Gainesville City School Nutrition RFP 19_3 Sa.pdf

Gainesville City School Nutrition Program

REQUEST FOR PROPOSAL FOR SANITATION PRODUCTS AND SERVICE

RFP #:19.3

Request for Proposal Timeline

Proposal Issue Date Monday, February 23, 2026

Final Date for Scheduling a Walk-Through Walk-Through is Required

Tuesday, March 10, 2026 at 3:00 PM EST

Final Date for Written Questions Tuesday, March 24, 2026 at 3:00 PM EST

Proposal Due Date and Time Tuesday, March 31, 2026 at 9:00 AM EST

Proposal Due Location 715 Woodsmill Road, Gainesville, GA 30501

Proposal Opening Date and Time Tuesday, March 31, 2026 at 10:00 AM EST

Proposal Opening Location 715 Woodsmill Road, Gainesville, GA 30501 School Nutrition Suite

Award Date Friday, April 3, 2026 at 3:00 PM EST

Board Approval Date June 15, 2026

Contract Start Date and End Date July 1, 2026- June 30, 2027

Awarded to:

(completed after award)

PROPOSAL

FOR

PROPOSAL TYPE LABEL SEALED PROPOSAL AS FOLLOWS:

☒ Paper, Chemical “RFP 19.3 SANITATION PRODUCTS AND SERVICE FOR

GAINESVILLE CITY SCHOOL NUTRITION”

DEFINITIONS

Addendum: A change, addition, alteration, correction or revision to a proposal or contract document.

Approved equal: proposal item that has been approved by the Gainesville City School Nutrition Program as an acceptable alternative to the item specified in the proposal documents.

Vendor: A firm, individual, or corporation submitting a proposal in response to this RFP.

CFR: Code of Federal Regulations

CN: Child Nutrition

Contract Documents: Consist of the Agreement between the School Nutrition Program and the Vendor, terms and conditions, schedule, specifications, drawings, any and all addenda, errata, and bulletins issued prior to execution of the contract, other documents listed in the Agreement, and modifications issued after execution of the contract.

EPA: Environmental Protection Agency

FNS: Food and Nutrition Services

F.O.B.: Freight on Board

HACCP: Hazard Analysis Critical Control Point

NSLP: National School Lunch Program

O.C.G.A.: Official Code of Georgia Annotated

OMB: Office of Management and Budget

Request for Proposal (RFP) - Also called a solicitation; it is a document used in procurement procedures through which a purchaser advises the potential suppliers of (1) statement and scope of work, (2) specifications, (3) schedules or timelines, (4) contract type, (5) data requirements, (6) terms and conditions, (7) description of goods and/or services to be procured, (8) general criteria used in evaluation procedure, (9) special contractual requirements, (10) technical goals, (11) instructions for preparation of technical, management, and/or cost proposals. RFPs are publicly advertised and suppliers respond with a detailed proposal, not with only a price quotation. Therefore, price is not the only consideration in awarding the proposal. RFPs/Solicitations must also identify all the requirements which the offers’ or Contractors must fulfill and all other factors to be used in evaluating the proposal or proposal.

SBP: School Breakfast Program

SDS: Safety Data Sheets

SFA: School Food Authority

Solicitation: A document used by the School Nutrition Program to acquire goods and /or services. Solicitations must incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Solicitations must also identify all the requirements which the Offerors or Vendors must fulfill and all other factors to be used in evaluating the proposals or proposals.

USDA: United States Department of Agriculture

U.S.C.: United States Code

Vendor: The provider of the goods and/or services under the Awarded Contract.

SECTION 1

PURPOSE AND PROCEDURES

The Gainesville City School Nutrition hereafter referred to as SFA, is issuing this Request for Proposal (RFP) for the School Nutrition Program (SFA) and is requesting sealed proposals for Sanitation Products.

INTENT

a) It shall be the intent and purpose of this Request for Proposal (RFP) to cover the terms and conditions under which a successful Vendor shall be responsible to supply and deliver products to the SFA through sealed proposals.

b) School food authorities shall comply with the requirements of 7CFR 210.21 and 2 CFR part 200, subpart D and USDA implementing regulations 2 CFR part 400 and part 415, as applicable, which implement the applicable requirements, concerning the procurement of all goods and services with nonprofit school food service account funds. All procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of this section. In order to ensure objective vendor performance and eliminate unfair competitive advantage, suppliers that develop or draft specifications, requirements, statement of work, or Request for Proposals, must be excluded from competing for such procurements. (2 CFR 200.319)

c) Any changes to the terms or conditions of this Contract, which are required by Federal or State law or rule, or changes to Federal or State laws, rules, or citations are automatically incorporated herein, effective as of the date specified in such law, rule and/or USDA Memo.

d) The SFA is seeking to identify and select one (1) or more vendors to provide the items and service as specified in the Special Terms and Conditions and listed in Attachment B. The selected vendor(s) shall provide products in accordance with the Standard Terms and Conditions, Special Terms and Conditions, the RFP and any applicable Addenda.

e) The SFA reserves the right to accept or reject any or all proposals, or to accept any part of a proposal without accepting the whole thereof, or to accept such proposal as they deem to be in the best interest of the SFA without restricting competition

I. CONTRACT TIME PERIOD

a) Initial Term: The initial term of this contract, which results from the award of this RFP, shall commence and terminate on the dates shown on the Request for Proposal Timeline for School Year (SY) 2026-2027. The start date may not occur prior to the date on which the contract is signed, dated and awarded.

b) Extension Option:The contract may be extended up to three (3) months at the same proposal pricing, provided mutual agreement by both parties in written form.

c) Renewal Option - This contract may be renewed by mutual agreement of both parties in written form. (Usually 1-year term with the option to renew 4 additional 1-year terms based on vendor performance.)

d) PRE-PROPOSAL WALK-THROUGH: If a pre-proposal meeting is scheduled under this solicitation, the date, time, and location is outlined in RFP Timeline. The Vendor should raise any questions it may have about the solicitation or the procurement at that time. A Vendor may not rely on any verbal responses to questions at the meeting. Material issues raised at the meeting that result in changes to the solicitation shall be answered solely through a solicitation addendum.

II. PROPOSAL SUBMISSION PROCEDURES

The SFA is not liable for any costs incurred by Vendors prior to the issuance of or entering into a contract. Costs associated with developing the proposal, preparing for oral presentations (if applicable), and any other expenses incurred by the Vendor in responding to this RFP are entirely the responsibility of the Vendor and shall not be reimbursed in any manner by the School Nutrition Program. If the Vendor is in doubt or has questions regarding the language, its meaning, or intent, it is the responsibility of the Vendor to seek clarification prior to submission of the proposal.

VENDOR CONTACT INFORMATION

Vendor Company Name

Street Address

City, State, Zip

Contact Person Name & Email address

Telephone Number

QUESTIONS CONCERNING PROPOSAL:

Questions regarding this Request for Proposal shall be directed in writing to:

SFA Director Name or designee: Emily House, Coordinator E-mail address: Emily.house@gcssk12.net

Responses to inquiries that affect the content of this RFP will be provided in writing to all recipients of the RFP. It is the responsibility of each Vendor to inquire about any aspect of the RFP that is not fully understood or is believed to be susceptible to more than one interpretation. The SFA will accept only written inquiries regarding this RFP until the date shown on the Request for Proposal Timeline, in order for a reply to reach all Vendors before the proposal closes and to give Vendors ample time to respond to any Addenda. Any information given to a prospective Vendor concerning an RFP, either during the pre-proposal meeting or through written inquiries, will be furnished to all prospective Vendors as an Addendum to the RFP if such information is necessary or if the lack of such information would be prejudicial to uninformed Vendors.

PROPOSAL SUBMISSION:

Emailed proposals are preferred and will be considered sealed when submitted. Proposals will remain sealed/unopened until opening time and date. Mailed proposals must be enclosed in a sealed envelope. This option may be subject to change during unprecedented circumstances. Sealed proposals or email submissions must be received by the SFA no later than the date and time shown on the Request for Proposal Timeline. Proposals will be time and date stamped to confirm receipt of the submission and documented.

When emailing, the subject line must indicate RFP #19.3 for Sanitation Products and Service for Gainesville City

School Nutrition. Email address submission: penny.fowler@gcssk12.net.

The outside of the envelope shall be clearly marked as shown on the timeline of this document and titled “RFP #19.3 Sanitation Products and Service for Gainesville City School Nutrition.” The return address on the envelope should include the vendor’s complete mailing address.

When emailing, the subject line must indicate RFP #19.3 for Sanitation Products and Service for Gainesville City School Nutrition. Email address submission: penny.fowler@gcssk12.net.

Sealed Proposals shall be mailed or delivered to:

SFA Director: Penny Fowler Address: 715 Woodsmill Road City, State, Zip Code: Gainesville, GA 30501

An Excel electronic copy or paper copy of the proposal Price Sheet, along with any alternate or required information must be included inside the sealed proposal package.

Late proposals shall not be accepted. The SFA shall not be responsible for late receipt of proposals. Late proposals will be returned unopened to the address provided.

If the Vendor submits proposal documents with informalities, errors, or omissions such as, but not limited to, non-conforming proposal security, non-conforming non-collusion affidavit or fails to properly execute and seal the said documents the Vendor, in the SFA’s sole discretion, may be given 72 hours from the time of the proposal opening in which to provide such information to the SFA. The SFA has the right to waive any and all informalities.

III. PROPOSAL OPENING DATE/TIME/PLACE

a) Proposals will be opened at the date, time, and location shown on the Request for Proposal Timeline.

IV. AWARD DETERMINATION STATEMENT

a) This RFP is intended to be awarded to a single or to multiple vendors and to result in a firm fixed price contract. All proposal prices shall remain firm for the entire contract period and in accordance with terms listed within the Escalation/Descalation Clause, if applicable located under Section 3: Method of Payment and Pricing Information.

b) The award of this RFP is contingent upon available budget funds and approval of the SFA Board of Education.

c) The SFA will award the contract to the lowest responsive and responsible Vendor(s) meeting all terms, conditions, and specifications of the RFP, within approximately sixty (60) days of the opening of the proposals. Submitted proposal pricing shall remain valid during this sixty-day period. The SFA reserves the right, in its sole discretion, to accept or reject any and all proposals or parts thereof.

d) An official letter/email of acceptance will be forwarded by the SFA to the successful Vendor after proposal selection and prior to contract award.

e) Upon acceptance and award of a Vendor's proposal, the contract between the Vendor and the SFA shall be drafted from (a) the RFP and addenda, (b) the selected response to the RFP by the Vendor and any attachments thereto, and (c) all written communications between the SFA and the Vendor.

f) The contract shall constitute the entire and only agreement and shall supersede all prior negotiations, commitments, understandings, or agreements, whether oral or written.

g) The SFA will award the contract(s) to the Vendor whose proposal is judged to be most advantageous to Gainesville City School Nutrition Program in the areas of price, service, training, references, and quality/convenience of equipment and products. Price alone will not be the determining factor in this contract but will carry the highest points in the evaluation criterion. The Vendors must meet all terms, conditions, and specifications of the RFP. The SFA shall award the contract(s) within 7 working days of the opening of the proposals. Submitted proposals shall remain valid during this 7 day period. The SFA reserves the right, in its sole discretion, to accept or reject any and all proposals or parts thereof.

h) Proposals will be evaluated by at least 2-5 indivuduals including the School Nutrition Director using the following Evaluation Matrix:

CRITERION 1 COST EVALUATION KEY

The lowest proposed price receives the maximum (50 points), and each price thereafter receives 5 less points, with the highest price receiving the fewest points.

PROPOSAL EVALUATION MATRIX

Maximum Points Possible : 100

CRITERION 1

Cost

Scoring Points Possible:

CRITERION 2 (see C2 key) Equipment and Products

Scoring Points Possible:

Effectiveness and quality of products related to SFA needs and food safety regulations

0-10 points

Effectiveness of dispensers, considering staff safety, water usage, & accurate mixing ratios

0-10 points

Clarity of user instructions and ease of use for equipment and chemicals

0-10 points

Dispenser/hose maintenance (included or not included)

0-10 points

Warewashing equipment maintenance (labor included or not included)

0-10 points

CRITERION 3 (see C3 key)

Criterion 3 scores will be applied as a percentage adjustment to the total score.

Scoring % Adjustment - factors Include but are not limited to:

Scoring Adjustment Possible:

100%

Response to all areas outlined in Special Terms and Conditions, Section

IV.

Clear service schedule showing the ability to service all sites and delivery products maintaining par-stock levels at specified intervals

Staff training capabilities, signage, SDS

Quality of references (only required for new vendors with no service history with the SFA in the past 5 years)

C2 Key: Meets Requirements/Intent

Points Awarded

Meets all 9-10

Meets all functionally exceptions acceptable

7-8

Meets most 5-6

Meets some 3-4

Meets few 1-2

Meets none 0

C3 Key:

Thoroughness of

Support Information Score

Totally complete 100%

Overall good, a few questions remain

70-80%

Overall adequate, a few questions remain

50-60%

Inadequate, no detail 0-40%

V. ADDITIONAL PROPOSAL INSTRUCTIONS

a) Proposal modifications: Proposals cannot be modified after receipt of proposals. Care should be taken to ensure that the information provided is accurate, complete, and consistent. Omission of any of the required information may subject the Vendor to disqualification. The SFA reserves the right to request information or respond to inquiries for clarification purposes only.

b) Proposal withdrawal: Vendors may withdraw proposals at any time up to the scheduled time for receipt of proposals.

Vendors desiring to withdraw their proposal must submit the purpose for withdrawal in writing to the School Nutrition Director (penny.fowler@gcssk12.net) before the proposal opening deadline (proposal close date). Vendors may resubmit proposals provided it is prior to the scheduled time for receipt of proposals.

c) Proposal examination:

i. Vendors shall carefully examine all documents in the solicitation to obtain knowledge of existing conditions, limitations, and requirements. Failure to examine the documents will not relieve the Vendor of responsibility for same nor will extra payment or change order requests be considered for conditions which could have been determined by examining the solicitation.

ii. Proposals will be considered as conclusive evidence of complete examination and understanding of the terms and conditions of the proposal documents including the specifications and all requirements thereof of the RFP.

It is understood that submission of a proposal indicates full acceptance of the same by the parties submitting the proposal. Furthermore, by submitting a proposal the Vendor waives the right to claims for additional time or monetary compensation for all work without limit required to complete the contract which could have been obtained by the Vendor through examination of all documents or raising a question regarding requirements prior to submitting a proposal.

d) Rejection or disqualification of proposals:

i. A proposal that is incomplete, obscure, conditioned or contains additions not called for or irregularities of any kind, (including alterations or erasures), which are not initialed and dated, may be rejected as non-conforming.

ii. The SFA reserves the right to waive a proposal’s minor irregularities if rectified by Vendor within three business days of the School Nutrition Program’s issuance of a written notice of such irregularities.

iii. The SFA reserves the right to disqualify proposals upon evidence of collusion with intent to defraud or other illegal practices upon the part of the Vendor.

iv. Issuance of this RFP in no way constitutes a commitment by the SFA to award a contract. The SFA reserves the right to accept or reject, in whole or part, all proposals submitted and/or to cancel this solicitation if it is determined to be in the best interest of the SFA.

v. Any Vendor who has demonstrated and documented poor performance during a current or previous agreement, within the last 3 years with the School Nutrition Program may be considered a non-responsible Vendor and their proposal may be rejected. The SFA reserves the right to exercise this option as is deemed proper and/or necessary.

If you have not contracted with the SFA in the past 5 years, Attachment J (References) is required.

SECTION 2

STANDARD TERMS AND CONDITIONS

The signed and dated contract between the SFA and the Vendor shall be governed in accordance with the laws of the State of Georgia and all applicable Federal regulations.

I. LOBBYING CERTIFICATE (for proposals over $100k) 2 CFR Appendix II to Part 200 (I)

A Lobbying Certification and Disclosure must be completed for all proposals $100,000 and over. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): Vendors that apply or proposal for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award. 2 CFR Appendix II to Part 200 (I) See and complete Attachment D.

II. DEBARMENT AND SUSPENSION VERIFICATION (for proposals over $25k) 2 CFR Appendix II to Part 200 (H)

Institutions shall solicit offers from, award contracts to, and consent to subcontracts with responsible vendors and/or principals only. The serious nature of debarment and suspension requires that sanctions be imposed only in the public interest for the Government's protection and not for purposes of punishment. Institutions shall impose debarment or suspension to protect the Government's interest and only for the causes and in accordance with the procedures set forth in 2 CFR 200.213.

The Vendor certifies that the Vendor and/or any of its sub vendors or principals have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or any agency of the Federal government or as defined in the 2 CFR

200.213 which states “Non-federal entities are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR part 180. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.” The Vendor will immediately notify the School Food Authority if Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors by a federal entity.

By signing this agreement, the Vendor is testifying that they are not debarred, suspended, or has any ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other Federal or State Agency. All responses will be verified. Debarment and Suspension (Executive Orders 12549 and 12689): A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. See Attachment E

III. REMEDY FOR NON-PERFORMANCE/ TERMINATION OF CONTRACT CONTRACT [2 CFR Appendix II to Part 200 (B)]

All contracts in excess of $10,000 must address termination for cause and for convenience by the recipient and/or subrecipient including the manner by which it will be affected and the basis for settlement:

a) Termination for Cause- The SFA may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the SFA, upon request, with adequate assurances of future performance. The SFA shall provide the Contractor with a written notice thirty

(30) days prior to the contract termination date, outlining the reasons for the termination and specifying the remedies the SFA intends to pursue. In the event of termination for cause, the SFA shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the SFA for any and all rights and remedies provided by law. The Contractor may also terminate this contract under the same set of aforementioned conditions.

The occurrence of any one or more of the following events shall constitute cause for the SFA to declare the Vendor in default of its obligation under the Contract:

(i) The Vendor fails to deliver or has delivered nonconforming goods or services or fails to perform, to the SFA’s satisfaction, any material requirement of the Contract or is in violation of a material provision of Contract, including, but without limitation, the express warranties made;

(ii) The SFA determines that satisfactory performance of the Contract is substantially endangered or that a default is likely to occur;

(iii) The Vendor fails to make substantial and timely progress toward performance of the Contract;

(iv) The Vendor becomes subject to any bankruptcy or insolvency proceeding under federal or state law to the extent allowed by applicable federal or state law including bankruptcy laws; the Vendor terminates or suspends its business or the SFA reasonably believes that the Vendor has become insolvent or unable to pay its obligations as they accrue consistent with applicable federal or state law;

(v) The Vendor has failed to comply with applicable federal, state, and local laws, rules, ordinances, regulations, and orders when performing within the scope of the Contract;

(vi) The Vendor has engaged in conduct that has or may expose the Gainesville City SFA or the State to liability, as determined in the Gainesville City SFA’s sole discretion; or

(vii) The Vendor has infringed any patent, trademark, copyright, trade dress, or any other intellectual property rights of the Gainesville City SFA, the state, or a third party.

(viii) Immediate Termination: This contract will terminate immediately and absolutely if the SFA determines that adequate funds are not appropriated or granted or funds are de-appropriated such that the SFA cannot fulfill its obligations under the Contract, which determination is at the SFA’s sole discretion and shall be conclusive. Following thirty (30) days’ written notice, the SFA may terminate the Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Vendor. Following termination upon notice, the Vendor shall be entitled to compensation, upon submission of invoices and proper proof of claim, for goods and services provided under the Contract to the SFA up to and including date of termination. Further, the SFA may terminate the Contract for any one or more of the following reasons effective immediately without advance notice:

1) In the event the Vendor is required to be certified or licensed as a condition precedent to providing goods and services, the revocation or loss of such license or certification may result in immediate termination of the Contract effective as of the date on which the license or certification is no longer in effect;

2) The SFA determines that the actions, or failure to act, of the Vendor, its agents, employees or sub vendors have caused, or reasonably could cause, life, health or safety to be jeopardized;

3) The Vendor fails to comply with confidentiality laws or provisions;

4) The Vendor furnished any statement, representation, or certification in connection with the Contract or the bidding process, which is materially false, deceptive, incorrect, or incomplete; and/or

5) The Vendor or SFA commits a material breach of this Contract.

b) Termination for Convenience. The SFA may terminate this contract for any reason, provided that the SFA shall be required to provide the Contractor with a prior sixty (60) days’ written notice of the effective date of such termination (the “Termination for Convenience Date”). The Contractor may also terminate this contract under the same set of aforementioned conditions.

The contractor will be compensated for work performed and costs incurred up to the date of termination, as well as any charges that directly result from the termination.

c) Notice of Default- If there is a default event caused by the Vendor, the SFA shall provide written notice to the Vendor requesting that the breach or noncompliance be remedied within the period of time specified in the SFA’s written notice to the Vendor. If the breach or noncompliance is not remedied within the period of time specified in the written notice, the SFA may:

(i) Immediately terminate the Contract without additional written notice; and/or

(ii) Procure substitute goods or services from another source and charge the difference between the Contract and the substitute contract to the defaulting Vendor, and/or,

(iii) Enforce the terms and conditions of the Contract and seek any legal or equitable remedies.

d) Termination Due to Change in Law- The SFA shall have the right to terminate this Contract without penalty by giving thirty (30) days written notice to the Vendor as a result of the following:

(i) The SFA’s authorization to operate is withdrawn or there is a material alternation in the programs administered by the Gainesville City SFA; and/or

(ii) The SFA’s duties are substantially modified.

f) Payment Limitation in Event of Termination- In the event of termination of the Contract for any reason by the SFA, the SFA shall pay only those amounts, if any, due and owing to the Vendor for goods and services actually rendered up to and including the date of termination of the Contract and for which the SFA is obligated to pay pursuant to the Contract or Purchase Instrument. Payment will be made only upon submission of invoices and proper proof of the Vendor’s claim.

This provision in no way limits the remedies available to the Gainesville City SFA under the Contract in the event of termination. The SFA shall not be liable for any costs incurred by the Vendor in its performance of the Contract, including, but not limited to, startup costs, overhead or other costs associated with the performance of the Contract.

g) The Vendor’s Termination Duties- Upon receipt of termination or upon request of the SFA, the Vendor shall:

(i) Cease work under the Contract and take all necessary or appropriate steps to limit disbursements and minimize costs, and furnish a report within thirty (30) days of the date of notice of termination, describing the status of all work under the Contract, including, without limitation, results accomplished, conclusions resulting therefrom, and any other matters the SFA may require;

(ii) Immediately cease using and return to the Gainesville City SFA, any personal property or materials, whether tangible or intangible, provided by the Gainesville City SFA to the Vendor;

(iii) Comply with the SFA’s instructions for the timely transfer of any active files and work product by the Vendor under the Contract;

(iv) Cooperate in good faith with the SFA, its employees, agents, and vendors during the transition period between the notification of termination and the substitution of any replacement vendor; and

(v) Immediately return to the SFA any payments made by the SFA for goods and services that were not delivered or rendered by the Vendor.

(vi) Understand that all supplemental contracts, purchase orders, and/or orders for goods or services issued by the SFA and accepted by the vendor shall survive the expiration or termination of this contract.

IV. HUB (Historically Underutilized Business) STATEMENT

It is the intent of the SFA to provide maximum practicable opportunities in its solicitations to minority firms, women's business enterprises, labor surplus area firms and veteran-owned businesses.

Small businesses, women and minority-owned business sources, labor surplus area firms and veteran-owned businesses will not be given unfair advantage when evaluating competitive purchases i.e., simplified acquisition purchases, sealed proposals, proposals, or noncompetitive procurement (2 CFR 200.321).

When possible, the recipient or subrecipient should ensure that small businesses, minority businesses, women's business enterprises, veteran-owned businesses, and labor surplus area firms (See U.S. Department of Labor's list) are considered as set forth below. Such consideration means:

(i) These business types are included on solicitation lists;

(ii) These business types are solicited whenever they are deemed eligible as potential sources;

(iii) Dividing procurement transactions into separate procurements to permit maximum participation by these business types;

(iv) Establishing delivery schedules (for example, the percentage of an order to be delivered by a given date of each month) that encourage participation by these business types;

(v) Utilizing organizations such as the Small Business Administration and the Minority Business Development Agency of the

Department of Commerce; and

(vi) Requiring a contractor under a Federal award to apply this section to subcontracts. (2 CFR 200.321)

V. EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT (for proposals over $10k) ) [2 CFR Appendix II to Part

200 (C)]

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992.

(Voice) Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

(Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”)

VI. ENERGY POLICY AND CONSERVATION ACT STATEMENT

Compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163, 89 Stat.871).

VII. CLEAN AIR/ CLEAN WATER STATEMENT (for proposals over $150k) [2 CFR Appendix II to Part 200 (G)]

The vendor shall comply with all applicable standards, orders, or requirements of the Clean Air Act (42 U.S.C. 7401-7671q.)

and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended, per 2 CFR Appendix II to Part 200 (G):

Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

VIII. RECORD RETENTION AND ACCESS CLAUSE

The Vendor shall maintain books, records and documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the SFA ,throughout the term of the Contract for a period of at least five (5) years following the date of final payment or completion of any required audit, whichever is later. Records to be maintained include both financial records and service records. The Vendor shall permit the Auditor of the State of Georgia or any authorized representative of the School Food Authority, and where federal funds are involved, the Comptroller General of the United States, or any other authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Vendor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours. The Vendor shall not impose a charge for audit or examination of the Vendor’s books and records. If an audit discloses incorrect billings or improprieties, the State and/or the SFA’s Board of Education reserves the right to charge the Vendor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities.

https://www.law.cornell.edu/cfr/text/41/part-60-1 https://www.govinfo.gov/link/cpd/executiveorder/11246 https://www.law.cornell.edu/rio/citation/30_FR_12319 https://www.govinfo.gov/link/cpd/executiveorder/11375 https://www.govinfo.gov/link/cpd/executiveorder/11246 https://www.law.cornell.edu/cfr/text/41/part-60

IX. PROPOSAL PROTEST PROCEDURES

a) Any protest shall be in writing and shall be delivered to the SFA designated Protest official, Dr. Jeremy Williams, Jeremy.williams@gcssk12.net. A protest of a solicitation shall be received by the named individual before the offer due date. The protest shall be filed within ten (10) days from the award notice and shall include:

(i) The name, address, and telephone number of the protestor;

(ii) The signature of the protestor or an authorized representative of the protestor;

(iii) Identification of the purchasing agency and the solicitation or contract number;

(iv) A detailed statement of the legal and factual grounds of the protest including copies of relevant documents:

(v) The form of relief requested.

b) A written response to the protest will be made within 30 days from receipt of the protest and all items indicated above.

c) The SFA shall in all instances disclose information regarding protests to the State Agency.

X. NON-COLLUSION STATEMENT

"I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive proposalding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to aproposale by all conditions of this proposal and certify that I am authorized to sign this proposal for the Vendor per O.C.G.A.50-5-67. I further certify that the provisions of the official code of Georgia annotated 45-10-20 et seq.

have not and will not be violated in any respect." See Attachment H

XI. CODE OF CONDUCT

Code of Conduct

Gainesville City Schools SY2026-2027

A Code of Conduct is required in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements 2 CFR Part

200.318(c)(1), State Procurement Code and Regulations, and Gainesville City School District Department of Purchasing.

The following conduct will be expected of all persons who are engaged in the award and administration of contracts supported by

School Nutrition Program Funds:

a. No employee, office or agent of the Gainesville City School Nutrition Program shall participate in the selection or award or administration of a contract supported by program funds if a conflict of interest, real or apparent, would be involved.

b. Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:

1. The employee, officer or agent

2. Any member of his/her immediate family

3. His/her partner

4. An organization which employs or is about to employ one of the above.

c. The Gainesville City School Nutrition Program employees, officers, or agents shall neither solicit nor accept gratuities, favors, or anything of substantial or monetary value from contractors, potential contractors, or parties to sub agreements. However, the SFA may set standards for situations in which the financial interest is not substantial, or the gift is an unsolicited item of nominal value.

d. The purchase during the school day of any food or service from a contractor for individual use is prohibited.

e. The removal of any food, supplies, equipment, or school property, such as records, recipe books and the like are prohibited.

f. The outside sale of such items as used oil, empty cans and the like will be sold by contract between the Gainesville City

School Nutrition Program and an outside agency. However, the profit attained from such sales will accrue back to the non-profit school food service account.

g. An individual sale by any school personnel to an outside agency or other school person is prohibited.

h. Failure of any employee to aproposale by the above stated code will result in appropriate disciplinary actions such as reprimand, fines, suspension, or termination as outlined in the district policy on violations on such standards. Interpretation of the code will be given at any time by contacting the School Nutrition Program Director at (770) 536-5275.

i. The Gainesville City School Nutrition Program will not be responsible for any other explanation or interpretation, which anyone presumes to make on behalf of the Board of Education.

XII. DUTY TO EXAMINE

It is the responsibility of each Vendor to examine the entire solicitation, seek clarification in writing, and check for accuracy before submitting the offer. Lack of care in preparing shall not be grounds for withdrawing after the offer due date and time nor shall it give rise to any contract claim.

XIII. EXCEPTIONS TO TERMS AND CONDITIONS

A proposal that takes exception to a material requirement of any part of this solicitation, including a material term and condition, shall be rejected.

XIV. VELOCITY REPORT

Vendor shall supply a velocity report to the SFA upon request. It must include Year to Date totals of individual items purchased.

XV. VENDOR AFFIDAVIT (under O.C.G.A. § 13-10-91(b) (1))

Vendor verifies its compliance with O.C.G.A. § 13-10-91 and is authorized to use and uses the federal work authorization program commonly known as E-Verify, by completing Attachment I.

XVI. INTERNAL CONTROLS 2 CFR 200.303

Take reasonable cybersecurity and other measures to safeguard information including protected personally identifiable information (PII) and other types of information. This also includes information the Federal agency or pass-through entity designates as sensitive or other information the recipient or subrecipient considers sensitive and is consistent with applicable Federal, State, local, and tribal laws regarding privacy and responsibility over confidentiality.

SECTION 3

SPECIAL TERMS AND CONDITIONS

I. SCOPE OF WORK

The awarded vendor will provide sanitation products and warewashing equipment maintenance for the School Food Authority (SFA). This includes delivery, installation, training, service, and ongoing support to ensure compliance with federal, state, and local food safety standards.

II. PRODUCT RELATED TERMS AND CONDITIONS

a) Inspection and testing: The contractor agrees to permit access to its facilities at reasonable times for inspection of the materials covered under this contract, and the contractor’s facilities. The school district shall also have the right to test at its own cost the materials supplied under this contract.

b) Product protection guarantees: School districts have “automatic” product protection recourse against suppliers for product safety. According to Federal regulations, the supplier whose name and address appear on the package is the responsible party. Contractors are expected to take immediate action to correct any situation in which product integrity is violated.

c) Quantities: The vendor maintains par-stock levels, but the school may request orders be increased or decreased, given there is time for adjustments. Vendors must understand that the fact that a quantity is estimated on an item does not constitute a guarantee to purchase any amount in excess of requirements.

d) Service level: The contractor shall fill all original orders at a monthly average of 98% or above on the scheduled delivery day(s). The remaining 2% shall be delivered within 24 hours of the scheduled delivery day(s) unless the school district agrees that the product will be reordered.

e) Brand identification: This is a qualified product specification. Vendors must bid on the specific name brand items requested or equal to. Deviations from this requirement will not be considered.

f) Unit price prevails: Where applicable, in the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

g) Substitutions: If a contractor is temporarily out of stock of a particular item an equal or superior product at an equal or lower price may be delivered, with prior approval of the School Nutrition Director or the School Nutrition Coordinator.

SDS must be included upon delivery with all substitute products. If a contractor is unable to deliver a product or an approved substitute product, the school district shall, in good faith and in its sole discretion, purchase a product of equal or greater quality from another source. The contractor shall pay the difference in the amount paid for the substituted product and the amount of the contracted price.

III. VENDOR RESPONSIBILITIES

a) Equipment & Dispensers

i. Vendor shall supply, install, and maintain all dispensers and related equipment (hoses, sprayers, etc.) when the SFA purchases associated chemicals.

ii. No separate labor, service, or replacement part charges may be billed unless pre-approved and disclosed in the proposal.

iii. Warewashing equipment service (i.e. dish machines) is to be included in the cost of the products unless specified otherwise. The SFA understands that parts will be an additional cost and those purchases must be pre-approved by the SFA Director or Coordintator to ensure they are procured competitively.

b) Stock & Ordering

i. Vendor must maintain adequate supplies at each site.

ii. Site managers will not be required to place orders.

c) Insurance & Security

i. Insurance certificates must be submitted within 15 days of Board approval.

ii. All vendor staff entering SFA facilities must have a current (within 5 years) criminal background check, available upon request.

d) Professional Standards

i. Vendor representatives must wear company-issued uniforms or ID badges, slip-resistant footwear, and head coverings during visits. They may be required to check in at the front office before entering the school.

e) Response Time

i. Vendor must respond to technical/service issues within 24 hours.

f) Compliance Documents

i. Vendor must maintain current SDS and reference materials.

g) Scheduling

i. Vendor must verify school calendars and closings before scheduling service.

ii. Blind/key drops are not permitted.

IV. PROPOSAL REQUIREMENTS

Prior to submitting a proposal, the Vendor must schedule an in-person walk-through of the facilities to ensure that all possible products are listed on Attachment B and to accurately project usage for the schools. To schedule the walk-through before the deadline listed on page 1, contact the Director of School Nutrition, Penny Fowler, penny.fowler@gcssk12.net and School Nutrition Coordinator, Emily House, emily.house@gcssk12.net.

Proposals must include or address the following:

a) Service and Support

i. Plan for routine and emergency site visits during operating hours.

ii. Procedures for installation, service calls, and inventory management (par stock managed by technicians, not SFA staff).

iii. Training plan: initial and ongoing, HACCP knowledgeable trainers, conducted during work hours, with documentation submitted within one week.

iv. Certifications required for technicians, plus any additional held certifications.

v. Procedures for equipment maintenance and work orders, including contact information for the service manager.

vi. Disclosure of any additional charges related to equipment maintenance.

vii. Warewashing service procedure – include whether or not warewashing maintenance is included in the cost of the products. Detail the response time and work order submission procedure.

b) Supporting Materials

i. Integration of packaging, SDS, instructions, and dispensing equipment.

ii. Supplemental resources (e.g., posters, cleaning schedules, PPE), with clear cost disclosure.

c) Business Stability Summary

i. List of subcontractors with names, addresses, and services provided. Subcontractors are held to the same standards as the vendor.

ii. Disclosure of any prior defaults, debarments, or denied contracts, including details.

d) Chemicals and Supporting Materials

i. Completed Attachment B – Specifications & Price Sheet.

ii. Description/pricing for additional products not listed in Attachment B.

iii. Packaging details (case/point-of-use size, weight, labeling, delivery method).

iv. Product samples, if requested, at vendor’s expense.

v. Inventory verification and replenishment at each visit.

vi. Recording instruments (e.g., sanitizer logs).

vii. Reference guide with SDS and logs (cleanable, in English/Spanish).

viii. Maintenance of all supporting equipment (including floor systems) at no extra cost. Provide a description and pricing for products which may be purchased that are not listed in Attachment B.

e) Dispensers

i. Closed Contained Items - Closed contained items such as oven cleaner, or all-purpose cleaners, can be awarded to single or multiple vendors. Should a vendor only be awarded these items, the responsibility for maintenance of par-stock levels can be negotiated with the SFA.

ii. Floor Cleaning and Sanitizing System (Flood Unit)

a. Must be wall-mounted and auto-diluted - no mop and bucket solution will be considered.

b. Products Required: Dispenser, degreaser, food grade sanitizer, hose, sprayer, and any other necessary accessories.

c. Service Required: Dispenser installation and monthly evaluation of par-stock levels.

iii. Warewashing Dispenser

a. Products Required: Dispenser, degreaser, and rinse aid. These products and dispensers may differ depending on the school site.

b. Service Required: Dispenser installation and monthly evaluation of par-stock levels. Maintenace of hoses and sprayers as needed (may be an additional cost).

iv. Auto-diluted and Dispensed Sink Dispenser

a. Products Required: Degreaser and food-grade sanitizer to be auto-diluted and dispensed at the sinks.

b. Service Required: Dispenser installation and monthly evaluation of par-stock levels.

f) Program Implementation

i. Products must be installed and operational by July 22, 2026.

ii. Initial training for staff prior to first day of school (groups ≤15 employees).

iii. Seamless transition from current vendor(s), if applicable.

iv. Installation schedule must be approved by SFA Director.

v. Careful removal and storage of prior vendor equipment.

vi. Vendor will reimburse SFA for charges incurred from replacement of vendor-owned equipment.

V. PROPRIETARY INFORMATION

If a Vendor submits any document with the proposal that is considered to be proprietary in nature or is considered to be a…