Frozen Foods and Grocery

DATE: April 15, 2026
TO: All Bidders
FROM: Lonita S. Broome, PhD - Chief Financial Officer
RE: Invitation for Bid No. 26-005 Frozen Food and Grocery
City Schools of Decatur (CSD) invites you to submit bids for Frozen Foods and Grocery.
Bids will be received subject to the attached terms specified in "Bid Conditions" at the office of the
CSD Purchasing Department, The Elizabeth Wilson Center, 125 Electric Avenue, Decatur, Georgia
30030. Bids will be received up to 1:30 p.m. EST on Friday, May 15, 2026. CSD will time-stamp
bids in the manner described herein in order to be timely.
An Optional Pre-Bid Conference will be held virtually on Monday, April 29, 2026, from 10:00 AM
EST. hosted by the City Schools of Decatur via Google Meet:
IFB 26-005 Pre-Bid Conference
Wednesday, April 29, 2026 at 10:00 am, EST
Google Meet joining info
Video call link:
https://meet.google.com/zyb-ypxw-eqf
Or dial: (US) +1 914-573-7935
Questions regarding the bidding process should be directed in writing to the Purchasing Department
at csdpurchasing@csdecatur.net. Only questions received prior to 2:00 p.m. EST on Monday, May
4, 2026, will be considered.
Bids submitted through the CSD Euna Procurement Portal (Bonfire) will not be considered after 1:30
PM on May 15, 2026. Eastern Time. Please allow ample time to complete the submission through
the CSD Euna Procurement Portal. The portal does not allow late submissions. Bids not submitted
through the procurement portal should be mailed to Elizabeth Wilson Student Support Center,
125 Electric Avenue, Decatur, GA 30030 Attn: Kattina Abram Purchasing Department Bids must
be sealed and include an electronic copy (flash drive). CSD reserves the right to accept or reject any
or all proposals and to waive any technicalities or informalities.
Your interest and participation in the City Schools of Decatur solicitation process is appreciated.
VISIT OUR WEBSITE www.csdecatur.net
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City Schools of Decatur School Nutrition Program
INVITATION FOR BID (IFB)
IFB # 26-005
Invitation For Bid Timeline
April 15, 2026
Bid Issue/Posting Date
April 29, 2026 - Virtual Pre-Bid Meeting
Pre-Bid Meeting Date, Time and Location (if applicable)
May 4, 2026 at 2:00 pm
Final Date for Written Questions
May 15, 2026, at 1:30 pm
Bid Due Date and Time
1. Elizabeth Wilson Student Support Center - 125 Electric
Bid Due Location (deliver or mail to address) Avenue, Decatur, GA 30030
2. via CSD eProcurement Portal (Bonfire)
Tuesday May 19, 2026 at 10:00 am
Bid Opening Date and Time
Elizabeth Wilson Student Support Center - Finance Department
Bid Opening Location
125 Electric Avenue, Decatur GA 30030
July 1, 2026 - June 30, 2027
Contract Start Date and End Date (MM/DD/YYYY)
Vendor Name: TBD
Awarded to (completed after the awarded contract)
NOTE: BID FOR BID TYPE LABEL SEALED ENVELOPE AS FOLLOWS:
Food "IFB FOOD"
Equipment "IFB EQUIPMENT- SCHOOL NUTRITION"
Paper, Chemical "IFB PAPER AND CHEMICAL PRODUCTS"
Bread "IFB BREAD"
Milk "IFB MILK ONLY "
Kitchen Supplies "IFB KITCHEN SUPPLIES"
Cafeteria Furnishings "IFB CAFETERIA FURNISHINGS"
Ice Cream "IFB ICE CREAM"
Frozen Food and Grocery "IFB FROZEN FOOD AND GROCERY"
This is a standardized document, which contains basic contract requirements; however, depending on the bid item, some items may not
be applicable.
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TABLE OF CONTENTS
DEFINITIONS ............................................................................................................................................................. 4
SECTION 1 PURPOSE AND PROCEDURES............................................................................................................. 6
SECTION 2 TERMS AND CONDITIONS ................................................................................................................ 10
SECTION 3 SPECIAL TERMS AND CONDITIONS ............................................................................................... 17
ATTACHMENTS ...................................................................................................................................................... 26
SIGNATURE PAGE .................................................................................................................................................... 44
See the required forms attachment package in Bonfire
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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 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
Invitation for Bid (IFB): 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 and meets the specifications of the bid. An IFB is a formal method of procurement that
uses sealed bidding and results in a fixed price contract with or without adjustment factors. The IFB 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.
NSLP: National School Lunch Program
O.C.G.A.: Official Code of Georgia Annotated
OMB: Office of Management and Budget
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 that 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.
Bid Unit: The unit designation that 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.
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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 the 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.
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SECTION 1
PURPOSE AND PROCEDURES
The City Schools of Decatur, hereafter referred to as SFA, issuing this Invitation for Bid (IFB) for the School Nutrition Program (SNP)
and is requesting sealed bids for Frozen Foods or Grocery. Bids are due by the date, time and location on the invitation for Bid
Timeline.
A Pre-Bid conference will be held on Wednesday April 29, 2026 at 10 am, EST via Google Meet:
IFB 26-005 Pre-Bid Conference
Wednesday, April 29, 2026 * 10:00 am
Time zone: EST
Google Meet joining info
Video call link:
https://meet.google.com/zyb-ypxw-eqf
Or dial: (US) +1 914-573-7935
PURPOSE
It shall be the intent and purpose of this Invitation for Bid (IFB) 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.
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)
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.
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 B1 -
Bid Price Sheet (Line Item Quote Sheet). The selected vendor(s) shall provide products in accordance with the Standard Terms and
Conditions, Special Terms and Conditions, the IFB, and any applicable Addenda.
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
CONTRACT TIME PERIOD
a) Initial Term: The initial term of this contract, which results from the award of this IFB, shall commence
and terminate on the dates shown on the Invitation for Bid Timeline for School Year (SY) 26 - 27.
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 IFB 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.
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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 IFB 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:
All questions or requests regarding this Invitation for Bid shall be directed to 1 of the following:
1. Kattina Abram via e-mail at purchasing@csdecatur.net
2. Via Bonfire under Message -Opportunity Q &A: https://csd.bonfirehub.com/opportunities
All addendums related to this solicitation will be posted on the following websites:
1. CSD Website
2. Bonfire - https://csd.bonfirehub.com/opportunities
3. Georgia Procurement Registry (GPR)
Responses to inquiries that affect the content of this IFB will be provided in writing to all recipients of the IFB. It is the
responsibility of each Bidder to inquire about any aspect of the IFB 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 IFB until the date shown on the
Invitation for Bid 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 IFB, either during the pre-bid
meeting or through written inquiries, will be furnished to all prospective Bidders as an Addendum to the IFB and posted to
the the district website, Georgia Procurement Registry, and Bonfire if such information is necessary or if the lack of such
information would be prejudicial to uninformed Bidders.
BID PROCESS:
Bids that are mailed, must be enclosed in a sealed envelope. Sealed bids must be received by the SFA no later than the date
and time shown on the Invitation for Bid Timeline.
* The outside of the envelope shall be clearly marked as shown on the timeline of this document and titled "IFB # 26-005
for (Frozen Food and Grocery)" for CSD SCHOOL NUTRITION". The return address on the envelope should include
the vendor's complete mailing address.
* Email submission is NOT allowed.
* Sealed Bids shall be mailed or delivered to:
Elizabeth Wilson Student Support Center
Kattina Abram- Purchasing Department
CSD School Nutrition Program
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125 Electric Avenue
Decatur, GA 30030
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.
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.
BID OPENING DATE/TIME/PLACE
Bids will be opened at the date, time and location shown on the Invitation for Bid Timeline.
AWARD DETERMINATION STATEMENT
a) This IFB is intended to be awarded to a single or to multiple vendors 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 IFB 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 IFB, 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 IFB
and addenda, (b) the selected bid response to the IFB 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.
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.
b) Bid withdrawal: Bidders may withdraw bids at any time up to the scheduled time for receipt of bids. Bidders desiring to
withdraw their bid must submit the purpose for withdrawal in writing to the School Nutrition SFA before the bid opening
deadline (bid close date). Bidders may resubmit bids provided it is prior to the scheduled time for receipt of bids.
c) Bid examination:
i) Bidders shall carefully examine all documents in the solicitation to obtain knowledge of existing conditions,
limitations, and requirements. Failure to examine the documents will not relieve the Bidder of responsibility for
same nor will extra payment or change order requests be considered for conditions which could have been
determined by examining the solicitation.
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ii) Bids will be considered as conclusive evidence of complete examination and understanding of the terms and
conditions of the bid documents including the specifications and all requirements thereof of the IFB.
It is understood that submission of a bid indicates full acceptance of the same by the parties submitting the bid. Furthermore, by
submitting a bid the Bidder waives the right to claims for additional time or monetary compensation for all work without limit required
to complete the contract which could have been obtained by the Bidder through examination of all documents or raising a question
regarding requirements prior to submitting a bid.
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SECTION 2
STANDARD TERMS AND CONDITIONS
The signed and dated contract between the SFA 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, sub awards, 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 government wide 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
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 a domestic commodity or product. The term 'domestic commodity or product' means:
(i) An agricultural commodity that is produced in the United States; and
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