B24-1201 Ice Cream
| Agency: | Oswego Boces |
|---|---|
| State: | New York |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17520556775499223 |
| Posted Date: | Mar 12, 2024 |
| Due Date: | Apr 16, 2024 |
| Source: | Members Only |
| Bid Title | Bid Response Date | Bid Contract Period | Bid Packet | Addendum |
| B24-1201 Ice Cream | Tuesday, April 16, 2024 at 1:30 p.m. | 7/1/2024 - 6/30/2025 | B24-1201 Bid Packet B24-1201 Vendor Response Sheet |
Attachment Preview
When submitting a sealed bid, please be sure to put the bid title and bid number on the outside of the envelope being mailed.
Please attach a completed W9 to your bid response.
Vendor:
Bid Contact:
Address:
Phone #:
Fax #:
E-Mail:
Tax ID #:
Ordering Contact:
Ordering Address:
Ordering Phone #:
Ordering Fax #:
Ordering E-Mail:
Web-Site:
Center for Instruction, Technology & Innovation (CiTi)
Oswego County Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
(315) 963-4253 phone
www.CiTiboces.org
www.CiTiboces.org/cooperativepurchasing
Specification and Instructions for the Supply of
Ice Cream
Bid Number: B24-1201
Bid Contract Dates: July 1, 2024 to June 30, 2025
Date of Bid Opening: April 16, 2024 @ 1:30 p.m.
To be purchased by:
Altmar Parish Williamstown Central School District
Central Square Central School District
Fulton City School District
Hannibal Central School District
Mexico Academy & Central School District
Oswego City School District
Phoenix Central School District
Pulaski Academy & Central School District
Sandy Creek Central School District
Cooperative CiTi Bid
Do not separate these sheets
Please refer all questions to:
Amy Rhinehart, School Purchasing Officer
purchasing@CiTiboces.org
179 County Route 64
Mexico, NY 13114
(315) 963-4253 phone
All public bid openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom
platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening
date and time to: purchasing@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow all
visitor policy guidelines when present on CiTi property.
B24-1201 Ice Cream
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
This is a Cooperative Bid involving the School Districts of:
Altmar Parish Williamstown Central School District, Central
Square Central School District, Fulton City School District,
Hannibal Central School District, Mexico Academy and
Central School District, Oswego City School District, Phoenix
Central School District, Pulaski Academy and Central School
District, and Sandy Creek Central School District.
Bidding Instructions and Special Conditions for
the Submission of Vendor Responses
1. Sealed bids for furnishing and delivery of items as required and
as set forth in these specifications prepared by the CiTi are
sought at this time.
2. Copies of the specifications may be obtained by contacting
Amy Rhinehart, School Purchasing Officer at the Business
Office of the CiTi, 179 County Route 64, Mexico, New York
13114, by calling (315) 963-4253 or emailing
purchasing@CiTiboces.org
Bid opportunities and current bids are available electronically
at www.CiTiboces.org/cooperativepurchasing Bid specifications
can also be found online at BidNet Direct:
Accepting Sealed OR Electronic Bid
Submissions:
3. SEALED BIDS must be received via mail, postal or shipping
carrier at: CiTi, 179 County Route 64, Mexico, NY 13114
until, but not later than 1:30 p.m. April 16, 2024. Sealed bid
envelopes can also be hand-delivered to CiTi’s Receiving
Department (Green Steel Building at the end of the CiTi
Campus Driveway in Mexico). CiTi’s Receiving Department is
open Monday – Friday 8:00 a.m. to 2:00 p.m.
4. ELECTRONIC BIDS must be submitted via BidNet Direct no
later than 1:30 p.m. April 16, 2024. This is the ONLY manner
in which electronic submissions will be accepted. Emailed or
faxed bid responses are not acceptable.
5. In the event that the CiTi Business Office is closed due to
unforeseen circumstances, the bid deadline will be extended to
the next business day that the CiTi is open for business. The
time of day will remain 1:30 p.m.
6. A public bid opening will take place on April 16, 2024 at
1:30 p.m.
7. All public bid openings hosted by CiTi are made available
virtually via the Zoom platform. Bidders and members of the
public can join the live bid opening virtually by sending an
email request in advance of the opening date and time to:
purchasing@citiboces.org. Bidders and members of the public
who wish to join the bid opening in-person must follow all
visitor policy guidelines when present on CiTi property.
8. For Sealed Bid Submissions: Bidders must supply signed hard
copies of their completed bids in a sealed envelope marked
with the name of the bidder and the bid number on the front of
the envelope to the address listed in the manner specified
within the Bid Documents. CiTi also strongly encourages the
submission of the bid pricing (in excel format) on either a CD
or flash drive along with the signed hard copies of all the
required bid documents. Please refer to the “Instructions for
the Submission of the Vendor Response Sheet” for
information on how to properly fill out the forms.
9. The CD or Flash Drive must be clearly labeled with the name
of the bid, the bid number, and the bidder’s name.
10. All express envelopes must be clearly marked with the words
“Sealed Bid Enclosed” on the front of the outside envelope.
This is important in assuring that the bid is delivered properly.
The sealed bid envelope must be included in the express
envelope.
11. For Electronic Bid Submissions: Bidders must supply a
signed photocopy of the bid forms and a completed vendor
response sheet (in excel format) via BidNet Direct. Please
refer to the “Instructions for the Submission of the Vendor
Response Sheet” for information on how to properly fill out
the forms.
12. The proposal as presented shall remain valid for a minimum
period of sixty days (60) from the date of bid opening.
13. Bidder must insert the price per unit as specified and the price
extension accordingly against each item bid. In the event of a
discrepancy between the unit price and the extension, the unit
price will govern. Prices shall be extended in decimals, not
fractions.
14. The quantities provided are estimated monthly numbers.
The contract will be for one year and may include summer
nutrition programs.
15. In order to ascertain that bid items conforms to the
specifications, vendors should provide the CiTi with stock
numbers for reference during the analysis process. If the CiTi is
unable to verify that the item bid conforms to the specifications
through a catalog, website or cut sheets, the CiTi reserves the
right to reject that item bid.
16. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall
be considered as added to each specification, except in
instances where “ONLY” or “NO SUB” is stated. CiTi reserves
the right to request samples of items where an equivalent is bid.
It is the responsibility of the bidder to notify the CiTi when
such substitutions are incorporated. Please note any
substitutions on the bid form. Please indicate your
Catalog/Vendor Item Number in the space provided on the
electronic bid form. Vendors may be required to send
catalogs to the School Districts if requested.
Bid Information, Instructions and Special Conditions, Page 1 of 3
B24-1201 Ice Cream
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
17. A vendor’s website link to the vendor’s ‘up to date’ online
catalog may be accepted. The vendor’s catalog/item number
must correlate to the item being bid to verify conformity to the
item specification. A bid item will not be accepted if the
vendor’s catalog/item number does not provide or link to the
item’s information as bid.
18. If the vendor is offering a substitute item with the same
packaging as the items specified, the vendor shall provide the
substitute information as well as the packaging information.
The bid software will not recognize the vendor substitute
offer if the packaging information is not provided and will
not evaluate the bidders pricing for that item. Failure to
provide packaging information with a substituted item will
result in the rejection of the bid item.
19. The bidder shall not change or provide the bid sheets in a
different format than the one provided. Any change in the
electronic format will prevent the CD or travel drive from
being read by the bid evaluation software and therefore will
result in the rejection of the bidders’ submittal.
20. The following three (3) forms are included herein and form a
part of this bid proposal: 1. Bid Proposal Certifications (Non-
Collusion Bidding Certification and Conflict of Interest
Certification). 2. Exceptions or Limitations/Acknowledgement
of Terms and Conditions. 3. Iran Divestment Act Certificate of
Compliance. Failure to fully execute these three (3) statements
will constitute grounds for rejection of a bid submission.
21. The bidder shall state the discount that will be allowed the
School Districts for prompt payment. In the absence of such
stated discount, a payment will be made approximately thirty
days (30) after receipt of materials and invoice.
22. All bids are to be on the basis of delivery prepaid to
destination.
23. CiTi reserves the right to waive any informality on bids
received.
24. CiTi reserves the right to reject any or all bids and to re-
advertise.
Orders and Delivery
25. Each participating School District will prepare its own
individual Purchase Order for its respective share of the bid.
Quantities listed on the bid are from the school districts listed
as active participants.
26. Delivery is to be made to multiple locations in each School
District as per the attached schedule. The Purchase Order shall
designate the place of delivery.
27. Invoices shall be presented to each School District for the
quantities ordered as per the Purchase Order.
28. Purchases made by the School Districts because they are
governmental agencies are not subject to any sales tax.
29. Quantities are monthly estimates only. Deliveries will be
adequate for one-week supply. The Distributor will be notified
the day before the scheduled date of delivery as to the ice
cream for the School Districts for the following day. Any item
substitutions must have prior approval from the Food Service
Director or Business Office.
30. Ice cream deliveries are to be verified by a SCHOOL LUNCH
employee before the ice cream delivery personnel places the ice
cream in the freezers. All deliveries must be accompanied by
an itemized delivery slip or invoice.
31. Ice cream shall be delivered in vehicles properly designed for
that purpose, delivered in a frozen state and in clean and well-
wrapped packages. Products must be delivered under sanitary
conditions.
32. A MATERIAL SAFETY DATA SHEET must accompany
each bid item delivered containing a Chemical Substance.
Failure to include these requisite data sheets will prohibit the
processing of payment.
33. After receipt of an order, the vendor agrees to call the district
within three working days, concerning any out-of-stock items,
or defect in the purchase order. If a district is forced to
purchase out of stock items or items not meeting specifications
from another vendor, the difference must be paid by the
original vendor.
34. During the scheduled delivery times, the vendor agrees to
remove all damaged cases that are visible and all products that
are found damaged upon opening, or products which do not
meet specifications.
35. Pertinent information:
Damaged goods not removed by the vendor, as stated, will be
regarded as abandoned and the district shall have the right to
dispose of them as its own property. This condition addresses
the following concerns:
a. Damaged cases discovered during and after delivery
b. Products that do not meet specifications
c. Storage of such items
d. Ownership of such items
36. In any of the situations mentioned, the vendor is required to
pick up damaged goods at the time of delivery, and
immediately issue credit. Additionally, if the discrepancies are
not noted until after receipt of the goods, the vendor agrees to
pick up the items on the next delivery. In either event, if the
vendor does not adhere to these terms, the district gains title to
the property and needs only to maintain a record of the delivery
date and the item codes to be entitled to credit.
Force Majeure
37. The successful bidder shall not be held responsible for any
losses resulting if the fulfillment of the terms of the contract
shall be delayed or prevented by wars, acts of public enemies,
strikes, fires, acts of God, or for any other acts not within
control of the successful bidder and which by the exercise of
reasonable diligence he/she is unable to prevent.
Bid Information, Instructions and Special Conditions, Page 2 of 3
B24-1201 Ice Cream
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
38. Products and quantities listed on the bid are CiTi’s best
estimate based on the projected instructional plan for CiTi and
participating school districts. If CiTi or the participating school
districts’ instructional plans change due to unforeseen and/or a
force majeure event, the actual quantities purchased might also
change.
Award
39. Notice of Award shall be made to the successful bidder within
sixty days (60) from the date of bid opening. The award for this
bid will take place at the June 12, 2024, CiTi Board Meeting.
40. The bid award will be in an aggregate manner, a line-by-
line manner or by subcategory method.
41. The CiTi/School District and the vendor will submit all
complaints in writing to the appropriate party(s) within four (4)
days of occurrence of any incident. The Bid Coordinator will
maintain a file of all complaints that are submitted from both
the CiTi/School District and the vendor.
42. This will be an annual bid. The bid period will be from 07-01-
2024 to 06-30-2025.
Special Instructions to Bidders
Ice Cream Products
43. Vendors shall supply Label Samples of all Products
included in the bid. Provide only those which will be supplied
for the duration of the bid. Nutritional Data information must
be provided with the bids. Bids submitted without the
necessary Nutritional Data Sheets will not be accepted.
Substitutes will not be accepted without prior approval from the
individual school districts purchasing the product. Substitutes,
if accepted, must be of EQUAL OR BETTER QUALITY than
that of the original product specified in the bid.
44. PRODUCT SAMPLES may be requested after the bids are
opened. Do not submit product samples unless requested to do
so. Samples, as requested, will be evaluated on the basis of
quality, taste, and serving size. Evaluation will be performed by
a representative panel of Food Service Directors from varying
school districts involved in this Cooperative Bid. The bidder’s
responsiveness will be considered in determining the evaluation
results.
45. The Award will be based on Cost, Quality, Appearance, and
Taste.
46. Monthly statements for ice cream sold under this contract shall
be submitted at the close of each calendar month. The School
Districts shall be billed on separate invoices. Bid submissions
should not include price stipulations indicating discounts if
payments are received within a specified time frame.
47. Bidder Notice: The bid determined to be second lowest shall
be held in force for a period not exceeding thirty days, (30),
after performance by awarded bidder begins. In the event of the
cancellation or the defaulting of the contract, the CiTi reserves
the right to award the bid to the next low bidder or to re-bid the
package in the manner prescribed by law. In the absence of a
statement to the contrary, the CiTi shall assume the stipulation
is agreed upon by the designated second low bidder. The
awarded bidder, vendor, shall be held liable for monetary losses
resulting from vendor’s failure to meet the stipulated delivery
schedule, attached to and made part of this bid. These include
monetary losses resulting from local purchase of the awarded
products.
48. Non-Discrimination: The vendor agrees and warrants that in
the performance of this contract, the vendor will not
discriminate against any person or group of persons on the
grounds of race, color, religion, and national origin. The vendor
further agrees and warrants that they will comply with all civil
rights requirements promulgated by Congress, the State of New
York, and the State in which the producing plant(s) is located.
49. Compliance: For the purpose of these specifications, all
finished products require production in plants that are in full
compliance with the Federal Pure Food & Drug Act, State, and
County Health Codes in the geographic location of the
producing plant, and as related to the production, handling, and
distribution of the products.
50. Non-Compliance: Finished products that fail to meet the
specifications of this contract shall be rejected. The vendor will
be notified by both email and phone and dutiful replacements
will be requested. Where the vendor is unable to replace the
rejected products within sufficient time to meet the school
district’s schedule, the district shall have the right to purchase
replacement of the rejected items on the open market charging
the difference in cost to the vendor. The continued failure on
the part of the vendor to meet the terms of this contract shall
constitute grounds for cancellation.
51. Bids for substitute products will be considered as long as they
meet the minimum requirements listed in the specifications.
Product Samples may be required.
52. To be considered a ‘Choose Sensibly’ product as determined by
the New York School Nutrition Association the following
guidelines for a snack must be met:
a. 7 grams or less of fat
b. 2 grams or less of saturated fat
c. 0 grams of trans fat
d. 15 grams or less of sugar
e. 360 milligrams or less of sodium
f. One serving per package
53. Failure to adhere to these instructions will constitute
grounds for rejection of the bid.
Bid Information, Instructions and Special Conditions, Page 3 of 3
Center for Instruction,
Technology & Innovation
A Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
GENERAL CONDITIONS
(For the Purchase of Materials, Supplies,
Equipment, and Services)
All invitations to bid issued by the above
named Board of Cooperative Educational
Services will bind bidders and successful
bidders to the conditions and requirements
set forth in these general conditions, and
such conditions shall form an integral part
of each purchase contract awarded by the
Center for Instruction, Technology &
Innovation (CiTi).
DEFINITIONS
“CiTi” Shall be the legal designation of the
Oswego County Board of Cooperative
Educational Services/ Center for Instruction,
Technology & Innovation.
“School District” Shall be the legal
designation of the district.
“Notice to Bidders” A formal statement,
which, when issued by the CiTi, constitutes
an invitation to bid on the materials,
supplies and equipment described by the
specifications
“Board” The Board of Cooperative
Education Services Board of Education.
“Bid” An offer to furnish materials,
supplies, and/or equipment in accordance
with the invitation to bid, the general
conditions, special instructions, and the
specifications.
“Bid Offer” The form on which the
vendor/bidder submits his bid.
“Bidder” A company, corporation or
individual submitting a bid.
“Contract” A notice to the successful
bidder by the issuance of a purchase order,
all documents relating to the transaction,
including but not limited to, the bid offer of
the successful bidder, notice to bidders,
general information, general conditions,
specifications, notice of award, bid proposal
certifications; a formal document signed by
the successful bidder and the CiTi
representative.
“Successful Bidder” Any bidder to whom
an award is made by the CiTi.
“Contractor” Any bidder to whom a
contract award is made by the Board of
Cooperative Education Services.
“Specifications” defined as the description
of materials, supplies, equipment, and/or
services, including the conditions for its
purchase.
BIDS
1. The date, time, and place of bid opening
will be given in the Notice to Bidders.
2. All bids must be submitted on bid forms,
if provided, and in accordance with
instructions provided.
3. All bids received after the time stated in
the Notice to Bidders may not be considered
and will be returned unopened to the bidder.
The bidder assumes the risk of any delay in
the mail or in the handling of the mail by
employees of the CiTi. Whether sent by
mail or by means of personal delivery, the
bidder assumes responsibility for having
his/her bid deposited on time at the place
specified.
4. All information required by Notice to
Bidders, General Conditions, Specifications,
and Bid Offer, in connection with each item
against which a bid is submitted, must be
given to constitute a regular bid.
5. The Non-Collusive Bidding Certification
must be included with each bid as required
by General Municipal Law, Section 103-d.
6. The submission of a bid will be construed
to mean that the bidder is fully informed as
to the extent and character of the supplies,
materials, or equipment required and a
representation that the bidder can furnish
the supplies, materials, or equipment
satisfactorily in complete compliance with
the specifications.
7. No alteration, erasure, or addition is to be
made in the typewritten, printed, or
electronic matter. Deviations from the
specifications must be set forth in space
provided in bid for this purpose.
8. Prices and information required should be
typewritten for legibility. Illegible or vague
bids may be rejected. All signatures must be
written. Facsimile, printed, or typewritten
signatures are not acceptable.
9. Sales to school districts are not affected
by any fair trade agreements. (General
Business Law, Sec. 369-a, Sub. 3)
10. No charge will be allowed for Federal,
State or municipal sales and excise taxes
since the school districts and the CiTi are
exempt from such taxes. The price bid shall
be net and shall not include the amount of
any such tax.
11. In all specifications, the words “or
equal” are understood after each article
giving manufacturer’s name or catalog
reference, or on any patented article. The
decision of the school district as to whether
an alternate or substitution is in fact “equal”
shall be final. If bidding on items other than
those specified, bidder must provide in
every instance the trade designation of the
article, manufacturer’s name, and detailed
specifications of item he proposes to
furnish. Otherwise, bid will be construed as
submitted on the identical item as specified.
12. Bids on equipment must be on standard
new equipment, of latest model, and in
current production, unless otherwise
specified.
13. All regularly manufactured stock
electrical items must bear the label of the
Underwriters’ Laboratories, Inc.
14. When bids are requested on a lump sum
basis, bidder must bid on each item in the
lump sum group. A bidder desiring to bid
“no charge” on an item in a group must so
indicate; otherwise, bid for the group may
be rejected.
15. All prices quoted must be “per unit” as
specified; e.g., do not quote “per case”
when “per dozen” is requested; otherwise
bid may be rejected.
16. Bidder must insert the price per unit and
the extensions against each item in his bid.
In the event of a discrepancy between the
unit price and the extension, the unit price
will govern. Prices shall be extended in
decimals, not fractions. In the case of
electronic filing via CD, diskette or travel
drive of a bid response form, the electronic
data will take precedence over any written
or printed material submitted with the bid
packet.
17. Prices shall be net; including
transportation and delivery charges fully
prepaid by the successful bidder to
destination indicated in the instructions to
bidders. If award is made on any other
basis, transportation charges must be
prepaid by the successful bidder and added
to the invoice as a separate item. In any
case, title shall not pass until items have
been delivered and accepted.
18. All bids must be in sealed, plain, opaque
envelopes may be used, clearly marked
“BID.” Also, the date and time of the bid
opening as indicated on the Notice to
Bidders must appear on the envelope. Bids
General Conditions - Page 1 of 5
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