Banks County School District Chick Products RFP

Banks County School Nutrition Programs
Request for Proposal
Chicken Products
CHICKEN LARGE CHILLED BULK;
CHICKEN SMALL CHILLED, BULK
Issued on: May 8, 2026
Final Date for Written Questions: May 18, 2026
Proposal Due Date: June 16, 2026
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the
USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited
from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity
in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print,
audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals
who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.
Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found
online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and
provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992.
Submit your completed form or letter to USDA by:
(1) mail: U.S. Department of
Agriculture Office of the Assistant
Secretary for Civil Rights
1400 Independence
Avenue, SW Washington,
D.C. 20250-9410;
(2) fax: (202) 690-7442; or
(3) email: program.intake@usda.gov.
This institution is an equal opportunity provider.
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TABLE OF CONTENTS
DEFINITIONS... .......................................................................................................................... 3
SECTION 1 - TRANSMITTAL PAGE ....................................................................................... 4
SECTION 2 - STANDARD TERMS AND CONDITIONS ........................................................ 7
SECTION 3 - SPECIAL TERMS AND CONDITIONS ............................................................ 12
SECTION 4 - ATTACHMENTS ................................................................................................ 20
ATTACHMENT A - CONTRACT SIGNATURE PAGE
ATTACHMENT B - CHICKEN PRODUCT
SPECIFICATIONS ATTACHMENT C - VENDOR BID
FORM
ATTACHMENT D - LOBBYING CERTIFICATE AND DISCLOSURE
ATTACHMENT E - DEBARMENT FORM
ATTACHMENT F - DELIVERY LOCATION AND INVOICING CONTACTS
ATTACHMENT G - VENDOR QUESTIONNAIRE AND SCORING MATRIX
ATTACHMENT H - BID EXCEPTION FORM
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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 (RFP).
Bid Unit - The unit designation which shall be applicable to all pricing offered for bid evaluation purposes. Unit
cost, freight, fixed fee, estimated usage and the extended cost shall be stated in terms of the designated bid unit.
In some instances, the bid unit and the package unit may be the same.
Contractor - The provider of the goods and/ or services under the Contract.
Contract Documents - Consist of the Agreement between the Board/SNP and the Contractor, 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.
Damaged Item- Refers to an item that has sustained damage that would allow spillage from the original container, a
loss or disfigurement of a label that would hinder identification, contaminated package that would affect the content of
that package or any other happening that would affect the quality and/or quantity of the original item.
Dry Food Product- A dry product that does NOT require freezing or refrigeration.
FFS - Fee for Service
NOI - Net Off Invoice
Request for Proposal ((RFP)) - A type of solicitation document used in competitive sealed bidding, where the primary
consideration is cost and the expectation is that competitive bids will be received and an acceptance (award) will be
made to the responsive and responsible Bidder whose bid is lowest in price. An (RFP) is a formal method of
procurement that uses sealed bidding and results in a fixed price contract with or without adjustment factors. The
(RFP) must be publicly advertised and bids shall be solicited from an adequate number of known suppliers, providing
them with sufficient time to respond prior to the date set for opening the bids.
Pack Size - With some items the bid unit does not represent a package configuration by which the item would normally
be purchased. In such instances, the Bidder will be required to bid according to the designated bid unit and also state
how the product will be packaged and to provide a cost for purchase unit.
Purchase Unit - The package configuration (case, carton, box, bag, etc.) by which the product would normally be
sold. This shall also mean packaging being referred to when the term "case price" is applicable.
Solicitation - A document used by the Board/SNP 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.
NSLP - National School Lunch Program
SBP - School Breakfast Program
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SECTION 1
TRANSMITTAL PAGE
The Banks County Board of Education, School Nutrition Program (Board/SNP) is requesting sealed
bids for RFP, CHICKEN PRODUCTS. Bids are due by June 16, 2026, at 12:00 p.m. Bids will be opened
at Banks County Board of Education Annex, Office of School Nutrition Director, 102 Hwy. 51 South, Homer,
Georgia 30547.
Bids shall be mailed or delivered to the Banks County Board of Education Annex, Office of School
Nutrition Director, 102 Hwy. 51 South, Homer, Georgia 30547.
Bids must be enclosed in a sealed envelope and marked RFP Chicken Products. Questions regarding
this Request for Proposal shall be directed to: Nicole Blalock, School Nutrition Director, Banks County Board of
Education Annex, Office of School Nutrition Director, 102 Hwy. 51 South, Homer, GA 30547 , phone 706-677-
2224, email: nblalock@banks.k12.ga.us
Bidders may download solicitations by going to: www.banks.k12.ga.us
I. 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 chicken
products to the Banks County Board of Education, School Nutrition Programs through sealed
bids.
b) The Board/SNP is seeking to identify and select one vendor to provide the items as listed in
the attached product list (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.
c) The Board/SNP 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 Board/SNP.
II. CONTRACT TIME PERIOD
a) Initial Term - The initial term of this contract, which results from the award of this (RFP),
shall commence on July 1, 2026 and terminate June 30, 2027.
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. This extension will be utilized only to
prevent a lapse of contract coverage and only for the time necessary to issue and award a new
Invitation to Bid, but not to exceed three months.
c) Renewal Option - This contract may be renewed for up to (4) four one-year terms at the same
terms and conditions by mutual agreement of both parties in written form.
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III. BID SUBMISSION PROCEDURES
The Board/SNP is not liable for any costs incurred by Bidders prior to issuance of or entering into a
contract. Costs associated with developing the bid, preparing for oral presentations, 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 Board/SNP.
a) Bids must be enclosed in a sealed envelope. The outside of the envelope shall be clearly marked, RFP
Chicken Products.
b) Bids must be received by the Board/SNP no later than 12:00 p.m., June 16, 2026.
c) Late bids shall not be accepted. The Board/SNP shall not be responsible for late receipt of bids. Bids
must be mailed or delivered to the Board/SNP. Emailed and faxed bids are not acceptable and will
not be considered. Electronic media must be in a protected sleeve. Bids must be mailed or delivered
to:
Nicole Blalock, School Nutrition Director
Banks County Board of Education Annex
102 Hwy. 51 South
Homer, GA 30547
d) 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 samples, or
fails to properly execute and seal the said documents the Bidder, in the Board/SNP's sole
discretion, may be given 72 hours from the time of the bid opening in which to provide such
information to the Board/SNP.
e) The Board/SNP has the right to waive any and all informalities.
IV. BID OPENING DATE/TIME/PLACE
Issue Date May 8, 2026
Final Date for written questions May 15, 2026
Deadline for submitting bids June 16, 2026, 12:00 PM
V. AWARD DETERMINATION STATEMENT
a) This (RFP) is intended to be awarded to a single vendor and to result in a firm fixed price contract.
All bid prices shall remain firm for the entire contract period.
b) The award of this (RFP) is contingent upon available budget funds and approval of the Banks
County Board of Education.
c) The Board/SNP will award the contract(s) 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
Board/SNP reserves the right, in its sole discretion, to accept or reject any and all bids or parts
thereof.
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d) An official letter of acceptance will be forwarded by the Board/SNP 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 Board/SNP
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 Board/SNP
and the Bidder concerning the transactions. The contract shall constitute the entire and only
agreement and shall supersede all prior negotiations, commitments, understandings, or agreements,
whether oral or written.
VI. SYSTEM CONTACT INFORMATION
a) This Request for Proposal (RFP) is issued by Banks County Board of Education, School
Nutrition Programs. All inquiries, clarifications, or interpretations regarding this (RFP) should
be directed in writing to:
Nicole Blalock, SFN Director
Banks County Board of Education Annex
102 Hwy. 51 South
Homer, GA 30547
b) 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 Board/SNP will accept only written inquiries regarding this (RFP) until May 15, 2026, 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)
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.
VII. VENDOR CONTACT INFORMATION
Vendor Company Name
Street Address
City, State, Zip
Contact Person
Telephone
Email address
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SECTION 2
STANDARD TERMS AND CONDITIONS
This contract between the Banks County Board of Education and the Vendor shall be governed in accordance with
the laws of the State of Georgia and all applicable Federal regulations.
I. LOBBYING CERTIFICATE (for bids over $100k) 2 CFR Appendix II to Part 200 (I)
A Lobbying Certification and Disclosure must be completed for all bids $100,000 and over. Byrd Anti-
Lobbying Amendment (31 U.S.C. 1352): Vendors that apply or bid for an award exceeding $100,000
must file the required certification. 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. 2 CFR Appendix II to Part 200 (I) See and complete
Attachment D.
II. DEBARMENT AND SUSPENSION VERIFICATION (for bids over $25k) 2 CFR Appendix II to
Part 200 (H)
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 or suspension to protect the Government's interest and only for the 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 the 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 this agreement, 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 governmentwide 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 regulatory authority other than Executive Order
12549.
See Attachment E
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III. BUY AMERICAN STATEMENT (Food only) (7 CFR Part 210.21(d))
Vendor must comply with the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Buy American
Act:7 CFR 210.21(d)) which requires schools and institutions participating in the National School Lunch
Program (NSLP) and School Breakfast Program (SBP) in the contiguous United States to purchase, to the
maximum extent practicable, domestic commodities or products for use in meals served under the NSLP and
SBP.
Buy American:
Definition of domestic commodity or product. The term 'domestic commodity or product' means:
(i) An agricultural commodity that is produced in the United States; and
(ii) A food product that is processed in the United States substantially using agricultural
commodities that are produced in the United States. Substantial means over 51% of the
final processed product consists of agricultural commodities that were grown domestically.
Products from Guam, American Samoa, Virgin Islands, Puerto Rico, and the Northern Mariana Islands
are allowed under this provision as territories of the United States.
The Buy American provision (7 CFR Part 210.21(d)) is one of the procurement standards SFAs must comply
with when purchasing commercial food products served in the school meals programs and when considering
limited exceptions to the Buy American provision-USDA Memo SP 38-2017; SP 23-2024. Exceptions to the
Buy American provision are very limited; however, an alternative or exception may be approved by the SFA
upon request. To be considered for an alternative or exception, the request must be submitted in writing to the
SFA at least 7 days in advance of delivery. The request must include:
(1) Alternative substitute(s) that are domestic and meet the required specifications:
(a) Price of the domestic food alternative substitute(s); and
(b) Availability of the domestic alternative substitute(s) in relation to the quantity ordered.
(2) Reason for exception: limited/lack of availability or price (include price):
(a) Price of the domestic food product; and
(b) Price of the non-domestic product that meets the required specification of the domestic product.
(c) The product is listed on the Federal Acquisitions Regulations Nonavailable
articles list found at 48 CFR 25.104 and/or is not produced or manufactured in the
U.S. in sufficient and reasonably available quantities of a satisfactory quality.
Notification of non-domestic food purchases provided by the vendor is necessary to assist the SFA with
ensuring that the annual cost of non-domestic food purchases acquired with School Nutrition Program funds
does not exceed the caps established as applicable to the contract and optional renewals.
By signing this document, the vendor certifies that all domestically identified products listed within the
response to the attached specifications were processed in the U.S. and contain over 51% of their agricultural
food components, by weight or volume, from the U.S. Any response listing a non-domestic product will
include a valid resource to verify that the non-domestic good is not produced or manufactured in sufficient and
reasonable available quantities of a satisfactory quality within the U.S.
DOMESTIC PREFERENCE FOR GOODS AND MATERIALS (Applicable to non-food only) 2 CFR
200.322, 2 CFR Appendix II to Part 200 (L)
As appropriate and to the extent consistent with law, the recipient and/or subrecipient should, to the greatest
extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods,
products, or materials produced in the United States (including but not limited to iron, aluminum, steel,
cement, and other manufactured products). The requirements of this section must be included in all subawards
including all contracts and purchase orders for work or products under this award.
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For purposes of this section:
(1) "Produced in the United States" means, for iron and steel products, that all manufacturing processes,
from the initial melting stage through the application of coatings, occurred in the United States.
(2) "Manufactured products" means items and construction materials composed in whole or in part of
non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe;
aggregates such as concrete; glass, including optical fiber; and lumber.
Federal agencies providing Federal financial assistance for infrastructure projects must implement the Buy
American preferences set forth in 2 CFR part 184.
IV. REMEDY FOR NON-PERFORMANCE/ TERMINATION OF CONTRACT
a. Termination -The Banks County Board of Education reserves the right, at any time and
for its convenience, to terminate the contract in whole or in any separable part by written
notice to vendor. Such notice shall be provided at least thirty (30) days prior to the intended
termination date. Vendor shall be compensated for Goods accepted and for Services performed
in accordance with the provisions of the contract up to the effective date of termination, less
any payments previously made by the Board/SNP for such Goods or Services, but in no event
shall vendor be entitled to recover loss of profits.
b. In the event that either the vendor or the Board/SNP defaults in the performance of any
obligation specified in the contract, the non-defaulting party shall notify the other party in
writing and may suspend the contract, in whole or in part, pending remedy of the default. If
such default is not remedied within fifteen (15) days from the date of receipt of such notice or
if the other party is diligently attempting to cure such default but is unable to cure such default
within thirty (30) days from the date of receipt of such notice, then the non-defaulting party
shall have the right to terminate the contract immediately by providing written notice of
termination to the other party.
V. HUB STATEMENT (7CFR3016.36(e))
It is the intent of the Banks County Board of Education to provide maximum practicable
opportunities in its solicitations to minority firms, women's business enterprises and labor surplus
area firms.
VI. EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT (for bids over $10k)
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights
regulations and policies, the USDA, its Agencies, offices, and employees, and institutions
participating in or administering USDA programs are prohibited from discriminating based on race,
color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any
program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information
(e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency
(State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have
speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.
Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination
Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html,
and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the
information requested in the form. To request a copy of the complaint form, call (866) 632-9992.
9

Submit your completed form or letter to USDA by:
(1) mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil
Rights 1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
(2) fax: (202) 690-7442; or
(3) email: program.intake@usda.gov.
This institution is an equal opportunity provider.
VII. ENERGY POLICY AND CONSERVATION ACT STATEMENT
Compliance 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 (Public Law 94-163, 89 Stat.871).
VIII. CLEAN AIR/ CLEAN WATER STATEMENT (for bids over $100k)
Compliance with all applicable standards, orders, or requirements issued under section 306 of the
Clean Air Act (42 U.S.C. 1857(h)) Clean Air and Water Certification. Contractor certifies that none
of the facilities it uses to produce goods provided under the Contract are on the Environmental
Protection Authority (EPA) List of Violating Facilities. Contractor will immediately notify the
School Food Authority of the receipt of any communication indicating that any of Contractor's
facilities are under consideration to be listed on the EPA List of Violating Facilities.
IX. CIVIL RIGHTS STATEMENT AND ASSURANCE
The Banks County School System hereby agrees that it will comply with:
i. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.);
ii. Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.);
iii. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);
iv. Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.);
v. 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);
vi. Executive Order 13166, "Improving Access to Services for Persons with Limited English
Proficiency."
(August 11, 2000);
vii. All provisions required by the implementing regulations of the Department of Agriculture (USDA) (7
CFR Part 15 et seq.); Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42 and 50.3);
viii. 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 identity 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.
ix. The USDA non-discrimination statement that in accordance with Federal civil rights law and U.S.
Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices,
and employees, and institutions participating in or administering USDA programs are prohibited from
discriminating based on race, color, national origin, religion, sex, gender identity (including gender
expression), sexual orientation, disability, age, marital status, family/parental status, income derived from
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