Chemical and Chemical Service Bid

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DeKalb County Schools Child Nutrition
Invitation to Bid
Submit to: Bid Number: 2027-1
DeKalb County Board of Bid Title: Chemical and Chemical Service Bid
Education Bid Due Date and Time: May 18, 2025 at 10am
Eryn Thrash Location: DeKalb County Board of Education
306 Main Street W 306 Main Street W
Rainsville, AL 35986 Rainsville, AL 35986
Vendors who do not wish to respond to a bid are not required to do so; however, vendors not
responding and/or submitting a "no bid" response to three consecutive invitations to bid for
the requested commodity may be removed from the bidder's list.
VENDOR INFORMATION
Company Submitting Bid:
Mailing Address:
Telephone Fax Number:
Number:
Web Site: Email:
Tax ID:
MINORITY BUSINESS ENTERPRISE TYPE:
_______________________________________
(M1) African American Male (M2) Hispanic American (M3) Asian American (M4) Native
American (M5) Native Hawaiian (M6) Small Business (M7) Disabled (M8) American Woman
(M9) African American Woman (M10) Non-minority (M11) Other
Certificate of Independent Price Determination
I certify that this bid is made without prior understanding, agreement, or connection with any
other company or person and in all respects has independently determined prices that are fair
and without collusion or fraud. I agree to abide by all conditions of this invitation to bid
(ITB), and certify that I am authorized to sign this ITB for the company submitting it.
Officer's Authorized Signature Officer's Name (printed) and Title
To be responsive, the signature of the officer authorized to bind the company submitting this bid is
required.

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GENERAL CONDITIONS
Bidder: To ensure responsiveness and acceptance of bid, please follow these instructions as
applicable. (The use of the words: bidder, proposer, vendor, contractor, and supplier for the context of
this solicitation all have the same meaning for the company/firm submitting a bid or a request for
proposal.)
1. Bidder Responsibility: It shall be incumbent upon each bidder to understand the provisions of
this bid document and, when necessary, obtain clarifications prior to the time and date set for the
bid opening. Failure to obtain clarification will be no excuse or justification for non-compliance
with the provisions set forth herein. All questions/clarifications shall be made to Eryn Thrash via
email at aethrash@dekalbk12.org no later than five working days prior to the bid submission
deadline.
2. Bid Submission: You must submit an original copy. Your bid must be signed by an authorized
officer of the company. Broker's signatures are not allowed.
3. Bid Opening: Sealed bids must be received in the Central Office by the bid opening time and date
specified in this invitation to bid unless changed by addendum. The clock in the Central Office
shall determine the time of receipt. All bids delivered after the specified time will not be
considered and will be returned to the bidder. Fax or telephone bids will not be accepted. At the
bid opening, no discussion will be entered into with any vendor as to the quality or provisions of
the specifications, and no award will be made either stated or implied. Bid openings will be
conducted open to the public. The openings will serve ONLY to open and read the bottom line
prices for the appropriate categories of each bid. The bid price for each line item may also be
read. No discussion will be entered into with any bidder as to the quality of provisions of the
specifications and no award will be made either state or implied at the bid opening.
4. Preparation of Bid: Bid shall contain a manual signature of an authorized representative in the
space provided. Label the bid envelope with submittal address as indicated in this bid
package. In addition, include the date and time of the bid opening and the bid number. All prices
and notations must be printed in ink or typewritten. No erasures permitted. Errors may be
crossed out and corrections printed in ink or typewritten adjacent, and must be initiated in ink by
the person authorized to sign the bid.
5. Submittal of Bid: The entire invitation to bid documents should be completed and returned as
requested. Modifications and corrections received after the closing time specified will not be
considered. It is the bidder's responsibility to examine any drawings, specifications, and
instructions.
6. Bid Unit Price: Each item is to be priced separately by offering the bid unit price as per
designation in the specification. In the event that the unit designation required by the
specification is different than the standard package offered by a bidder, that bidder shall convert
the quantities to conform with the bid unit set forth in the specifications, i.e., convert 6/#10 to
4/1 gallon. Failure to make the conversions may be cause for rejection.
7. Firm Bid Price: Each item will be bid separately (line item) or by groups (bottom line) as indicated
on the Product Identification Bid Sheet(s). Price shall be applicable to bid unit.
8. Prices and Delivery: Firm prices shall be quoted, typed, or printed in ink, to include all packing,
handling, shipping, and delivery charges FOB Board of Education in each school district in the
North Central AL Coop. Unless otherwise specified, bid prices are assumed firm for a minimum
period of 120 days after the date of the opening. The Boards reserves the right to make an award
to the next lowest responsible bidder if prices are not firm. The bid will show the number of days
to place a commodity in the Boards designated location under normal conditions. If the bidder
cannot meet the stated delivery, alternate delivery schedule may become a factor in the award.
The Boards have the right to extend delivery if reasons appear valid.
9. Installation: Where installation is required, the successful bidder shall be responsible for placing
and installing the product in the required location(s). Authorized product and price list shall

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clearly and separately identify any additional installation charges. All materials used in the
installation shall be of good quality and shall be free of defects that would diminish the
appearance of the product or render it structurally or operationally unsound. Installation
includes the furnishing of any equipment, rigging, and materials required to install or replace the
product in the proper location. The successful bidder shall protect the site from damage and shall
repair damages or injury caused during installation by the vendor, its employees or agents. If any
alteration, dismantling, excavation, etc., is required to achieve installation, the vendor shall
promptly restore the structure or site to its original condition. The successful bidder shall
perform installation work so as to cause the least inconvenience and interference with the Boards
and with proper consideration of others on site. Upon completion of the installation, the location
and surrounding area of work shall be left clean and in a neat and unobstructed condition, with
everything in satisfactory repair and order.
10. Taxes and Trade Discounts: Prices quoted shall be delivered prices, exclusive of all federal or
state excise, sales, and manufacturer's taxes. The Boards of Education in each school district in
the North Central AL Coop is tax exempt by law, Code of Alabama, Title 40, Sec. 23, Sub. Sec. 4.
Trade discounts should be deducted from the unit price and net price should be shown on bid.
11. Acceptance and Rejection: Inspection and testing, if any, and acceptance will be at the
destination unless otherwise provided, but all materials and workmanship shall be subject to
inspection and test at all times and places, and where practicable. Title to risk or loss or damage
to all items shall be the responsibility of the supplier until acceptance by the Boards unless loss or
damage results from negligence by the Boards. During manufacture, the right is reserved to
reject articles that contain defective material and workmanship. Rejected material shall be
removed by and at the expense of the bidder promptly after notification of rejection. Final
inspection and acceptance or rejection of material or supplies shall be made as promptly as
practicable, but failure to inspect and accept or reject materials or supplies shall not impose
liability on the Boards thereof for such materials or supplies as not in accordance with the
specifications. In the event necessity requires the use of materials or supplies not conforming to
the specification, payment may be made with a proper reduction in price.
12. Brand Name Reference: Unless specified "no substitute," any catalog brand name or
manufacturer's reference used in the ITB is descriptive only, not restrictive, and used to indicate
the type and quality desired. If bidding on other than referenced specifications, the item must be
pre-approved. If the item is pre-approved, the bid must show the manufacturer, brand or trade
name, and other descriptions, and should include the manufacturer's illustrations and complete
description of the product offered. The Boards reserves the right to determine whether a
substitute offered is equivalent to and meets the standards of the item specified, and the Boards
may require the bidder to supply additional descriptive material, samples, or
demonstrations. The bidder guaranties that the product offered will meet or exceed the
referenced product and or specifications identified in the ITB. If the bidder takes no exception to
the specifications, bidder will be required to furnish the product exactly as specified in the
solicitation.
13. Samples: Samples or demonstrators, when requested, must be furnished free of expense to the
Boards. Samples not destroyed during reasonable examination will become the property of the
Boards unless bidder states otherwise. Each sample should be marked with the bidder's name
address, bid number and item number.
14. Interpretation: Any questions concerning specifications and conditions shall be directed to any
director involved in this bid.
15. Disputes: In case of any doubt or differences of opinion as to the items to be furnished under a
contract resulting from this bid, the decision of the finance director shall be final and binding on
both parties.
16. Time of Performance: The number of calendar days in which delivery will be made after receipt
of order shall be stated in the bid.

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17. Acceptance of Bid/Award: The Board in each district reserves the right to accept or reject all or
any part of a bid or any and all bids, to waive any informality, general condition, special condition,
or minor specification deviation when considered to be in its best interest, and to award the bid
that best serves the interest of the Boards. The bid will be awarded to lowest responsive and
responsible bidder meeting specifications. Awards will be based on the line item pricing or
bottom line groupings as specifically noted. Documents contained herein are considered part of
the binding contract. It is understood and agreed that the Boards shall have 120 days for bid
acceptance.
18. Default: Backorders default in promised delivery or failure to meet specifications, authorize the
Boards to cancel this contract to the defaulting bidder. The bidder must give written notice to the
Boards of the reason and the expected delivery date.
19. Cancellation: Either party may cancel any contract or item award for cause by giving 30 days
written notice of intent to cancel. Cause for the Boards to cancel shall include, but not be limited
to, cost exceeding current market prices for comparable purchases; request for increase in prices
during the contract period; or failure to perform to contract conditions. The bidder will be
required to honor all purchase orders that were prepared and dated prior to the date of
expiration or cancellation if received by the bidder within a period of 30 days following the date
of expiration or cancellation. Cancellation by the Boards does not relieve the bidder of any
liability arising out of a default or nonperformance. If a contract is canceled due to a request for
an increase in price(s) or failure to perform, that vendor shall be removed from the Bidders List,
but this does not relieve that vendor from liability for a period of 24 months. Cause for the
vendor to cancel shall include, but is not limited to, the item(s) being discontinued and
unavailable from the manufacturer.
20. Addenda: An addendum may be issued as an addition or supplement or clarification to the bid
document. Only written addenda are part of the bid packet and should be considered.
21. Alternate Bids: Unless specifically requested and pre-approved, alternate bids will not be
considered. A non-pre-approved alternate is considered a bid that does not comply with the
minimum provisions requested by the bid.
22. Error in Bid: In case of an error in the price extensions, the base bid/bid unit will govern. No
altered or amended bid will be accepted after the specified time and date set for the bid
submission.
23. Insurance and Indemnification: The bidder agrees to indemnify and hold harmless the Boards, its
officers, agents, and employees from and against any and all claims and liabilities (including
expenses) for injury or death of persons or damage to any property which may result, in whole or
in part, from any act or omission on the part of the bidder, its agents, employees, or
representatives, or arise from any bidder furnished goods or services, except to the extent that
such damage is due solely and directly to the negligence of the Boards. The bidder will carry
comprehensive general liability insurance, including contractual and product liability coverage,
with minimum limits acceptable to the Boards. The bidder will, at the request of the Boards,
supply certificates evidencing such coverage.
24. Risk of Loss: The bidder assumes the following risks: (1) all risks of loss or damage to all goods,
work in process, material, and equipment until the delivery thereof as herein provided; (2) all
risks of loss or damage to third persons and their property until delivery of all goods as herein
provided; (3) all risks of loss or damage to any property received by the bidder or held by the
bidder or its suppliers for the account of the Boards, until such property has been delivered to the
Boards; (4) all risks of loss or damage to any of the goods or part thereof rejected by the Boards,
from the time of shipment thereof to bidder until redelivery thereof to the Boards.
25. Debris Removal: All debris must be removed after installation and/or performance of service of
said equipment and/or service.

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26. Non-Discrimination: The Boards provides equal opportunity for all businesses and does not
discriminate against any vendor regardless of race, color, creed, sex, national origin, or disability
in consideration for an award.
27. Assignment: Assignment of any rights or obligations under award or any portion of this bid is not
allowed without the express written consent of the Boards.
28. Proper Identification: All vendors, employees or agents shall be properly dressed, preferably
uniformed, and shall have proper identification. All vendors, employees or agents shall check in
and out at the facility's main office. School hours are generally 8:00 am to 4:00 pm.
29. Tobacco and Drug Policy: The Boards of Education in each school district in the North Central AL
Coop is a tobacco and drug free system. All vendors, employees, and agents shall abide by the
tobacco and drug free policy while on any property owned/leased by the Boards.
30. Warranty: The bidder expressly warrants that all articles, material, and work offered shall
conform to each and every specification, drawing, sample, or other description which is furnished
to or adopted by the Boards, and that it will be fit and sufficient for the purpose intended,
merchantable, of good material and workmanship, and free from defect. The bidder further
warrants all items for a period of one year, unless otherwise stated, from the date of acceptance
of the items delivered and installed or work completed. All repairs, replacements, or adjustments
during the warranty period shall be at the bidder's sole expense.
31. Hazardous and Toxic Substances: Bidder must comply with all applicable federal, state, county,
and city laws ordinances and regulations relating to hazardous and toxic substances, including
such laws, ordinances, and regulations pertaining to information about hazardous and toxic
substances, and as amended from time to time. The Bidder shall include a "Material Safety data
Sheet" if required.
32. Patents: Bidder guarantees that the sale and/or use of goods will not infringe upon any U.S. or
foreign patent. Bidder will at his/her own expense, indemnify, protect, and save harmless, the
Boards and its employees on any claims arising out of the purchase of goods or services.
33. Annual Appropriation: The Board's performance and obligation to pay under this contract are
contingent upon an annual appropriation.
34. Domestic Products: In public works projects, the contractor agrees to use in the execution of the
contract materials, supplies, and products manufactured, mined, processed, or otherwise
produced in the United States or its territories, if the same are available at reasonable and
competitive prices and are not contrary to any sole source specification.
35. Certification Pursuant to Act No. 2006-557: Alabama law (Section 41-4-116, Code of Alabama
1975) provides that every bid submitted and contract executed shall contain a certification that
the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases
for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use,
and/or lease tax on all taxable sales and leases into Alabama. By submitting a bid, the bidder is
hereby certifying that the bidder is in full compliance with Act 2006-557, not barred from bidding
or entering into a contract pursuant to 41-4-116, and acknowledges the awarding authority may
declare the contract void if the certification is false.
36. Immigration Compliance: Alabama laws require that, as a condition for the award of a contract
by a school board to a business entity or employer with one or more employees working in
Alabama, the business entity or employer must provide documentation of enrollment in the E-
Verify program. During the performance of the contract, the business entity or employer shall
participate in the E-Verify program and shall verify every employee that is required to be verified
according to the applicable federal rules and regulations. The contractor's E-Verify Memorandum
of Understanding must be included with the bid. If you do not believe these requirements are
applicable to your entity, include an explanation justifying such exemption. An entity can obtain
the E-Verify Memorandum of Understanding upon completion in the E-Verify enrollment process
located at the federal web site www.uscis.gov/everify. The Alabama Department of Homeland
Security (http://immigration.alabama.gov) has also established an E-Verify employer agent

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account for any business entity or employer with 25 or fewer employees that will provide a
participating business entity or employer with the required documentation of enrollment in the E-
Verify program. An Employer Identification Number (EIN), also known as a Federal Tax
Identification Number, is required to enroll in E-Verify or to establish an E-Verify employer agent
account.
37. RENEWAL COMPLIANCE: Bid renewals should not reflect any price changes, but if they do all
price changes must fall within the limits of the CPI, AGI, or other necessary indexes.
Documentation of said indexes will be maintained for any bid renewals.
38. ESCALATION/DE-ESCALATION CLAUSE: All prices shall be firm for 30 days from the bid date.
Any increase or decrease in price must be sent in writing to the school districts as soon as
the information is available. Fluid milk can escalate or de-escalate in accord with changes in
the Dairy Farmers of America - Southeast (DFA) area monthly report. "Act of God" pricing
shall be based on the USDA Market Price Report and shall not extend over 4 weeks.
39. ANY VENDOR ISSUING ANY TYPE OF GIFT, PREMIUMS OR OTHER TYPE OF FAVOR TO ANY
EMPLOYEE OF THE BOARDS SHALL CONSTITUTE GROUNDS FOR THE CANCELLATION OF THE
CONTRACT AND SHALL BE EXCLUDED FROM THE MAILING LIST OF ALL PURCHASES MADE BY
BOARDS.
Any and all general information, special terms and conditions, or scope of work, etc., attached hereto
which vary from these general conditions shall have precedence.

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Federal Contract Conditions
All funds being administered through the Child Nutrition Program are Federal and therefore
are governed by Federal regulations. All bidders must comply with and report violations of
the following Federal contract requirements as applicable.
a. Bidders must comply with Equal Employment Opportunity in accordance with
Executive Order 11246 (41 CFR Part 60)
b. Bidders must comply with the Davis-Bacon Act (40 U.S.C. 3141-3148), as
supplemented by Department of Labor regulations (210:30CFR Part 5).
c. Bidders must comply with the Copeland Anti-Kickback Act (40 U.S.C. 3145), as
supplemented by department of Labor regulations (29CFR Part 3).
d. Bidders must comply with the requirements of the Contract Work Hours and Safety
Standards Act (40 U.S.C. 3701-3708), as supplemented by department of Labor
regulations (29CFR Part 5).
e. Bidders must comply with the requirement of 37 CFR Part 401, "Rights to Inventions
Made by Nonprofit Organizations and Small Business Firms under Government
Grants, Contracts and Cooperative Agreements," and any implementing regulations
issued by the awarding agency.
f. Bidders must comply with the Clean Air Act (42 U.S.C. 7401-7671q).
g. Bidders must comply with the Federal Water Pollution Control Act (33 U.S.C.
1251-1387).
h. Bidders must comply with the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352).
i. Bidders must comply with section 6002 of the Solid Waste Disposal Act, as amended
by the Resource Conservation and Recovery Act (40 CFR Part 247).
j. Bidders must comply with the Buy American Provision (7 CFR part 210.21). The
term domestic commodity or product' means an agricultural commodity that is
produced in the United States and a food product that is processed in the United States
substantially using agricultural commodities that are produced in the United States.
The term "substantially" is defined by USDA as meaning that over 51 percent of the
final processed product consists of agricultural commodities that were grown
domestically
\

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SPECIAL CONDITIONS
THE FOLLOWING ITEMS, DULY EXECUTED, MUST BE INCLUDED WITH THE SEALED BID:
1. THE NON-COLLUSION AFFIDAVIT;
2. THE DEBARMENT AND SUSPENSION CERTIFICATION;
3. A CERTIFICATE OR FACSIMILE OF LIABILITY INSURANCE COVERING DELIVERY
VEHICLES.
4. E-VERIFICATION / ALABAMA IMMIGRATION FORM.
5. RESPONSIBILITY AGREEMENT FORM.
6. OWNER DISCLOSURE FORM.
7. CERTIFICATION OF COMPLIANCE SPECIFICATIONS.
BILLING REQUIREMENTS: The successful bidder shall provide monthly statements which
summarize invoices for each calendar month for each school in both school systems. Invoices
listed on the statement shall be identified by number and date. The successful bidder shall
provide delivery tickets or invoices for each delivery made and such tickets or invoices shall
include, as a minimum, the following information:
1. Name, address, and phone number of the vendor.
2. Name of the school to which the product is delivered.
3. A description of the products delivered.
4. Number of units of each product delivered.
5. Price per unit of each product delivered.
6. Extended total cost of each product.
7. Total dollar amount of the invoice.
8. Date of the delivery.
9. Signature of the delivery person.
10. Signature of the school employee receiving the delivery.
11. An invoice must be furnished for each delivery.
LATE, CHARGES, INTEREST, AND SERVICE CHARGES: Federal regulations do not allow
expenditures from the Child Nutrition fund to be made for late charges, interest, or service
charges.
RIGHT TO TERMINATE CONTRACT: The DCBOE may terminate this bid when it is determined
that the successful bidder is not in compliance with the terms and conditions of the
specifications and requirements of this bid or with the Federal, State, or local laws, rules, and
regulations. The successful bidder shall be allowed to make restitution in a timely manner
before efforts are made to terminate the bid. Termination shall occur fifteen days after the
posting of a certified letter to the bidder.
CONTRACT PERIOD: The contract period is for twelve (12) months from the effective date
of July 1, 2026, through June 30, 2027. The DCBOE reserves the right to renew four
additional twelve (12) month periods. If the service or products do not meet the

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specifications of this bid, the bid shall not be renewed the following year. Bid renewals
should not reflect any price changes, but if they do all price changes must fall within the
limits of the CPI, AGI, or other necessary indexes. Documentation of said indexes will be
maintained for any bid renewals.
USDA NON-DISCRIMINATION STATEMENT
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: How to File a Complaint, 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.
*The enclosed "non discrimination" language herein was added pursuant to the May 5,
2022, USDA memorandum. However, although included as currently required for audit
compliance by the USDA, the State of Alabama objects to its inclusion, applicability and the
application of this language due to currently pending legal challenges in the matter of THE
STATE OF TENNESSEE, ET AL. V. USDA, ET AL., Case No. 3:22-cv-00257, and may be subject to
change or removal.

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CHEMICAL SERVICE SPECIFICATIONS
The Purpose of this Invitation to Bid (Bid) is to obtain proposals from qualified companies in
order to establish a vendor to provide cleaning and maintenance products, dispensing
equipment, training and on-going support for a comprehensive safety/sanitation program
for the child nutrition programs in the districts. The program will provide training on safe
working practices (according to OSHA regulations), direct school site delivery of products,
training in the proper use of cleaning chemicals/supplies. An important component of the
Program is the delivery of safe food handling training by a qualified trainer for all food
service employees. The company will be responsible for documenting all training and
inspections. Inspection reports must document program compliance and must be provided
to the individual sites and Supervisor of Food Services. All products supplied for use in the
sanitation and cleaning program are to be safe and effective when used as directed for the
intended purposes in a K-12 school environment. CEU certificates for all training is required.
If unable to provide all of the above services with this Bid, an Bid for dispensing systems,
products and materials with safety data sheets may be accepted as a proposal on the
awarded date.
VENDOR RESPONSIBILITIES:
A complete Food Service Sanitation System with services and materials consisting of (if
available):
Personnel instruction and documented ongoing training
CEU Certificates for staff training
Posters and instructional materials on proper handling
Management of inventory control system for all materials provided
Documented routine reporting system
A syllabus of the proposed service program (attached to this proposal).
Direct delivery to each school site supplies with a month/rotation of inventory and
re-supply.
Training and site assistance to all staff, follow up training sessions with each site and
on-site troubleshooting problem sites.
Support documentation such as posters, computerized service reports, color charts,
notebooks, MSD sheets, spray bottles, gloves, scrapers, package openers and
employee notebooks explaining the program.
Assessment of current standard operating procedures (SOP's)