Project Information

Bid Title

Grocery

Issuing Agency

Warren County Public Schools

Location

Kentucky

Published Date

Apr 7, 2026

Closing Date

May 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

1008-26

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid/RFP Number	Bid/RFP Title	Posting Date	Closing Date/Time
1008-26	Grocery	April 7, 2026	Tuesday, May 12, 2026, 10:00 PM CST

Attachment Preview

REQUEST FOR PROPOSAL (RFP)

RFP 1008-26 Grocery

Proposal Deadline:​

Star Center

Date Sent: April 7, 2026

Open: April 20, 2026

Closes: May 12, 2025

Time: 10:00P.M

Nutrition & Dining Services

212 Porter Pike

Bowling Green, Kentucky 42103

Proposal Submission Contact:​

Melissa Smith, NDS Office Specialist

Phone: 270-904-8930

Email: melissa.smith@warren.kyschools.us

*Reference proposal title in subject line of all emails

*Proposals must be emailed to: melissa.smith@warren.kyschools.us in excel format only. No PDF’s, no handwritten

copies. Please use the excel sheet to submit your quotes. This is for the efficiency to review the bids/quotes.

Notice is hereby given that the Nutrition & Dining Services Department of the Warren County Board of Education of Bowling Green,

Kentucky (herein after called the Board of Education) will receive sealed proposals for RFP 1008-26 Grocery FOR THE 2026-2027

SCHOOL YEAR, up to the hour of 10:00 PM CST on May 12, 2026 at the STAR Center, located 212 Porter Pike Bowling Green,

Kentucky 42103.

You are invited to submit a sealed proposal, subject to the terms, conditions, instructions, and specifications of this solicitation. Please

read the instructions and specifications carefully. Failure to comply with these instructions may disqualify your proposal.

Any Proposer who wishes their bid to be considered is responsible for making certain that the proposal is received by the Nutrition &

Dining Services at the Central Office (by mail or email—both listed above) by the proper time. No oral, telegraphic, facsimile, or

telephonic proposals or modifications will be considered. Proposals received after the scheduled Submission Deadline will be returned

unopened. It is the responsibility of the Proposer to see that any proposal submitted shall have sufficient time to be received by

Nutrition & Dining Services before the Submission Deadline. Late proposals will be returned to the Proposer unopened. The receiving

time in the Nutrition & Dining Services Office will be the governing time for acceptability of proposals. Proposals must bear original

signatures and figures.

Specifications:

Copies of this solicitation and proposal acceptances may be obtained by the Nutrition & Dining Services Office at 212 Porter Pike

Bowling Green, Kentucky, between 8:00 a.m. and 4:00 p.m., Monday through Friday, or via email to the proposal submission contact

indicated above, prior to the time and date specified for proposal deadline.

It is anticipated that this RFP 1007-26 will have multiple winners. This RFP is not winner (Vendor) take all.

Please be aware that, according to the terms of this contract and with the approval of the Warren County Board of Education,

amendments may be made as necessary by the Director of Nutrition for WCPS to address the needs of the Nutrition & Dining

Program

Period of Contract:

This Agreement shall be for the period July 1, 2026 through June 30, 2027.

TABLE OF CONTENTS

SECTION 1: INSTRUCTIONS FOR SUBMITTING A PROPOSAL​

3

SECTION 2: EVALUATION​

4

SECTION 3: SPECIFICATIONS FOR SERVICE​

4

SECTION 4: GENERAL TERMS AND CONDITIONS​

6

PROPOSAL RESPONSE COVER SHEET​

10

CERTIFICATION OF COMPLIANCE WITH SPECIFICATIONS​

11

CONFLICT OF INTEREST​

12

“PROHIBITION AGAINST CONFLICTS OF INTEREST, GRATUITIES, AND KICKBACKS​ 13

KENTUCKY DEPARTMENT OF EDUCATION NON-COLLUSION AFFIDAVIT​

14

PRICING BID FORM​

15

ATTACHMENT A​

16

ATTACHMENT B​

17

SECTION 1: Instructions for Submitting a Proposal​

1.​ PRE-PROPOSAL INFORMATION AND QUESTIONS:

In preparing proposals, Proposers are advised to rely ONLY upon the contents of this RFP and accompanying

documents and any written clarifications or addendums issued by the Board of Education. If a Proposer finds a

discrepancy, error, or omission in the RFP package, or requires any written addendum thereto, the Proposer is

requested to notify the Proposal Submission contact noted on the cover of this RFP, so that written clarification

may be sent to all prospective Proposers. The Board of Education is not responsible for any oral instructions. All

questions must be submitted in writing to the Proposal Submission contact on or before May 4, 2026. No contact

regarding this document with other Board of Education employees is permitted.

2.​ SOLICITATION MODIFICATIONS/CLARIFICATIONS:

Clarifications, modifications, or amendments may be made to this solicitation at the discretion of the Board of

Education. Any and all modifications issued by The Board of Education will be emailed to all parties that have

requested a copy of this RFP. Copies of any issued modifications may also be obtained by contacting the

Proposal Submission contact noted on the cover of this RFP. It is the responsibility of the Proposer to obtain the

available modifications and acknowledge any issued modifications on the Proposal Form for this solicitation, and

further submit the Form as part of the required submittal documents for this solicitation. If any changes are made

to this solicitation document by any party other than the Board of Education, the original document in the Board of

Education’s files takes precedence.

3.​

PROPOSAL SUBMISSION:

a)​ Proposals must be submitted in excel format & marked “RFP 1008-26: Grocery. NUTRITION & DINING.

b)​ PROPOSAL FORMAT

The Board is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of

developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are

entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Board.

c)​ DOCUMENTS TO BE RETURNED:

Upon submittal vendor shall include the following in this order:

□​ Cover Sheet

□​ Signed Certification of Compliance with Specifications

□​ Conflict of Interest Statement

□​ Gratuities and Kickbacks Form

□​ Non-Collusion Affidavit

□​ Pricing Form

□​ Completed Specs Document

□​ Submit one (1) signed original proposal.

d)​ THE SUBMISSION DEADLINE IS May 12, 2026 by 10:00am,

Proposals received after the deadline will automatically prevent the reading of your proposal and will be

returned unopened. We do not accept FAX proposals. The Board of Education cannot assume the

responsibility for any delay as a result of failure of the mails to deliver proposals on time. The opening and

reading of a proposal does not constitute The Board of Education’s acceptance of the Proposer as a

responsible and responsive Proposer.

e)​ Proposals must be delivered/emailed to: melissa.smith@warren.kyschools.us in excel format only. No

PDF’s or handwritten copies. For specs and excel sheet please email Melissa Smith.

SECTION 2: Evaluation

EVALUATION CRITERIA

The Purchasing Administrator will first evaluate proposals as being responsive or non-responsive based upon the

specifications provided. Second, he/she will evaluate proposals based on the information provided in the vendor’s

proposal, and any other information requested in the evaluation process. The criteria for meeting the competitive range

(and points for each) will determine the highest evaluated proposal.

1. Total Pricing strategy (price to include delivery and installation as needed).

50%

2. Vendor’s pricing of services.​

30%

3. Vendor’s past performance with Warren County Schools

20%

District or organization of comparable size.

Discussions may, at the Board of Education’s sole option, be conducted with responsible Proposers who submit proposals

determined to be reasonably susceptible of being selected for an award. Discussions may be for the purpose of

clarification to assure full understanding of, and responsiveness to, the solicitation requirements. If discussions pertaining

to the revision of the specifications are held with any potential offeror, all other potential offerors shall be afforded an

opportunity to take part in such discussions. In conducting discussions, the Board of Education will not disclose information

derived from proposals submitted by competing Proposers. A request Proposal based on revised specifications shall be

issued as promptly as possible. Revisions may be requested before award for obtaining best and final proposals.

Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of

proposals.

SECTION 3: Specifications for Service

SCOPE OF SERVICES AND REQUIREMENTS

●​ Proposals must be submitted in strict accordance with the specifications contained herein for each item.

●​ Vendor shall indicate in the proposal schedule for each lot against which a proposal is submitted, the brand or trade

name by which the product offered is identified, and the packer of such product.

●​ In the event of an award, deliveries must be identified by brand or trade name as submitted by the vendor in the

proposal schedule, unless otherwise specifically approved or authorized.

●​ Deliveries should be made at the agreed upon time and date and must be made directly to the specified school.

●​ Deliveries shall be made of the item or items in the quantity specified by the ordering school(s).

●​ The contractor will be responsible for the delivery of material in first-class condition at the point of delivery and in

accordance with good commercial practice.

●​ All products shall be in good condition at the time of delivery.

●​ All products delivered shall be in compliance with all applicable provisions of the Federal Occupational Safety and

Health Act (OSHA) in effect at the time of delivery.

Material Specifications:

Bidder shall indicate in the proposal schedule for each lot against which a proposal is submitted, the brand or trade name

by which the product offered is identified. The bidder shall indicate the packer of such product. In the event of an award,

deliveries must be identified by brand or trade name as submitted by the bidder in the proposal schedule, unless otherwise

specifically approved or authorized.

SECTION 4: General Terms and Conditions

ACCEPTANCE OF PROPOSALS

The Board of Education reserves the right to accept any proposal, to reject any or all proposals, to waive any irregularities or informalities in

proposals received where such acceptance, rejection or waiver is considered to be in its best interest. The Board of Education, as one criterion,

also reserves the right to reject any proposal where evidence or information submitted by the Proposer does not provide satisfactory proof that

the proposer is qualified to carry out the details of the contract.

ADDENDUMS

Clarifications, modifications, or amendments may be made to this solicitation at the discretion of the Board of Education. Any and all

addendums issued by the Board of Education will be mailed to all parties that have requested a copy of this Solicitation. Copies of any issued

addendums or modifications may also be obtained by contacting the Proposal Submission contact noted on the cover of this Solicitation. It is

the responsibility of the Proposer to obtain any available addendums and acknowledge any issued addendums on the Proposal Form for this

solicitation, and further submit the Form as part of the required submittal documents for this solicitation. If any changes are made to this

solicitation document by any party other than the Board of Education, the original document in the Board of Education’s files takes precedence.

AGREEMENT TO TERMS AND CONDITIONS

Submission of a signed proposal will be interpreted to mean the Proposer has agreed to all the terms and conditions set forth in the pages of

this solicitation unless otherwise indicated.

AUTHORITY OF THE AGENCY

Subject to the power and authority of the Warren County Board of Education as provided by law in this contract, the Warren County Board of

Education shall in all cases determine the quantity, quality, and acceptability of the work, materials, and supplies for which payment is to be

made under this contract. The Board of Education shall decide questions that may arise relative to the fulfillment of the contract or the

obligations of the Successful Proposer.

AWARDING OF CONTRACT(S)

The Board of Education intends to award a single contract to the Proposer who is the most responsive and responsible Proposer receiving the

highest score from the evaluation process. Contracts may be awarded, in the judgment of the Board of Education, on the basis of initial offer to

the vendor who is determined to be the most responsive and responsible, and whose proposal is evaluated with the highest score, and where

the proposal meets all specifications, terms and conditions, and subject to all other provisions of this request for proposal, on a per item basis,

or on a total basis; whichever is deemed to be in the best interest of the board of education.

Discussions may, at the Board of Education’s sole option, be conducted with responsible Proposers who submit proposals determined to be

reasonably susceptible of being selected for an award. Discussions may be for the purpose of clarification to assure full understanding of, and

responsiveness to, the solicitation requirements. If discussions pertaining to the revision of the specifications are held with any potential offeror,

all other potential offerors shall be afforded an opportunity to take part in such discussions. In conducting discussions, the Board of Education

will not disclose information derived from proposals submitted by competing Proposers. A request Proposal based on revised specifications

shall be issued as promptly as possible. Revisions may be requested before award for obtaining best and final proposals. Proposers shall be

accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals.

(1) Notification of Award: The Proposer to whom the award is made will be notified at the earliest possible date. Actual acceptance

of the proposal by the Board of Education will be provided by written notice sent to the Proposer at the address designated in the

proposal. Tabulations will be made by the Purchasing Department and each qualified vendor will be mailed a formal tabulation after

the Board of Education has taken official action. The Board of Education meetings are normally held on the third Thursday of each

month.

BASIS FOR PRICE QUOTATION

Unit prices quoted in response to this invitation shall be firm prices during the life of the contract, and are not subject to change due to changing

market conditions. Federal excise taxes of Kentucky sales and use taxes are not applicable to any purchase made for use by the Board of

Education. Bids should not include any such taxes. Exemption certificates will be furnished as required. This district's Kentucky sales and use

tax number is B367.

BILLING

The following terms shall be made a part of all transactions where invoices are involved with the Board of Education. Invoices to the Board of

Education shall include all applicable information including but not limited to, cost for labor, materials, quantities, delivery charges, equipment

rental, trade discounts, totals, overhead, and profit in order that the intent of the invoice is very clear. All invoices must show the board of

education’s purchase order number, date of delivery, and name of location and list of items or service delivered by item name.

It is imperative that invoices be submitted to the Board of Education in a timely manner. Therefore, invoices shall be submitted to the Board of

Education no later than 60 days after the services have been performed, the products have been delivered, and/or items have been installed,

unless special permission is granted by the Board of Education.

Commodity Codes

• NAICS 424410General Line Grocery Merchant Wholesalers
• NAICS 445110Supermarkets and Other Grocery (except Convenience) Stores

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.