during either Phase 1 or Phase 2 of the evaluation process.

8.10.8 APS reserves the right to negotiate terms and conditions, scope of work, price, and/or non-price terms and conditions with selected Contractor(s) to meet the needs of the District.

8.10.9 Negotiations may be:

8.10.9.1 Concurrent which may be conducted concurrently with multiple contractors.

8.10.9.2 Exclusive which may be conducted with the Contractor whose proposal is the overall highest rated.

9.0 ADDITIONAL REQUIREMENTS

9.1 All responses submitted become the property of APS and are subject to applicable open records policies and laws.

9.2 Proposals cannot be withdrawn after they are submitted to APS unless the Contractor makes a request in writing to the Executive Director of Purchasing and Warehouse Operations Services prior to the time set for receiving bids or unless the Executive Director of Purchasing and Warehouse Operation Services fails to accept or reject the bids within one hundred and twenty

(120) days after the due date of the bid.

9.3 Proposals that contain irregularities of any kind and/or do not comply fully with requirements stated in the solicitation documents may be rejected at the discretion of the Executive Director of Purchasing and Warehouse Operations Services.

9.4 APS reserves the right to waive any minor informality or error in the solicitation or Contractor’s bid that will not adversely affect competition.

9.5 By submitting a response, the Contractor certifies that this bid is made without prior understanding, agreement, or connection with any corporation, company, or person submitting a bid for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. It is further agreed that the Contractor agrees to abide by all conditions of the solicitation, notice of award, and/or purchase order(s) of APS and that the person signing this bid is duly authorized to bid on behalf of the Contractor.

9.6 Failure to provide an online submission with correct information may result in the rejection of the bid. If further information is required to demonstrate responsibility, such as providing copies of licenses or permits (other than those mentioned in 6.4 and 7.4), certificates, etc., the Contractor will be notified, in writing and given five (5) days from notification to supply such information.

9.7 After the closing date and time, Procurement Services will conduct an administrative review of all bids received to determine responsiveness. Bids that are deemed to be responsive will be evaluated. Bids that are deemed to be non-responsive will not be evaluated or considered for award.

10.0 GENERAL REQUIREMENTS

10.1 All work conducted must be in accordance with all local, state, and federal guidelines.

10.2 CONTRACT EXCEPTIONS: The terms and conditions contained in this solicitation comprise the contract terms and conditions proposed by APS. APS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements. In order for any exceptions to be considered by APS, you must submit your exception request as a question through the Bonfire System by the questions due date as noted in the Scope of Work.

10.3 WMBE OUTREACH EFFORTS:

APS as a district is committed to promoting equity in all that we do. As a result of this commitment, it is important to APS that all potential contractors are partners in this commitment. More information on the APS position on equity and social justice can be found on our website at:

https://www.atlantapublicschools.us/domain/16290

It is the policy of the Atlanta Public Schools (APS) to promote the utilization of women, minorities, and small business enterprises. While APS does not impose any quotas regarding their utilization, when using sub-contractors, the awarded contractor shall make every effort to reach out to qualified minorities, women, and small business enterprises. To identify MWBE firms, the awarded contractor shall work with the APS Supplier Diversity Office to identify relevant resources.

10.4 Contractor Conduct

10.4.1 Contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an APS representative will be grounds for removal from APS property.

10.4.2 Contractor’s employees are to be respectful to faculty, students, and visitors; these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses, and other such inquiries will cause for the employee to be removed from the premises.

10.4.3 Also, radios or audible music are not allowed at worksites. Contractors shall assign the required staff to each location to be serviced to ensure the work can be conducted quickly and efficiently.

10.5 Lost/Damaged APS property

10.5.1 The Contractor shall be responsible for repairing or replacing, to the satisfaction of APS, any damage caused by any willful or negligent act of its employees. The Contractor is also liable for any theft proven to be either committed by its employees or made possible by the willful or negligent action of its employees.

10.5.2 If APS incurs any costs due to illegal or inappropriate conduct by the Contractor’s employees, the contractor will reimburse APS for such costs such costs shall include, but are not limited to the following:

10.5.2.1 Re-keying or restoring of locks; Service charges levied by security alarm

Contractors, law enforcement agencies, or security companies in response to false alarms;

https://www.atlantapublicschools.us/domain/16290

10.5.2.2 Payments to law enforcement agencies or security companies for investigations of conduct that prove an employee’s inappropriate or illegal conduct.

10.5.2.3 Replacement costs of items missing or damaged, due to employee’s conduct.

10.5.3 APS reserves the right (in its sole discretion) to remove the Contractor from site based on the severity of the acts committed by the Contractor’s staff.

10.6 Additional APS Requirements for working on APS property

10.6.1 Standard business hours are 7:00 a.m. EST to 2:30 p.m. EST unless otherwise indicated herein.

10.6.2 No work shall be performed in an area where children are present

10.6.3 All areas of work shall be left in a clean condition and all debris shall be removed daily and upon completion of service.

10.6.4 APS is a tobacco-free environment; tobacco use is prohibited on all APS properties.

10.7 Contractor Requirements:

10.7.1 APS policy requires that all contractors, consultants, or vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks.

10.7.2 This may be paid in advance using our online payment option:

(https://www.atlantapublicschools.us/domain/15266).

10.7.3 Please keep your digital receipt for your records and proof of payment. The payment of this fee is the sole responsibility of the contractor, consultant, vendor or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by APS.

10.8 Use of Subcontractors:

10.8.1 If subcontractors will be used in the performance of this contract, the contractor must complete and submit with its response the Primary Contractor/Subcontractor Utilization form.

10.8.2 The contractor shall not assign any duties to perform services nor to provide goods to APS under this contract to a subcontractor that is not listed in contractor’s response to this solicitation.

10.8.3 If a subcontractor is removed from the contract at any time during the term, the contractor must notify APS Procurement Services in writing with name of subcontractor, reason for removal, and effective date.

10.8.4 If the contractor desires to add a subcontractor at any time during the term of the contract, the contractor must submit to APS Procurement Services in writing the following https://www.atlantapublicschools.us/domain/15266 information on the subcontractor; company name, address, telephone and fax number, and service they will be providing and proposed effective date. Subcontractor may not begin providing service until approved by APS.

10.8.5 The contractor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract.

10.8.6 The contractor shall give APS immediate notice in writing of any claim, action or suit filed against the contractor by any subcontractor.

10.8.7 APS reserves the right to require that a subcontractor be removed from the contract.

10.9 The contractor must complete and submit with their proposal the applicable documentation related to Georgia House Bill 87 (commonly known as the “Illegal Immigration Reform and Enforcement Act of 2011”).

10.9.1 Information on Georgia House Bill 87 may be viewed on the APS website at:

https://www.atlantapublicschool.us/Page/22476

10.9.2 Failure to provide the required Georgia House Bill 87 documentation may result in the

Contractor’s response to the solicitation being deemed non-responsive and ineligible for evaluation.

10.10 The Atlanta Board of Education desires that the Atlanta Public Schools operate in the most ethical and conscientious manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our relationship with contractors is above reproach, contractors are prohibited from giving any APS employee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation, lodging, or meal except those of nominal value (less than $50.00), which must be disclosed to the immediate supervisor and the Department of Internal Auditing. Advertising items and instructional products that are widely distributed may be accepted.

(Refer to Policy GAG and GAJB - https://www.atlantapublicschools.us/Domain/3944 ).

10.11 All contractors who desire to do business with APS as an awarded contractor shall be required to comply with Board policy GAG, Staff Conflict of Interest. All awarded contractors to APS solicitations shall provide persons with equal opportunity without regard to race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

10.12 Contractors shall not contact APS Board members individually for the purpose of soliciting a purchase or contract between the time a request for proposal, request for qualifications or invitation to bid is formally under development and a recommendation is made by the administration to the Board if applicable. If a contractor violates this prohibition during this time frame, consideration of the contractor for award shall be invalidated. Board members shall be notified of possible violations and actions taken.

10.13 The contractor agrees to and shall extend all of the same pricing, terms, and conditions quoted to Atlanta Public Schools (APS), to all APS authorized charter schools through a separate legal agreement with the charter school (with the expectation that payment and coordination of services will be worked out individually between the contractor and the respective charter school). While charter schools are separate legal entities from APS, they do serve APS students and are a part of the APS school district.

https://www.atlantapublicschool.us/Page/22476 https://www.atlantapublicschools.us/Domain/3944

10.14 Contractor must have proven experience in providing the goods specified in this bid.

10.15 Contractor must have adequate equipment, qualified personnel, and the financial ability to provide the services specified in this bid.

11.0 GENERAL TERMS AND CONDITIONS

By submitting a response to this request, the Contractor accepts the responsibility of reading, understanding, and abiding by the General Terms and Conditions below:

11.1 INTRODUCTION

11.1.1 To be entitled to consideration, bids shall be submitted online at https://aps.bonfirehub.com/opportunities/103509. The Office of Purchasing and Warehouse Operations Services will only accept bids submitted online. Bid submissions are due 11:00 a.m. ET on the date outlined in the solicitation (as determined by the time stamp clock when submitted online).

11.1.2 Bids can be submitted online at: https://aps.bonfirehub.com/opportunities/103509. Bids submitted after the bid close date will not be accepted. Note: Any bid submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

11.2 OWNER

The Owner for whom the work will be executed is Atlanta Independent School System (hereinafter “APS”, “District”, or the “Board”).

11.3 PURCHASING POLICY

11.3.1 The APS Purchasing Policy, Procedures, and Regulations are incorporated in this solicitation

(and, therefore, any contract awarded as the result of this solicitation) by reference. By participating in this solicitation, the Contractor agrees to be bound by the APS Purchasing Policy, Procedures, and Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

11.3.2 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. No oral interpretations will be made to Contractor as to the meaning of solicitation documents. Requests for such interpretations shall be made in writing to the Executive Director of Purchasing and Warehouse Operations Services not later than seven

(7) days prior to the time for receiving bids and failure on the part of the successful Contractor to submit a written request for interpretation shall not relieve them of the obligation to execute such work in accordance with a later interpretation by the APS.

11.3.3 All interpretations made to the contractors shall be made in the form of an addendum to the solicitation documents and sent to all who have obtained these solicitation documents from the APS Purchasing and Warehouse Operations Services Department. If solicitation documents were obtained via the APS website, review the website for any addendum(s) up until the date and time the bid is due.

11.3.4 It is the Contractor’s responsibility to check Bonfire for any addendums, responses to Contractor questions, or other communications regarding the…