RFP# 04032026 PCMS Cooler Freezer replacement

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- 4/14/2026 2:00 PM Pierce County
Mandatory 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 ,
------------------------ eorgalas
This 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 SFA '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
it,
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