Project Information

Bid Title

Supplemental Purchase of Groceries on an Annual Contract

Issuing Agency

Gwinnett County

Location

Georgia

Published Date

Apr 8, 2026

Closing Date

May 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

BL048-26 INV

Original Source

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Bid Documents

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Project Description

BL048-26 INV

Supplemental Purchase of Groceries on an Annual Contract

Buyer Contact : Savannah.Anderson@GwinnettCounty.com

Opening Date : 05/06/2026 03:00 PM EST

Virtual Bid Opening

Attachment Preview

March 25, 2026

INVITATION TO BID

BL048-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified suppliers

for the Supplemental Purchase of Groceries on an Annual Contract with four (4) one year options to renew

for various Gwinnett County Departments.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the

BL# and Company Name. Sealed will be received until 2:50 P.M. local time on May 6, 2026, at Gwinnett

County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.

Any bid received after this date and time will not be accepted. Bids will be publicly opened and read at 3:00

P.M. The bid opening will be virtual ONLY. To access the bid opening virtually, visit the following link:

https://teams.microsoft.com/meet/23648356752160?p=M3umct5TNawFiylbtI or dial +1 323-676-6170 and

enter Conference ID 822 003 991#. Apparent bid results will be available the following business day on our

website www.gwinnettcounty.com.

Questions regarding bids should be directed to Savannah Anderson, Purchasing Associate II, at

Savannah.Anderson@GwinnettCounty.com or by calling 770-822-8736, no later than 3:00 pm local time on

April 10, 2026. Bids are legal and binding upon the bidder when submitted. All bids should be submitted

single-sided in duplicate.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs

or activities. Any requests for reasonable accommodations required by individuals to fully participate in any

open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator

at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the supplier submitting the lowest responsive and responsible bid. Gwinnett County

reserves the right to reject any or all bids to waive technicalities and to make an award deemed in its best

interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms,

conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.GwinnettCounty.com and

companies submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Savannah Anderson

Purchasing Associate II

The following pages should be returned in duplicate with your bid:

Bid Schedule, Pages 8-14

References, Page 15

Ethics Affidavit, Page 16

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SPECIFICATIONS & REQUIREMENTS

I.

Scope of Work

The successful supplier(s) will be required to provide groceries as specified within the bid

document for various Gwinnett County departments on an as needed basis.

II. General Information

1. On the Bid Schedule “State in Detail Your Packaging” and be sure to include all

information applicable to each item (for example state weight of each

serving/portion, how many servings per package/box, etc., and the number of boxes,

etc. per case).

2. On the Bid Schedule “Product Grade” be sure to include the U.S.D.A. Grade for each

grocery product.

3. Portions stated on the Bid Schedule under the “Description” are minimum

requirements based on nutritional standards. DO NOT bid any product not meeting

the minimum requirements; to do so may result in rejection of bid.

4. Gwinnett County reserves the right to make “special” or “opportunity buys” as

deemed in its best interest. If such purchase is made, the price of the product will

be less than prices stated in the successful supplier(s) bid.

5. Any supplier submitting a “qualified” bid may be deemed non-responsive. Qualifying

a bid can be, but is not limited to, all or none offers and/or minimum order or

delivery requirements. If awarded and supplier qualifies orders, the County reserve

the right to purchase off contract and/or terminate the contract.

III. Product Packaging & Quantity

1. On each box and/or case delivered to each county facility indicated in the bid

specifications, the name of the distributor and the manufacturer name must be

indicated with the brand name, product code, quantity, and case weight.

Distributor’s name is not to cover/disguise manufacturer’s information. Failure to

provide labeling with the required information may result in the refusal of delivery,

cancellation of order and/or the return of items that are not in compliance with the

bid specifications at which no additional cost will be incurred by the County. It will

be the responsibility of the successful supplier to incur any additional expense

associated with picking up/replacing non-compliant items with items compliant to

the bid specifications.

2. PRODUCTS THAT ARE OLD, DAMAGED, BENT AND/OR DENTED WILL NOT BE

ACCEPTED. IT WILL BE THE RESPONSIBILITY OF THE SUCCESSFUL SUPPLIER TO

INCUR ANY ADDITIONAL EXPENSE ASSOCIATED WITH PICKING UP/REPLACING

NON-COMPLIANT ITEMS WITH ITEMS COMPLIANT TO THE BID SPECIFICATIONS.

IV. Product and Food Requirements

1. All items bid must meet or exceed the specifications indicated within this bid.

2. All Grocery items must be U.S.D.A. Grade A or U.S. Fancy products. Gwinnett County

reserves the right to request proof of U.S.D.A. quality and refuse delivery on any

grocery products that do not meet this specification.

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3. Canned foods that are Grade A or U.S. Fancy as defined by the U.S.D.A. means “the

quality of canned product that possess similar variety characteristics, a normal

flavor and odor; good color, are practically free from defects and possess practically

clear liquid and a good character.”

4. Frozen food products that are Grade A or U.S. Fancy as defined by the U.S.D.A.

means “the quality of frozen product that possesses similar variety characteristics,

good flavor, tender, good color and are practically free from defects.”

5. Items must not exceed a reasonable age upon delivery according to the shelf date.

6. Nutritional Analysis Sheets, including ingredients, along with a copy of the product

label and/or package wrap should be submitted as part of this bid document. Upon

request, failure to submit this information may result in rejection of bid.

V. Equivalent/Alternate Products

1. Equivalent/alternate products may be bid on items where brand name is specified,

provided the quality, grade, and/or performance of the proposed meets or exceeds

the specifications as indicated within the bid specifications for each item. Samples

of alternate products shall be provided upon request as indicated below.

The following should be provided with the bid documents for all alternate/equivalent

items bid:

1. Product identification, including manufacturer and/or distributor’s name and

number, brand name, product code, product label, quantity per case, case

weight and item number.

2. Manufacturer’s product literature/specifications, including but not limited to

product description, ingredients, nutritional analysis, packaging wrap and/or

product label.

3. Product has been personally investigated and determined that it is equal or

superior in all respects to that specified.

4. Supplier will provide the same guarantee for the equivalent/alternate item as

they would for specified product indicated in the bid documents.

VI. Samples

1. Gwinnett County reserves the right to request samples for evaluation purposes prior

to award.

2. Gwinnett County reserves the right to request samples of any items on the bid

schedule (including all equivalents). This does not mean all items, only certain items

upon request. Samples should be provided within five (5) business days upon

request. It will be the responsibility of the supplier to incur all costs associated with

the samples. Failure to submit samples upon request may result in the line item(s)

being deemed non-responsive or rejection of the bid. A minimum of 5 servings of

each product shall be submitted as a sample. All samples are to be identified and

must include the following:

(FAILURE TO SUBMIT THIS INFORMATION MAY RESULT IN SAMPLES NOT BEING

CONSIDERED FOR EVALUATION.)

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A. Labeled with product identification label, including manufacturer’s

name or brand name, product code, product label, distributor name,

item number as indicated on the bid schedule and case weight. All

products are to be identified by brand and code number.

B. Product literature/specifications, including but not limited to

product description, packaging, ingredients, nutritional analysis,

and product code.

C. Product labels on selected samples will be kept for verification when

shipments are received. See “Delivery” as specified below.

D. All samples used for evaluation purposes must be the same product

that will be provided to the user departments and as indicated on the

bid schedule. Any deviation in products bid without prior County

approval will result in possible rejection and cancellation of order.

E. Samples will not be returned after the evaluation.

VII. Evaluation of Samples

1. The requested sample items will be evaluated and graded by the user departments.

The categories of evaluation will consist of the following: aroma, appearance, color,

texture, tenderness, and flavor.

2. A rating scale of one to five (1-5) will be used as follows: 1=unacceptable,

2=poor, 3=fair, 4=good, and 5=excellent.

3. The evaluation of samples will be taken into consideration for award, which will be

made as indicated within the bid specifications.

VIII. Substitutions

1. Substitutions may be accepted only if the product quality is equal to or exceeds the

current product specifications that were originally bid and is approved by the user

department(s) prior to submitting the substituted item. Gwinnett County shall be the

sole determinant of acceptability of substitutions. Item delivered without

authorization will be rejected.

Gwinnett County reserves the right to purchase outside of this contract and the price

difference will be charged to the supplier if item bid is not available when needed.

2. If providing an approved substitution, pricing, delivery, quantity/packaging, and

invoicing must remain the same as the item originally bid/indicated on the

successful supplier(s) bid documents.

IX. Orders

Orders will be placed directly with the successful supplier by the individual user

departments on an “as needed” basis. Quantities are approximate annual quantities. Orders

are to be filled regardless of quantity and/or dollar amount. All orders must be

accompanied with a packing slip and all orders shipped in error, to be returned, are to be

picked up within five (5) business days of notification.

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X. Delivery Terms/Invoice

1. Delivery should be coordinated with each user department upon award, as orders

are placed individually by each department and will require delivery to various

facilities and locations as indicated in item XI. Gwinnett County reserves the right to

add or remove locations throughout the life of the contract.

2. All products delivered to Gwinnett County under this contract are subject to

inspection and verification for compliance with bid specifications. Gwinnett County

reserves the right to refuse delivery or return any items received that are not

labeled properly (see Item III, Product Packaging & Quantity), damaged, or not in

compliance with the bid specifications. Any and all non-compliance will be

documented by County personnel and may have a negative impact on suppliers with

this agreement including but not limited to supplier replacement of products,

rejection of shipment, possible cancellation of order and/or re-award of contract

which could negatively impact future awards. All cost incurred to pick up and

correct non-compliant or damaged orders will be the sole responsibility of the

successful supplier.

3. Deliveries will be “F.O.B. Destination” to each location and inside delivery is

required. Supplier shall deliver orders as specified by the department and be

accompanied with a packing slip. All invoices shall reflect the bid number and the

delivery address. It shall spell out the exact description as indicated in the bid

tabulation. Unit pricing per case/box/etc. for each line item should not be extended

beyond two decimal places.

All invoices should show either price per case, box, bag, container, etc..

F.O.B. Point: Item(s) shall be shipped F.O.B. Destination. The seller shall retain title

for the risk of transportation, including the filing for loss or damages. The invoice

covering the items is not payable until all items are delivered and the contract of

carriage has been completed. Unless the F.O.B. clause states otherwise, the supplier

assumes transportation and related charges either by payment or allowance.

4. Delivery Time A.R.O.: Indicate on the attached bid schedule for each item, the

number of calendar days required for delivery, after receipt of order and all pertinent

information necessary from Gwinnett County. Your delivery A.R.O. should not

exceed 72 hours.

5. The Gwinnett Senior Services Center can accommodate up to a 48’ trailer. Supplier

must be able to make delivers without causing damage to Gwinnett County property.

If necessary, supplier will need to have a hand truck or other means available to

deliver goods to this facility.

6. Gwinnett county requires that all invoicing against this contract reflect the bid

number. Items ordered from this contract must be invoiced separately from

those items ordered which are not a part of this contract.

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