RFP_ 04032026 Cooler Freezer Replacement.pdf
PDF 2 MB Posted
- Attached to
- RFP# 04032026 PCMS Cooler Freezer replacement
- Solicitation number
- PE-71310-NONST-2026-000000011
- Issued by
- Pickens County, Georgia
About this file
This Request for Proposal (RFP) is issued by the Pierce County School System in Georgia for the replacement of walk-in cooler and freezer equipment at Pierce County Middle School. The project requires vendors to provide all labor and materials for the removal of existing walk-in cooler and freezer units and the installation of new walk-in cooler and freezer combo equipment in the same space. The RFP was issued on April 3, 2026, with a mandatory pre-bid meeting and facility walk-through scheduled for April 14, 2026 at 2:00 PM at Pierce County Middle School located at 5216 County Farm Road, Blackshear, Georgia. Attendance at this bid-walk is mandatory, and any submissions from vendors who do not attend will not be considered for award. The final date for written questions is April 23, 2026 by 2:00 PM. Proposals are due on May 6, 2026 at 2:00 PM and will be opened publicly on May 7, 2026 at 8:00 AM, both at 834 Main Street, Blackshear, Georgia. The contract award is anticipated by May 11, 2026 pending state agency approval. The contract term is one year, commencing May 12, 2026 and terminating May 12, 2027, with the option to renew for four additional one-year terms upon mutual written agreement between the school system and the successful vendor.
Payment shall be made via invoice within 5 to 10 days following the end of each accounting period, with NET 30 terms recommended. All invoices must be submitted to astrait@Pierce.k12.ga.us and dleggett@Pierce.k12.ga.us, and the successful vendor must provide a current W-9 form with payment information. No interest or finance charges may be paid from the school's nonprofit school food service account. The selected vendor shall operate as an independent contractor and is responsible for obtaining and posting all required federal, state, and local licenses and permits. The school system reserves the right to terminate the contract for cause with thirty days' written notice if the vendor defaults or fails to comply with contract terms, and may also terminate for convenience. Upon termination for cause, the school system's liability is limited to compensation for goods and services actually provided and accepted.
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Text version
REQUEST FOR PROPOSAL (RFP)
PIERCE COUNTY SCHOOL NUTRITION PROGRAM
RFP NO. 04.03.2026 PCMS COOLER FREEZER REPLACEMENT
School Food Authority (SFA):
Pierce County School System 834 Main Street, Blackshear GA 31516
REQUEST FOR PROPOSAL TIMELINE
Proposal Issue Date 4/03/2026
Pre-Bid Meeting Date, Time and Location- Mandatory
4/14/2026 2:00 PM Pierce County Middle School Kitchen
Final Date for Written Questions 4/23/2026 by 2:00 PM
Proposal Due Date and Time 5/6//2026 2:00 PM
Proposal Due Location 834 Main Street Blackshear, GA 31516
Proposal Opening Date and Time 5/7/2026 @ 8:00 AM
Proposal Opening Location 834 Main Street Blackshear, GA 31516
Award Date (per award letter and determined by 5/11/2026 State Agency approval date)
Start Date and End Date: MM/DD/YYYY 5/12/2026 - 5/12//2027
Name of Awardee (completed after contract is awarded)
Document provided by the Georgia Department of Education School Nutrition Division Page 1 of �Fwit1ng �, --�--�-�-�---- - - - - - - - --��-----� eorgalasThis institution is an equal opportunity provider. Future
10. There will be a mandatory bid-walk to all prospective bidders on Thursday, April 14, 2026 at 2:00pm where a designated PCSS staff member will provide a tour of Pierce County Middle School located at 5216 County Farm Road, Blackshear, GA. The bid-walk will last roughly around 1 (one) hour. Any submissions from vendors not in attendance on this bid-walk will not be considered for award.
11. All invoices must be sent to astrait@Pierce.k12.qa.us and dleggett@Pierce.k12.ga.us. If awarded, the proposer(s) must submit the payment information with the most up-to-date W-9.
NET30/ Pay by Invoice payment method recommended.
12. Duration of Contract. Unless it is terminated, this Contract will be in effect for a period of one year commencing on May 12, 2026 and terminating on May 12, 2027 and may be renewed for four (4) additional terms of one year each upon mutual written agreement between SFA and successful Offeror.
13. Offeror shall be an independent contractor and not an employee of the SFA, and obtain and post all licenses and permits that are required to be held under federal, state, or local law.
14. SFA shall be responsible for ensuring that its officers, employees, or agents shall neither solicit nor accept gratuities, favors, nor anything of monetary value from contractors nor potential contractors in accordance with all laws, regulations, and policies. To the extent permissible under federal, state, or local laws, rules, or regulations, such standards shall provide for appropriate penalties, sanctions, or other disciplinary actions to be applied for violations of such standards. (See SP 09-2015; and 2 CFR Parts 200.112 & 318).
15. Any deviations to the above specific terms must be stated and in written documentation clarifying any such nonconformity and must be submitted with proposal response.
B. Financial Terms
1. Payment Terms/Method: Successful Offeror shall invoice SFA within 5 - 10 days after the end of each Accounting Period for the total amount of SFA's financial obligation for that Accounting Period.
2. No interest or finance charges that may accrue under this Contract may be paid from SF A's Nonprofit School Food Service Account.
C. TERMINATION OF CONTRACT FOR CAUSE OR CONVENIENCE· 2 CFR Appendix II to Part 200 (B)
(a) Termination for Cause. The SFA may terminate this contract, or any part hereof, for cause in the event of any default by the successful Offeror, or if the successful Offeror 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 successful Offeror 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.
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 successful Offeror. Following termination upon notice, the successful Offeror 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, if applicable. In the event of termination for cause, the SFA shall not be liable to the successful Offeror for any amount for supplies or services not accepted, and the successful Offeror shall be liable to the
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