864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

Shawnda Stovall Dr. Malinda B. Cobb Bobby A. Smith, CPA President Superintendent of Schools Chief Financial Officer

QUOTE COVER SHEET

GROCERY PRODUCTS 2026-2028 RFQ #26-204

Date:

Vendor Name:

Address:

Phone:

Fax:

Email:

Addendum(s) Acknowledged: (If Applicable)

Yes #

No

ALL BIDS ARE DUE MAY 27, 2026, AT 3:00 P.M.

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

Shawnda Stovall Dr. Malinda B. Cobb Bobby A. Smith, CPA President Superintendent of Schools Chief Financial Officer

TO: DEALERS IN FOOD PRODUCTS

FROM: RICHMOND COUNTY BOARD OF EDUCATION

DATE: April 24, 2026

SUBJECT: GROCERY PRODUCTS 2026-2028; RFQ #26-204

You are invited to contract with the County Board of Education of Richmond County, Georgia, (herein after referred to as “Richmond County School System”, “RCSS” or “Owner”) to provide food products for the 2026-2028 GROCERY PRODUCTS; RFQ#26-204. Items will be F.O.B., Augusta, Georgia, marked for and delivered to each individual school specified on the order and marked to the attention of the lunchroom manager of each individual school.

Product specification, and general information and conditions pertaining to each category of products issued by the Richmond County School System Nutrition Program Department are considered to be a part of this Request for Quotes and are to be used for reference.

Richmond County School System adheres to the Buy American provisions found in the regulations of the National School Lunch Program (NSLP) at 7 CFR 210.21(d) and the School Breakfast Program (SBF) at CFR 220.16(d). According to Section 104(d) of the William F. Goodling Child Nutrition Reauthorization Act, Section 12(n) of the National School Lunch Act, Richmond County School System will purchase domestically grown and processed foods to the maximum extent practicable. In some cases, the supplier may be asked to certify the percentage of U.S. content in products supplied.

All freight and delivery charges MUST be included in the unit cost. THIS DEPARTMENT

WILL NOT ACCEPT ANY OVER OR UNDER SHIPMENTS. PLEASE INDICATE PACKAGING

CLOSEST TO AMOUNT SPECIFIED AS THE ESTIMATED USAGE.

The company awarded any portion of this bid is expected to deliver grocery products weekly to each individual school as ordered by the School Nutrition Program. Some grocery products may be delivered every other week with prior approval from School Nutrition.

Also note further requirements under the following Standard Terms and Conditions.

RICHMOND COUNTY SCHOOL SYSTEM

APRIL 24, 2026

NUTRITION SERVICES

GROCERY PRODUCTS 2026-2028

RFQ #26-204

STANDARD TERMS AND CONDITIONS

1) TIME AND PLACE: Bids will be received by the Richmond County School System until 3:00 p.m. EST, on Wednesday, May 27, 2026, at 864 Broad Street, Augusta, Georgia, 30901.

2) LATE BIDS AND QUOTES: Regardless of cause, late bids and quotes will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and quotes will not be opened and may be returned to the vendor.

3) BID FORM: Each bid must be submitted on the bid form provided. Bid form is separate protected EXCEL Spreadsheet only allowing you to fill in the light-yellow cells with your prices.

It will then total your prices for the estimated quantities. You will need to save the bid form for your computer, fill in the pricing and your company name. All blank spaces must be filled in with ink or typewritten. Only one copy of the Bid Form is required. Failure to use the bid form provided may result in rejection of bid.

4) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to Dr. Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, Chief Financial Officer, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901. Each sealed envelope containing a bid must be plainly marked on the outside “GROCERY PRODUCTS 2026- 2028 RFQ #26-204” and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr. Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFP #26-204.

5) DELIVERY AND FREIGHT REQUIREMENTS: Unit prices will include all freight, fuel surcharges, delivery charges and any additional charges involved with delivery being made to each or kitchen site in Richmond County. THIS DEPARTMENT WILL NOT ACCEPT ANY

OVER OR UNDER SHIPMENTS.

6) QUALITY ASSURANCE: In the event that the successful bidders are unable to furnish the brand, which was indicated in their bid, DELIVERY MUST NOT BE MADE until the School Food Service Director or designee has been contacted and an alternate selected. Samples may be required to establish quality. No equals are acceptable except where stated (“or equal”). All items bid other than those specified must be accompanied by specifications and a brochure describing the item or the item will be rejected.

7) PRICING: Price quotes shall be in effect throughout the two school years: July 1, 2026, through June 30, 2028. Price quotes shall be firm for a period of three (3) months beginning July 1, 2026. Price quotes will not include Federal Excise Tax or State Tax. The Richmond County School System is a tax-exempt organization. Richmond County School System reserves the right to negotiate a lower price than the bid award on any line item with the successful vendor, should the quantity required significantly exceed those on the bid. If the price being negotiated is not acceptable to the Richmond County School System, the right is reserved to rebid the item(s) involved. In the event the market for a product covered by this bid escalates significantly within the t h r e e (3) months, the vendor may adjust the product affected with a thirty (30) day written notice and third-party documentation. Also, if the market significantly decreases, the price should reflect the decrease. If the price being negotiated is not acceptable to the Richmond County School System, the right is reserved to rebid the item(s) involved.

Any price changes are to be submitted to the Nutrition Services Director 10 days prior to effective date. johnsca@boe.richmond.k12.ga.us Price changes should be submitted by the following dates within the two-year contract:

PRICES DUE DATE PRICES EFFECTIVE DATE

September 21, 2026 October 1, 2026 December 22, 2026 January 1, 2027 March 22, 2027 April 1, 2027 June 20, 2027 July 1, 2027 September 21, 2027 October 1, 2027 December 22, 2027 January 1, 2028 March 22, 2028 April 1, 2028

Prices must be indicated on the document titled “BID FORM”. Specify price by the pack size listed or submit the pack size that you are bidding. When listing the brand bid, include the label color or code when appropriate.

8) CONTRACT PERIOD: The contract shall begin July 1, 2026 and end June 30, 2028.

9) Renewal Option: This contract may be renewed for (2) two one-year terms upon mutual agreement of the awarded vendor(s) and RCSS.

10) WARRANTY: The successful vendor will provide the Richmond County School System, in writing, a warranty to replace at no expense to the Director of School Nutrition or the Richmond County School System, any or all items found to be defective within a week of acceptance by the school.

1 1 ) CERTIFICATION REGARDING DEBARMENT: The vendor certifies, by submitting this bid or proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any governmental agency. Signed certification regarding lobbying;

debarment, suspension and other responsibility matters; and drug-free workplace requirements form (ATTACHMENT 3) must be completed and submitted with the vendor’s bid quotes.

mailto:johnsca@boe.richmond.k12.ga.us

12) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System.

The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Richmond County School System.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposals or proposals which are uncertain as to terms or compliance with specifications.

13) NON-WITHDRAWAL PERIOD: Only in the event of circumstances beyond a bidder/vendor’s control will a bidder/vendor be allowed to withdraw the bid for a specific product. Entire bids may not be withdrawn. Should this become necessary, the following procedure must be followed:

a. The bidder/vendor must immediately notify the School Nutrition Program Department in writing with an explanation of the reason for requesting permission to withdraw the bid or the product in question. The School Nutrition Program Department will verify the situation and will drop the bidder/vendor from the current bid list for the product in question.

b. Failure to notify the School Nutrition Department will result in the vendor’s automatic removal from the current bid list. All action taken will be documented and filed.

c. In the event of action being necessary, the Richmond County School System reserves the right to select a source of the product from the original bids submitted.

d. Bidders should be careful when submitting their bids. Incorrect or careless price quotations in bids may not be sufficient basis to allow withdrawal of a bid.

(14) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year, the following language regarding “walk-away” and “jurisdiction and venue” shall be inserted in the contract to be executed:

O.C.G.A. 20-2-506:

“Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.”

(15) JURISDICTION AND VENUE: “This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.”

(16) CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable service, the Richmond County School System reserves the right to make other temporary arrangements in anticipation of changing vendors for the procurement of copier services. Under this clause, the vendor agrees equipment will remain in place until other arrangements are made.

(17) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract.

See ATTACHMENT “A” for Sex Offender Acknowledgement Form.

18) E- VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41-4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23- 214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT 3 for E-Verify Affidavit Form.

19) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

20) MULTIPLE ITEM REQUIREMENTS: Vendors may submit bids on one or all items.

21) AWARD METHOD: The Richmond County School System reserves the right to award complete bid based on the total price of bid, on a lump-sum basis, or to award each item individually.

If a bid is accepted for grocery products as a lump-sum, the bidder must bid on at least 95% of the total items in that major area and must agree to find a satisfactory substitution for the missing bid items. The Richmond County School System reserves the right to combine any combination of bid groups to the benefit of the school system. Vendors awarded ten or fewer items on the grocery products bid items will be offered an opportunity to decline the bid award should they choose to do so. Should the Richmond County School System choose to award by line item, the State awarded commodity warehouse, if they submit a bid, will be awarded any items that they are low bidder. The vendor submitting the lowest bid representing the greatest dollar volume of estimated purchases will be awarded as prime vendor. Items which are low bid by vendors other than the prime vendor will be re-awarded to the low bidder between the state awarded commodity warehouse and the prime vendor.

22) TIME OF THE ESSENCE: Failure of the successful vendor to deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs.

23)

NONDISCRIMINATION CLAUSE

In accordance with Federal civil rights law and the U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its agencies, offices, and employees, and institutions participating in our administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State of local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at https://www.ascr.usda.gov/filing-program-discrimination-complaint-usda-customer;

or at any USDA office, write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992.

Submit your completed form or letter to USDA by:

(1) Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410

(2) Fax: (202) 690-7442

(3) Email: program.intake@usda.gov.

This institution is an equal opportunity provider.

https://www.ascr.usda.gov/filing-program-discrimination-complaint-usda-customer https://www.ascr.usda.gov/filing-program-discrimination-complaint-usda-customer mailto:program.intake@usda.gov

24) INSPECTION: All items shall be subject to inspection on arrival at destination. If any items are found defective or otherwise not in conformity with the specification requirements, the school system shall have the right to reject such articles, with no cost to the school system.

Further, it will be the responsibility of the vendor to defray any cost involved in the delivery and return of rejected articles.

Merchandise in full-case quantities shall have an identification mark on the outside of the case for easy review by the receiving personnel.

25) ORDERS: Quantities needed shall be determined by individual school food service managers who will forward their orders to the School Nutrition Department where they will be collected by the vendors. Quantities are subject to decrease with the availability of USDA donated foods. (See Quote Form for each category of products and for additional quantity information) Back orders will be handled as follows:

a. It is the responsibility of the vendor, having been awarded the contract, to back order any item or items that said vendor is unable to deliver on the original order.

In no event may the back order exist longer than (10) school days from the specified delivery date before delivery is made to the school.

b. The item or items back ordered shall appear on the original invoice with notation “Back Order” or “B/O” beside them. These items are not to be charged on the original invoice. Back-order items will be charged for when delivered.

26) DELIVERIES: Regular deliveries will be made to the schools on Monday, Tuesday, and Wednesday on a time schedule agreeable with the food service manager and the vendor.

Deliveries must be made between 6:30 a.m. and 2:30 p.m. on the designated days. If a delivery will be late the driver shall contact the manager of the school. Deliveries that cannot be unloaded before 2:30 p.m. shall be delivered the next day. Upon the second late delivery for any school during a month, all invoices for that month at the school will be discounted 5% for the total invoice. In the event of an emergency where schools are closed, vendor shall contact the School Nutrition Director to determine date and time of deliveries.

27) INVOICES: The handling of statements and invoices will be as follows:

a. Two invoices will be given with each delivery.

b. Invoices will be signed by supervisor after the quantity and quality has been checked to meet specifications.

c. One invoice will remain in the program files and the other is to be sent directly to the

Richmond County School System office.

d. All invoices will be paid through the Richmond County School System after the approval of school officials.

28) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

29) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING THIS

REQUEST FOR BIDS: All communications concerning this request for bids must be submitted in writing by electronic mail to:

Richmond County School System Attn: Ms. Cecilia Perkins Business Office E-mail: perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

The originating department may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business MAY 19, 2026, 5:00 p.m.

30) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be distributed via the website www.rcobe.org/bids. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

31) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcobe.org/bids

FURTHER REQUIREMENTS: The successful bidder or bidders must:

1. Comply with Executive Order 11246, entitled “Equal Employment Opportunity” as amended by Executive order 11375 and as supplemented in the Department of Labor regulations.

2. Meet regulations relating to energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy and Conservation Act (PL 94- 165).

3. Allow access by duly authorized representatives of the School Food Authority State Agency, United States Department of Agriculture Comptroller General to any books, documents, papers and records which are directly pertinent to this contract.

4. Maintain all required records for the three (3) years after final payment and all other pending matters are closed.

5. Sign certification regarding lobbying; debarment, suspension and other responsibility matters; and drug-free work place requirements. (Form is attached and is also posted on Richmond County School System’s website at www.rcboe.org . This form must be completed and submitted with the vendor’s bid quotes. (ATTACHMENT 1)

Vendors shall not submit a bid for the contract if a conflict of interest real or apparent, would be involved. Conflicts of interest arise when any of the following has a financial or other interest in the firm:

a. An employee, officer or agent of the local school system.

b. Any member of the immediate family of the above-named persons.

c. The partner of any of the above name persons.

http://www.rcboe.org/

The undersigned offers and agrees to furnish those items for which bids are awarded (1) at the quoted prices, (2) in the required quantities, (3) of the quality defined by the specifications, and (4) will deliver said products to the school(s) location designated.

This contract shall be binding for the period stipulated on the quotation sheet.

Termination of this contract will be immediate if the vendor fails to meet the requirements established herein. Any other termination shall be accepted only upon the written agreement of both parties. Failure to comply with this agreement may result in a bidder’s/vendor’s name being removed from the list of approved bidders.

By submitting this bid, the undersigned bidder certifies they have read, understand, and agree to the foregoing conditions.

COMPANY NAME:

ADDRESS:

TELEPHONE NUMBER:

FAX NUMBER:

EMAIL:

SUBMITTED BY:

SIGNATURE AND DATE:

TITLE:

A signed copy of this contract along with the Request for Quotation and Standard Terms and Conditions must be received by Wednesday, May 27, 2026 at 3:00 p.m.

GROCERY 2026-2028

RFQ #26-204

BID FORM

BID FORM IS ATTACHED in separate PROTECTED EXCEL WORKBOOK.

All items with brand and product numbers are listed on the quote form.

Estimated Usage if for your benefit only. Richmond County Schools will only make purchases on an as needed basis.

There are three worksheets within this workbook.

1. Frozen

2. Cooler

3. Dry Storage

You must save this document to your computer, you may then fill out your prices and company name on the worksheet(s). All areas highlighted in light yellow are available for you to type in.

Once completed you must save Bid form. Print your bid form and return it in a sealed envelope with all other required bid documents. All bids must be received at the Richmond County Board of Education no later than 3:00 p.m. on May 27, 2026. These instructions are outlined in #4 of the general terms and conditions.

You must use this bid form to turn in your bids.

Please call the email Cecilia Perkins at perkice@boe.richmond.k12.ga.us if you have any questions.

Company:

Address:

Phone No.:

Authorized Representative:

Date:

mailto:perkice@boe.richmond.k12.ga.us

GROCERY RFQ #26-204

ATTACHMENT 1

SEX OFFENDER ACKNOWLEDGEMENT FORM

Read, sign and return this form to the Richmond County Board of Education along with bid proposal

The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract.

The Contractor (or Vendor) is certifying to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor’s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity.

I have read and understand the above Richmond County Board of Education Policy regarding me or my company’s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract.

Company Name:

Contractor/Vendor Signature Date Signed

Witness Signature Date Signed

GROCERY RFQ #26-204 ATTACHMENT 2

E-VERIFY AFFIDAVIT

under O.C.G.A. § 13-10-91(b)(4)

Read, fill out and return this form to the Richmond County School System

By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in services on behalf of the Richmond County School System has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established by federal law and regulation. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number:

Date of Authorization:

Name of Project: Grocery Products

Solicitation Number (if applicable): RFQ #26-204

Name of Public Employer: Richmond County School System

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , _, 202 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,202 .

NOTARY PUBLIC _______________________________________________________________________________________________ My Commission Expires: