Hamilton County Schools - Agency Bids & RFPs

Proposals must be received in the purchasing department prior to the designated time for opening, which is June 24, 2026, at 2:00 PM EST. Proposals received after the designated time of opening will be considered late and shall be considered nonresponsive.

HCS payment terms are net 30 after receipt of invoice unless otherwise stated in the contract documents.

Vendor warrants to HCS that all items delivered and all services rendered shall conform to the specifications, drawings, proposal and/or other descriptions furnished and/or incorporated by reference, and will be fit for the particular purpose purchased, of merchantable quality, good workmanship, and free from defects. Vendor extends to HCS all warranties allowed under the U. C. C.

Award will be made to the proposer whose submission is determined to provide the best value to the owner. Best value means the proposal that offers the optimal combination of qualifications, experience, project approach, and price, as evaluated in accordance with the criteria and weighted scoring set forth in this RFP.

A proposer may be required, before the award, to show to the complete satisfaction of HCS that it has the necessary facilities, ability, insurance, and financial resources to provide the service or goods specified. The CMAR must hold a commercial license classification BC or BCB with an unlimited monetary limit.

In case of default by the vendor, HCS may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor, the difference between the price named in the contract or purchase order and actual cost thereof to HCS. Liquidated damages will be negotiated.

Presentations, interviews, demonstrations, and/or site visits may be required as a part of the evaluation process. Proposers will receive adequate notification to prepare.

Any vendor who has submitted a timely proposal in response to this solicitation and who is an actual or prospective awardee may file a written protest of the selection decision. All protests must be submitted in writing to the director of procurement and must be received within ten (10) calendar days of the date of public notice of the selection recommendation.

Any contact initiated by any proposer with any HCS representative, other than the procurement division representative listed herein, concerning this solicitation after the proposal receipt deadline is prohibited and may cause disqualification. Failure to comply with any declarative statement (e. g. , must, shall, will) may result in the proposal being deemed nonresponsive and disqualified.

The owner has established a current estimated project budget of $46,000,**** for the purposes of this solicitation.

Proposals must be received by June 22, 2026, at 1:00 PM ET.

HCDE payment terms are net 30 after receipt/inspection of merchandise and receipt of invoice, unless otherwise stated in the contract documents. The district does not permit late fees on invoices.

The vendor warrants that all items delivered and services rendered shall conform to specifications and be fit for the particular purpose purchased, of merchantable quality, good workmanship, and free from defects. The vendor extends all warranties allowed under the UCC.

Awards will be made to the most responsive, responsible proposers meeting specifications, whose proposal will be most advantageous to the district, with price and other factors considered.

Proposers must possess all local, state, and federal licenses, certifications, and registrations required to perform the services and must not have been debarred, suspended, or otherwise determined ineligible to do business by any federal, state, or local government entity.

Failure to comply with specifications may result in removal from the proposer list for at least six months. Late proposals will be considered nonresponsive. Failure to provide regular products at a 90% fill rate will constitute a breach of contract.

Presentations, interviews, demonstrations, and/or site visits may be required as part of the evaluation process. Providers will receive adequate notification to prepare.

Samples of articles, when required, shall be furnished free of cost and may be retained for future comparison. Vendors may be asked to provide enough servings to fulfill a tasting test conducted by the school nutrition program.

Any protest or question regarding the specifications or procedures must be received in the procurement department not less than seventy-two (72) hours prior to the time set for proposal opening.

Unauthorized contact with HCDE representatives after the proposal receipt deadline may cause disqualification. Failure to follow packaging instructions will result in the proposal being deemed nonresponsive.