Walton et al_FoodSafety_Sanitation_SY2026_202.pdf

Walton County, et al.

Request for Proposal for Food Safety and Sanitation Services

Release Date: June 1, 2026

Statement of Purpose

The purpose of this request for proposal (RFP) is to secure a single provider which can meet federal and state accountability requirements as well as provide excellent technical support and customer service when providing food safety and sanitation services. Walton County School Nutrition is releasing this RFP on behalf of: Commerce City, Fannin County, Jackson County, Oconee County, Social Circle City, and Walton County; hereinafter referred to as the SNPs. The RFP administrator will be Susan E. Elsner, Director of School Nutrition, Walton County Schools.

Deadline for written questions/clarifications

11:00 a.m. (DST) Tuesday, June 16, 2026

Direct questions to:

Susan E. Elsner, Director of School Nutrition

Walton County School Nutrition

1820 Hwy 11

Monroe, GA 30656 or via email: susan.elsner@walton.k12.ga.us and include Food Safety-Sanitation RFP in the subject line.

Questions and clarification requests are not accepted via telephone.

Responses to written requests for clarification will be provided to all interested parties and will be posted to the Walton

County School Nutrition webpage. Any required amendments to the RFP will be posted to the Walton County School

Nutrition webpage.

Deadline for submission

11:00 a.m. (DST) Tuesday, June 23, 2026

Submission address

Susan E. Elsner, Director of School Nutrition

Walton County School Nutrition

1820 Hwy 11

Monroe, GA 30656

RFP Opening

1:30 p.m. (DST) Tuesday, June 23, 2026, at the Walton County SNP office.

Responses will be opened in public with vendor names and bottom-line pricing read aloud. In-depth submission evaluation will be conducted in private.

Award announcement

No later than 5:00 p.m. (DST), Friday, June 26, 2026.

mailto:susan.elsner@walton.k12.ga.us

Food Safety Sanitation Group – SY26-27

TABLE OF CONTENTS

General Terms and Conditions ...................................................................... Page 3

Solicitation Specific Terms and Conditions ................................................. Page 16

RFP Submission Instructions ....................................................................... Page 20

Appendix A: List of Participating Districts/Start Dates ............................... Page 22

Appendix B: Proposal Certification ............................................................. Page 23

Appendix C: Cost Proposal Form ................................................................ Page 24

Appendix D - 1: Technical Proposal: Regulatory/Supporting Documents . Page 25

Appendix D - 2: Technical Proposal: Yes/No/Short Answer Questions ..... Page 26

Appendix D - 3: Technical Proposal: Customer References ...................... Page 27

Appendix E-1: Immigration and Security Form .......................................... Page 28

Appendix E-2: Contractor Affidavit............................................................. Page 29

Appendix F: Disclosure of Lobbying Activities ............................................ Page 30

Appendix G: Anti-Collusion Affidavit .......................................................... Page 32

Appendix H: Debarment, Suspension, and Ineligible Form ........................ Page 33

REQUIRED SUBMITTALS

All documents are required to be submitted by

11:00 a.m., Tuesday, June 23, 2026

Participating Districts/Start Dates Appendix A

Proposal Certification Appendix B

Cost Proposal Form Appendix C

Technical: Regulatory/supporting documents Appendix D - 1

Technical: Yes/No/Short Answer questions Appendix D - 2

Technical: Customer References Appendix D - 3

Immigration and Security Form Appendix E - 1

Contractor Affidavit Appendix E - 2

Disclosure of Lobbying Activities Appendix F

Anti-Collusion Affidavit Appendix G

Debarment, Suspension, and Ineligible Form Appendix H

GENERAL TERMS AND CONDITIONS

It shall be incumbent upon each party to understand the provisions of this proposal and obtain clarifications within the time allowed during the proposal period. Failure to obtain clarification will be no excuse or justification for non-compliance with the provisions set forth herein.

The SNPs solicit the lowest responsive, responsible party which meets all terms, conditions, and specifications of this RFP. The RFP will only be awarded to one party and will result in a firm, fixed price for the contract period.

The SNPs reserve the right to accept or reject all or any part of any solution submitted and further reserve the right to reject all proposals submitted and to re-issue the solicitation. In this connection, the SNPs shall make such determinations and/or selections which, in their sole judgments, are deemed to be in their best interest. This may or may not be the lowest priced proposal. A proposal submitted by a vendor which takes exception to a material requirement of any part of this solicitation will be rejected.

The award of this proposal is contingent upon funds being budgeted for each of the SNPs involved. If one SNP does not have available funds budgeted, that SNP will be allowed to withdraw from the solicitation without affecting pricing proposed for the remaining SNPs.

BUY AMERICAN

As this RFP does not involve food products, the Buy American Act is not included.

CIVIL RIGHTS STATEMENT AND ASSURANCES

All SNPs participating in this RFP agree that their school district will comply with:

1. Title VI of the Civil Rights Act of 1964 (4 U.S.C. 2000d et seq.);

2. Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.);

3. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);

4. Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.);

5. Title II and Title III of the Americans with Disabilities Act (ADA) of 1990 as amended by the ADA

Amendment Act of 2008 (42 U.S.C. 12131-12189);

6. Executive Order 13166, “Improving Access to Services for Persons with Limited English Proficiency.”

(August 1, 2000);

7. All provisions required by the implementing regulations of the Department of Agriculture (USDA) (7 CFR

Part 15 et seq.);

8. Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42, and 50.3);

9. Food and Nutrition Service (FNS) directives and guidelines to the effect that no person shall, on the grounds of race, color, national origin, sex (including gender identify and sexual orientation), age, or disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any program or activity for which the Program applicant receives Federal financial assistance from USDA; and hereby gives assurance that it will immediately take measures necessary to effectuate this agreement.

CODE OF CONDUCT

No person engaged in this procurement process including the award, administration of contract, or receipt of products shall participate if a conflict of interest, real or apparent, would be involved. Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:

• The employee, office, or agent;

• Any member of his/her immediate family;

• His or her partner;

• Any organization which employs or is about to employ one of the above.

Employees, officers, or agents shall neither solicit nor accept gratuities, favors, or anything of significant monetary value from vendors or parties to sub-agreements. The purchase of food or service from a vendor for individual use is prohibited. The removal of food, supplies, equipment, or school property (including paperwork) is prohibited. The outside sale of items such as used oil, empty cans, cardboard, or pallets will be sold by contract between the School

Nutrition Program and an outside agency. Individual sales by any school employee to an outside agency or other school employee is prohibited. Failure of any employee, officer, or agent to abide by the above code could result in a fine, suspension, both, or dismissal. Interpretation of the code will be given at any time by contacting the Director of School

Nutrition. The School Nutrition Program will not be held responsible by any decisions made by persons requesting explanation or interpretation by anyone other than the Director of School Nutrition.

COMPETITION

This solicitation is intended to promote competition. If the language, specifications, terms, and conditions, or any combination thereof restricts or limits this solicitation to a single source, it is the responsibility of the interested party to notify Susan E. Elsner, Director of School Nutrition, RFP administrator, in writing so as to be received no fewer than five business days prior to the opening date. This solicitation may or may not be changed, but a review of such notification will be made prior to award.

CONTRACT MANAGEMENT

Systems participating in this RFP will maintain a local procurement plan which includes contract management procedures. These procedures will include methods by which local contract disputes (pricing issues, delivery and service issues, etc.) will be addressed and documented. Each member district will keep the RFP administrator apprised of serious issues in case there are systemic issues with the vendor which should be addressed by the RFP administrator.

CONTRACT PERIOD

The successful vendor will be required to sign a binding contract for services separately with each of the SNPs. The initial contract period will be for one year beginning on July 1, 2026, and continuing with uninterrupted service through June 30, 2027.

CONTRACT PRICING

Proposal prices must include all packaging, transport, and service costs. Federal and state taxes must not be included.

CONTRACT RENEWAL PROVISION

This RFP includes a provision for contract renewal for up to four years following the initial bid year. Contract renewals may occur based on mutual agreement between SNPs and vendor.

DEBARMENT AND SUSPENSION

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 of suspension to protect the Government’s interest and only for 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 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 the included Debarment and Suspension Certification that is included as part of this solicitation, 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 government-wide 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 regulator authority other than Executive

Order 12549.

DISCUSSIONS/NEGOTIATIONS

By participating in this solicitation, party agrees that during the period following issuance of this solicitation and prior to notification of intent and/or award of contract, party will not discuss this procurement with any party except the RFP administrator or his/her designee.

DRUG FREE WORKPLACE ACT

The vendor must comply with all terms and conditions of the Drug Free Workplace Act (O.C.G.A. 50-24-3). Additionally, vendor must ensure that all representatives observe tobacco, alcohol, and drug free campus requirements. “Campus” encompasses all school property including parking lots and access roads.

ENERGY POLICY AND CONSERVATION ACT

Vendor must comply 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 (PL 94-163, 89 Stat.

871).

EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE

In accordance with Federal law and USDA policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, and disability. To file a complaint of discrimination, write USDA, Director, Office of

Adjudication, 1400 Independence Avenue, SW, Washington, D. C. 20250-9410, or call (866) 632-9992 (voice). Individuals who are hearing impaired or who 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.

ESCALATION/DE-ESCALATION

Pending satisfactory performance by the vendor and upon mutual written agreement between the SNPs and the vendor to renew the current contract; price increases and/or decreases will be considered for prices to be effective with the onset of the newly renewed contract year beginning July 1. Third party documentation must accompany any price changes which must be submitted no later than June 1.

EXCEPTION TO RFP

Responses submitted in response to this invitation constitute a binding offer to comply with all terms, conditions, special conditions, general specifications, and requirements stated in this bid, except to the extent that a vendor takes exception to such provisions. To take exception to a provision of this RFP, the vendor must submit and clearly identify in writing the following:

a) The title of each section of this RFP that the vendor takes exception to;

b) The specific sentence within such section that the vendor takes exception to;

c) An alternate provision proposed by the vendor.

Exceptions to RFP must be submitted at the same time as the proposal is submitted. The RFP administrator will review the requested exception to the RFP and register a written response. Said response may or may not affect the outcome of the RFP award process.

FORCE MAJEURE

If the RFP administrator, at his/her discretion, determines that a force majeure event is likely to delay a vendor’s performance for more than 30 days, the RFP administrator reserves the right to cancel the agreement between the parties. In that event, neither party shall have any further liability to the other, subject only to the SNPs’ obligations to pay the vendor for products already delivered.

The RFP administrator, at his/her discretion, may entertain alternatives to previously specified products which will meet the spirit of the contract and previously detailed specifications. Such alternatives may become permanent replacements for originally specified items or may serve only as substitutes until the originally specified item is reliably available.

FUEL SURCHARGE

Fuel surcharge fees and fuel cost add-on costs are specifically prohibited for this RFP. Vendors must quote the price they intend to charge districts which must include a delivery fee as part of the cost. Vendors are expressly prohibited from adding a “fuel surcharge” line to invoices or statements. Any such additions will be deducted from invoice and statement totals.

GEORGIA LAW

Upon award of a contract under this solicitation, the person, partnership, association, or corporation to whom the award is made must comply with the laws of the Georgia which require such person or entity to be authorized and/or licensed to do business in this state. Notwithstanding the fact that applicable statutes may exempt or exclude the successful party from requirements that it be authorized and/or licensed to do business in this state, by submission of this signed proposal the successful party agrees to subject him/herself to the jurisdiction and process of the courts of

Georgia as to all matters and disputes arising or to arise under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the state.

HOLD HARMLESS

The vendor shall hold harmless and indemnify the SNPs, their officers, and employees for any and every claim, demand, suit, and award which may be made from any and all damages and claims which may be made by reason of:

1. Any injury or death to person or property damage or loss sustained by any person, firm, or corporation caused by any act, neglect, default, or omission of the vendor or any person, firm or corporation, directly or indirectly employed by it upon, or in connection with its performance under this contract;

2. Any liability that may arise from the furnishing or use of any copyrighted or not copyrighted formula, secret process, patented or not patented invention in the performances of the services called for under the contract;

3. The vendor, at its own expense and risk, shall bear all reasonable attorneys’ fees, costs, and expenses which may be incurred in defending against any legal proceeding which may be brought against the

SNPs, as well as their officers and employees, on any such demand, and satisfy any judgment that may be rendered against any one of them.

INSURANCE

1. GENERAL REQUIREMENTS

The vendor shall not commence work or deliveries under the contract until he/she has obtained all insurance required.

Required insurance shall be purchased only from companies licensed and duly authorized by the Georgia Department of

Insurance to do business in Georgia and to write the types of insurance policies as herein specified. The companies shall have a policyholder’s rating of “A” and a financial rating of “AAAAA” as stated in the latest edition of Best’s Insurance

Guide.

Insurance shall afford member districts of the SNPs the same protection and in the same amounts as required for the vendor and shall protect the SNPs from all claims for bodily injury and property damage arising from ownership of the premises and general supervision or observation of the work, including claims by employees of the vendor, and subcontractors.

Vendor shall provide a Certificate of Insurance to each SNP showing complete coverage of all insurance required by this proposal signed by an authorized agent of the insurance company within 15 days of signing a contract to perform. The certificate of insurance will identify the name and address of the party insured, the description of the work covered by such insurance, the insurance policy number, the limits of liability of the policies and dates of their expirations, with further certification from the insurance companies that their policies will not be materially modified, amended, changed, canceled, or terminated without 30 business days’ prior written notice to the SNPs.

2. REQUIRED INSURANCE

a) Worker’s Compensation: Vendor shall obtain, at his/her expense, insurance protecting vendor from liabilities that may be imposed under the Worker’s Compensation Act. The limit of liability afforded under the

Employer’s Liability Section of the Worker’s Compensation and Employer’s Liability Policy shall not be less than

$500,000 for any on accident or occupational disease. Certificates of Insurance Indicating State of Georgia approved self-insurance on aggregate excess for Worker’s Compensation and Occupational Disease are acceptable subject to the approval of the SNPs.

b) Comprehensive General Liability and Property Damage: Vendor shall obtain, at his/her expense, Comprehensive General Liability and Property Damage Insurance which shall protect him/her from claims for damages for bodily injury, including accidental death, which may arise from activities under or incidental to the contract, both on or off the site, whether such activities be by the vendor, or anyone directly or indirectly employed by any one of them, or as otherwise herein specified. Property Damage Insurance shall be in an amount not less than $100,000 for damage to property in any one occurrence with an aggregate limit of not less than $300,000. The comprehensive General Liability Insurance shall include coverage for Operations-Premises, Product Liability, Contractor’s Protective Liability, Completed Operations and Contractual Liability. The policy shall be endorsed to provide Broad Form Property Damage Liability. Limits of coverage shall not be less than

$300,000 per occurrence for bodily injury and $100,000 property damage per accident.

c) Comprehensive Automobile Liability: Each vendor shall obtain, at his/her expense, Comprehensive

Automobile Liability Insurance covering all owned, hired, and non-owned vehicles, providing bodily injury and death coverage in limits of an amount not less than $100,000 per person and $100,000 per accident; and property damage coverage in limits of $100,000 per occurrence and $300,000 in aggregate. Vendor must be the named insured.

d) Umbrella Policy Acceptability: Certificates of Insurance and letters of indemnification of any form of

Umbrella or Excess of Loss coverage for Employer’s Liability, General Liability, or Auto Liability of not less than

$1,000,000 for any one occurrence and subject to the same aggregate limits as described above are acceptable in lieu of the individual policies specified previously in this section, subject to the approval of the SNPs as to the form and amount of self-insured retention. The SNPs reserve the right to require a copy of the entire policy in addition to the insurance certificate.

LOBBYING

The included lobbying form must be completed and returned as part of this submission. Lobbying disclosure clearly shows that 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. All vendors are required to complete a Lobbying Certification form if one is included in the packet.

MINORITY AND SMALL BUSINESS (HUB STATEMENT)

It is the intent of this RFP and the SNPs to provide maximum practicable opportunities 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. small purchase procedures, sealed bids, competitive proposals, or noncompetitive proposals (2CFR 200.321).

When possible, SNPs will ensure that small businesses, minority businesses, women’s business enterprises, veteran owned businesses, and labor surplus area firms are considered in ways such as listed:

a) The listed business types will be included on solicitation lists and are solicited whenever deemed eligible as potential sources

b) When possible, procurement transactions will be separated to permit maximum participation by these businesses

c) Delivery schedules may be altered in order to encourage participation by these business types

NON-COLLUSION

By signing the proposal certification, vendor certifies 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. Party certifies understanding that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. Party agrees to abide by all conditions of this RFP, and certifies that the person signing the proposal certification is authorized to offer this proposal for the vendor. Party further certifies that the provisions of O.C.G.A. 45-10-20 et seq. have not and will not be violated in any respect.

PAYMENT TERMS

Vendor will submit monthly invoices for products delivered and services provided. Each SNP will pay independently.

Every effort will be made to ensure that payment is made within 30 days of receipt of invoice.

Payment will not be made prior to proof of delivery and services being rendered. Payment may be delayed if vendor does not meet the terms of the contract as determined by the individual Directors of School Nutrition. Decisions to delay payment by one Director of School Nutrition will not directly influence the decision to do that same by another

Director of School Nutrition.

All products are subject to inspection, evaluation, and acceptance upon delivery by each Director of School Nutrition or his/her designee. Questions or concerns by each recipient will be addressed directly with the vendor contact who will be given an opportunity to remedy the issue causing concern.

Vendor must accept ACH/electronic payments is member district utilizes such method of payment. Each district will maintain separate and distinct payment methods. If a district does not offer or prefer electronic payment methods and vendor payment is lost/stolen, etc., district may charge up to $100 or the current bank charge (whichever is higher) to void a check and initiate a stop payment.

PIGGYBACK OPTION

This RFP will allow additional districts to piggyback and take advantage of this RFP with the following conditions governing such allowance:

a) Districts may only join this RFP at the end of a fiscal year, when a contract renewal is being considered, based on approval by the RFP administrator.

b) District must provide an estimated number of daily meals served at all schools in the district. RFP administrator will ensure that additional usage will not cause the anticipated dollar value of the RFP to exceed the current federal small acquisition threshold

c) Once the RFP administrator has agreed that a district may join the RFP, the vendor must agree that the interested district may join the RFP

d) Districts which join this RFP will be held by the same terms and conditions for purchasers as original bid participants.

PROTEST PROCEDURES

Any protest arising from this solicitation and/or award must be made in writing and shall be delivered to Susan E. Elsner, Director of School Nutrition, Walton County Schools, 1820 Hwy 11, Monroe, GA 30656. Protests will not be accepted via email or telephone.

Protests shall be filed no later than ten days from the award notice and shall include:

1. The name, address, email address, and telephone number of the protestor

2. The signature of the protestor or an authorized representative of the protestor

3. Identification of the purchasing agency and any solicitation title or number

4. A detailed statement of the grounds of the protest including copies of relevant documents.

5. The form of relief requested

All protests will be taken under consideration; however, consideration may not alter the outcome of the solicitation. A written response to the protest will be made within 30 days from receipt of a protest which includes all items listed above. The bid Administrator will report information regarding protests to the State Agency.

POST AWARD INSPECTION

Parties desiring to review proposals submitted may do so by submitting a written request to Susan E. Elsner, Director of School Nutrition, Walton County Schools, 1820 Hwy 11, Monroe, GA 30656. Include the name and telephone number for the person who will be retrieving the copied materials.

Expect to allow a minimum of ten days from the date WCSD receives the request until materials are prepared. A copying fee of $0.50 per page will be assessed and must be paid by company check at the time materials are retrieved.

Should the company desire the materials be mailed, include a mailing address with the written request. A delivery fee will be estimated and WCSD will contact the company with the overall estimate (copying fee plus delivery fee). Once a company check has been received, copies will be made and delivered by the chosen delivery service.

POST AWARD INSPECTION - PROPRIETARY INFORMATION LIMITATIONS

If a party submits documents or information which are considered proprietary or a “trade secret”, the party shall notify the bid administrator that such information is included with the bid. Such information will be considered protected unless or until a competing party requests access to the information. In those situations, the bid administrator will notify the affected party that a challenge or request has been made by a competitor. The affected party has up to ten working days following notification to produce a court order restricting access to the information. Once a court order has been produced, information will remain confidential and shall not be released until subsequent court action alters the originally produced court order. If a court order is not provided within ten working days, the information requested will be released and the bid administrator, WCSD, participating districts and their Directors of School Nutrition shall not be held liable.

PROHIBITION AGAINST CONFLICTS OF INTEREST, GRATUITIES, AND KICKBACKS

Any elected or appointed SNP employee, who shall take, receive, offer to take or receive either directly or indirectly, any rebate, percentage of contract, money or other thing of value, as an inducement or intended inducement, in the procurement of business, or the giving of business, for, or to, or from, any person, partnership, firm or corporation, offering, bidding for, or in open market seeking to make sales to the SNPs shall be deemed guilty of a felony and upon conviction such person or persons shall be subject to punishment or a fine in accord with State and/or Federal laws.

System representatives will conduct themselves in a manner which reflects the highest level of professionalism at all times. The State of Georgia Code of Ethics as set forth by the Georgia Professional Standards Commission will be the standard against which professional conduct will be measured.

PROPOSAL PREPARATION COSTS

Walton County SNP nor any of the participating SNPs shall not pay any costs associated with the preparation, submittal, demonstration, or presentation of any proposal.

RECORDS RETENTION AND ACCESS

The party agrees to retain all books, records, and other documents relative to this agreement for five years after final payment. If an investigation or audit is in progress, records shall be maintained until that matter is closed.

The SNPs, their authorized agents, auditors, and/or federal/state representatives shall have full access to, and the right to examine, excerpt, copy, and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of materials pertaining to the contract, wherever such records may be located during normal business hours. The party shall not impose a charge for audit or examination of the party’s books and records. If an audit discloses incorrect billings or improprieties, the SNPs reserve the right to charge the party for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities.

Audit findings or concerns with party documents or activities at one SNP may constitute grounds to initiate an audit of the same or greater scope with any of the other SNPs.

SEVERABILITY

The provisions of this RFP are severable. Any term or condition deemed illegal or invalid shall not affect other terms or conditions of the contract.

TRANSFER OF RESPONSIBILITY

The vendor shall not assign, transfer, convey, delegate, sublet, or otherwise dispose of its agreements with the SNPs to any other person, company, or corporation without advance consent and written approval by the RFP administrator.

TERMINATION OF CONTRACT

The SNPs may terminate this contract, in writing, if doing so is in the best interest of the SNPs. Termination may occur after written notice to the vendor of at least 30 days’ notice. Vendor may not use the potential for termination by the

SNPs as reason to default on its contract.

1. Termination for cause

a) The vendor fails to deliver, has delivered non-conforming goods, or has failed, to the SFA’s satisfaction, any material requirement of the contract or is in violation of a material provision of the contract, including, but without limitation, the express warranties made;

b) The SFA determines that the satisfactory performance of the contract is substantially endangered or that a default is likely to occur; this includes failure to perform site visits as scheduled with no communication from vendor as to changes to schedule;

c) The vendor fails to make substantial and timely progress toward performance of the contract;

d) The vendor becomes subject to any bankruptcy or insolvency proceeding under federal or state law; 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;

e) 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;

f) The vendor has engaged in conduct that has or may expose the SFA or the state to liability, as determined in the SFA’s sole discretion;

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

If there is a vendor caused default, the bid Administrator shall provide written notice to the vendor requesting that the breach or noncompliance be remedied within a specified period of time. If the breach or noncompliance is not remedied within the period of time specified in the written notice, the SNPs may:

a) Immediately terminate the contract without additional written notice; and/or

b) Procure substitute goods and/or services from another source and charge the difference between the contract and the substitute contract to the defaulting vendor; and/or

c) Seek any legal or otherwise equitable remedies.

2. 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 determinate is at the SFA’s sole discretion and shall be conclusive.

Following 30 days’ written notice and an opportunity for the vendor to correct deficiencies, the SNPs 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 services provided under the contract to SNPs up to and including the date of termination.

Further, the SFA may terminate the contract for any of the following reasons effective immediately without advance notice:

a) If the vendor is required to be certified or licensed as a condition precedent to providing goods or services, revocation or loss of such license or certification may result in immediate termination effective as of the date the license or certification is no longer in effect;

b) The SFA determined that the actions, or failure to act, of the vendor, its agents, or employees have caused, or reasonably could cause, life, health, or safety to be jeopardized

c) The vendor fails to comply with confidentiality laws or provisions;

d) 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;

e) The vendor or SFA commits a material breach of this contract.

3. Termination due to change in law

The SNPs shall have the right to terminate this contract as a whole or individually without penalty by giving 30 days’ written notice to the vendor as a result of any of the following:

a) Authorization for one or all SNPs to operate is withdrawn or there is a material alteration in the programs administered by the district(s); and/or

b) The participating district’s duties are substantially modified.

4. Payment limitation in event of termination

In the event of termination of the contract for any reason by the SNPs, the SNPs shall pay only those amounts, if any, due and owing to the vendor for services actually rendered up to and including the date of termination of the contract and for which the SNPs are obligated to pay pursuant to the contract. 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 SNPs under the contract in the event of termination. The SNPs 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.

5. Vendor’s termination duties

Upon receipt of notice of termination or upon request of the SNPs, the vendor shall:

a) Cease work under the contract and take all necessary or appropriate steps to limit disbursements and minimize costs, and furnish a report within 30 days of the date of notice of termination, describing the status of all work under the contract.

b) Immediately cease using and return to SNPs any personal property or materials, whether tangible or intangible, provided by the SNPs to the vendor.

c) Comply with instructions for the timely transfer of any active files and/or work product and/or training records produced by the vendor under the contract.

d) Cooperate in good faith with the SNPs, their employees, agents, and vendors during the transition period between the notification of termination and the substitution of any replacement vendor.

e) Immediately return to the SNPs any payments which were made by the SNPs for goods and services that were not delivered or rendered by the vendor.

WITHDRAWAL OR ALTERATION OF OFFERS

Offers may be withdrawn following a written request on company letterhead to the bid administrator prior to the submission deadline. Proposals may not be withdrawn after the submission deadline. Following withdrawal, a party may submit a revised proposal at any time up until the deadline for submittals. At no time may a party have more than one valid proposal awaiting consideration.

At the discretion of the RFP administrator, parties may be allowed up to 48 hours from the time of the RFP opening to cure minor errors or omissions such as, but not limited to, non-conforming non-contractor affidavit or immigration and security form. Parties must make such cures at the Walton County SNP office.

SOLICITATION SPECIFIC TERMS AND CONDITIONS

BACKGROUND AND PARTICIPATING SYSTEM DETAILS:

The Food Safety Sanitation group presently consists of six independent school districts with 51 individual service locations. All sites will require technician visits throughout the school year.

This group desires a reliable and efficient vendor to meet product needs for food safety sanitation services. School year

2026-2027 calendars may be downloaded from individual system web pages and start dates are included in Appendix A.

Vendors will be responsible for confirming school calendars prior to submitting proposed delivery schedules to each district.

DELIVERY AND SERVICE REQUIREMENTS

1. “Blind” or key drop visits are not allowed as part of this contract.

2. Product may not be left on loading docks or outside facilities if site personnel are not at the school.

3. Products may not be delivered by retail delivery services (e.g. Federal Express) on a regular basis.

4. In the event of school event days which cause access to the cafeteria back door to be difficult, technicians should enter through the school front door. Alternatively, technicians may opt to return to the school on the next business day. It is not acceptable to completely skip servicing a school.

PRODUCT REQUIREMENTS

Member districts shall have “automatic” product protection recourse against suppliers for products which are misrepresented. According to federal regulations, the supplier whose name and address appear on a package is the responsible party. Vendors are expected to take immediate action to correct any situation in which product integrity is compromised.

SANITATION REQUIREMENTS

School nutrition personnel at delivery points may routinely inspect the vendor’s service vehicle. The storage area of the vehicle must be fee of insects and rodents, and be adequate for storing and delivering products in a protected environment.

SCOPE OF WORK

The SNPs desire a reliable and efficient vendor to provide a quality food safety and sanitation program. While the primary interest of the SNPs is to receive quality products; service and support are also important parts of the vendor- SNP relationship. It is expected that the vendor will place a high priority on positive customer interactions within the SNPs.

1. Program Implementation

a. The program should be in schools and ready for use by July 20, 2026, including SDS materials. One printed copy of SDS materials should be delivered to the Central Office by July 20, 2026.

b. SDS must be available for download from company website.

c. Initial training for employees may be required prior to the first day of school of each system.

d. Initial training may be in groups of no more than 15 employees per group and may be scheduled at school.

Individual Directors of School Nutrition may authorize small-group trainings at locations other than school sites if desired. Trainings shall be coordinated by awarded vendor and each Director of School Nutrition by

July 10, 2026.

e. An agenda must be provided prior to the initial training if such training is required.

f. Seamless coordination and transition from the current program(s) to the vendor’s program is expected if there is a change in provider.

g. Projected installation dates must be approved by each Director of School Nutrition prior commencing any work.

h. If there is a change in vendors, the departing vendor is responsible for removing their equipment prior to

July 15, 2026. Equipment remaining at schools following July 10, may be carefully moved/removed by school or future provider personnel. SNPs assume no responsibility for equipment left after July 15, 2026.

2. Site Visits

a. Regularly scheduled site visits are a required part of this proposal.

b. Technicians performing site visits must be wearing company provided/identifiable uniforms and/or identification badges at the time of the visit.

c. The purpose of scheduled site visits, at a minimum, will be to check stock (chemical, application supplies, accessories, and PPE), restock as necessary, provide any contract-related equipment maintenance, provide ongoing training for staff, update SDS materials, and assist with HACCP/food safety monitoring (as requested by director).

d. Technicians must manage par stock levels at each site with input from SNP staff. SNP staff must not be required to place orders for product. Par stock must include a cushion of at least three days’ expected usage. Repeated depletion of stock between site visits could result in notification of contract default.

e. Site visits are expected to occur a minimum of ten times per school year, or each month that school is in session, whichever is greater.

f. Site visits should occur a minimum of 12 school days apart with limited exceptions being approved by individual Directors of School Nutrition. Exceptions will typically only be considered when unexpected

(usually weather-related) closings alter the published school calendar.

g. Site visits which may be required to resolve technical or supply issues may occur less than 12 days from a regularly scheduled site visit. Technical support visits may not replace regularly scheduled site visits.

h. Site visits for emergency service must be copmleted within 48 hours of notification of the situation.

i. At director’s request, at least one site visit should occur during summer feeding at school sites involved.

j. A tentative schedule for site visit dates should be provided by July 15 of each year the contract is in force.

k. Within one week following each site visit (regardless of whether the visit is a routine visit or a non-scheduled service call), a report must be provided to the Director of School Nutrition in electronic format. The report must contain, at a minimum, the following items:

i. Name of company representative(s) performing service

ii. Date of visit and length of time spent at each site (in time and out time)

iii. Brief description of training and services provided

iv. Description of areas of concern which may need re-instruction

v. How areas of concern should be addressed by the SNP manager as well as follow up steps to be provided by vendor/vendor’s representative

l. An annual non-compliance report for each site must be provided to the Director by May 1 of each year the contract is in force. Non-compliance reports shall summarize issues identified at each visit and must be provided in a format which each director can sort as needed.

m. Technicians who perform site visits must be ServSafe® Certified.

n. For consistency in training and monitoring, it is in the best interest of all parties involved in this contract that there is minimal variation in personnel performing site visits.

3. Educational Components

a. Vendor must be able to provide in-service training as requested by each director. In-service trainings will be scheduled individually as needs arise and may occur immediately prior to the beginning of each school year, may occur mid-year, or may occur at the end of the school year.

b. Vendor must be able to offer ServSafe® certification classes at no cost beyond books/exams. Vendor must coordinate purchase of ServSafe® books/exams upon request. Vendor and Director of School Nutrition or his/her designee will coordinate additional training details. Vendor is not required to provide or contract a site for testing.

c. ServSafe® must be taught by a Certified ServSafe® instructor who is a permanent employee of the vendor.

Vendor may not subcontract ServSafe® training to an outside entity.

d. Vendor must provide ongoing training to SNP employees during each site visit. Training must occur during employees’ normally scheduled work hours. Training should meet current OSHA guidelines for training employees who work with chemicals.

e. Training topics must change monthly. Training topics may address, as a minimum: HACCP, food safety, proper chemical use, proper equipment maintenance, and workplace safety.

f. Vendor must provide a schedule of the next year’s proposed training topics by July 15 of each year contract is in force.

g. Vendor must provide training verification forms for each site for each training occurrence. It is preferred that training verification forms are provided with the training topic pre-printed on the verification form.

4. Packaging and Supporting Materials

a. Chemicals must be packed in a manner which requires minimal shelf space for storage. Products and packaging must not weigh more than 20 pounds when delivered intact. Storage packages may not be broken into smaller units to achieve 20 pound limit.

b. Packaging, Safety Data Sheets (SDS), instructions, and dispensing tools should be graphically linked (either by color-coding or other graphic means).

c. Chemicals which are non-corrosive and most safe for human contact while being effective for their purposes are preferred.

d. Recording instruments must be provided to support program implementation (e.g.: sanitizer concentration logs). Technician should periodically verify that staff are completing logs correctly.

e. A reference guide must be provided with instruction sheets, logs, and SDS. The technician performing site visits should periodically verify that that the reference guide is up-to-date.

f. Supporting accessories must be included as part of this proposal. The following supporting accessories should be included:

i. Vinyl, non-abrasive scrubbing pads which are safe for ceramic and stainless steel. Scub pads shall not scratch stainless steel -- for example: blue ScotchBrite® pads should be provided (versus green

ScotchBrite® pads). Scrubbing pads may not be cellulose sponges, stainless steel, or steel wool.

Scrubbing pads should not have detergent “pre-loaded”.

ii. Appropriate containers for diluted chemicals (e.g.: spray bottles, sanitizer buckets, pouring bottles, thermometer cups)

iii. Dispenser equipment for dish machine chemicals (e.g.: mounting frames for containers, chemical metering machine, tubing from machine to container lid for closed loop system)

iv. Sufficient quantity of nail brushes such that each employee may have his/her own brush

v. Sanitizer test strips in a plastic container with color concentration chart included

vi. Wall mounted, laminated color coded sanitizer concentration chart (color charts may also be included with sanitizer strips, but may not replace wall mounted color charts)

vii. Elbow length pot and pan washing gloves

viii.…