011-SNS-2027 SMALL EQUIPMENT

Dougherty County Board of Education
School Nutrition Program
INVITATION FOR BID
Solicitation ID: 011-SNS-2027
SMALL EQUIPMENT
Issued on: April 30, 2026
Bid Due Date: May 28, 2026
In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on
the basis of race, color, national origin, sex, age and disability.
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400
Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD).
USDA is an equal opportunity provider and employer.
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TABLE OF CONTENTS
DEFINITIONS................................................................................................................................3
SECTION 1 - INVITATION TO BID........................................................................................4-6
SECTION 2 - STANDARD TERMS AND CONDITIONS.....................................................7-12
SECTION 3 - SPECIAL TERMS AND CONDITIONS.........................................................12-18
SECTION 4 - CONTRACT TERMS AND SIGNATURES...................................................19-20
ATTACHMENT A - BID SPECIFICATIONS....................................................21
ATTACHMENT B - VENDOR BID FORM...............................................22-23
ATTACHMENT C - LOBBYING CERTIFICATE AND DISCLOSURE.........24
ATTACHMENT D - SITE LOCATIONS...........................................................25
ATTACHMENT E - DJEA POLICY / STATEMENT OF ASSURANCE...26-28
ATTACHMENT F - SUSPENSION & DEBARMENT CERTIFICATION.29-30
ATTACHMENT G - REFERENCE FORM..........................................31
ATTACHMENT H - E-VERIFY AFFIDAVIT.......................................32
ATTACHMENT I - CERTIFICATION OF NON COLLUSION..................33
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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 bid.
Bid Unit - The unit designation which shall be applicable to all pricing offered for bid evaluation
purposes. Unit cost, freight, fixed fee, estimated usage and the extended cost shall be stated in terms of
the designated bid unit. In some instances, the bid unit and the package unit may be the same.
Contractor - The provider of the goods and/ or services under the Contract.
Contract Documents - Consist of the Agreement between the Board/SNP and the Contractor, terms and
conditions, schedule, specifications, drawings, any and all addenda, errata, and bulletins issued prior to
execution of the contract, other documents listed in the Agreement, and modifications issued after
execution of the contract.
Damaged Item- Refers to an item that has sustained damage that would allow spillage from the original
container, a loss or disfigurement of a label that would hinder identification, contaminated package that
would affect the content of that package or any other happening that would affect the quality and/or
quantity of the original item.
Dry Food Product- A dry product that does NOT require freezing or refrigeration.
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.
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.
Pack size - With some items the bid unit does not represent a package configuration by which the item
would normally be purchased. In such instances, the Bidder will be required to bid according to the
designated bid unit and also state how the product will be packaged and to provide a cost for purchase
unit.
Purchase Unit - The package configuration (case, carton, box, bag, etc.) by which the product would
normally be sold. This shall also mean packaging being referred to when the term "case price" is
applicable.
Solicitation - A document used by the Board/SNP to acquire goods and /or services. Solicitations must
incorporate a clear and accurate description of the technical requirements for the material, product, or
service to be procured. Solicitations must also identify all the requirements which the Offerors or Bidders
must fulfill and all other factors to be used in evaluating the bids or proposals.
NSLP - National School Lunch Program
SBP - School Breakfast Program
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SECTION 1
Bid Invitation
The Dougherty County Board of Education School Nutrition Program (Board/SNP) is requesting sealed
bids for SMALL EQUIPMENT FOR SCHOOL NUTRITION PROGRAM. Bids are due by and
will be opened at 11:15 am on May 28, 2026, at 601 Flint Avenue, Albany, GA 31701. The bid opening
will also be streamed on the Zoom platform. To attend the bid opening virtually, please follow the URL
below to join the meeting or copy and paste it into your browser.
https://zoom.us/j/8995235446
Meeting ID: 8995235446
Meeting Password: 652309
Bids shall be mailed or hand-delivered to the Dougherty County School System Logistical Services
department - 601 Flint Avenue, Albany, Georgia 31701. Bids must be enclosed in a sealed envelope
and marked "011-SNS-2027 Bid for Small Equipment."
Questions regarding this Invitation for Bid must be emailed to purchasing@docoschools.org with the
subject header "Q&A for 011-SNS-2027".
RFQs issued by the DCSS are posted on the DCSS web site at www.docoschools.org and the Georgia
Procurement Registry at https://ssl.doas.state.ga.us/PRSapp/.
I. INTENT
a) 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 product
and services to the Dougherty County Board of Education through sealed bids.
b) The Board/SNP is seeking to identify and select one (1) or more vendors to provide the items
outlined in the bid specifications (Attachment A). 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.
c) The Board/SNP reserves the right to accept or reject any or all bids, or to accept any part of a bid
without accepting the whole thereof, or to accept such bid as they deem to be in the best interest
of the Board/SNP.
II. CONTRACT TIME PERIOD
a) Initial Term - The initial term of this contract, which results from the award of this bid, shall
commence on July 1, 2026 and terminate on June 30, 2027.
b) Renewal Option - This contract may be renewed for up to (2) two one-year terms with the same
terms and conditions by mutual agreement of both parties in written form.
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III. BID SUBMISSION PROCEDURES
The Board/SNP is not liable for any costs incurred by Bidders prior to issuance of or entering into
a contract. Costs associated with developing the bid, preparing for oral presentations, and any
other expenses incurred by the Bidder in responding to this IFB are entirely the responsibility of
the Bidder, and shall not be reimbursed in any manner by the Board/SNP.
a) Bids must be enclosed in a sealed envelope. The outside of the envelope shall be clearly marked,
"011-SNS-2027 Small Equipment".
b) Bids must be received by the Board/SNP no later than May 28, 2026 @ 11:15 am.
c) Late bids shall not be accepted. The Board/SNP shall not be responsible for late receipt of bids.
Bids must be mailed or delivered to the Board/SNP. Emailed and faxed bids are not acceptable and
will not be considered. It is the bidder's responsibility to ensure their proposal is delivered on time
and to keep up with tracking information. Do not make any school district personnel the contact
person for receiving tracking alerts on your mailing. Bids must be mailed or delivered to:
DCSS Logistical Services
601 Flint Avenue
Albany, Georgia 31701
If the Bidder submits bid documents with informalities, errors, or omissions such as, but not
limited to, non-conforming bid security, non-conforming non-collusion affidavit or samples, or
fails to properly execute and seal documents, the Bidder, in the Board/SNP's sole discretion, may
be given 72 hours from the time of the bid opening in which to provide such information to the
Board/SNP.
The Board/SNP has the right to waive any and all informalities.
IV. IMPORTANT DATES
Bid Issue Date April 30, 2026
Q&A Deadline May 14, 2026 @ 4:00 pm
Deadline for submitting bids May 28, 2026 @ 11:15 am
V. AWARD DETERMINATION STATEMENT
a) This bid will be awarded to a single or to multiple vendors and to result in a firm fixed price
contract. All bid prices shall remain firm for the entire contract period.
b) The award of this bid is contingent upon available budget funds and approval of the Dougherty
County Board of Education.
c) The Board/SNP will award the contract(s) to the lowest responsive and responsible Bidder(s)
meeting all terms, conditions, and specifications of the IFB, within approximately sixty (60) days
of the opening of the bids. Submitted bid pricing shall remain valid during this sixty-day period.
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The Board/SNP reserves the right, in its sole discretion, to accept or reject any and all bids or parts
thereof.
d) An official letter of acceptance will be forwarded by the Board/SNP to the successful Bidder after
bid selection and prior to contract award.
e) Upon acceptance and award of a vendor's bid, the contract between the Bidder and the Board/SNP
shall be formed 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 Board/SNP
and the Bidder concerning the transactions. The contract shall constitute the entire and only
agreement and shall supersede all prior negotiations, commitments, understandings, or agreements,
whether oral or written.
VI. SYSTEM CONTACT INFORMATION
a) This IFB is issued by Dougherty County Board of Education, School Nutrition Program. All
inquiries, clarifications, or interpretations regarding this IFB should be directed in writing to:
Ms. Sharonda Thompson, Director
DCSS Logistical Services
601 Flint Avenue
Albany, Georgia 31701
b) 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. Any
information given to a prospective Bidder concerning an IFB will be furnished to all prospective
Bidders as an Addendum to the IFB if such information is necessary or if the lack of such
information would be prejudicial to uninformed Bidders.
VII. VENDOR CONTACT INFORMATION
Vendor Company Name
Street Address
City, State, Zip
Contact Person
Telephone
Email address
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SECTION 2
Standard Term and Conditions
This contract between the Dougherty County Board of Education and the Vendor shall be
governed in accordance with the laws of the State of Georgia and all applicable Federal
regulations.
I. LOBBYING CERTIFICATE (for bids over $100k)
Per CFR 7.3018 - A Lobbying Certification and Disclosure must be completed for all
bids $100,000 and over. Please see and complete Attachment D.
II. DEBARMENT AND SUSPENSION VERIFICATION (for bids over $25k)
Institutions shall solicit offers from, award contracts to, and consent to subcontracts with
responsible contractors 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 Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart 9.4.
By signing this agreement, the bidder is testifying that they are not debarred, suspended or have
any ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other
Federal or State Agency. All responses will be verified.
Contractor certifies that the Contractor and/or any of its subcontractors 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 Federal Acquisition Regulation (FAR) 48
C.F.R. Ch.1 Subpart 9.4. Contractor will immediately notify the School Food Authority if
Contractor is debarred or placed on the Consolidated List of Debarred, Suspended, and
Ineligible Contractors by a federal entity.
III. BUY AMERICAN STATEMENT
Contractor must comply with the William F. Goodling Child Nutrition Reauthorization Act of
1998 (Buy American Act -7 CFR 210.21) 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 maximum extent practicable, domestic commodities or
products for use in meals served under the NSLP and SBP. Buy American - (1) Definition of
domestic commodity or product. In this paragraph, the term 'domestic commodity or product'
means-(i) An agricultural commodity that is produced in the United States; and (ii) A food
product that is processed in the United States substantially using agricultural commodities that
are produced in the United States.
IV. REMEDY FOR NON-PERFORMANCE/ TERMINATION OF CONTRACT
a) Termination -The Dougherty County Board of Education reserves the right, at any time and for
its convenience, to terminate the contract in whole or in any separable part by written notice to
vendor. Such notice shall be provided at least thirty (30) days prior to the intended termination
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date. Vendor shall be compensated for Goods accepted and for Services performed in
accordance with the provisions of the contract up to the effective date of termination, less any
payments previously made by the Board/SNP for such Goods or Services, but in no event shall
vendor be entitled to recover loss of profits.
b) In the event that either the vendor or the Board/SNP defaults in the performance of any
obligation specified in the contract, the non-defaulting party shall notify the other party in
writing and may suspend the contract, in whole or in part, pending remedy of the default. If such
default is not remedied within fifteen (15) days from the date of receipt of such notice or if the
other party is diligently attempting to cure such default but is unable to cure such default within
thirty (30) days from the date of receipt of such notice, then the non-defaulting party shall have
the right to terminate the contract immediately by providing written notice of termination to the
other party.
V. HUB STATEMENT (7CFR3016.36(e))
It is the intent of the Dougherty County Board of Education to provide maximum practicable
opportunities in its solicitations to minority firms, women's business enterprises and labor
surplus area firms.
VI. EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT (for
bids over $10k)
In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is
prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.
To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400
Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992.
(Voice) Individuals who are hearing impaired or have speech disabilities may contact USDA
through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an
equal opportunity provider and employer.
VII. ENERGY POLICY AND CONSERVATION ACT STATEMENT
Compliance with mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act (Public Law 94-163, 89 Stat.871).
VIII. CLEAN AIR/ CLEAN WATER STATEMENT (for bids over $100k)
Compliance with all applicable standards, orders, or requirements issued under section 306 of
the Clean Air Act (42 U.S.C. 1857(h)) Clean Air and Water Certification. Contractor certifies
that none of the facilities it uses to produce goods provided under the Contract are on the
Environmental Protection Authority (EPA) List of Violating Facilities. Contractor will
immediately notify the School Food Authority of the receipt of any communication indicating
that any of Contractor's facilities are under consideration to be listed on the EPA List of
Violating Facilities.
IX. CIVIL RIGHTS STATEMENT
In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is
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prohibited from discriminating on the basis of race, color, national origin, sex, age and
disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights,
Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-
9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and
employer.
X. RECORD RETENTION AND ACCESS CLAUSE
The Contractor shall maintain books, records and documents in accordance with generally
accepted accounting principles and procedures and which sufficiently and properly document
and calculate all charges billed to the Dougherty County Board of Education, School Nutrition
Program throughout the term of the Contract for a period of at least five (5) years following the
date of final payment or completion of any required audit, whichever is later. Records to be
maintained include both financial records and service records.
The Contractor shall permit the Auditor of the State of Georgia or any authorized representative
of the School Food Authority, and where federal funds are involved, the Comptroller General of
the United States, or any other authorized representative of the United States government, to
access and examine, audit, excerpt and transcribe any directly pertinent books, documents,
papers, electronic or optically stored and created records or other records of the Contractor
relating to orders, invoices or payments or any other documentation or materials pertaining to
the Contract, wherever such records may be located during normal business hours.
The Contractor shall not impose a charge for audit or examination of the Contractor's books and
records. If an audit discloses incorrect billings or improprieties, the State and/or the Dougherty
County Board of Education reserves the right to charge the Contractor for the cost of the audit
and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper
authorities.
XI. BID PROTEST PROCEDURES
Filing Formal Protests
i. Protests that concern a recommended award must be filed no later than ten (10) calendar
days following the issuance of the notice of the recommendation.
ii. Protests based on, pertaining to, or arising out of events or facts arising during the
solicitation process, including but not limited to specifications, must be filed no later than
two (2) business days prior to the public bid closing or proposal due date.
iii. Vendors who do not submit a timely proposal may not protest the contract award.
iv. A protest is deemed filed when it is in writing, is signed by a company officer authorized
to sign contracts on behalf of the bidder/proposer, and on the date that it is received by
the Dougherty County School System Purchasing Department. Protests sent by mail, fax
or email will be accepted.
Mail: Dougherty County School System
Sharonda Thompson, Director of Logistical Services
601 Flint Avenue
Albany, GA 31701
Fax: 229-431-1814
Email: sharonda.thompson@docoschools.org
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v. If a bidder/proposer fails to file a protest by the time required, the DCSS may, at its
discretion, deem the failure to file as a waiver with prejudice of any grounds the
bidder/proposer may have for a protest.
vi. The DCSS may, at its discretion, deem issues not raised in the initial protest as waived
with prejudice by the Protestor.
Form of Protest
At a minimum, the protest must include the following:
i. The name and address of the Protestor (signed by a company officer authorized to
contract on behalf of the vendor).
ii. Appropriate identification of the solicitation, to include Bid/RFP number, and, if a
contract has been awarded, its number.
iii. A statement of reasons for the protest.
iv. Supporting exhibits, evidence, or documents to substantiate any claims unless not
available within the filing time, in which case the expected availability date shall be
indicated.
v. The relief sought.
Stay of Procurement during Formal Protests for Solicitations $15,000 or more
i. When a protest pertaining to events or facts arising during the solicitation process, such
as protests concerning specifications and evaluation criteria, has been timely filed, no
award of a contract shall be made until a final decision has been issued, unless the
Superintendent makes a written determination that the award of the contract without
delay is recommended in the best interests of the school district.
ii. When a protest has been filed within five (5) business days following the issuance of a
recommended award, the Superintendent shall determine if performance of the contract
without delay is recommended to protect the interests of the school district. If it is
determined that it is recommended to proceed with the issuance of the contract and
contract performance without delay, the bidder/proposer may proceed with performance
and receive payment for work performed in strict accordance with the terms of the
contract. The provisions of the paragraph are not applicable to a protest pertaining to
events or facts arising during the solicitation process.
Decision by DCSS Superintendent
The DCSS Superintendent shall make a decision on the protest as expeditiously as
possible, after receiving all relevant requested information. If the protest is sustained, the
available remedies include:
i. If a protest is sustained prior to the bid closing or proposal due date, the remedy is
modification of the solicitation document, including but not limited to specifications,
terms and conditions and evaluation criteria; and extension of the opening date if
appropriate.
ii. If a protest is sustained after the relevant bid has been awarded, the remedies include, but
are not limited to, suspension or cancellation of the award, re-evaluation and re-award, or
re-solicitation with appropriate changes to the new solicitation document.
Costs
In no event shall a Protestor be entitled to recover any costs incurred in connection with the filing
of a Protest, including bid/proposal preparation costs or attorneys' fees.
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