26_001 CHMS Cooler_Freezer.pdf

REQUEST FOR PROPOSAL

26-001

CHAPEL HILL MIDDLE SCHOOL

Purchase and Installation of Cooler/ Freezer/Shelving

CLOSING DATE: Friday, January 23, 2026

CLOSING TIME: 2:00 p.m. EST

____REGULAR X SEALED

PROPOSAL TO BE RETURNED TO

Douglas County School District

DANIELLE FREEMAN

Executive Director of School Nutrition 11490 Veterans Memorial Hwy

Douglasville, Ga. 30134 Danielle.Freeman@dcssga.org

770-651-2300 770-651-2302 Fax

ALL PROPOSALS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:

1. _X_ The Instructions, and Standard Terms and Conditions attached.

2. _X_ The attached Agency Insurance Requirements shall apply.

3. The attached “Additional Terms and Conditions” shall apply ( ) page(s).

4. _X_ In conformance with the attached “Specifications” (8_) page(s).

5. See attached ( ) page(s) of ( ) line items

6. x_ Equipment or supplies offered to conform to the attached:

Sample(s) x plans_x drawing(s)

7. _X_ Respondents must show manufacturer's name and model number for each line item offered.

8. _X_ Respondents to furnish specifications and complete descriptive literature with bid if offering substitute or alternate item.

Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached sheets. Failure to adhere to these instructions and terms and conditions may result in rejection of bid.

ACKNOWLEDGE RECEIPT OF ADDENDUM:

#1 #2 #3 #4 #5

(Please Initial)

DOUGLAS COUNTY

SCHOOL SYSTEM

TABLE OF CONTENTS

I. INTRODUCTION

II. MINIMUM QUALIFICATIONS

Ill. CALENDAR OF EVENTS

IV. INSTRUCTIONS ................................................................ •

V. STANDARD TERMS AND CONDITIONS

VI. INSURANCE REQUIREMENTS

VII. SCOPE OF WORK AND REQUIREMENTS

VIII. GENERAL CONDITIONS

IX. PROPOSAL PROCEDURES AND GUIDELINES

X. PROPOSAL SUBMITTAL REQUIREMENTS

XI. EVALUATION OF PROPOSALS

XII. PRESEN TATION/DEMONSTRATION

XIII. PREPARATION OF PROPOSALS

XIV. EXHIBITS

EXHIBIT A: SPECIFIC REQUIREMENTS

EXHIBIT B: ADDITIONAL TERMS AND CONDITIONS-FOOD SERVICE

EXHIBIT C: PRICING FORMS

EXHIBIT D: LOBBYING FORM AND DISCLOURE '

EXHIBIT E: PROPOSAL RESPONSE FORM

XV. REFERENCE SHEET

The Standard of Excellence

XVI. RFP CHECKLIST

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I. INTRODUCTION

The Douglas County School System, with this document, hereby requests a proposal from qualified companies to provide, deliver and install a cooler/freezer/shelving. Delivery and installation will be made at Chapel Hill Middle School, 3989 Chapel Hill Rd. Douglasville, Ga. 30134.

Proposals will be available to all interested Respondents on Friday, December 19, 2025. Proposals can be obtained by visiting the Bonfire portal for the Douglas County School District.

https://dcssga.bonfirehub.com

The Douglas County School System reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one respondent or to multiple respondent or to make awards by group or location, whichever is in the best interest of the Douglas County School System; hereafter referred to as “DCSD”, except where noted for clarity.

The Douglas County School System is an equal opportunity employer.

All questions concerning this Request for Proposal should be directed through The Bonfire portal.

Respondents should note that all specifications list in this RFP are based on general criteria that the DCSD feels is important for our walk-in cooler/freezer/shelving providers. The DCSD is open to reviewing all system proposals for our walk-in cooler/freezers/shelving that may meet or exceed our needs. Our intent in listing these specifications in the RFP is to give the Respondents a general idea of some of the functions we would like to see. The DCSD is looking to the Respondents to provide us with as much information as possible about their particular product and how it can meet the DCSD needs. Any similarity in the specifications listed in this RFP document and any manufacturer’s specifications is unintentional and should not be perceived as such.

There will be a Pre-Bid Meeting at Chapel Hill Middle School. All Respondents must meet outside at the front door main entrance on: January 5, 2026 at 10:00 a.m.

II. MINIMUM QUALIFICATIONS

• It is preferred that each respondent be registered to do business in the State of Georgia. Each respondent should provide evidence of their registration with each bid submittal. For Georgia businesses, a photocopy of your Georgia business license is acceptable.

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• Respondents must meet the minimum requirements for liability insurance and worker’s compensation coverage as stated in this document.

• Respondents shall submit with their proposal, sufficient evidence of a minimum of 5 years’ experience in similar projects preferably with public school systems. This information should be included on the Reference Sheet.

• All services provided by the awarded respondent must be performed by a direct employee or Principal of the firm. Awarded respondent may not subcontract any portion of the services for this project.

• Respondents shall submit the completed Respondent Information form.

• Respondents shall also submit the completed “Georgia Security and Immigration Compliance Act

OCGA 13-10-91” document, “Contractor Affidavit and Agreement” and “Subcontractor Affidavit” (if applicable).

• Respondents shall submit the completed Lobbying and Disclosure Form.

Ill. CALENDAR OF EVENTS

ACTION

Issuance of Request for Proposal (RFP)

Pre-Bid Meeting

Submission of Questions

Response to Questions

Proposal Submission Deadline

Evaluation Period

Submittal of Agenda Item for Board

Recommendation to the Board of Education

Board Approval of Recommendation

Notice to Proceed

DEADLINE

Friday, December 19, 2025

Monday, January 5, 2026 10:00am EST

Friday, January 9, 2026 5:00pm EST

Friday, January 16, 2026 5:00 pm EST

Friday, January 23, 2026 2:00 pm EST

Jan. 30- Feb 6, 2026

February 13, 2026

Monday, March 2, 2026

Monday, March 16, 2026

Friday, March 20,, 2026

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IV. INSTRUCTIONS

1. Proposals shall be enclosed in a sealed envelope, addressed to Danielle Freeman, Executive Director of School Nutrition with the name and address of the respondent, the date and hour of the proposal closing, and the proposal number on the face of the envelope. See Proposal Submittal Requirements for specific instructions for this RFP.

2. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the proposal must initial corrections or changes on any document. Respondents will not be allowed to modify their Proposals after designated closing date and time.

3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall sign the Standard Terms and Conditions.

4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the date of opening.

5. Any cash discount offered to the Douglas County School System must be listed in the Proposal.

Cash discounts offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes of evaluation. Any further cash discount will not be considered in the evaluation.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request for Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the DCSD to purchase any minimum amount; nor shall any such reference serve to establish any maximum amount the respondent is required to furnish.

9. Quotes containing provisions for late or interest charges will not be considered.

10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive and will not be considered for award.

11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

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12. The DCSD reserves the right to amend this Request for Proposal prior to the due date.

13. Special Instructions:

Manufacturers listed in the proposal document are to establish the general quality required. Items of other manufacturers of equal or better quality will be considered. The DCSD shall be the sole determiner as to whether the substituted item is of equal or better quality than those specified.

14. Any contract awarded pursuant to this Request for Proposal shall be awarded to the most responsive and responsible respondent that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this Request for Proposal.

15. Purchases of the Douglas County Board of Education are not subject to sales taxes. Tax exempt certificates will be furnished upon request.

Respondent understands and accepts all Instructions as it pertains to this Request for Proposal:

Respondent Signature Date

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V. STANDARD TERMS AND CONDITIONS

1. Respondent shall transfer and deliver to the Douglas County School System all of the goods and/or services described herein for the consideration set forth herein.

2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.

3. Risk of loss shall remain with Respondent until acceptance by the Douglas County School System.

4. Title to the goods shall remain with Respondent until acceptance by the Douglas County School System.

5. The Douglas County School System shall have the right to inspect the goods at the time and place of delivery.

6. No right or interest in the contract shall be assigned by Respondent without the written permission of the Douglas County School System, and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made without the written permission of the Douglas County School System. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

7. The laws of the State of Georgia and the policies of the Douglas County School System shall govern this agreement in all respects.

8. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia Sales and Use Tax.

9. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated, conform exactly to all of the descriptions and attachments contained in the Request for Proposal upon which this order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein by reference and made a part hereof.

10. Any goods supplied found not in accordance with the description and specifications set forth in the Item Schedule will be rejected. Goods rejected shall be returned, freight collect to the respondent.

11. Prices stated are F.O.B. destination. No further allowances shall be made for freight and delivery charges.

12. All proposals submitted shall be in accordance with the terms of the Douglas County School System Request for Proposal and the laws of the State of Georgia.

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13. The Douglas County School System reserves the right to cancel this contract for either non-performance or poor performance of the respondent by giving thirty days written notice in advance to the Respondent of its intent to do so.

14. Successful Respondent will be required to supply an original and one copy of each invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

15. All invoices and/or financial correspondence should be directed to School Nutrition Service, Accounts Payable, and Douglas County School System.

16. Successful respondent must furnish proof of liability insurance as stated in the “Insurance Requirements” upon contract award. Respondent must maintain insurance coverage for duration of contract with the Douglas County School System, including all renewals.

17. Respondent should submit original and three copies of their response.

18. This project will be awarded subject to the availability of funds.

19. The Douglas County School System reserves the right in its sole and complete discretion to reject any or all bids/proposals and to waive technicalities and informalities. The Douglas County School System anticipates that the contract will be awarded to the most responsive and responsible respondent who provides the proposal that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the respondent is responsible, the Douglas County School System will consider, but is not limited to consideration of, the following:

a. Whether the respondent or its principals are currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any State or Federal agency, department or authority.

b. Whether the respondent or its principals have been terminated for cause or are currently in default on a public works contract.

20. The Douglas County School System reserves the right to award these services in any way economically feasible or in the best interest for matching purposes.

21. The Douglas County School System reserves the right to request clarification of information submitted and to request additional information of one or more proposers.

22. The Douglas County School System reserves the right to (i) reject any and all bids/proposals in their entirety, for any reason, (ii) award the contract to the most qualified applicant as determined solely by the School System at its discretion and/or (iii) award the contract to another independent review firm if the selected firm does not execute a contract within 30 days after the award of the proposal.

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23. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the Douglas County School System and shall contain, at a minimum, applicable provisions of this Request for Proposal (“RFP”). The Douglas County School System reserves the right to reject any agreement that does not conform to this RFP and to any Douglas County School System requirements for agreements and contracts.

24. The Douglas County School System assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

25. All proposals submitted become the property of the Douglas County School System.

26. The Douglas County School System standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the Douglas County School System’s policies and procedures.

Respondent understands and accepts all Standard Terms and Conditions as it pertains to this Request for Proposal:

Respondent Signature Date

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VI. INSURANCE REQUIREMENTS

Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains requirements that may be non-standard in the insurance industry.

Respondent shall furnish the Douglas County School System certificates of insurance as follows from company or companies acceptable to the Douglas County School System.

1) Required Certificates A. Commercial General Liability Insurance Policy

Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including products and completed operations liability, and contractual liability coverage covering bodily injury, property damage liability and personal injury. The policy or policies must be on any “occurrence” basis unless waived by the Douglas County School System. The policy shall include contractual liability coverage. The policy purchased by the Respondent must be issued by a company authorized to conduct business in the State of Georgia or by a company acceptable to the Douglas County School System. The policy must include separate aggregate limits per project. Excess liability coverage may be used in combination with the base policy to obtain the limits listed below.

Limits $1,000,000 per Person $1,000,000 per Occurrence

B. Business Automobile Liability Insurance Policy The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability coverage may be used in combination with the base policy to obtain these limits.

C. Workers’ Compensation Insurance Workers’ Compensation Insurance in accordance with applicable state laws with the following limits:

Limits Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 each employee Bodily Injury by Disease - $500,000 policy limit

Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

IF YOUR COMPANY IS EXEMPT FROM WORKERS’ COMPENSATION INSURANCE IN ACCORDANCE WITH

GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING YOUR

EXEMPTION.

2) Certificates shall contain the location and operations to which the insurance applies.

3) Certificates shall contain Respondent’s insurance coverage. If coverage is included in General Liability, please indicate this on the Certificate of Insurance.

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4) Certificates are to be issued to:

Douglas County School System P.O. Box 1077 Douglasville, GA 30133

5) The Respondent shall mail insurance document listed in this form to:

Douglas County School System Business Services P.O. Box 1077 Douglasville, GA 30133

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VII. SCOPE OF WORK AND REQUIREMENTS

A. PROJECT SCOPE

The Douglas County School System, with this document, hereby requests a turn-key proposal from qualified Respondents to prepare area, deliver and install a walk-in cooler/freezer/shelving. Walk–in shall be re fabricated, all metal, and sectionally constructed and designed for easy, accurate field assembly with provisions to facilitate disassembly for relocation. Remove and dispose of all debris.

B. GENERAL REQUIREMENTS

The Douglas County School System has requested a Turn-key proposal

C. SPECIFIC REQUIREMENTS (See EXHIBIT A)

D. GENERAL INSTRUCTIONS

Point of Contact This RFP is issued by the Douglas County School Nutrition Department. The sole point of contact for this RFP shall be:

Danielle Freeman, Executive Director of School Nutrition Douglas County School System 11490 Veterans Memorial Hwy Douglasville, GA 30134 Phone: 770-651-2300 Fax: 770-651-2302 Email: Danielle.freeman@dcssga.org

Failure to restrict contacts/discussion regarding the RFP to the above name Coordinator will be deemed a serious breach of process and may, at the Douglas County School System’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally, any unauthorized contact with members of the School Board or System employees by a respondent or a vendor’s representative concerning this proposal may result in the disqualification of the vendor.

Interpretation and Clarification No oral interpretation or clarification will be made to any firm or any individual as to the meaning of the RFP document. Requests for interpretation or clarification shall be made in writing (through DCSD- The Bonfire portal) and delivered to the RFP Coordinator on or before Wednesday, January 9, 2026 by 5:00 pm EST.

The Douglas County School System will respond in writing to all clarification requests by posting questions and responses on the DCSD- (Through the Bonfire Portal). All responses will be posted by 5:00 pm EST on Friday, January 16,2026. No questions other than written will be accepted and no response other than written will be binding upon the Douglas County School System.

RFP Number

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The Douglas County School Nutrition has assigned the following RFP identification number to this document. This number should be referenced in all communications regarding the RFP.

RFP 26-001

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E. CHANGES OR MODIFICATIONS

Changes or modifications to this Request for Proposal made prior to the date and time of closing will be addressed by addendum from the Issuing Office. Respondents are to acknowledge receipt of addendum in the space provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addendum shall be incorporated, by reference, into any resulting contract.

F. ERRORS AND OMISSIONS

If, due to an error or omission in the design or specifications, where a particular detail or component is required, thereby resulting in a change order for the project, the respondent shall be responsible for the additional cost(s) in order to meet the full intent of the scope of work.

G. NON-APPROPRIATION OF FUNDS

It is understood and agreed between the parties herein that the Douglas County School System shall be bound hereunder only to the extent that the funds shall have been appropriated. In the event no funds or insufficient funds are appropriated, the Douglas County School System shall immediately notify the Successful Respondent of such occurrence and this Contract shall terminate on the last day funds are available without penalty or expense to the Douglas County School System of any kind whatsoever.

H. WARRANTY/GUARANTEE

Successful Respondent guarantees against defective or faulty material or workmanship for at least one (1) year or for the manufacturer’s standard warranty period, whichever is greater, from date of acceptance by the Douglas County School System. To furnish adequate protection from damage for all work and to repair damages of any kind for which Successful Respondent or Successful Respondent’s workmen are responsible, to the building or equipment, to Successful Respondent’s own work, or to the work of others. Any merchandise or service provided under the contract which is or becomes defective during the warranty period shall be replaced by the Successful Respondent free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’s standard warranty period, whichever is greater, from the date of acceptance of the replacement). Successful Respondent shall make any such replacement immediately upon receiving notice from the Douglas County School System.

I. TIME IS OF THE ESSENCE

Time is of the essence in this Contract. Successful Respondent expressly acknowledges that in the performance of its obligations, the Douglas County School System is relying on timely performance and will schedule operations and incur obligations to third parties in reliance upon timely performance by Successful Respondent and may sustain substantial losses by reason of untimely performance.

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VIII. GENERAL CONDITIONS

A. The Respondent shall faithfully and properly complete the work in accordance with the plans and specifications, and to the satisfaction of the Douglas County School System.

B. Within fourteen (14) calendar days after receipt of Notice to Proceed, the Respondent shall provide the Douglas County School System with sufficient information on his plan for completing all work under this contract.

C. The Respondent shall purchase materials, arrange for deliveries, furnish sufficient forces, plant and equipment, and work such hours as necessary to insure execution of the work in conformity with his proposed schedule.

D. If the Respondent falls behind the approved schedule and is not entitled to any time extension already reflected in the current approved schedule, he shall, upon request of the Douglas County School System, submit within forty-eight (48) hours his plan for bringing his work back up to schedule. This plan shall include a commitment for immediate implementation, unless otherwise approved by the Douglas County School System, for bringing the work up to schedule. If the Respondent fails to provide an acceptable plan in the time required, he will be given a plan by the Douglas County School System.

E. If other measures will not be sufficient to make up the lag, the Respondent’s plan and implementation thereof shall include increasing the number of shifts, days of work, and/or instituting or increasing overtime, all at his own expense.

F. If the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, his right to proceed with any or all portions of the Contract Requirements may be terminated under the provisions of the General Conditions:

1) If the Douglas County School System determines that the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, he may contract with others or use his own forces to perform the work and the cost thereof will be charged against the contract price of the Respondent.

2) If completion of the work is delayed by any act or neglect of the Douglas County School System or another Respondent in the employ of the Douglas County School System, by strikes or by other exceptional conditions over which the Respondent has no reasonable control, the time of completion shall upon receipt of the Vendor's written request, be extended by such period as the Douglas County School System may consider reasonable. No extension shall be allowed unless a claim is presented in writing to the Douglas County School System within seven (7) days after the commencement of such delay. In case of continued cause of delay, only one claim is necessary. Nothing in this clause shall be construed to release the Respondent from the obligation to perform at his own expense all overtime necessary to maintain the contract completion date.

Date of Commencement and Completion

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The date of commencement shall be established in a written Notice to Proceed issued by the Douglas County School System.

Work under the Base Proposal and accepted Alternates shall be completed within the time frame and by the date established in the Notice to Proceed. The Respondent is expected to provide the proper amount of manpower to meet this schedule.

Access to School Property The Respondent shall have access to the work site as necessary to complete the work within the contract time. The Douglas County School System will fully occupy the building for the duration of the work period. The Respondent shall conduct the work in a manner that will minimize the need for disruption of the Douglas County School System's normal operations. Access to the building or work area shall at no time be affected by the work.

Supervision The Respondent shall supervise and direct the Work, using his best skill and attention. He shall be solely responsible for all means, methods, techniques, sequences and procedures and for coordinating all portions of the Work under the Contract.

The Respondent shall be responsible to the Douglas County School System for the acts and omissions of his employees, Subcontractors and their agents and employees, and other persons performing any of the Work under a contract with the Respondent.

Use of Premises and Removal of Debris The Respondent shall maintain all areas clear of debris, materials and equipment during the course of the Work. All areas and the like where disturbed, removed or damaged shall be replaced, returned or repaired such that the facility and its appurtenances are left in as good condition after completion of the work as it was before operations began. Debris shall be disposed of by the end of "every" working day and not stockpiled. Beverage cans, bottles, lunch refuse, etc. will not be tolerated on the job site except by immediate and proper removal of the same on a daily basis.

Materials and Workmanship The Contract Documents describe the character and features of the materials and workmanship required to perform the Work. The Contract Documents require first class work and materials in all particulars. It is understood that the contract includes any and all work that may be necessary to connect the work done with the adjoining work in a proper and workmanlike manner.

The Douglas County School System reserves the right to employ an independent testing laboratory to conduct tests of materials, etc. as the Douglas County School System may deem necessary to assure complete compliance with the requirements of the specifications. The Respondent shall offer full cooperation with personnel in the employ of the Douglas County School System in making these tests.

No Deviation

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In performing the Work, the Respondent shall not deviate from the Contract Documents without the written consent of the Douglas County School System. If the Respondent does deviate from the Contract, he shall correct the error at his expense in a manner satisfactory to the Douglas County School System.

Interpretation of Contract Documents In case of discrepancy between or among Contract Documents, the Douglas County School System shall make such interpretations as may be deemed necessary for the fulfillment of the intent of the Contract Documents as construed by him and his decision shall be final.

Discrepancies The Respondent shall immediately report to the Douglas County School System, in writing, any discrepancies found between the Contract Documents and site conditions or any inconsistencies or ambiguities in the Contract Documents. The Douglas County School System shall promptly correct such inconsistencies or ambiguities in writing. Work done by the Respondent after his discovery of such discrepancies, inconsistencies or ambiguities shall be done at the Respondent’s risk.

Final Inspection Final Inspection-Walk-thru, the Respondent, if requested, shall provide a knowledgeable representative to assist in the inspection of the completed installation for conformance with specifications. The Douglas County School System or Engineer shall prepare a Punch List. Any deficiencies shall be promptly and permanently corrected prior to final acceptance of the work and Payment, and shall be the full responsibility of the Respondent.

Cleanup and Repair Upon completion of work, remove tools, equipment, and other materials from site. Remove protections and leave work site as clean as they were prior to installation.

Termination for Breach of Non-Performance If the Respondent fails to perform the Work promptly and diligently, or if the Respondent breaches the Contract in any other way, the Douglas County School System may:

1) After providing the Respondent with fifteen (15) days written notice, supply any workmen, equipment or materials necessary to ensure that the Work is performed promptly and diligently. The Douglas County School System may deduct the cost of supplying additional workmen, equipment or materials from payments due to the Respondent.

2) Terminate the Contract, enter upon the premises, take possession of all equipment, materials or appurtenances, and employ any person or persons to finish the Work.

In case of termination of the Contract by the Douglas County School System pursuant to this paragraph, the Respondent shall not be entitled to receive any further payment from the Douglas County School System until Completion of the Work has occurred. After completion of the Work, the Douglas County School System shall pay to the Respondent the amount of the unpaid balance due to

Page | 20 the Respondent at the time the Contract was terminated minus the cost incurred by the Douglas County School System to complete the Work. If the cost incurred by the Douglas County School System to complete the Work exceeds the unpaid balance due to the Respondent, the Respondent shall be due no money from the Douglas County School System and, instead, the Respondent shall pay to the Douglas County School System the difference between the unpaid balance due and the Douglas County School System's cost to complete the Work.

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The School System assumes no responsibility or obligation to the proposers and will make no payment for any costs associated with the preparation or submission of a proposal.

All proposals submitted become the property of the Douglas County School System.

B. OPENING OF PROPOSALS FOR EVALUATION

As stated above, no proposals will be accepted once the designated receipt time has passed which is Friday, January 23, 2026 2:00 pm EST. Proposal opening is not a public event.

C. PROPOSAL AMENDMENT AND RULES FOR WITHDRAWAL

A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the Douglas County School System, signed by the Proposer and delivered to the Douglas County School System School Nutrition Services Procurement Department at the address shown on the preceding pages.

D. DISCLOSURE OF PROPOSAL CONTENT

All proposals and other materials accepted in response to this RFP become the property of the Douglas County School System. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

. OTHER TERMS AND CONDITIONS

The Proposer shall hold the Douglas County School System, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, articles or appliances, furnished, or used under this proposal. The Proposer further agrees to defend, at his own expense, any and all actions brought against the Douglas County School System or himself for alleged improprieties of these or similar types.

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X. PROPOSAL SUBMITTAL REQUIREMENTS

A. Each Proposal submission shall be submitted to the Issuing Office and shall include the following documents:

1) Acknowledgement of any addenda on page one (1):

2) The Proposal Instructions signed by an authorized agent of the company;

3) The Terms and Conditions signed by an authorized agent of the company;

4) Respondent Form;

5) Georgia Security and Immigration Compliance Act OCGA 13-10-90;

6) Contractor Affidavit and Agreement;

7) Subcontractor Affidavit;

8) Lobbying Form and Disclosure;

9) Reference Sheet;

10) Pricing Forms-Exhibit C;

11) Respondent Response Form signed by an authorized agent of the company.

B. All proposals shall be received and time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page of this Request for Proposal.

C. Proposals must include all elements noted in the “Preparation of Proposals” section below.

Tab 1-All RFP Documents #1-7 from “Proposal Submittal Requirements”

XI. EVALUATION OF PROPOSALS

A. After the proposal opening, the Douglas County School System will select for further consideration Respondent(s) deemed to be fully qualified and best suited among those submitting proposals based on Respondents’ responses to the information requested in this RFP.

B. The following criteria will be used in the evaluation process:

1) Quality of solutions to meet Douglas County School’s needs

2) Quality and reliability of equipment and service offered

3) Prior experience in performing similar work

4) Cost of proposed equipment and services

5) Quality of implementation and transition plans

6) Management and financial capability

Description Points Possible Experience, Capabilities and Skills, References 50 Services Provided and Respondent Operational Procedures 60 Price (Exhibit C, Pricing Form) 80

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Exceptions, Proposed alternatives and timetable 10

TOTAL POINTS 200

C. Exceptions/Alternatives will also be considered.

D. Based on the initial evaluation, the Douglas County School Nutrition may request the selected Respondents to make oral presentations. Thereafter, the Douglas County School System will conduct negotiations with each of the selected short-listed Respondents. Individuals representing the Respondent during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

E. After negotiations are completed, the Douglas County School System will select the Respondent who, in the Douglas County School System’s opinion, has made the best proposal and shall award the contract to that Respondent (referred to in this RFP as the Successful Respondent). Should the Douglas County School System determine in writing and in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Respondent.

F. The Douglas County School System is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

XII. PRESENTATION/DEMONSTRATION

If in the Douglas County School System’s opinion, respondent presentations or demonstrations of the Respondent’s proposed system’s features and capabilities are warranted, the Douglas County School System will notify the appropriate vendors. Such presentation or demonstration will be at the Douglas County School System site at a date and time mutually agreed to between the Douglas County School System and Respondent and will be at the Respondent’s expense.

XIII. PREPARATION OF PROPOSALS

In presenting their proposals, Respondents are encouraged to be thorough in addressing the Specific Requirements, the Proposal Submittal Requirements, and the Preparation of Proposals as outlined in this RFP.

To facilitate the School System’s evaluation of Respondent’s proposal, Respondent is to number all pages of its proposal and provide tabs as indicated in the Proposal Submittal Requirements.

Respondent must fully address each of the following items and submit proposals using the following

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A. Experience - Provide a concise description of all work experiences as they relate to the scope of work outlined herein. Said description should include, but not be limited to:

1) Respondent’s established experience record in providing comparable services to organizations similar to Douglas County Schools.

2) Number and types of customers the Respondent has served with comparable services.

3) Number of years Respondent has been providing these types of services.

4) A minimum of five (5) references for which Respondent has completed services comparable to those described in this RFP.

i. Include references for work performed in an environment comparable to the Douglas County School System. For each reference, detail:

• Name of firm;

• Address of firm;

• Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

• Number of years Respondent has served the firm; and

• Brief summary of scope of services provided.

ii. Information detailing projects of similar scope Respondent is currently engaged in, including:

• Name of firm;

• Address of firm;

• Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

• Number of years Respondent has served the firm;

• Brief summary of scope of services being provided;

5) Other available documentation to verify Respondent’s experience; and,

6) A statement detailing why the Respondent is the best candidate to provide the Douglas County

School System with the services requested in this RFP.

B. Capability and skill - Describe the qualifications and skills of the organization to provide the services. Said description should provide, but not be limited to, the following information:

1) Respondent’s qualifications to perform the services, including all resources available to

Respondent for the performance of the contract.

2) Qualifications and resumes of the design team and other employees who will be managing and performing the services under this contract.

C. Services to be provided - Provide a detailed description of the services to be provided under this contract. Said description is to address, at a minimum:

1) An introduction - An overview of Respondent’s understanding of the scope of work and services to be provided.

2) Best practice approaches to providing services to the Douglas County School System that enhance efficiency and effectiveness. Innovative solutions will be considered by the Douglas

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County School System.

3) EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.

4) A detail of any assistance, equipment, or other items the Respondent will require the Douglas

County School System to furnish under this contract.

5) A statement explaining why the Respondent’s proposed solution would be the most advantageous to the Douglas County School System.

6) Describe the one attribute that places the Respondent ahead of the competition.

4) Accounting Procedures: The process of approving invoices for payment begins when all documentation (signed invoice with correct pricing) necessary to complete the transaction has been received by FS Accounts Payable.

a) Describe your process for submitting signed invoices to FS Accounts Payable.

b) How will distributor prevent invoices being submitted for payment with incorrect pricing?

c) In the event an item(s) is delivered at an incorrect price how will distributor correct the pricing (include example)? Please include a timeline in which this correction will occur.

d) How will credit and/or debit memos be submitted to FS-Accounts Payable?

e) What reports are available for reconciliation of payments and credits (include an example of a report)?

. Exceptions - Detail any exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken. Respondent may not incorporate its standard contract document into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions section of this RFP.

. Alternatives - Detail any alternatives to the Douglas County School System requirements that you may have to offer.

. Proposed Timetable – Preparation of the site, delivery and installation of Chapel Hill Middle School Cooler/ Freezer/Shelving: To Be Determine.

. Cost of Responding- This solicitation does not commit the Douglas County School System to pay any costs incurred by the Respondent or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is the Douglas County School System obligated to procure or contract for such services

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XIV. EXHIBITS

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EXHIBIT A: BID SPECIFATIONS REQUIREMENTS

WALK-IN FREEZER BOX/COOLER BOX/SHELVING SPECIFICATIONS

CHAPEL HILL

MIDDLE SCHOOL

Douglas County Schools

This bid is a turn-key operation to include the removal of the existing shelving; removal of the walk-in’s freezer box & cooler box including the floor and refrigeration; installation of freezer box & cooler box, floor, refrigeration units, electrical, plumbing, and complete flashing/finishing & new shelving.

GENERAL SPECIFICATIONS:

The THERMO-KOOL walk-in's specified shall be prefabricated modular construction.

It shall be designed and constructed to allow fast and easy field assembly, disassembly, relocation and enlargement by the addition of like modular panels.

Walk-in's shall be designed and constructed as shown on plan. Overall exterior size of the walk-in:

Freezer shall be approximately 27’ 10" x 12’ 8’ x 8’ 6 in ht. to fit exact job site requirements.

Cooler shall be approximately 18’ x 12’ 8” x 8’ 6” in ht. to fit exact job site requirements. All measurements must be field verified prior to construction by the respondent.

PANEL CONSTRUCTION:

Wall and ceiling panel widths shall be within 1" increments up to 48" wide.

Corner panels shall be 90-degree angle, 12" x 12". All panels shall be interchangeable with like panels for fast and easy assembly.

All panels shall consist of metal pans formed to precise dimensions. Exterior finish on the sides, back, and front unexposed panels to be galvanized steel. Exterior finish on the front, exposed panels to be Stucco Aluminum. Interior finish to be Stucco Aluminum walls and Pre-painted White Stucco Aluminum on the ceiling panels.

Insulation shall be "foamed-in-place" urethane to bond permanently to complete inner surfaces of both interior and exterior metal pans to form strong rigid unit. Panels shall not have internal wood or metal support, framing, straps, or other non-insulating members. Each panel shall be 100% urethane foam insulation exclusive of metal pans. Perimeter structure shall be formed of DURATHANE, high density urethane insulation forming tongues and grooves to assure vapor and airtight joints and to prevent pre-installation damage and deterioration of exposed urethane surfaces.

Exposed front panels shall have aluminum diamond treadbrite 36" high on the exterior.

Diamond treadbrite shall be mounted with adhesive and sealed with silicone. No external fasteners such as screws or pop rivets shall be applied as fastening for the diamond treadbrite.

WARRANTY:

Panels shall be covered by a Ten-Year Factory Warranty.

INSULATION:

Insulation shall be 4" thick rigid, zero ozone depleting HFC 134a blown Class I urethane foam classified according to UL 723 (ASTM-E-84) as tested by Underwriters Laboratories, Inc. The core material has a flame spread of 25 or less and a smoke density of 250.

The urethane foam is foamed-in-place to bond to inner surfaces of metal pans having an average thermal conductivity (K factor) of 0.13 BTU/hr./sq. ft. per degrees /Fahrenheit/inch. As tested in accordance with ASTM C 518-2004, the R factor for coolers at temperatures of 55 degrees F is greater than 29.0 for 4" thick panels, freezers at temperatures of 20 degrees F the R factor is greater than 32.0 for 4" thick panels.

The prefabricated urethane foamed panels shall be supplied with a Class I fire hazard classification according to UL 723 (ASTM-E-84) as tested by Underwriters Laboratories, Inc. Panels shall have a flame spread rating of 25 or less and bear a certifying Underwriters Laboratories, Inc. label.

This rating is not intended to reflect hazards presented by this or any other material under actual fire conditions

PANEL LOCKING ASSEMBLIES:

Assembly of walk-in’s shall be accomplished by "lnsta-Loks" consisting of cam-action hook arm assembly set in one panel and a self-aligning, self-centering, pin assembly set in the matching panel. All vertical joints must have a minimum of three lnsta-loks.

Rotation of the cam-action hook arm shall pull and lock panels together to form airtight, vapor proof joints. No metal straps or connecting rods shall be used inside the panels.

Rotation of the cam-locks shall be operated from inside the walk-in through access ports that are sealed with vinyl snap-in closures.

PANEL GASKETS:

NSF listed double-bead vinyl gasket shall be applied to the tongue side of all panels, on both interior and exterior. Gaskets shall be impervious to stains, grease, oils, mildew, sunlight, etc.

ENTRANCE DOOR AND FRAME:

Walk-in Cooler and Freezer compartments shall be equipped with a 36" x 76" hinged-type, flush-mounted entrance door and located in location as shown on drawing. Door placement shall be within 1" increments to meet shelving space and job site requirements. Doors shall be manufactured to accommodate floor construction.

Doors and frames shall be listed by Underwriters Laboratories and bear the UL Seal of Approval and be equipped with the following:

Doors shall be equipped with a one-piece perimeter PVC accordion type removable gasket with magnetic core at the top and along the side perimeter of the door. An adjustable wiper gasket shall be mounted along the bottom edge of the door.

Doors shall have aluminum diamond treadbrite 36" high on the interior and exterior.

Diamond treadbrite shall be mounted with adhesive and sealed with silicone. No external fasteners such as screws or pop rivets shall be applied as fastening for the diamond treadbrite.

Latch shall be break-a-way type with cylinder lock and inside safety release handle so the door can be opened from the inside even if locked. A positive action hydraulic door closer shall be included to ensure gentle closing action of door to opening and to ensure positive closing of door. The latch shall be of high-pressure zinc die cast with highly polished chrome finish.

Doors shall be supplied with two adjustable, spring-loaded hinges, and are a self-closing design. Freezer doors must be left hinged and Cooler doors should be right hinged (see diagram).

Door frames shall consist of heavy reinforced steel "U" channel frame to encompass entire perimeter of opening, foamed-in-place to give extra support and rigidity to frame and to prevent racking, distortion, warping and twisting. A backup must be welded for added strength.

An armored anti-sweat heater cable shall be run in a breaker strip located behind a removable heavy gauge stainless steel trim for easy access to heater cable. Heater cables shall be run under threshold consisting of heavy reinforcement "U" channel breaker strip and heavy gauge stainless steel threshold.