general conditions - Long Island School Nutrition Directors Association
Contents
1. pre filled 10 Can Bid Unit Price Your price for the bid unit specified in line above 1 00 This does not imply that the item can be ordered at the bid unit level This is for comparison purposes only Bid Units per Pack Number of bid units in a case eo Pack Price Your price for an orderable unit of the product such 6 00 as a case Enter your case price and Bid Units Pack the system will calculate the per unit price Pack Weight Weight in pounds of the pack listed above Estimate 15 if necessary an inner packs to display brands If you have another brand Nugget Inner Pack Quantity How is the product packed Enter the number of aa choose OTHER and enter the information in the dialogue box Bid Total Automatically Calculated by System 600 00 LONG ISLAND SCHOOL FOOD SERVICE ASSOCIATION COOPERATIVE BID GENERAL CONDITIONS All invitations to bid issued by the Long Island School Food Service Directors Association 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 group 1 All bids must be submitted on and in accordance with forms provided by the committee 2 The Long Island School Food Service Cooperative Bid may not accept any bids where terms and conditions or specifications have been changed in th2. meaning subparagraph one A Signed Print Name E Company Date Address Phone E Mail CERTIFICATION STATEMENT DEBARMENT AND SUSPENSION United States Department of Agriculture To THE LONG ISLAND SCHOOL FOOD SERVICE DIRECTORS COOPERATIVE BID COMMITTEE Date April 30 2009 Re Debarment Statement Please document your exact Corporate Name Name of Bidder Address Contact Person Phone Number E Mail Neither this bidder nor any of its principles e g key employees have been proposed for debarment debarred or suspended by the Federal Agency It is the responsibility of the bidder to sign this certification statement and submit it with this bid in order for it to be accepted Signature Title INSTRUCTIONS OF CD VIEWER TO DOWNLOAD Those thathave participatedin prior bids and have used this softwaremust RE Install it because itis an updatedversion Among the many benefits It is soreadsheet based and simple to use Only a PC is required to use the tool Bid dollar values are instantly calculated line item amp total Structured approach minimizes price amp product confusion New Reset button enables you to correct data entry errors Getting startedis easy Just insertthe RFP Viewer CD into your computer The programwill autorun and install on your computer If it doesn t select Start and then RUN Type D SETUP exe When the programhas installed Click Start Click Programs Click
3. premises The badge is to include the Contractor s name the 14 employee s name along with a photograph of the employee The Contractor is hereby notified that any employee of School District shall have the right to inspect the the badge produce Nutrition directed to a badge for examination If the Contractor s employee refuses to display or the Director of Child shall be notified and the Contractor may be remove his employee from the premises 15
4. to Bidders 11 12 The Coop Bid Committ reserves the right to request a representative sample of the item quote either prior to the award or before shipments are made If the sample is not in accordance with the requirements of the specifications the Coop Bid Committee may reject the bid or if award has been made cancel the contract at th xpense of the successful bidder Samples requested by the Coop Bid Committee must be 13 14 15 16 17 furnished free of charge Recommendation to award will be made to the lowest responsible bidder as will best promote the public interest taking into consideration the reliability on the bidder the quality of the materials equipment or supplies to be furnished their conformity with the specifications the purposes for which required and the terms of delivery The Long Island School Food Service Directors Association Cooperative School District do not pay delivery lift gate or freight charges All charges should be included in its pricing on the bid The Coop Bid Committ reserves the right to reject all bids Also reserved is the right to reject for cause any bid in whole or in part to waive technical defects qualifications irregularities and omissions if in its judgment the best interests of all the school districts will be served Where a bidder is requested to submit a bid on indi
5. RFP Viewer Once the programopens insertthe diskette Click File Click Open Scroll toA selectthe file and click Open Click on HELP to view printa brief instruction manual Click File Printto printa copy of your bid Use landscape view You can enter data two ways Either fill in the dialogue box or close it and scroll across the spreadsheet Double clicking the product name opens the dialogue box again Descriptions of the required information are listed along the right side of the dialogue box A sample entry is displayed on the back of this page for your reference Click on HELP to read or print a user manual Complete all the entries marked in red for each item If you make an error in the pricing boxes use the RESET buttonto delete the pricing informationso you can re enter When you have finished click File Click Save Use File gt Printto print your proposal Return the completeddiskette along with the required documents including print copy s of the proposal to submityour bid Repeatthe process for each proposal you submit SAMPLE ENTRY FIELD NAME EXPLANATION EXAMPLE RFP Item No pre filled Bid No Bid If you are not going to bid on an item uncheck the checked BID box Product Description Description of Product being bid pre filled Supplier Part Your item number for ordering purposes ABC123 Bid Quantity Projected quantity to be purchased pre filled The unit for comparison purposes
6. Sections to be completed Integrity Rider Milk 1 Page Bid Brand Price Unit Price Hard Copy and Disk must be completed 6 RETURN ORIGINAL BID and completed disk which contains prices PLUS 3 COPIES OF BID There will be a charge of 1 00 per page for bids that need to be copied Original Signatures must be given when submitting the bids NO COPIES will be accepted by Vendor 1 NON COLLUSIVE I Page 2 DEBARMENT 1 Page 3 HACCP Page 4 5 xx f there is a discrepancy between the bid disk and the original bid the hard copy will take precedence over the disk Appropriate disks enclosed should be downloaded onto your computer Any technical assistance must be done 24 hours before bid opens No assistance will be given to vendors at the school where bid is opening No technical assistance will be given to the vendors the day of the bid opening Revised 3 2008 oO Bonnie Scally gan PRESIDENT R Michelle Rosenthal Marie Salata PRESIDENT ELECT RECORDING SECRETARY Kim Tortora CORRESPONDING SECRETARY LONG ISLAND SCHOOL FOOD SERVICE DIRECTOR S ASSOCIATION INVITATIONTO BID Due Date _ April 30 2009 DUE NOLATER THAN 12 00PM LATE BIDS WILL NOT BE ACCEPTED The Long Island School Food Service Director s Association is accepting proposals for the Bid Name Dishwasher and Cleaning Supplies Bid Period July 1 2009 June 30 2010 PROPOSERS PLEASE NOTE Carefully read e
7. ders be accepted uccessful vendor s will warrant wholesome upon delivery and and transported in an If a food product is determined to be the cooperative has a right to refuse the If the food has already b vendor will be required unacceptable food and issue a credit a replacement in 30 days n delivered the to pick up the 11 26 Each school must be invoiced separately or as requested by the district All invoices must reflect the awarded bid prices for payment to be made 27 is de It is understood that for billing purposes closing date through the last day of each month and all liveries made during that month should be included 28 Quantities of all items on this bid are based on estimated requirements and may be adjusted from time to time during the term of this bid 29 The standard of quality of all items shall be as specified herein The prices quoted in this bid shall be fixed for the contract term WITHOUT EXCEPTION Freight and delivery are included in bid price No surcharges allowed Should the contractor fail to meet a reasonable degree of cleanliness or fail consistently to meet the delivery schedule as defined by the individual School Districts the Coop Bid Committ reserves the right after due warning to make purchases on the open market the difference in price being assumed by the Contractor If a manufacturer changes or ceases to pro
8. duce an item the vendor must present a letter to chair of the individual bid 30 All items furnished must be a good quality normal flavor and odor good color and generally free from blemishes and extraneous material All refrigerated and frozen I Biss ems must be delivered in a refrigerated truck PRICES AS WELL AS QUALITY WILL BE CONSIDERED Bidder is subject to rejection for the subsequent bid periods if he substitutes or delivers any item of lesser quality than specified 32 Quantities also depend upon receipt of some Government 33 Commodities If the district run program ceases to exist the individual district is not obligated to the bid 34 Three copies of the bid must be submitted along with the disk supplied If there is a discrepancy between the bid 12 disk and the original bid the hard copy will take precedence over the disk 35 Upon notification of bid recommendations to the vendors vendors are given 10 days to respond to their inability to provide the items awarded In the event notification is not given and the item is not available school districts may purchase items with another vendor the price difference will be debited from the original vendors account Without notification the school districts will begin ordering on the first day of the bid 36 TEM SPECIFICATIONS AND BRANDS A bidder must provide a bid pr
9. eir terms and conditions 3 All bids received after the time stated in the Notice to Bidders may not be considered and will be returned 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 school district Whether sent by mail or by means of personal delivery the bidder assumes responsibility for having his bid deposited on time at the place specified 4 All bids required by Notice to Bidders 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 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 6 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 committee as to whether an alternate or substitution is in fact equal shall be final If bidding on items other than those specified bidder must in every instance give the trade designation of the article manufacturer s name and detailed specification of item he proposes to furnish Otherwise bid w
10. ice on all items specified It is the bidder s responsibility to establish that the products bid meet all specifications e g USDA grade standards Food products processed in other countries with the exception of pineapple olives and tuna may not be accepted If the cooperative specified a brand and product code number to establish product characteristics quality and performance for an item a bidder may offer another brand however the burden of proof that the alternate brand is of equal quality characteristics and performance rests with the bidder Bidders should exercise caution when offering alternate brands The cooperative may have tested and eliminated quality brand items which are acceptable in on site food preparation and service but are not suitable for use in prepackaged meals For each item for which an alternate brand is offered the bidder must provide the brand code number and the product label and specifications The cooperative may verify specifications and test to determine if the alternate brand bid is acceptable to the directors however because of the cost involved the cooperative may elect to use the results of previous tests to determine acceptance The cooperative reserves the right to select the product brand by either method BRAND SPECIFIC Manufacturer s name and product description used in this solicitation are product
11. id have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to the opening directly or indirectly to any other bidder or to any competitor and 3 No attempt has been made or will be made by the bidder to induce any other person partnership or corporation to submit or not to submit a bid for the purpose of restricting competition B A bid shall not be considered for award nor shall any award be made where A 1 2 and 3 above have not been compiled with provided however that if in any case the bidder cannot make the foregoing certification the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore Where A 1 2 and 3 above have not been complied with the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision public department agency or official therefore to which the bid is made or his designee determines that such disclosure was not made for the purpose of the restricting competition The fact that the bidder A has published price lists rates or tariffs covering items being procured B has informed prospective customers of proposed or pending publication of new or revised price lists for such items or c has sold the same items to other customers at the same prices being bid does not constitute without more a disclosure within the
12. ill be construed as submitted on the identical item as specified 7 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 8 Bidders 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 9 Prices shall be net including transportation and delivery charges fully prepaid by the successful bidder to destination indicated in the proposal Ov Under penalty of perjury the bidder certifies that a The bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials supplies or equipment of the type described in the invitation for bids and b The contents of the bid have not been communicated by the bidder nor to its best knowledge and belief by any of its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid All bids must be sealed They must be submitted either in plain opaque and envelopes All bids must be marked clearly with name of bid Date and time must be indicated as indicated on the Notice
13. ing food service operation today Our company has a HACCP program in place Separate audits are conducted as well for HACCP plan documents and procedures The following are some of the standard operating procedures that are followed by our company Deliveries are made by a clean and sanitized truck at the proper temperatures Chemicals and food are separated Pest control at the warehouse is done Time and temperature monitoring Detailed and accurate record keeping Planned procedures in place to correct processes when deviation may occur Equipment and installation and maintenance Orientation for all employees From VENDOR SUBMITTING BID Authorized Signature Address Date NON COLLUSIVE BIDDING CERTIFICATION ALL BIDDERS MUST FILL OUT THE FOLLOWING NON COLLUSIVE BIDDING CERTIFICATION AND ALSO THE CORPORATE RESOLUTION IF IT APPLIES A By submission of this bid each bidder and each person signing on behalf of any bidder certifies and in the case of a joint bid each party thereto certifies as to its own organization under penalty of perjury that to the best of knowledge and belief 1 The prices of this bid have been arrived at independently without collusion consultation communication or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor 2 Unless otherwise required by law the prices which have been quoted in this b
14. ll shall indemnify School claims to any other person ing list for future proposal period transfer s for an in It is mutually understood and agreed that the successful bidder shall not assign otherwise dispose of the contract or his right sublet or title convey or his power to execute such company or corporation previous written consent of the Coop Bid defend and hold harmless the Districts and their employees liability loss or expense nature including legal fees of any in All deliveries will 23 24 the 25 Unless otherwise stated in the specifications must be delivered into and placed at building as directed by the School Lunch be required successful connection with perforn be equal bidder will nance of arising out of or this agreement to the accepted bid sample delivery on every instance All school districts are mailing addresses encl Bids are in effect as losed stated No curb deliveries will Sanitation Safety The s that all products be clean will be packaged handled acceptable manner unacceptable truckload successful or provid all items a point within the Director The to furnish proof of All deliveries must be accompanied by a delivery ticket to be delivered separately at in Invitation to Bid
15. ntire proposal document Please submit your hard copy proposal and specifications Complete all forms Sealed envelope with Name of Bid Vendor Name Submit your bid with appropriate information and marked SEALED BID Samples are required if requested RETURN PROPOSAL TO South Huntington School District 60 Weston Street Huntington Station New York 11746 ATTENTION SCHOOL LUNCH OFFICE For additional information contact Elena Lynch Dobert 631 744 1600 ext 7550 You must sign below in INK failure to sign WILL disqualify the offer All prices must be printed from the RFP viewer that is sent to you or written in ink Your signature attests to your offer to provide the goods and or services in this proposal according to the published provisions of this Bid Contract Company Name Company Address City State amp Zip Telephone Fax email Print Name Signature Please provide original bid PLUS THREE 3 COPIES OF BIDS Additional copies that need to be made will be 1 00 per page Also the date and time of the bid opening as indicated must appear on the envelope Telephone quotations and amendments will not be accepted at any time Lois Chait R D Long Island School Food Service Directors Association Cooperative Bid Committee Vendor Must Provide Letter of Hazard Analysis Critical Control Point To Long Island School Food Service Directors Association Food safety is the most important issue fac
16. specific The items offered in response to this solicitation must be the manufacturer and type specified These specific products are needed due to compatibility and continuity of support 13 Sis The PRODUCT RECALL If a product recall is instituted on an item that has been delivered the successful proposer s will immediately notify the school districts 38 The following are additional specific terms and conditions 39 40 to this bid RFP 1972 Name of Bid Dishwasher and Chemical Minimum Delivery Requirements no delivery charge Time of Delivery The delivery is to be no earlier than 7 00 am and no later than 2 00 pm Other times must be specifically arranged with the district and require pre approval of the district The successful bidder will sign Time in and Time out at the school in the visitor s book kept in the General Office or such other record book as may be kept by offices bureau etc when pick up or Delivery is made The school official reserves the right to observe and witness any and all work performed at school or bidder s premises CONTRACTOR EMPLOYEE IDENTIFICATION The contractor shall provide photo identification badges for de photo identification badges for all his employees at any time services are being provided The badges are to be worn on outer clothing and be conspicuously displayed at all times while present on School District
17. vidual items and also on a total sum or sums the right is reserved to award bids on individual items or on total sums If the successful bidder fails to deliver within the time specified or within reasonable time as interpreted by the Coop Bid Committee or fails to make replacement of rejected articles when so requested immediately or as directed by the Coop Bid Committee the individual School Districts may purchase from other sources to take the place of the item rejected or not delivered The individual school district reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary On all such purchases the successful bidder agrees to reimburse the individual school districts promptly for excess costs occasioned by such purchases Should the cost be less the 10 successful Such bidder shall purchases will be deduct 18 A contract may be canceled at 19 20 21 22 expense Recommendation for cancellation of contract have no claim to the difference ted from contract quantity the successful bidder s upon non performance of contract for any reason may result in removal of the successful bidder s name from mail determinate or interest therein contract without the Committee Contractor Coop Bid from and Committee against a
Download Pdf Manuals
Related Search