GROCERY PRODUCTS 2026 - 2028; RFQ#26-204

864 Broad Street - 4th Floor
Augusta, Georgia 30901 - 1215
(706) 826-1000 Fax: (706) 826-4612
Shawnda Stovall Dr. Malinda B. Cobb Bobby A. Smith, CPA
President Superintendent of Schools Chief Financial Officer
QUOTE COVER SHEET
GROCERY PRODUCTS 2026-2028 RF Q #26-204
Date:
Vendor Name:
Address:
Phone:
Fax:
Ema il:
Addendum(s) Acknowledged: (If Applicable)
Yes #
No
ALL BIDS ARE DUE MAY 27, 2026, AT 3:00 P.M.
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864 Broad Street - 4th Floor
Augusta, Georgia 30901 - 1215
(706) 826-1000 Fax: (706) 826-4612
Shawnda Stovall Dr. Malinda B. Cobb Bobby A. Smith, CPA
President Superintendent of Schools Chief Financial Officer
TO:
FROM: DEALERS IN FOOD PRODUCTS
DATE: RICHMOND COUNTY BOARD OF EDUCATION
SUBJECT: April 24, 2026
GROCERY PRODUCTS 2026-2028; RFQ #26-204
You are invited to cont2r0a2ct6 w-2it0h2 t8h eG CRoOuCnEtyR BYo PaRrdO oDfU ECdTuSca; tRioFnQ o#f2 R6i-c2h0m4ond County, Georgia,
(herein after referred to as "Richmond County School System", "RCSS" or "Owner") to provide
food products for the . Items will be F.O.B.,
Augusta, Georgia, marked for and delivered to each individual school specified on the order
and marked to the attention of the lunchroom manager of each individual school.
Product specification, and general information and conditions pertaining to each category
of products issued by the Richmond County School System Nutrition Program Department
are considered to be a part of this Request for Quotes and are to be used for reference.
Richmond County School System adheres to the Buy American provisions found in the
regulations of the National School Lunch Program (NSLP) at 7 CFR 210.21(d) and the
School Breakfast Program (SBF) at CFR 220.16(d). According to Section 104(d) of the
William F. Goodling Child Nutrition Reauthorization Act, Section 12(n) of the National
School Lunch Act, Richmond County School System will purchase domestically grown and
processed foods to the maximum extent practicable. In some cases, the supplier may be
asked to certify the percentage of U.S. content in products supplied.
All freight and delivery charges MUST be included in the unit cost. THIS DEPARTMENT
WILL NOT ACCEPT ANY OVER OR UNDER SHIPMENTS. PLEASE INDICATE PACKAGING
CLOSEST TO AMOUNT SPECIFIED AS THE ESTIMATED USAGE.
The company awarded any portion of this bid is expected to deliver grocery products
weekly to each individual school as ordered by the School Nutrition Program. Some grocery
products may be delivered every other week with prior approval from School Nutrition.
Also note further requirements under the following Standard Terms and Conditions.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
STANDARD TERMS AND CONDITIONS
1) TIME AND PLACE: until 3:00
p.m. EST, on Wednesday, May 27, 2026
Bids will be received by the Richmond County School System
, at 864 Broad Street, Augusta, Georgia, 30901.
2) LATE BIDS AND QUOTES: Regardless
of cause, late bids and quotes will not be accepted and
will automatically be disqualified from bid consideration. It shall be solely the vendor's risk to
ensure delivery at the designated office by the designated time. Late bids and quotes will not be
opened and may be returned to the vendor.
BID FORM
3)
: Each bid must be submitted on the bid form provided. Bid form is separate
protected EXCEL Spreadsheet only allowing you to fill in the light-yellow cells with your prices.
It will then total your prices for the estimated quantities. You will nFeeadil utor es atvoe u tshee t bhied b foidr mfo rfomr
pyorouvr icdoemd pmuateyr r, efislul ilnt itnh ree pjercictiinogn aonf db iydo. ur company name. All blank spaces must be filled in
with ink or typewritten. Only one copy of the Bid Form is required.
4) SEALED BID REQUIREMENT
: Each bid must be submitted in a sealed envelope addressed to
Dr. Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A." GSmROithC,E CRhYie Pf RFiOnDanUcCiaTlS O 2ff0ic2e6r-,
2R0ic2h8m RoFnQd #C2o6u-n2ty0 4S"chool System, 864 Broad Street, Augusta, Georgia 30901. Each sealed
envelope containing a bid must be plainly marked on the outside
and the envelope must bear on the outside the name and complete address
of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in
another e nvelope addressed to Dr. Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby
A. Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFP
5) DELIVERY AND FREIGHT REQUIREMENTS:
#26-204.
THISU nDiEt PpArRicTeMs EwNiTll WinIcLlLu dNe OaTl l AfCrCeEigPhTt, AfuNeYl
OsuVrEchRa OrgRe sU, NdDelEivRe rSyH cIhPaMrgEeNsT aSn.d any additional charges involved with delivery being made to
each or kitchen site in Richmond County.
6) QUALITY ASSURANCE:
DELIVERY MUST NOT BE MADE
In the event that the successful bidders are unable to furnish the
brand, which was indicated in their bid, until the School Food
Service Director or designee has been contacted and an alternate selected. Samples may be
required to establish quality. No equals are acceptable except where stated ("or equal"). All
items bid other than those specified must be accompanied by specifications and a brochure
describing the item or the item will be rejected.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
7) PRICING
: Price quotes shall be in effect throughout the two school years: July 1, 2026, through
June 30, 2028. Price quotes shall be firm for a period of three (3) months beginning July 1,
2026. Price quotes will not include Federal Excise Tax or State Tax. The Richmond County
School System is a tax-exempt organization. Richmond County School System reserves the
right to negotiate a lower price than the bid award on any line item with the successful vendor,
should the quantity required significantly exceed those on the bid. If the price being
negotiated is not acceptable to the Richmond County School System, the right is reserved to
rebid the item(s) involved. In the event the market for a product covered by this bid escalates
significantly within the three (3) months, the vendor may adjust the product affected with
a thirty (30) day written notice and third-party documentation. Also, if the market significantly
Adneyc rperaiscees c, hthaen gperisc ea rseh otou lbde r seuflbecmt itthtee dd etcor tehaese N. uIft rthitei opnri Scee rbveiicnegs nDeigroetcitaoterd 1 i0s dnaoyt sa cpcreipotra tbole
etfofe tchteiv Rei cdhamteo.n jdo Chonusncaty@ Sbchooeo.rli Scyhsmteomn,d t.hke1 r2ig.ghat. uiss r e served to rebid the item(s) involved.
Price changes should be submitted by the following dates within the two-year contract:
PRICES DUE DATE PRICES EFFECTIVE DATE
September 21, 2026 October 1, 2026
December 22, 2026 January 1, 2027
March 22, 2027 April 1, 2027
June 20, 2027 July 1, 2027
September 21, 2027 October 1, 2027
December 22, 2027 January 1, 2028
March 22, 2028 April 1, 2028
Prices must be indicated on the document titled "BID FORM". Specify price by the pack size
listed or submit the pack size that you are bidding. When listing the brand bid, include the
label color or code when appropriate.
8) CONTRACT PERIOD: The
contract shall begin July 1, 2026 and end June 30, 2028.
9) Renewal Option: This
.
contract may be renewed for (2) two one-year terms upon mutual
1a0g)r eWeAmReRntA oNf TthYe awarded vendor(s) and RCSS
: The successful vendor will provide the Richmond County School System, in
writing, a warranty to replace at no expense to the Director of School Nutrition or the
Richmond County School System, any or all items found to be defective within a week
11) oCfE aRcTceIFpItCanAcTeI ObyN t hReE sGcAhRooDlI. NG DEBARMENT:
The vendor certifies, by submitting this bid
or proposal, that neither it nor its principals are presently debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by an(yA TgToAvCerHnMmEeNntTa l3 )a gency. Signed certification regarding lobbying;
debarment, suspension and other responsibility matters; and drug-free workplace
requirements fo rm must be completed and submitted with the vendor's
bid quotes.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
12) REJECTION OF PROPOSALS:
The Richmond County School System reserves the right to
reject, in whole or in part, any and all proposals received, to waive technicalities, or to
negotiate any term(s) or provision(s) of such proposals as meet the requirements and
specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in
any manner necessary to serve the best interests of the Richmond County School System.
The Richmond County School System also reserves the right to be the sole judge of the
suitability of any and all proposals for use by the Richmond County School System.
The Richmond County School System reserves the right to reject or otherwise disregard,
in whole or in part, any ambiguous proposals or proposals which are uncertain as to
13) NOteNrm-Ws IoTrH cDoRmApWliaAnLc eP wERitIhO sDpecifications.
Entire
bids may not be withdrawn:. Only in the event of circumstances beyond a bidder/vendor's
control will a bidder/vendor be allowed to withdraw the bid for a specific product.
a. Should this become necessary, the following procedure must
be followed:
The bidder/vendor must immediately notify the School Nutrition Program Department
in writing with an explanation of the reason for requesting permission to withdraw
the bid or the product in question. The School Nutrition Program Department will
b. verify the situation and will drop the bidder/vendor from the current bid list for the
product in question.
c. Failure to notify the School Nutrition Department will result in the vendor's automatic
removal from the current bid list. All action taken will be documented and filed.
d. In the event of action being necessary, the Richmond County School System reserves
the right to select a source of the product from the original bids submitted.
Bidders should be careful when submitting their bids. Incorrect or careless price
quotations in bids may not be sufficient basis to allow withdrawal of a bid.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
(14) STATE-MANDATED WALK AWAY PROVISION
: In the event a contract is awarded for more
than one year, the following language regarding "walk-away" and "jurisdiction and venue" shall
be inserted in the contract to be executed:
O.C.G.A. 20-2-506:
"Pursuant to O.C.G.A. 20-2-506, notwithstanding any other provision herein this contract shall
terminate absolutely and without further obligation on behalf of the School System at the close
of each calendar year in which it was executed and at the close of each successive calendar year
for which it may be renewed provided thirty (30) days prior written notice is given by the
School System to the vendor prior to the end of such calendar year.
In addition, this contract shall terminate immediately and absolutely at such time that
appropriated and otherwise obligated funds are no longer available to satisfy the obligation of
the School System under the contract.
This contract shall be deemed to obligate the School System for the sums payable during
the calendar year the agreement was executed or in the event of a renewal by the School
System for those sums payable at the end of any renewed calendar year.
The contract shall be deemed to have been automatically renewed for each
applicable ca lendar year, not to exceed the initial term of contract, unless
positive action is taken by the School System to terminate such contract herein
as set forth."
(15) JURISDICTION AND VENUE:
"This contract shall be governed and constructed in accordance
(16) wCAitNhC tEheL LlaAwTsI OofN t:h Ien State of Georgia, Richmond County. Venue and jurisdiction will be that of a
court of competent jurisdiction in Richmond County, Georgia."
the event at any time during the contract period the vendor cannot provide
acceptableU snedrevric teh, itsh ec lRaiucshem, tohned vCeonudnotyr Sacghroeoels S eyqsuteimpm reesnetr wveisll t rheem riagihnt itno mplaakcee outnhteirl other
taermrapnogrearmye anrtrsa nagreem meandtse i n anticipation of changing vendors for the procurement of copier
s ervices.
.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
(17) DUTY TO PROTECT:
The Contractor (or Vendor) shall not knowingly send any employee, agent
or subcontractor personnel who is a registered sex offender or who has been convicted of sexual
abuse to any school building or school property when students are attending school or a school
related activity.
The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized
by O.C.G.A. 35-3-34, as now written, or here-after amended; or allowed by all or any other laws
allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any
other act which would require such person to be entered into a national or state sexual offender
registry.
For the purpose of this policy, the term periodic shall mean that the criminal history record
inquAirTieTsA sChHalMl bEeN mT a"dAe" current upon the awarding of a successful bid on contract and checked
no less than annually during the duration of the contract.
See for Sex Offender Acknowledgement Form.
18) E- VERIFY:
a.
The Contractor agrees to comply with the requirements of A.R.S. 41-4401.
The Contractor warrants compliance with all Federal immigration laws and
regulations relating to employees and warrants its compliance with Section A.R.S. 23-
214, Subsection A. (That subsection reads: "After December 31, 2007, every employer,
b. after hiring an employee, shall verify the employment eligibility of the employee
through the E-Verify program.)
A breach of a warranty regarding compliance with immigration laws and regulations
c. shall be deemed a material breach of the contract and the Contractor may be subject to
penalties up to and including termination of the contract.
The Owner retains the legal right to inspect the papers of any employee who works on
the contract to ensure that the Contractor or its subcontractor(s) is/are complying
withA tThTe AfoCrHegMoEinNgT w 3a rranty under paragraph (a).
See for E-Verify Affidavit Form.
19) SMOKE FREE ENVIRONMENT:
Bidder shall post notice and prohibit employees from using or
displaying tobacco products, including smokeless tobacco, while the employee is on duty at
the assigned location. There shall be no use of any tobacco products on any property of the
20) MRiUchLmTIoPnLdE C IoTuEnMty RSEchQoUoIlR SEyMsteEmNT. S
: Vendors may submit bids on one or all items.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
21) AWARD METHOD:
The Richmond County School System reserves the right to award complete
bid based on the total price of bid, on a lump-sum basis, or to award each item individually.
If a bid is accepted for grocery products as a lump-sum, the bidder must bid on at least 95% of
the total items in that major area and must agree to find a satisfactory substitution for the
missing bid items. The Richmond County School System reserves the right to combine any
combination of bid groups to the benefit of the school system. Vendors awarded ten or fewer
items on the grocery products bid items will be offered an opportunity to decline the bid
award should they choose to do so. Should the Richmond County School System choose to
award by line item, the State awarded commodity warehouse, if they submit a bid, will be
awarded any items that they are low bidder. The vendor submitting the lowest bid
representing the greatest dollar volume of estimated purchases will be awarded as prime
vendor. Items which are low bid by vendors other than the prime vendor will be re-awarded
22) TtoI MthEe lOoFw TbiHdEd eErS bSeEtNwCeEen the state awarded commodity warehouse and the prime vendor.
: Failure of the successful vendor to deliver the merchandise within
the required time shall constitute a material breach of contract. If a breach occurs, the vendor
may be responsible for any damages the school system incurs.
23)
NONDISCRIMINATION CLAUSE
In accordance with Federal civil rights law and the U.S. Department of Agriculture (USDA) civil rights
regulations and policies, the USDA, its agencies, offices, and employees, and institutions participating
in our 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
of 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 https://www.ascr.usda.gov/filing-program-
discrimination-complaint-usda-customer;
or at any USDA office, write a letter addressed to USDA and provide in the letter all of the
informa tion 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
14 00 Independence Avenue, SW
W ashington, D.C. 20250-9410
(2) Fax: (202) 690-7442
(3) Email: program.intake@usda.gov.
This institution is an equal opportunity provider.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
24) INSPECTION:
All items shall be subject to inspection on arrival at destination. If any items
are found defective or otherwise not in conformity with the specification requirements, the
school system shall have the right to reject such articles, with no cost to the school system.
Further, it will be the responsibility of the vendor to defray any cost involved in the delivery
and return of rejected articles.
Merchandise in full-case quantities shall have an identification mark on the outside of the case
for easy review by the receiving personnel.
25) ORDERS:
Quantities needed shall be determined by individual school food service managers
who will forward their orders to the School Nutrition Department where they will be
collected by the vendors. Quantities are subject to decrease with the availability of USDA
donated foods. (See Quote Form for each category of products and for additional quantity
infao. rmation)
Back orders will be handled as follows:
It is the responsibility of the vendor, having been awarded the contract, to back
order any item or items that said vendor is unable to deliver on the original order.
b. In no event may the back order exist longer than (10) school days from the specified
delivery date before delivery is made to the school.
The item or items back ordered shall appear on the original invoice with notation
"Back Order" or "B/O" beside them. These items are not to be charged on the
26) DELIVERorIiEgSin: al invoice. Back-order items will be charged for when delivered.
Regular deliveries will be made to the schools on Monday, Tuesday, and
Wednesday on a time schedule agreeable with the food service manager and the vendor.
Deliveries must be made between 6:30 a.m. and 2:30 p.m. on the designated days. If a delivery
will be late the driver shall contact the manager of the school. Deliveries that cannot
be unloaded before 2:30 p.m. shall be delivered the next day. Upon the second late delivery
for any school during a month, all invoices for that month at the school will be discounted
5% for the total invoice. In the event of an emergency where schools are closed, vendor
27) sIhNaVllO cIoCnEtSa:c t the School Nutrition Director to determine date and time of deliveries.
a.
b. The handling of statements and invoices will be as follows:
Two invoices will be given with each delivery.
c. Invoices will be signed by supervisor after the quantity and quality has been checked
to meet specifications.
d. One invoice will remain in the program files and the other is to be sent directly to the
Richmond County School System office.
All invoices will be paid through the Richmond County School System after the
28) TAX EapXpErMovPaTl :o f school officials.
The Richmond County School System is exempt for State sales taxes. Bid
prices shall exclude Federal or State taxes that can be eliminated in sales to public school
systems in the state of Georgia.
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RICHMOND COUNTY SCHOOL SYSTEM NUTRITION SERVICES
APRIL 24, 2026 GROCERY PRODUCTS 2026-2028
RFQ #26-204
29) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING THIS
REQUEST FOR BIDS:
All communications concerning this request for bids must be submitted
in writing by electronic mail to:
Richmond County School System
Attn: Ms. Cecilia Perkins
Business Office
E-mail: perkice@boe.richmond.k12.ga.us
Only written questions submitted by email will be accepted. No response other than what is written and
distributed by the Business Office will be binding upon the Richmond County School System.
The originating department may be called upon for clarification in their area of expertise at the
discretion of the Business Office. Written responses to questions, requests for clarification, or
interpretations will be furnished to all participating vendors.
MAY 19, 2026
All requests for clarification or interpretations must be submitted to the Business Office on or before
the close of business , 5:00 p.m.
30) ADDENDUMS:
In the event an addendum becomes necessary, it will originate in the Business
Office and will be distributed via the website ww w.rcobe.org/bids. Any addenda issued during the
time of the request for proposal distribution should be acknowledged by the participating
contractor and attached to their response form.
31) INSPECTION OF PUBLIC RECORDS:
All information received from vendors shall be subject to
inspection once the bid is awarded under Georgia Public Records Act.
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