Request for Proposal (RFP) P26132

FNS Frozen Treats RFP ISSUANCE DATE: May 13, 2026

PURCHASING CONTACT: Jeanette Gray, 770-426-3362 or jeanette.gray@cobbk12.org

IMPORTANT DATES

NOTE: All CCSD locations will be closed on Fridays starting June 1, 2026 and ending July 10, 2026

EVENTS DATES

RFP issued and posted to the CCSD Euna Procurement Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities May 13, 2026 Deadline for written questions submitted through the CCSD Euna Procurement Portal May 27, 2026 at 11:00 AM ET Responses to questions posted on the CCSD Euna Procurement Portal May 29, 2026

Deadline for Samples, see Section No. 5.1 June 15, 2026 at 3:00 PM ET Deadline for RFP responses submitted to the CCSD Euna Procurement Portal June 15, 2026 at 3:00 PM ET

Evaluation June 2026

Award (Contract effective date 7/1/2026) July 2026 mailto:jeanette.gray@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

Procurement Services Department

BOARD OF EDUCATION Randy Scamihorn, Chair • David Chastain, Vice Chair

Becky Sayler • Leroy Tre’ Hutchins • John Cristadoro • Nichelle Davis • Brad Wheeler

SUPERINTENDENT Chris Ragsdale

514 Glover Street Marietta, GA 30060 Telephone: (770) 426-3300 www.cobbk12.org One Team, One Goal: Student Success

May 13, 2026

TO ALL VENDORS:

Cobb County School District (CCSD) invites proposals for furnishing goods and/or services required for “Request For Proposal (RFP) P26132, FNS Frozen Treats” as described in this document.

The CCSD Procurement Services Department General Terms and Conditions are hereby acknowledged, understood, and agreed to by the parties and is hereby fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD Procurement Services website for the complete General Terms and Conditions. Go to www.cobbk12.org. From this screen, select “Menu”, select “Departments”, choose “Procurement Services” and find the link to “General Terms and Conditions” located in the center of the page.

Vendors are instructed to carefully read all terms, conditions, specifications, and requirements in this RFP. Vendors are required to complete and return all forms in their entirety. Questions regarding the proposal must be submitted through the CCSD Euna Procurement Portal. Only questions received prior to 11:00 AM ET on May 27, 2026 and submitted through the CCSD Euna Procurement Portal shall be considered. Answers will be posted to the CCSD Euna Procurement Portal by May 29, 2026.

All proposal responses must be submitted through the CCSD Euna Procurement Portal. Proposals not submitted through the CCSD Euna Procurement Portal will not be considered.

The proposal acceptance period will close on June 15, 2026 at 3:00 p.m. Eastern Time. Please allow ample time to complete the submission through the CCSD Euna Procurement Portal. The portal does not allow late submissions.

CCSD reserves the right to accept or reject any or all proposals and to waive any technicalities or informalities.

Your interest and participation in the CCSD solicitation process is appreciated.

Sincerely, Barbara Bates, CPPB, NIGP-CPP Director of Procurement Services

RFP P26132, FNS Frozen Treats

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

TABLE OF CONTENTS

Section Page #(s)

Submission Requirements 4 – 6

Special Terms and Conditions 7 – 18

Conflict of Interest 19

School List 20 - 22

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

1.0 COMMUNICATIONS WITH CCSD STAFF

1.1 All communications concerning this RFP must be submitted in writing through the CCSD Euna Procurement Portal. Only written responses distributed through the CCSD Euna Procurement Portal will be binding upon the CCSD. The Procurement Services Department, at its discretion, may call upon user departments for clarification in their area of expertise.

1.2 From the issue date of this RFP until the completion of the entire solicitation process and announcement of award notification, all vendor communication must be authorized by the Procurement Services Department including but not limited to communications with school system employees and/or contracted agents related to this RFP. Violation of this provision may result in the rejection of the vendor’s response.

1.3 It is the vendor’s responsibility to check the CCSD Euna Procurement Portal for any addenda, responses to vendor questions, or other communications that may be issued or released during the solicitation period. Following receipt of vendor responses to a solicitation, it is the vendor’s responsibility to be available via email and phone and to check the CCSD Euna Procurement Portal during the review process in the event clarification or additional information is required. If clarification or additional information is requested, the responsibility rests on the vendor to ensure that CCSD receives the requested information before the deadline(s) indicated.

2.0 SUBMISSION OF PROPOSALS

2.1 Responses must be on the forms furnished within the CCSD Euna Procurement Portal for this RFP and completed in their entirety.

2.2 Vendors are instructed to read all terms, conditions, and specifications as outlined in the RFP carefully. Responses must be either typed or written in ink. Any correction made within the RFP submission (white-out or strikethrough) must be initialed by an authorized representative of the company submitting the proposal or the proposal may be rejected by CCSD.

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

2.4 Responses are to be submitted no later than the date and time outlined in this RFP.

Proposals and supporting documentation must be submitted through the CCSD Euna Procurement Portal. CCSD is not responsible for the failure of the vendor’s computer hardware, software, or other communications systems or devices.

2.5 Minimum Requirements and Non-Cost Proposal Submission Requirements are located in Special Terms and Conditions Sections 4.0 and 5.0. Each section should be clearly labeled with the corresponding RFP section name and number.

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PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

3.0 EVALUATION

3.1 Organization and Completeness of Proposal - Vendor’s proposal must provide straightforward, concise proof of the capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the same order as the RFP or as stipulated in the RFP. Each section should be clearly labeled with the corresponding RFP section name and number. Any additional documents provided by the vendor must also be clearly labeled with the corresponding RFP section name and number. All requested information must be included and all forms completed in entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

3.2 Evaluation Procedures – Review of Proposals - A committee comprised of representatives from the Food and Nutrition Services and Procurement Services Departments will evaluate the proposal responses based on qualifications, relevant experience, the responsiveness of proposers, as well as cost. Cost will not be the sole determining factor in the award.

Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee may request additional clarification/information from the responding vendor(s).

The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. All non-cost-related areas of the response are evaluated during this phase. A list of areas being reviewed for this specific RFP, along with the associated point values is included in the Evaluation Criteria below. The committee may in its sole discretion and in the course of the evaluation request presentation(s)/demonstration(s) with one or more selected vendors. Responses must satisfactorily meet non-cost requirements before the cost is evaluated.

3.3 A determination of the competitive range may be made during the evaluation process.

Vendors not in the competitive range of being selected for an award shall be eliminated from further discussion.

3.4 During the evaluation phase, discussions may be conducted with vendors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure a full understanding of and responsiveness to the solicitation requirements. Vendors who are determined to be in the competitive range will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. Procurement Services may permit revisions, after submission and prior to award, to obtain the best and final offers. In all events, CCSD reserves the right to re-solicit the item(s)/services(s) involved.

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PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

3.5 Evaluation Criteria – The selection of a vendor to provide frozen treats will be based on the review of several key elements in the proposals submitted. They include, but are not limited to, the following criteria:

# Description Points Possible

1. Taste Testing (Section 5.1) 150

2. Vendor Experience (Section 5.2) 10

3. Ordering and Deliver (Section 5.3) 70

4. Invoicing (Section 5.4) 20

5. Marketing (Section 5.5) 0

Non-Cost Subtotal 250

6. Cost 250

TOTAL 500

Cost Evaluation Formula: (Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points = Score.

The non-cost portion of proposals (total of items 1 – 5) can receive a maximum of 250 points out of 500 points possible. Only non-cost proposals that receive 175 points (70% of total non-cost score) or more will have the accompanying cost evaluated.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

The Special Terms and Conditions are customized specifically to this solicitation. Taking exception(s) to these terms and conditions or submitting conflicting language may be cause for rejection of the vendor’s response.

Should these Special Terms and Conditions conflict with the General Terms and Conditions, the Special Terms and Conditions will control.

1.0 PURPOSE

The Cobb County School District (CCSD) is soliciting proposals from qualified vendors to provide Food and Nutrition Services (FNS) with a means to purchase frozen treats on an as-needed basis.

Frozen treats sold in CCSD schools must comply with the USDA Smart Snack Standards.

Estimated expenditures for this contract will be approximately $525,000 annually.

1.1 OWNER’S REPRESENTATIVE. Supervision of and monitoring the performance of the contract will be performed by CCSD’s representative Georgia-Ellie Tsagaratos, FNS Senior Buyer, or her designee.

2.0 GENERAL REQUIREMENTS

2.1 CCSD reserves the right to add or remove schools under this contract. Delivery to any additional schools must be under the same specifications, terms, and conditions of this contract, with no additional charges or penalties.

2.2 CCSD reserves the right to add/remove/change items as needed during the term of this contract.

2.3 CCSD reserves the right to request the removal of vendor personnel whose performance or conduct is determined to be unsatisfactory or not aligned with contract requirements. The vendor shall work in good faith to promptly address such concerns, including providing suitable replacement personnel as necessary.

2.4 Vendors shall not, for any reason, place CCSD account(s) on hold.

2.5 Service in a timely manner is required by CCSD. Untimely deliveries or shortages may be cause to terminate the contract. CCSD will be the sole determinant of what is considered timely.

2.6 The information concerning the specifications, manufacturer’s name, product code number, or pack size is based on the latest available information CCSD has. If the information listed concerning the specifications, manufacturer, product code number, or pack size is incorrect, please note it on the item in question when responding.

2.7 The vendor must notify the FNS Senior Buyer, or their designee of any manufacturer recalls regarding items under this contract. Upon notification of a recall, the vendor

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shall contact FNS via telephone and then follow up in writing within twenty-four (24) hours. All products, lot numbers, or any other pertinent information available must be given to the FNS Senior Buyer in writing within twenty-four (24) hours. Failure to comply with this requirement may be cause for termination of this contract.

2.8 Credits for recalled products must be issued to the school within thirty (30) calendar days.

2.9 FNS must be notified immediately of any ingredient or nutritional changes, or preparation process changes in items under this contract. The vendor must provide FNS with updated product specifications and nutritional facts data in writing when the changes occur. No new product formulations can be introduced or sold to the schools without approval from FNS.

2.10 CCSD reserves the right to perform random sampling and testing of products received under this contract. The vendor shall be required to remove any product that fails to meet specifications, quality, or condition from every school. In addition, the vendor shall issue a full credit to CCSD for the total amount of product removed.

2.11 If the vendor wishes for CCSD to sign a separate agreement with regard to any products/services listed in this RFP, the agreement MUST be submitted with the RFP response for review. CCSD is under no obligation to consider such agreements and will not entertain agreements submitted after an award letter is signed.

2.12 The vendor acknowledges and agrees that any business license, professional license, and registration shall remain current for the duration of any resulting contract, and such documents are a material term to any resulting contract.

2.13 The vendor shall be required to maintain all licenses, bonds, permits, pay all license fees and taxes, etc. related to the work.

2.14 CCSD reserves the right to determine whether or not the vendor has complied with the specifications contained herein and to choose which product(s) best suits its needs.

3.0 SCOPE OF WORK

3.1 Pricing must include inside delivery to schools. No additional charges will be paid by

CCSD.

3.2 Product Specifications

3.2.1 Smart Snack Requirements

3.2.1.1 All items will meet or exceed USDA Nutrition Standards for all Foods Sold in Schools, including having Dairy or Fruit as the first ingredient and meeting the following nutrition criteria:

3.2.1.1.1 ≤35% calories from total fat

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SPECIAL TERMS AND CONDITIONS

3.2.1.1.2 ≤10% calories from saturated fat

3.2.1.1.3 ≤35% sugar by weight

3.2.1.1.4 ≤200mg sodium

3.2.2 CCSD will provide the vendor with a list of approved products to be delivered to each school level prior to the beginning of the school year. The approved list will be based on the awarded products that best meet CCSD’s price and nutritional goals. Only the products on the approved list may be sold to any CCSD school, including the After School Programs (ASP). CCSD will not pay for any products sold to any CCSD school that is not listed as an approved product without prior approval from the FNS Senior Buyer.

3.2.3 Any new products that the vendor would like to add to the selection of products that CCSD purchases must be submitted to the FNS Senior Buyer along with samples, nutritional analysis, and list of ingredients for final approval before delivery of any such items to the schools. Samples cannot be left at the schools without prior approval from the FNS Senior Buyer.

3.2.4 All frozen treat packaging must be acceptable for use in K-12 grades. All packaging must have a picture of the product or clear description so that a child may quickly determine what type of ice cream is in the package. CCSD reserves the right to decide what packaging is deemed acceptable.

3.3 Ordering Requirements

3.3.1 The vendor will receive school orders on a weekly basis for delivery the following week. The vendor will work with CCSD to determine the best ordering system to be utilized (EDI is CCSD’s preferred ordering system). A routing list per day of delivery must be provided. Any deviation from the established routing list must be communicated and approved by the FNS Senior Buyer before taking effect.

3.3.2 The vendor will work with CCSD to determine how shortages are to be handled.

To minimize shortages, CCSD expects the vendor to establish a par level based on CCSD usage. NOTE: Vendor must email a shortage list to the FNS Senior Buyer each Friday morning of all shortages expected for the following week’s orders.

3.4 Delivery Requirements

3.4.1 All deliveries shall conform in every respect to the provisions of the Federal Food, Drug, and Cosmetic Act (FDCA), and with any applicable Federal, State, County, and local laws relating to products under contract.

3.4.2 Deliveries shall be made to each school on a weekly basis between the hours of 7:00 AM ET and 2:30 PM ET, Monday through Friday. The product is to be placed as designated by the school FNS representative. The delivery person is required to deliver the product to walk-in freezer and to rotate stock.

3.4.3 When CCSD is unable to accept deliveries due to school closures, such as holidays, school breaks, teacher workdays, inclement weather, or emergency situations, deliveries should be rescheduled to take place within two (2) business

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days after CCSD schools reopen. An alternate delivery schedule must be communicated to CCSD prior to the scheduled delivery day.

3.4.4 First deliveries for the 2026-2027 school year will begin on or about July 27, 2026.

First deliveries to all schools are expected to ship at a fill rate of 100%.

3.4.5 CCSD reserves the right to charge the vendor overtime if an FNS employee must stay late to receive a delivery.

3.4.6 Product cannot be delivered when the FNS manager or designated representative is not at the school.

3.4.7 Only FNS managers or their designated representative may accept product and sign invoices.

3.4.8 In the event delivery is made during serving time, the delivery person must be prepared to wait until an authorized person is available.

3.4.9 During deliveries, all products will be checked for temperature compliance, damage, leakage, or other deviations. The invoice will be compared with the delivery to ensure that all products ordered are delivered before the invoice is signed at the school by the FNS manager or their designated representative.

Vendors are to advise their drivers of such so that adequate time for delivery is scheduled.

3.4.10 Vendors must take all necessary steps to ensure that their warehouse facilities and trucks can safely and securely store and transport the products. It is the vendor’s responsibility to hold the frozen product at a uniform temperature of 10° Fahrenheit or lower until the time of delivery.

3.4.11 All delivery trucks must be clean, sanitary, and free from dirt or debris. The cafeteria manager or their designee may refuse, at no cost to the district, any delivery if the truck is not clean and sanitary.

3.4.12 All deliveries must have a temperature recording device that records the temperatures of the delivery truck from the time the product is loaded on the truck until the time the product is unloaded. Product must be delivered in clean condition, free of dirt, sand, grease, or other foreign material. Delivery of damaged, opened, spoiled, or inferior products will be rejected and replaced at no charge to CCSD.

3.4.13 At the time of delivery, the product should show no evidence of defrosting, refreezing, or freezer deterioration. Product showing presence of deviations from the requirements will cause rejection or request for pickup of the product or delivery involved.

3.4.14 CCSD will refuse any product(s) deemed unacceptable at the time of delivery or after the case has been opened and an issue is discovered. The vendor will have up to two (2) business days to reship product after CCSD deems the product unacceptable.

3.4.15 Within ten (10) working days from the date of receipt, CCSD reserves the right to reject any and all products delivered which, in its opinion, do not comply with the proposal specifications or threaten the safety of CCSD students and staff. All

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PROCUREMENT SERVICES DEPARTMENT

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products rejected must be promptly picked up and replaced by the vendor at no charge to CCSD.

3.4.16 If a vendor’s truck is on a delivery route but is unable to finish the route due to issues such as mechanical or inclement weather, the delivery must be made to the schools the next business day that school is open. The FNS Senior Buyer must be advised via phone or email that the route is having issues and may not be completed as scheduled.

3.4.17 All vendor employees should have uniforms with name tags/badges when entering any CCSD facility.

3.4.18 All delivery drivers must be specifically trained and skilled at operating on school properties. This includes, but is not limited to, safe procedures for entering and exiting school parking lots, backing into the dock area, and taking necessary precautions when children may be nearby, such as during field day activities or drills.

3.4.19 At no time should products be left on the loading dock or brought into a school on a full pallet.

3.5 Substitutions

3.5.1 The process of substituting one product for another is STRONGLY discouraged.

All product and manufacturer substitutions must be approved by the FNS Executive Director or FNS Senior Buyer before delivery can take place.

Substitutions without prior approval will not receive payment, and the vendor will be responsible for removing unapproved product from schools and replacing with approved substitution within thirty-six (36) hours of discovery at no cost to CCSD.

3.5.2 Payment for approved substitutions will be made per individual unit at the unit price awarded.

3.6 Invoicing

3.6.1 The vendor must provide two (2) invoices for each individual school as orders are delivered.

3.6.1.1 The font on the invoices must be no smaller than 10 points for the invoice number, item name, and total. Bolded print would be preferred for these items.

3.6.1.2 Invoices must:

3.6.1.2.1 Be legible and able to read the detailed information when scanned;

3.6.1.2.2 Have product temperatures recorded per the rules and regulations established by the Georgia Department of Public Health;

3.6.1.2.3 Be fully itemized, showing unit and extended cost; and

3.6.1.2.4 Have an invoice number and date. Invoice numbers must not be duplicated during the same school year.

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PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

3.6.1.3 CCSD will only pay for products that are listed on the FNS-approved product list. FNS will only pay for items delivered to FNS. All other departments purchasing from this contract must be invoiced separately.

3.6.1.4 Approved invoice payments will be made weekly. The process for approval of invoices begins when all signed documentation necessary to complete the transaction has been received by Accounts Payable.

3.7 Marketing

3.7.1 Only marketing of Smart Snack approved products that promote the local school wellness policy may be displayed on the outside of the ice cream boxes.

3.7.2 All marketing materials and promotions used in any school must be approved by the FNS Executive Director prior to shipment and/or use. Failure to meet this requirement may result in termination of the contract.

4.0 MINIMUM REQUIREMENTS

NOTE: Failure to provide a written response to the minimum requirements will result in your response being deemed non-responsive.

4.1 Vendors must provide frozen treats to CCSD that are produced in compliance with the conditions, regulations, and requirements of the Georgia Department of Education.

4.2 Vendors must meet all federal, state, and local health codes, including Hazard Analysis and Critical Control Point (HACCP) guidelines.

4.2.1 All products proposed must be manufactured and stored under a HACCP

Program.

4.2.2 Vendors must complete the HACCP Program Questionnaire and return it with their RFP response. If the vendor does not have a designated HACCP Program but can submit documentation with the solicitation that shows inspection scores, training dates, etc., CCSD will work with the vendor to set up and follow procedures to ensure compliance with codes or requirements.

4.3 All products proposed must meet the Smart Snacks in School Standards published by the United States Department of Agriculture (USDA). Vendors must submit the following information for each item proposed.

4.3.1 Nutritional Analysis

4.3.2 Ingredient Statement

4.3.3 Documentation showing that the product(s) meet Smart Snacks in School

Standards published by the USDA.

4.3.4 Documentation showing that the product(s) meet Buy American regulations published by the USDA.

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SPECIAL TERMS AND CONDITIONS

5.0 NON-COST PROPOSAL SUBMISSION REQUIREMENTS

Vendors must submit a response to all items listed in this section with their RFP response. Each section should be clearly labeled with the corresponding RFP section name and number.

Screenshots, specification sheets, brochures, hyperlinks to websites, etc. are not acceptable substitutes for answering each criterion unless specifically requested.

5.1 Taste Testing/Samples

5.1.1 Samples that meet the minimum requirements will be tested.

5.1.2 Samples are required for all products proposed in the vendor’s response.

5.1.3 Vendors are to provide twelve (12) units of each product proposed, at no cost to

CCSD.

5.1.4 All samples must be delivered to the following by 3:00 PM ET on June 15, 2026:

CCSD Food and Nutrition Services ATTN: Ellie Tsagaratos, FNS Senior Buyer 6975 Cobb International Blvd.

Kennesaw, GA 30152

No samples will be accepted after the deadline. Vendors that do not provide samples by the deadline will be considered non-responsive.

5.2 Vendor Experience

5.2.1 Provide background information about your company including the length of time in the business of providing frozen treats, the size of the organization, the number of employees, delivery capabilities, and warehousing capabilities.

5.2.2 Identify and provide a brief resume of the primary individual who will serve as the central contact person and will be responsible for the CCSD account.

5.2.3 List other K-12 school systems that your company has provided frozen treats to within the last three (3) years. Include the name of the school system and volume of business.

5.2.4 Indicate if your company has ever been in default on a contract or has ever been denied an award due to non-responsibility to perform. If so, provide the facts and circumstances.

5.3 Ordering and Delivery

NOTE: CCSD reserves the right to consider past experience with vendor when scoring this section.

5.3.1 Ordering:

5.3.1.1 Describe your company’s process for receiving orders from school cafes for products. Include your company’s capabilities and process for accepting online or electronic orders.

5.3.1.2 Describe what happens once orders are received by your company.

Explain the lead time from receiving orders from schools to placing orders with the manufacturer.

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5.3.1.3 Describe if a dedicated customer service representative will be assigned to this account for a single point of communication. Do they send confirmation that orders are received? If yes, when and to whom? Include how your company confirms the total number of orders received for each delivery week.

5.3.1.4 Does your company require a minimum order? If yes, what is it?

5.3.1.5 Describe what procedures are in place to finalize and ensure orders for delivery are correct.

5.3.2 Safety and Security:

5.3.2.1 Describe your company’s safety and security procedures that are in place at the company’s distribution center and in the transportation of products to protect the food supply.

5.3.2.2 Describe procedures in place to protect product integrity. Include a description of what safeguards exist to eliminate the delivery of compromised products to schools.

5.3.3 Delivery:

5.3.3.1 Describe the delivery process and procedures that are in place to ensure products arrive at the correct temperatures. Include a description of how deliveries made by your company conform to all Federal, State, County, and local laws.

5.3.3.2 Describe how deliveries would occur to multiple locations within the School District.

5.3.3.3 Can you work around storage and operational constraints (anything that would inhibit you from completing deliveries, ex: code red at a school or a blocked drive, etc.)?

5.3.3.4 Describe how your company handles refusals of products that are attempted to be delivered in an unacceptable state (i.e., thawed and refrozen, damaged boxes/cases, etc.).

5.3.3.5 Describe what procedures are in place to rectify post-delivery discrepancies, including but not limited to, timeline for reships, credit processing, and pickups.

5.3.3.6 Keeping in mind the timeframe of when the school food service managers return to work and the first day of school, explain how your company will schedule school opening deliveries in July. Include an explanation of how weekly deliveries will be set up.

5.3.3.7 Following school opening deliveries in July, provide an explanation of how weekly deliveries will be set up.

5.3.3.8 How many trucks and/or delivery drivers does your company expect to assign to the CCSD account?

5.3.3.9 What are your proposed delivery day(s) and times for CCSD?

5.3.3.10 Explain how your company will adjust delivery schedules due to school holidays, closures, or emergencies.

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5.3.3.11 If a usual delivery route is interrupted, when/how will the remaining product be rescheduled for delivery?

5.3.3.12 How will delivery schedule adjustments and rescheduled deliveries be communicated to CCSD and by whom?

5.3.4 Inventory:

5.3.4.1 Given the ongoing global challenges affecting supply chains, explain how your company is currently managing any potential disruptions related to product availability, materials, and labor.

5.3.4.2 What is your average fill-rate for current customers? Specify fill-rate for school customers and other types of customers separately.

5.3.4.3 Describe how on-hand inventory/par levels are determined and who is responsible for maintaining them, including how a decision is made to submit POs to vendors. How will previous usage and current orders be used to inform par levels to ensure a high fill rate?

5.3.4.4 Describe in detail your company’s existing plan of action and/or procedures in place to circumvent out-of-stock inventory of contracted products from first serving day through last serving day of school year.

5.3.4.5 Describe the decision and resulting communication process for the removal of items from your available products inventory. Does overall usage affect product status/availability?

5.3.5 Substitutions:

5.3.5.1 Explain how your company will handle substitutions in the event an item ordered is not available.

5.3.5.2 If you do not have an ordered product on hand, describe your approval process for substituting an equal or superior product at the same or lower price.

5.3.5.3 Who is responsible for communicating with CCSD an out-of-stock list along with available substitutions for the following week’s deliveries?

5.3.5.4 Describe how you will ensure that delivery drivers will not offer alternative items that are not pre-approved by CCSD FNS.

5.4 Invoicing

NOTE: CCSD reserves the right to consider past experience with vendor when scoring this section.

5.4.1 Describe your company’s process for invoicing schools for items delivered. A sample invoice must be included with response. NOTE: A screenshot of an invoice is an acceptable sample.

5.4.2 Describe how your company handles shortages or non-delivered items on invoices.

5.4.3 Describe how credit and/or debit memos will be submitted to CCSD Accounts Payable and the Cafeteria Manager.

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5.4.4 Describe reports that are available to CCSD for reconciliation of payments and credits. Sample reports must be included with response. NOTE: Screenshots of available reports are acceptable samples.

5.5 Marketing

5.5.1 Describe your company’s marketing strategies that will be utilized to increase student participation.

5.5.2 Provide examples of marketing materials such as signage, point-of-sale materials, flyers, etc. that will be available for use in CCSD cafeterias.

6.0 COST

6.1 Unless specifically consented to in writing by CCSD, prices must remain firm for one (1) year from the award date, or for any renewal period, under the same terms and conditions as the RFP. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

6.2 Quantities/amounts shown in the RFP are estimates. Vendors are advised that the actual number purchased/required may vary from those in the RFP, depending upon the needs of CCSD and the availability of funds.

6.3 Responses that contain minimum order amounts will not be accepted unless called for in the solicitation document.

6.4 Pricing must be submitted on the Cost Proposal Form(s) as requested without conditions unless called for in the solicitation document.

6.5 For goods: Proposals must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the solicitation document.

6.6 Prompt payment discounts will be considered for the purposes of evaluation and award.

6.7 CCSD does not pay late payment fees, penalties, interest, attorneys’ fees, liquidated damages, or any other fee that would constitute an illegal gratuity under Georgia law.

6.8 Vendors should have the ability to accept payment by procurement (credit) cards and purchase orders. Pricing must reflect this and remain firm with no additional charges or fees for using either method. The successful vendor(s) will be responsible for providing usage reports and procurement card activity reports quarterly or upon request by CCSD.

6.9 FEE STRUCTURE FOR ADDITIONAL ITEMS

Within this document, CCSD 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

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

CCSD has failed to include an item(s), responding vendors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Vendors are to identify the pricing source and the associated fee structure in the space provided on the attached Cost Proposal Form. Some example responses are X% discount below MSRP; X% discount below published catalog pricing; Cost plus X% markup. Upon request, the awarded vendor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. CCSD reserves the right to conduct periodic random audits of fair market value, etc. to ensure the price granted is reasonable and accurate.

7.0 INSURANCE REQUIREMENTS

Within five (5) business days of notification of the pending award, the vendor must provide proof of insurance with a minimum of the limits indicated below. Statutory Workers’ Compensation must also be provided. The vendor must email the Certificate of Insurance to the CCSD Procurement Service.

7.1 Commercial General Liability with limits of at least $1 million. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

7.2 Commercial Auto Liability with limits of at least $1 million.

7.3 Umbrella Coverage in excess of GL and Auto of at least $2 million

7.4 Statutory Workers' Compensation

7.5 Employer's Liability of at least $100,000

7.6 Vendor’s insurance carrier must have a financial size category of at least ____V____.

Cobb County School District must be named as an additional insured on all applicable policies.

The insurance carriers should be licensed to do business in the state of Georgia. The carriers must have an AM Best rating of A- or higher.

Please Note:

• Signing of the Acknowledgement and Agreement signifies that the vendor complies with insurance requirements as specified.

• Proof of Insurance is not required with the submission of the proposal but must be available upon request (including during the evaluation process). CCSD will require proof of insurance before issuance of the Award Letter/Contract.

• Vendor may choose to include proof of insurance with the submission of proposal to expedite the evaluation process and issuance of the award to the successful vendor.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

• Alternate coverage may be evaluated and accepted prior to award.

8.0 ESCALATION/DE-ESCALATION CLAUSE

CCSD may entertain a request for escalation in accordance with the most recently published Producer Price Index at the time of the request. For this section, PPI PCU311520311520, Ice Cream and Frozen Dessert Manufacturing, as published by the United States Department of Labor, Bureau of Labor Statistics will be the benchmark. CCSD reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests. CCSD 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 CCSD that provides detailed 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 CCSD to seek de-escalation on the basis of the same cited index, terms, and other resources.

9.0 AWARD

9.1 The initial term of this contract shall be one (1) year. The contract may be renewed for four (4) additional one-year terms, for a total of five (5) years.

9.2 CCSD reserves the right to accept or reject any part of a submitted proposal, to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject all proposals submitted or waive any minor irregularity. CCSD reserves the right to award the proposal under the most beneficial economic terms for

CCSD.

9.3 Award will be made to the most responsive and responsible vendor based on price, availability, lead time, past vendor experience, references, and compliance with the RFP specifications and requirements as outlined in the evaluation criteria included in this solicitation.

9.4 The award for this contract may be made to multiple vendors. All purchases and services under this contract are on an as-needed basis. No quantities or vendor purchases are guaranteed.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

CONFLICT OF INTEREST

ALL PROSPECTIVE VENDORS PLEASE READ CAREFULLY

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select About, then select Board, then select Policies and Rules, then select Section B and choose BHA.

Any conflict of interest or conflict with Board policy and/or administrative rules must be disclosed at the time of proposal submission.

BOARD MEMBERS:

Randy Scamihorn, Chairman

David Chastain, Vice Chairman

Becky Sayler

Leroy Tre’ Hutchins

John Cristadoro

Nichelle Davis

Brad Wheeler

EXECUTIVE CABINET MEMBERS:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

David Baker

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

School List

ELEMENTARY SCHOOLS

School Name Phone Address City, Zip Acworth 770.975.6600 4220 Cantrell Road Acworth, 30101 Addison 770.578.2700 3055 Ebenezer Road Marietta, 30066 Argyle 678.842.6800 2420 Spring Road Smyrna, 30080 Austell 770.819.5804 5600 Mulberry Street Austell, 30106 Baker 770.975.6629 2361 Baker Road, NW Acworth, 30101 Bells Ferry 678.594.8950 2600 Bells Ferry Road Marietta, 30066 Belmont Hills 678.842.6810 605 Glendale Place Smyrna, 30080 Big Shanty 678.594.8023 1575 Ben King Road Kennesaw, 30144 Birney 678.842.6824 775 Smyrna-Pwdr Sprgs St. Marietta, 30060 Blackwell 678.494.7600 3470 Canton Road Marietta, 30066 Brumby 770.916.7070 815 Terrell Mill Rd. SE Marietta, 30067 Bryant 770.819.2402 6800 Factory Shoals Road Mableton, 30126 Bullard 678.594.8720 3656 Old Stilesboro Road Kennesaw, 30152 Chalker 678.494.7621 325 North Booth Road Kennesaw, 30144 Cheatham Hill 678.594.8034 1350 John Ward Road SW Marietta, 30064 City View 770-819-2553 285 South Gordon Road Mableton, 30126 Clarkdale 770.819.2422 4725 Ewing Road Austell, 30106 Clay – Harmony Leland 770.819.0736 6326 Factory Shoals Rd Mableton, 30126 Compton 770.222.3700 3450 New Macland Road Pwdr Sprgs, 30127 Davis 678.494.7636 2433 Jamerson Road Marietta, 30066 Dowell 678.594.8059 2121 West Sandtown Road Marietta, 30064 Due West 678.594.8071 3900 Due West Road Marietta, 30064 East Side 770.578.7200 3850 Roswell Road Marietta, 30062 Eastvalley 770.578.7214 380 Holt Road Marietta, 30068 Fair Oaks 678.594.8080 407 Barber Road Marietta, 30060 Ford 678.594.8092 1345 Mars Hill Road Acworth, 30101 Frey 770.975.6655 2865 Mars Hill Road Acworth, 30101 Garrison Mill 770.642.5600 4111 Wesley Chapel Road Marietta, 30062 Green Acres 678.842.6905 2000 Gober Avenue Smyrna, 30080 Hayes 678.594.8127 1501 Kennesaw-Due W. Rd. Kennesaw, 30152 Hendricks 770.819.2387 5243 Meadows Road Pwdr Spgs, 30127 Hollydale 678.594.8143 2901 Bay Berry Drive Marietta, 30008 Keheley 678.494.7836 1985 Kemp Road Marietta, 30066 Kemp 678.594.8158 865 Corner Road Pwdr Sprgs, 30127 Kennesaw (K-2) 678.594.8172 3155 Jiles Road Kennesaw, 30144 Kincaid 770.578.7238 1410 Kincaid Road Marietta, 30066 King Springs 678.842.6944 1041 Reed Road Smyrna, 30082 LaBelle 678.842.6955 230 Cresson Drive Marietta, 30060 Lewis 770.975.6673 4179 Jim Owens Road Kennesaw, 30152 Mableton 770.819.2513 5220 Church Street Mableton, 30126 McCall (K-1) 770 975-6775 4496 Dixie Avenue Acworth, 30101 Milford 678.842.6966 2390 Austell Road Marietta, 30008 Mount Bethel 770.578.7248 1210 Johnson Ferry Road Marietta, 30068 Mountain View 770.578.7265 3151 Sandy Plains Road Marietta, 30066 Murdock 770.509.5071 2320 Murdock Road Marietta, 30062 Nicholson 770.928.5573 1599 Shallowford Road Marietta, 30066 Nickajack 678.842.5814 4555 Mavell Road SE Smyrna, 30082

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

School List

ELEMENTARY SCHOOLS (continued) School Name Phone Address City, Zip Norton Park 678.842.5833 3041 Gray Road Smyrna, 30082 Pickett's Mill 770-975.7172 6400 Old Stilesboro Road Acworth, 30101 Pitner 678.594.8320 4575 Wade Green Road Acworth, 30101 Powder Springs 770.222.3746 4570 Grady Grier Drive Pwdr Sprgs, 30127 Powers Ferry 770.578.7936 403 Powers Ferry Road Marietta, 30067 Riverside 770.819.5851 461 South Gordon Road Mableton, 30126 Rocky Mount 770.591.5050 2400 Rocky Mountain Road Marietta, 30066 Russell 770.437.5937 3920 South Hurt Road Smyrna, 30082 Sanders 770.819.2568 1550 Anderson Mill Road SW Austell, 30106 Sedalia Park 770.509.5162 2230 Lower Roswell Road Marietta, 30068 Shallowford Falls 770.642.5610 3529 Lassiter Road Marietta, 30062 Smyrna 678.842.6741 1099 Fleming Street Smyrna, 30080 Sope Creek 770.916.7085 3320 Paper Mill Road Marietta, 30067 Still 678.594.8287 870 Casteel Road Pwdr Sprgs, 30127 Teasley 770.437.5945 3640 Spring Hill Parkway Smyrna, 30080 Timber Ridge 770.642.5621 5000 Timber Ridge Road Marietta, 30068 Tritt 770.642.5630 4435 Post Oak Tritt Road Marietta, 30062 Varner 770.222.3775 4761 Gaydon Road Pwdr Sprgs, 30127 Vaughan 678.594.8298 5950 Nichols Road Pwdr Sprgs, 30127

MIDDLE SCHOOLS

School Name Phone Address City, Zip Awtrey 770.975.6615 3601 Nowlin Road Kennesaw, 30144 Barber 770.975.6764 4222 Cantrell Road Acworth, 30101 Betty Gray 770.819.2414 1550 Pebblebrook Circle Mableton, 30126 Campbell 678.842.6873 3295 S. Atlanta Road Smyrna, 30080 Cooper 770.819.2438 4605 Ewing Road Austell, 30106 Daniell 678.594.8048 2900 Scott Road Marietta, 30066 Dickerson 770.578.2710 855 Woodlawn Drive Marietta, 30068 Dodgen 770.578.2726 1725 Bill Murdock Road Marietta, 30062 Durham 770.975.6641 2891 Mars Hill Road NW Acworth, 30101 East Cobb 770.578.2740 825 Terrell Mill Rd. SE Marietta, 30067 Floyd 770.819.2453 4803 Floyd Road Mableton, 30126 Garrett 770.819.2466 5235 Austell-Pwdr Sprgs Rd. Austell, 30106 Griffin 678.842.6917 4010 King Springs Rd. Smyrna, 30082 Hightower Trail 770.578.7225 3905 Post Oak Tritt Road Marietta, 30062 Lindley 770.819.2496 50 Veterans Mem. Highway Mableton, 30126 Lost Mountain 678.594.8224 700 Old Mountain Road Kennesaw, 30152 Lovinggood 678.331.3015 3825 Luther Ward Road Pwdr Sprgs, 30127 Mabry 770.928.5546 2700 Jims Road Marietta, 30066 McCleskey 770.928.5560 4080 Maybreeze Road Marietta, 30066 McClure 678.331.8131 3660 Old Stilesboro Road Kennesaw, 30152 Palmer 770.591.5020 690 North Booth Road Kennesaw, 30144 Pearson 770.429.6012 240 Barber Rd. SE Marietta, 30060 Pine Mountain 678.594.8252 2720 Pine Mountain Circle Kennesaw, 30152 Simpson 770.971.4711 3340 Trickum Road Marietta, 30066 Smitha 678.594.8267 2025 Powder Springs Road Marietta, 30064 Tapp 770.222.3758 3900 Macedonia Road Pwdr Sprgs, 30127

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

School List

HIGH SCHOOLS

School Name Phone Address City, Zip Allatoona 770.975.6503 3300 Dallas-Acworth Hwy NW Acworth, 30101 Campbell 678.842.6850 925 Powder Springs Street SE Smyrna, 30080 Cobb Horizon 678.594.8240 1765 The Exchange SE Atlanta, 30339 Cobb Innovation and Technology Academy 678.594.8240 114 Windy Hill Rd Marietta, 30060 Harrison 678.594.8104 4500 Due West Road Kennesaw, 30152 Hillgrove 678.331.3961 4165 Luther Ward Road Pwdr Sprgs, 30127 Kell 678.494.7844 4770 Lee Waters Road Marietta, 30066 Kennesaw Mountain 678.594.8190 1898 Kennesaw-Due W. Road Kennesaw, 30152 Lassiter 678.494.7863 2601 Shallowford Road Marietta, 30066 McEachern 770.222.3710 2400 New Macland Road Pwdr Sprgs, 30127 North Cobb 770.975.6685 3400 Old 41 Highway, North Kennesaw, 30144 Osborne 770.437.5900 2451 Favor Road Marietta, 30060 Pebblebrook 770.819.2521 991 Old Alabama Road Mableton, 30126 Pope 770.578.7900 3001 Hembree Road Marietta, 30062 South Cobb 770.819.2611 1920 Clay Road Austell, 30106 Sprayberry 770.578.3200 2525 Sandy Plains Road Marietta, 30066 Walton 770.578.3225 1590 Bill Murdock Road Marietta, 30062 Wheeler 770.578.3266 375 Holt Road Marietta, 30068

SPECIAL SCHOOLS AND PROGRAMS

School Name Phone Address City, Zip Aspire 770.819.2584 5805 Dunn Road Mableton, 30126 Adult Education Center 678.594.8011 1595 Hawthorne Ave. Smyrna, 30080 Brown Professional Lrng. Ctr. 678-842-6930 3265 Brown Road Smyrna, 30080 Cobb Mentoring Matters 678.581.6811 514 Glover St., Ste. 180 E Marietta, 30060 Cobb Virtual Academy 678.581.6791 1595 Hawthorne Ave Smyrna, 30080 Corporate Classroom 770.590.4506 514 Glover Street Marietta, 30060 Devereaux Ackerman Academy 770.427.0147 1291 Stanley Road Kennesaw, 30152 South Cobb Early Learning Center 770-819-2483 5891 Dodgen Rd SW Mableton, 30126 ESOL 770.426.3410 514 Glover St., Ste. B105 Marietta, 30060 Homeless Ed. 678.503.0173 514 Glover Street Smyrna, 30080 International Welcome Center 678.331.3086 1870 Teasley Drive Smyrna, 30080 Title I 770.437.5933 514 Glover Street Marietta, 30060

OTHER CCSD FACILITIES

School Name Phone Address City, Zip 514 Glover St. (Central Office) 770.426.3300 514 Glover St. Marietta, 30060 560 Glover St. (Maintenance) 770.426.3355 560 Glover St. Marietta, 30060 580 Glover St. (Human Resources) 770.514.3894 580 Glover St. Marietta, 30060 Argo Maintenance 770.803.2100 4885 Argo Road Smyrna, 30082 Baker Bus Shop 770.975.6714 2351 Baker Road Acworth, 30101 Campus PD & Warehouse 770.426.3355 650 South Cobb Drive Marietta, 30060 Concert Hall at Lassiter HS 770.514.2515 2601 Shallowford Road Marietta, 30066 Events Office 678.594.8120 4500 Due West Road (Suite 240) Kennesaw, 30152 Hawthorne Center 678.842.6930 1595 Hawthorne Avenue Smyrna, 30080 Kennesaw Warehouse 770.590.4523 6975 Cobb International Blvd. Kennesaw, 30152 Mars Hill Bus Shop 770.975.6719 2891 Mars Hill Road Acworth, 30101 Rose Garden 678.503.0180 1870 Teasley Drive Smyrna, 30080 Sanders Bus Shop 770.222.6291 3826 Sanders Road Pwdr Sprgs, 30127 South Cobb Bus Shop/Transportation 770.429.5860 620 South Cobb Dr. Marietta, 30060