Project Information

Bid Title

Haymon-Morris Serving Line

Issuing Agency

Barrow County School District

Location

Georgia

Published Date

Feb 19, 2026

Closing Date

Mar 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Haymon-Morris Serving Line – Due by Mar. 24 at 4:00 PM

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Barrow County School Nutrition Program

REQUEST FOR PROPOSAL

RFP #:

HMMS Equipment SY26

Bid Issue/Posting Date

Request For Proposal Timeline

February 19, 2026

Pre-Bid Meeting Date, Time and Location (if applicable)

Final Date for Written Questions

March 4, 2026

Bid Due Date and Time

March 24, 2026 at 4:00PM

Bid Due Location (deliver or mail to address)

179 W Athens Street, Winder, GA 30680

Bid Opening Date and Time

March 25, 2026 at 9:00AM

Bid Opening Location

179 W Athens Street, Winder, GA 30680

Contract Start Date and End Date (MM/DD/YYYY)

Awarded to (completed after awarded contract)

Vendor Name:

NOTE:

BID FOR

☐

☒

☐

☐

☐

☐

☐

☐

☐

BID TYPE

Food

Equipment

Paper, Chemical

Bread

Milk

Kitchen Supplies

Cafeteria Furnishings

Ice Cream

Other (identify)

LABEL SEALED ENVELOPE AS FOLLOWS:

“RFP FOOD”

“RFP EQUIPMENT- SCHOOL NUTRITION”

“RFP PAPER AND CHEMICAL PRODUCTS”

“RFP BREAD”

“RFP MILK AND DAIRY PRODUCTS”

“RFP KITCHEN SUPPLIES”

“RFP CAFETERIA FURNISHINGS”

“RFP ICE CREAM”

“RFP (name other bid type identified here)”

Document provided by the Georgia Department of Education School Nutrition Division

Page 1 of 40

DEFINITIONS

Addendum: A change, addition, alteration, correction or revision to a bid or contract document.

Bidder: A firm, individual, or corporation submitting a bid in response to this IFB.

CFR: Code of Federal Regulations

CN: Child Nutrition

Contract Documents: Consist of the Agreement between the School Nutrition Program and the Vendor, terms and conditions,

schedule, specifications, drawings, any and all addenda, errata, and bulletins issued prior to execution of

the contract, other documents listed in the Agreement, and modifications issued after execution of the contract.

EPA: Environmental Protection Agency

FNS: Food and Nutrition Services

F.O.B.: Freight on Board

HACCP: Hazard Analysis Critical Control Point

NSLP: National School Lunch Program

O.C.G.A.: Official Code of Georgia Annotated

OMB: Office of Management and Budget

RFP: Request For Proposal

SBP: School Breakfast Program

SFA: School Food Authority

SNP: School Nutrition Program

Solicitation: A document used by the School Nutrition Program to acquire goods and /or services. Solicitations must incorporate a

clear and accurate description of the technical requirements for the material, product, or service to be procured. Solicitations must also

identify all the requirements which the Offerors or Bidders must fulfill and all other factors to be used in evaluating the bids or

proposals.

USDA: United States Department of Agriculture

U.S.C.: United States Code

Vendor: The provider of the goods and/or services under the Awarded Contract.

Document provided by the Georgia Department of Education School Nutrition Division

Page 2 of 40

SECTION 1

PURPOSE AND PROCEDURES

The Barrow County Schools hereafter referred to as SFA, is issuing this Request for Proposal (RFP) for the School Nutrition

Program (SNP) and is requesting sealed bids for Equipment.

INTENT

a) It shall be the intent and purpose of this Request for Proposal (RFP) to cover the terms and conditions under which a

successful Bidder shall be responsible to supply and deliver products to the SFA, through sealed bids.

b) School food authorities shall comply with the requirements of 7CFR 210.21 and 2 CFR part 200, subpart D and USDA

implementing regulations 2 CFR part 400 and part 415, as applicable, which implement the applicable requirements,

concerning the procurement of all goods and services with nonprofit school food service account funds. All procurement

transactions must be conducted in a manner providing full and open competition consistent with the standards of this

section. In order to ensure objective vendor performance and eliminate unfair competitive advantage, suppliers that

develop or draft specifications, requirements, statement of work, or Invitation for Bids, must be excluded from competing for

such procurements. (2 CFR 200.319)

c) Any changes to the terms or conditions of this Contract, which are required by Federal or State law or rule, or changes to

Federal or State laws, rules, or citations are automatically incorporated herein, effective as of the date specified in such

law, rule and/or USDA Memo.

d) The SFA is seeking to identify and select one (1) or more vendors to provide the items as listed in the attached list in

Attachment B. The selected vendor(s) shall provide products in accordance with the Standard Terms and Conditions,

Special Terms and Conditions, the RFP and any applicable Addenda.

e) The SFA reserves the right to accept or reject any or all bids, or to accept any part of a bid without accepting

the whole thereof, or to accept such bid as they deem to be in the best interest of the SFA without restricting competition

I. CONTRACT TIME PERIOD

a) Initial Term: The initial term of this contract, which results from the award of this RFP, shall commence

and terminate on the dates shown on the Request for Proposal Timeline for School Year (SY) 2026.

The start date may not occur prior to the date on which the contract is signed, dated and awarded.

b) Extension Option: The contract may be extended up to three (3) months at the same bid pricing,

provided mutual agreement by both parties in written form.

c) Renewal Option: This contract may be renewed by mutual agreement of both parties in written form.

(Usually 1-year term with the option to renew 4 additional 1-year terms based on vendor performance.)

PRE-BID MEETING (If applicable)

If a pre-bid meeting will be scheduled under this solicitation, the date, time, and location is outlined in RFP Timeline. The

Bidder should raise any questions it may have about the solicitation or the procurement at that time. A Bidder may not rely on

any verbal responses to questions at the meeting. Material issues raised at the meeting that result in changes to the

solicitation shall be answered solely through a solicitation addendum.

Document provided by the Georgia Department of Education School Nutrition Division

Page 3 of 40

II. BID SUBMISSION PROCEDURES

The SFA is not liable for any costs incurred by Bidders prior to the issuance of or entering into a contract. Costs associated

with developing the bid, preparing for oral presentations (if applicable), and any other expenses incurred by the Bidder in

responding to this RFP are entirely the responsibility of the Bidder and shall not be reimbursed in any manner by the School

Nutrition Program. If the Bidder is in doubt or has questions regarding the language, its meaning, or intent, it is the

responsibility of the Bidder to seek clarification prior to submission of the bid.

BIDDER CONTACT INFORMATION

Bidder Company Name

Street Address

City, State, Zip

Contact Person Name

& Email address

Telephone Number

QUESTIONS CONCERNING BID:

Questions regarding this Invitation for Bid shall be directed to:

SFA Director Name or designee: Nicole Trunk

E-mail address Nicole.trunk@barrow.k12.ga.us

Responses to inquiries that affect the content of this RFP will be provided in writing to all recipients of the RFP. It is the

responsibility of each Bidder to inquire about any aspect of the RFP that is not fully understood or is believed to be susceptible

to more than one interpretation. The SFA will accept only written inquiries regarding this RFP until the date shown on the

Request for Proposal Timeline, in order for a reply to reach all Bidders before the bid closes and to give Bidders ample time to

respond to any Addenda. Any information given to a prospective Bidder concerning an RFP, either during the pre-bid meeting

or through written inquiries, will be furnished to all prospective Bidders as an Addendum to the RFP if such information is

necessary or if the lack of such information would be prejudicial to uninformed Bidders.

BID PROCESS:

Bids must be enclosed in a sealed envelope. Emailed bids are not acceptable and will not be considered for sealed bids and

when allowed will remain sealed/unopened until opening time and date. This option may be subject to change during

unprecedented circumstances. Sealed bids or allowable email submissions

must be received by the SFA no later than the date and time shown on the Invitation for Bid Timeline. Bids will be time and

date stamped to confirm receipt of the bid and documented.

• The outside of the envelope shall be clearly marked as shown on the timeline of this document and titled “RFP # HMMS

Equipment SY26 for (BID TYPE)” for SFA SCHOOL NUTRITION”. The return address on the envelope should include

the vendor’s complete mailing address.

• Sealed Bids shall be mailed or delivered to:

Document provided by the Georgia Department of Education School Nutrition Division

Page 4 of 40

SFA Name: Barrow County School Nutrition Program

Address: 179 W Athens Street

City, State, Zip Code: Winder, GA 30680

• An Excel electronic copy or paper copy of the bid Quote Sheet, along with any alternate or required information must

be included inside the sealed bid package.

• Late bids shall not be accepted. The SFA shall not be responsible for late receipt of bids. Late bids will be returned

unopened to the address provided.

• If the Bidder submits bid documents with informalities, errors, or omissions such as, but not limited to, non-

conforming bid security, non-conforming non-collusion affidavit or fails to properly execute and seal the said

documents the Bidder, in the SFA’s sole discretion, may be given 72 hours from the time of the bid opening in which

to provide such information to the SFA. The SFA has the right to waive any and all informalities.

III. BID OPENING DATE/TIME/PLACE

Bids will be opened at the date, time and location shown on the Invitation for Bid Timeline.

IV. AWARD DETERMINATION STATEMENT

a) This RFP is intended to be awarded to a single vendor and result in a firm fixed price contract. All bid prices

shall remain firm for the contract period and in accordance with terms listed within the Escalation/De-escalation Clause, if

applicable, located under Section 3: Method of Payment and Pricing Information.

b) The award of this RFP is contingent upon available budget funds and approval of the SFA Board of Education.

c) The SFA will award the contract to the lowest responsive and responsible Bidder(s) meeting all terms, conditions, and

specifications of the RFP, within approximately sixty (60) days of the opening of the bids. Submitted bid pricing shall

remain valid during this sixty-day period. The SFA reserves the right, in its sole discretion, to accept or reject any and all

bids or parts thereof.

d) An official letter/email of acceptance will be forwarded by the SFA to the successful Bidder after

bid selection and prior to contract award.

e) Upon acceptance and award of a vendor's bid, the contract between the Bidder and the SFA shall be drafted

from (a) the RFP and addenda, (b) the selected bid response to the RFP by the Bidder and any attachments thereto, and

(c) all written communications between the SFA and the Bidder.

f) The contract shall constitute the entire and only agreement and shall supersede all prior negotiations,

commitments, understandings, or agreements, whether oral or written

V. ADDITIONAL BID INSTRUCTIONS

a) Bid modifications: Bids cannot be modified after receipt of bids. Care should be taken to ensure that the information

provided is accurate, complete, and consistent. Omission of any of the required information may subject the Bidder to

disqualification. The SFA reserves the right to request information or respond to inquiries for clarification purposes only.

Document provided by the Georgia Department of Education School Nutrition Division

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Commodity Codes

• NAICS 423440Other Commercial Equipment Merchant Wholesalers

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