10-2026-019 Local Fresh Fruit and Vegetable

REQUEST FOR PROPOSAL (RFP)
BARTOW COUNTY SCHOOL NUTRITION PROGRAM
Local Fresh Fruit and Vegetable
RFP NO. 10-2026-019
School Food Authority (SFA): Bartow County School System
Address: 65 Gilreath RD NW
Cartersville, GA 30121
REQUEST FOR PROPOSAL TIMELINE
Proposal Issue Date 5/21/2026
Final Date for Written Questions 6/05/2026
Proposal Due Date and Time 6/22/2026 @ 3:00pm
Proposal Due Location 65 Gilreath Rd NW, Cartersville, GA 30121
Proposal Opening Date and Time 7/06/2026 @ 10:00am
Proposal Opening Location 65 Gilreath Rd NW, Cartersville, GA 30121
Award Date (per award letter and determined by 7/20/2026
State Agency approval date)
Start Date and End Date: MM/DD/YYYY 7/20/2026 - 6/30/2027
Name of Awardee (completed after contract is
awarded)
Document provided by the Georgia Department of Education School Nutrition Division Page 1 of 40
T h is institution is an equal opportunity provider.

INTRODUCTION
This document contains a Request for Proposal (RFP) for providing local fresh fruits and vegetables for Bartow
County Schools. This RFP sets forth the terms and conditions applicable to the proposed procurement.
REQUEST FOR PROPOSAL
A. Legal Notice
Notice is hereby given that Bartow County Schools, hereinafter referred to as the SFA, intends to examine
alternatives to its present local fresh fruit and vegetable purchases. The offeror to this RFP will be referred to as
the Bidder.
No intent should be construed from this legal notice that the SFA intends to enter into a contract with any party
for alternative local fresh fruit and vegetables unless, in the sole opinion of the SFA, it is in the SFA's best interest
to do so.
All costs involved in submitting a response to this Request for Proposal (RFP) shall be borne in full by the party
incurring said cost. Offerors or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications before submitting proposals; failure to do so will be at the offeror's
own risk, and it cannot secure relief on plea of error. The SFA is not liable for any cost incurred by the offeror in
submitting a proposal.
SFA reserves the right to accept any proposal which it determines most favorable to the interest of SFA and to
reject any or all proposals or any portion of any proposal submitted which, in SFA's opinion, is not in the best
interest of SFA.
Any contract that may arise from this RFP will be between the Offeror and the SFA and upon acceptance,
this document shall constitute the Contract between the Offeror and the SFA. The Georgia Department of
Education (GaDOE) is not and will not be a party to any contract between an SFA and an Offeror. The SFA has
full responsibility for ensuring that the terms of the Contract are fulfilled. However, GaDOE can deny payment to
the SFA if the SFA fails to ensure that all parts of the Contract are followed.
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, citation, and/or USDA Memo.
In accordance with Federal law and U.S. Department of Education policy, SFAs and Offeror's are prohibited from
discriminating on the basis of race, color, national origin, sex, age, or disability.
In the event of the Offeror's nonperformance under this contract or the violation or breach of the terms of this
contract, the SFA shall have the right to pursue all available administrative, contractual and legal remedies
against the Offeror. 2 CFR Appendix II to Part 200 (A)
B. Procurement Method
Document provided by the Georgia Department of Education School Nutrition Division Page 2 of 40
T h is institution is an equal opportunity provider.

Procurement Method will be the Competitive Sealed Proposal method (commonly known as a Request for
Proposals or RFP). The Competitive Sealed Proposals method differs from the traditional sealed bid method
in the following ways:
Competitive sealed proposals allow discussions with competing offerors and adjustments to the
initial proposal.
Comparative judgmental evaluations may be made when selecting among acceptable proposals
for award of the Contract.
All procurement transactions shall be conducted in a manner that provides maximum full and open competition
consistent with applicable regulations and compliance with program regulations in accordance with 7 CFR
210,215,220,245, and 250; and FNS instructions and policy, as well as 7 CFR 210.16, 210.21, 250 Sub D, 7 CFR
200.318-326, Appendix II Part 200.
Procurement must be conducted so that there is no apparent or real conflict of interest.
C. Request for Proposal Submission
Proposals will be received until 3:00 P.M. on 06/22/2026 at 65 Gilreath Rd NW Cartersville, GA 30121, for
supplying the SFA with local fresh fruit and vegetable purchases for the school year of 2026 - 2027. All
proposals will be time-stamped and dated upon receipt. Any proposal submitted after the time specified for
receipt will not be considered and will remain unopened.
All proposals must be submitted in a sealed envelope marked as School Nutrition Local Fresh Fruit &
Vegetable Proposal # 10-2026-019, and also marked on the envelope with the offeror's complete vendor
name and return address.
Email or facsimile (fax) submissions are not allowed and will not be opened.
Two copies of Competitive Sealed Proposals are to be submitted by US Postal Service (USPS), in person
or by courier service to:
Bartow County School Nutrition
Morgan West
65 Gilreath Rd NW
Cartersville, GA 30121
To be considered, each offeror must submit a complete response to this solicitation using the forms provided,
along with any other documents submitted as a part of the Proposal and considered responsive to this RFP. No
other documents submitted with the RFP and Contract will affect the Contract provisions, and there may be no
modifications to the RFP and Contract language. If the offeror modifies, revises, or changes the RFP and/or
Contract in any manner, SFA may reject the offer as non-responsive.
Document provided by the Georgia Department of Education School Nutrition Division Page 3 of 40
T h is institution is an equal opportunity provider.

As provided herein, under state law and, or regulations and the SFA's local policy, discussions may be conducted
with responsible offerors who submit proposals determined to be considered for award selection. Discussions will
be for the purpose of clarification, to assure full understanding of all terms and conditions of the response to this
RFP and the Contract's requirements. In conducting these discussions, there shall be no disclosure of any
information derived from proposals submitted by competing offerors.
If additional information is requested to adequately respond to this RFP, please contact Morgan West in
writing at morgan.west@bartow.k12.ga.us by 6/5/26. Any additional information provided to one offeror will be
available to all. SFA is not required to respond to any inquiries not in writing or after the question deadline has
ended.
Competitive sealed proposals are subject to all conditions and specifications attached hereto.
D. Opening of Proposal:
Opening will be at 10:00AM on 07/06/2026 at 65 Gilreath Rd NW Cartersville, GA 30121 in a closed setting.
Opening will not be open to the public. Proposals will not be accepted after the date and time as indicated in the
RFP Timeline as the proposal due date. A State Agency (SA) representative shall accompany the opening of the
proposals by means of virtual or in person avenues, if necessary. No proposal may be altered, amended, or
withdrawn after the specified time for opening proposals.
E. Proposal Award Criteria
Award will be made only to a qualified and responsible offeror whose Proposal is responsive to this solicitation.
A responsible offeror is one whose financial, technical, and other resources indicate an ability to perform the
services required. All proposals are to be safeguarded by the SFA. Proposals will be evaluated by an SFA
committee based on the Criteria Award Table provided. Each SFA committee member will score the proposals
independently before the committee identifies the most advantageous response.
The offerors will be notified after all responses have been scored as to the status of their proposals. No
information is released until after the award is made.
Weighted Evaluation Criteria
The SFA must determine in advance of issuing the RFP what percentage each category below will be given when
comparing proposals. SFA may amend, delete or add additional categories if needed with an overall 100 points
total. A cut-off score must be pre-set by the SFA. Proposals that score under the cut-off score will not be
considered for a contract and will be notified in writing. Only offerors that meet or exceed the cut-off score will
enter into negotiations for a contract. The RFP must establish a level playing field for all offerors that submit
proposals. Review the Criteria Award Table for the weighted percentages. They include, but are not limited to the
following award criteria:
Document provided by the Georgia Department of Education School Nutrition Division Page 4 of 40
T h is institution is an equal opportunity provider.

Criteria Award Table
( 30 ) points Cost & Financial Proposal (must be the highest points)
( 25 ) points Seasonal/ Monthly Variety
( 20 ) points Proficiency of Ordering, Purchasing, and Delivering
( 15 ) points Product Availability/ Quality
( 10 ) points Customer Support/Help (IE. with issues such as rotten produce, incorrect deliveries, returns)
100 points TOTAL
Document provided by the Georgia Department of Education School Nutrition Division Page 5 of 40
T h is institution is an equal opportunity provider.

F. Proposal Protest Procedures
Any protest shall be in writing and shall be delivered to the SFA's designated Protest official at
the designated County Board of Education (Albert Zielke). A protest of a solicitation shall be received by the
named individual before the offer due date. The protest shall be filed within ten (10) days from the award notice
and shall include:
1. The name, address, and telephone number of the protestor;
2. The signature of the protestor or an authorized representative of the protestor;
3. Identification of the purchasing agency and the solicitation or contract number;
4. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents;
5. The form of relief requested.
A written response to the protest will be made within 30 days from receipt of the protest and all items
indicated above.
The County Board of Education shall in all instances disclose information regarding protests to the
State Agency.
G. Firm Offer
By submitting a response to this RFP, and if such response is not withdrawn prior to the time for opening
of proposals, offeror understands and agrees that they are making a firm offer to enter into a Contract,
which may be accepted by the SFA, and which will result in a binding Contract.
Such proposal is irrevocable for a period of ninety (90) days after the time for opening of proposal
has passed. _______________.
(Offeror must initial and date here to show agreement)
H. Final Contract
The complete Contract includes all documents included by the SFA in the RFP and submitted by the Offeror that
have been mutually agreed upon in writing by both parties (i.e., worksheets, attachments, addendums). Any
renewals, amendments, or addendums to the Contract must receive written approval by both parties before
executing these modifications. The approved, signed and dated contract by both parties will be kept on file for five
years plus the current year by the SFA and a final copy sent to the successful Offeror to maintain on file.
STANDARD TERMS AND CONDITIONS
A. Scope and Purpose
1. Bartow County School System Nutrition Department is soliciting proposals for local fresh fruit and
vegetables. SFA's goal is to source produce from local farms (within 400 miles of SFA location) that
can provide a variety of options on a month-to-month basis. Vendors must be able to deliver all
products to the BCSS Central Warehouse. Any additional delivery costs must be clearly outlined in
the pricing quote. Preference will be given to a company/companies that provide all necessary
Document provided by the Georgia Department of Education School Nutrition Division Page 6 of 40
T h is institution is an equal opportunity provider.

information and meets cut-off score requirements. SFA may select multiple vendors for this RFP.
Email or Fax submissions are not allowed and will not be opened.
2. The vendor must provide a list of different seasonal products available throughout the school year,
with anticipated monthly or seasonal availability. Vendors are required to state where each seasonal
product is grown, including the name and location of the farm (if sourced from multiple locations). All
pricing options and applicable charges should be listed to ensure comparisons are fair and equitable.
It is the proposer's responsibility to provide all available pricing options and list all applicable charges.
Proposer must submit their own quote template as none will be given in the attachments of
this RFP. If you have any other product information and/or pricing not listed on your quote
submission, you may submit the information under Attachment D-2 Any Misc. & Additional Charges
Not Listed.
3. Purchases may vary by school and by month on an as-needed basis. The SFA is under no obligation
to purchase any items listed on quote submission or to place orders for every school location each
month.
4. Deliveries may require inside delivery and lift gate truck when delivered to BCSS Central Warehouse.
Delivery time is preferred between 5:30 a.m. - 12:30 p.m., Monday through Friday. The successful
proposer must communicate with the SFA to schedule deliveries, delayed timing, etc. Under no
circumstances shall any delivery be attempted before proper clearance has been obtained.
Successful proposer must notify SFA of any shipment delays and/or backorders.
5. Proposers must submit their ordering process, including lead time for deliveries. Proposers must also
submit their purchasing and delivery process details in bid submission. Proposer must supply
information regarding the storage of produce when delivering (cooler items vs non-cooler items).
Purchase orders will include a specific number of quantities needed at time of purchase.
6. Vendors must be able to accommodate prompt turnaround time and flexible monthly
ordering. SFA anticipates ordering up to a month in advance; however, ordering timelines may vary,
and vendors must be able to fulfill orders with lead times as short as 1 - 2 weeks.
7. Proposer must submit a copy of the company's return policy and procedures, process of issuing
credits, including exchanges, incorrect delivery procedures, the receiving of spoiled produce, etc. If
any marketing materials are available, vendor can send examples with bid submission. The School
Nutrition Department would like to post signs in the kitchens to promote produce of successful vendor
and farm.
8. All invoices must be sent to morgan.west@bartow.k12.ga.us and snsap@bartow.k12.ga.us. If
awarded, the proposer(s) must submit the payment information with the most up-to-date W-9.
NET30/ Pay by Invoice payment method recommended.
9. Duration of Contract. Unless it is terminated, this Contract will be in effect for a period of one year
commencing on July 20, 2026 and terminating on June 30, 2027 and may be renewed for four (4)
additional terms of one year each upon mutual written agreement between SFA and successful
Offeror.
10. Offeror shall be an independent contractor and not an employee of the SFA, and obtain and post all
licenses and permits that are required to be held under federal, state, or local law.
11. SFA shall be responsible for ensuring that its officers, employees, or agents shall neither solicit nor
accept gratuities, favors, nor anything of monetary value from contractors nor potential contractors in
accordance with all laws, regulations, and policies. To the extent permissible under federal, state, or
local laws, rules, or regulations, such standards shall provide for appropriate penalties, sanctions, or
other disciplinary actions to be applied for violations of such standards. (See SP 09-2015; and 2 CFR
Parts 200.112 & 318).
Document provided by the Georgia Department of Education School Nutrition Division Page 7 of 40
T h is institution is an equal opportunity provider.

12. Any deviations to the above specific terms must be stated and in written documentation clarifying any
such nonconformity and must be submitted with proposal response.
B. Financial Terms
1. Payment Terms/Method: Successful Offeror shall invoice SFA within 5 - 10 days after
the end of each Accounting Period for the total amount of SFA's financial obligation for that
Accounting Period.
2. No interest or finance charges that may accrue under this Contract may be paid from SFA's
Nonprofit School Food Service Account.
C. TERMINATION OF CONTRACT FOR CAUSE OR CONVENIENCE - 2 CFR Appendix II to Part 200 (B)
(a) Termination for Cause. The SFA may terminate this contract, or any part hereof, for cause in the event
of any default by the successful Offeror, or if the successful Offeror fails to comply with any contract
terms and conditions, or fails to provide the SFA, upon request, with adequate assurances of future
performance. The SFA shall provide the successful Offeror with a written notice thirty (30) days prior to
the contract termination date, outlining the reasons for the termination and specifying the remedies the
SFA intends to pursue. Following thirty (30) days' written notice, the SFA may terminate the Contract in
whole or in part without the payment of any penalty or incurring any further obligation to the successful
Offeror. Following termination upon notice, the successful Offeror shall be entitled to compensation,
upon submission of invoices and proper proof of claim, for goods and services provided under the
Contract to the SFA up to and including date of termination. In the event of termination for cause, the
SFA shall not be liable to the successful Offeror for any amount for supplies or services not accepted,
and the successful Offeror shall be liable to the SFA for any and all rights and remedies provided by
law. The successful Offeror may also terminate this contract under the same set of aforementioned
conditions.
The occurrence of any one or more of the following events shall constitute cause for the SFA to declare
the successful Offeror in default of its obligation under the Contract:
(i) The successful Offeror fails to deliver or has delivered nonconforming goods or services or fails
to perform, to the SFA's satisfaction, any requirement of the Contract or is in violation of a
provision of Contract, including, but without limitation, the express warranties made;
(ii) The SFA determines that satisfactory performance of the Contract is substantially endangered
or that a default is likely to occur;
(iii) The successful Offeror fails to make substantial and timely progress toward performance of
the Contract;
(iv) The successful Offeror becomes subject to any bankruptcy or insolvency proceeding under
federal or state law to the extent allowed by applicable federal or state law including bankruptcy
laws; the successful Offeror terminates or suspends its business; or the SFA reasonably believes
that the successful Offeror has become insolvent or unable to pay its obligations as they accrue
Document provided by the Georgia Department of Education School Nutrition Division Page 8 of 40
T h is institution is an equal opportunity provider.

consistent with applicable federal or state law;
(v) The successful Offeror has failed to comply with applicable federal, state, and local laws, rules,
ordinances, regulations and orders when performing within the scope of the Contract;
(vi) The successful Offeror has engaged in conduct that has or may expose the SFA or the State to
liability, as determined in the SFA's sole discretion; or
(vii) The successful Offeror has infringed any patent, trademark, copyright, trade dress or any other
intellectual property rights of the SFA, the state, or a third party.
(viii) Immediate Termination. This contract will terminate immediately and absolutely if the SFA
determines that adequate funds are not appropriated or granted or funds are de-appropriated
such that the SFA cannot fulfill its obligations under the Contract, which determination is at the
SFA's sole discretion and shall be conclusive. Further, the SFA may terminate the Contract for
any one or more of the following reasons effective immediately without advance notice:
1. In the event the successful Offeror is required to be certified or licensed as a condition
precedent to providing goods and services, the revocation or loss of such license or
certification may result in immediate termination of the Contract effective as of the date
on which the license or certification is no longer in effect;
2. The SFA determines that the actions, or failure to act, of the successful Offeror, its
agents, employees or sub-contractors have caused, or reasonably could cause, life,
health or safety to be jeopardized;
3. The successful Offeror furnished any statement, representation, or certification in
connection with the Contract or the bidding process, which is materially false, deceptive,
incorrect, or incomplete: and/or
4. The successful Offeror or SFA commits a material breach of this Contract.
(b) Termination for Convenience. The SFA may terminate this contract for any reason, provided that the
SFA shall be required to provide the Contractor with a prior sixty (60) days' written notice of the effective
date of such termination (the "Termination for Convenience Date"). The Contractor may also terminate
this contract under the same set of aforementioned conditions. The contractor will be compensated for
work performed and costs incurred up to the date of termination, as well as any charges that directly
result from the termination.
(c) Notice of Default. If there is a default event caused by the successful Offeror, the SFA shall provide
written notice to the successful Offeror requesting that the breach or noncompliance be remedied within
the period of time specified in the SFA's written notice to the successful Offeror. If the breach or
noncompliance is not remedied within the period of time specified in the written notice, the SFA may:
(i) Immediately terminate the Contract without additional written notice; and/or
(ii) Procure substitute goods or services from another source
(iii) Enforce the terms and conditions of the Contract and seek any legal or equitable remedies.
(d) Termination Due to Change in Law. The SFA shall have the right to terminate this Contract without
penalty by giving thirty (30) days' written notice to the successful Offeror as a result of the following:
Document provided by the Georgia Department of Education School Nutrition Division Page 9 of 40
T h is institution is an equal opportunity provider.

(i) The SFA's authorization to operate is withdrawn or there is a material alternation in the
programs administered by the SFA; and/or
(ii) The SFA's duties are substantially modified.
(e) Payment Limitation in Event of Termination. In the event of termination of the Contract for any
reason by the SFA, the SFA shall pay only those amounts, if any, due and owing to the successful
Offeror for goods and services actually rendered up to and including the date of termination of the
Contract and for which the SFA is obligated to pay pursuant to the Contract or Purchase Instrument.
Payment will be made only upon submission of invoices and proper proof of the successful Offeror's
claim. This provision in no way limits the remedies available to the SFA under the Contract in the
event of termination. The SFA shall not be liable for any costs incurred by the successful Offeror in its
performance of the Contract, including, but not limited to, startup costs, overhead or other costs
associated with the performance of the Contract.
(f) The Successful Offeror's Termination Duties. Upon receipt of notice of termination or upon request
of the SFA, the successful Offeror shall:
(i) Cease work under the Contract and take all necessary or appropriate steps to limit disbursements
and minimize costs, and furnish a report within thirty (30) days of the date of notice of termination,
describing the status of all work under the Contract, including, without limitation, results
accomplished, conclusions resulting there from, and any other matters the SFA may require;
(ii) Comply with the SFA's instructions for the timely transfer of any active files and work product by the
successful Offeror under the Contract;
(iii) Immediately return to the SFA any payments made by the SFA for goods and services that were not
delivered or rendered by the successful Offeror; and
(iv) Understand that all supplemental contracts, purchase orders, and/or orders for goods or services
issued by the SFA and accepted by the successful Offeror shall survive the expiration or termination
of this contract.
D. Insurance
(SFA MUST evaluate and determine acceptable insurance limits for this section.)
1. Successful Offeror shall maintain the insurance coverage set forth below for each accident provided
by insurance companies authorized to do business in the state of Georgia.
A Certificate of Insurance of successful Offeror's insurance coverage indicating these amounts must
be submitted at the time of award.
2. The information below must be completed by SFA:
a. Comprehensive General Liability-includes coverage for:
1) Premises-Operations
2) Products-Completed Operations
3) Contractual Insurance
4) Broad Form Property Damage
Document provided by the Georgia Department of Education School Nutrition Division Page 10 of 40
T h is institution is an equal opportunity provider.