general conditions - Long Island School Nutrition Directors Association
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1. 17 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 successful bidder shall have no claim to the difference Such purchases will be deducted from contract quantity 18 A contract may be canceled at the successful bidder s 19 20 21 22 expense upon non performance of contract Recommendation for cancellation of con t may resul from determinate perio not ass therein d ign transfer tract for any reason in removal of the successful bidder s name mailing list for future proposals for an in It is mutually understood and agreed that the successful bidder shall otherwise dispose of the contract or his right or interest sublet or title convey or his power to execute such contrac2. 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 Wher 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 t W T e p o which the bid is made or his designee determines that such disclosure as not made for the purpose of the restricting competition he fact that the bidder A has published price lists rates or tariffs overing items being procured B has informed prospective customers of roposed 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 meaning subparagraph one A Print Name y 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
3. 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 that have participatedin prior bids and have used this softwaremust RE Install it because it is an updatedversion Among the many benefits e It is spreadsheet based and simple to use e Onlya PC is required to use the tool e Bid dollar values are instantly calculated line item amp total e Structured approach minimizes price amp product confusion e New Reset button enables you to correct data entry errors Getting started is easy Just insertthe RFP Viewer CD into your computer The programwill autorun and install on your computer If it doesn t select Start andthenRUN Type D SETUP exe When the programhas installed click Start Click Programs Click RFP Viewer Once the programopens insertthe diskette Click File Click Open Scroll toA select the file and click Open Click on HELP to view printa brief instruction manual Click File Printto printa copy of yourbid 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
4. NOTE Carefully read entire 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 Ice Cream WITH equipment 631 491 1715 1525 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 facing food servi
5. needed due to compatibility and continuity of support 41 The PRODUCT RECALL If a product recall is instituted on an item that has been delivered the successful proposer s wil the school districts The following are additional specific t to this bid RFP 1969 1990 2003 2001 l immediately notify erms and conditions Name of Bid Ice Cream WITH Equipment Minimum Delivery Requirements Time of Delivery The delivery is 6 30 am and no later than 1 00 pm S7500 to be no earlier than Other times must be specifically arranged with the district and require pre approval of the district 14
6. 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 Fancy Supplier Part Your item number for ordering purposes ABC123 7 Bid Quantity Projected quantity to be purchased pre filled The unit for comparison purposes 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 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 t
7. refrigerated and frozen 12 items must be delivered in a refrigerated truck 31 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 Commodities 33 If the district run program ceases to exist the individual district is not obligated to the bid 34 Ingredient label and or nutrient analysis when requested must be made available 35 Three copies of the bid must be submitted along with the disk supplied If there is a discrepancy between the bid disk and the original bid the hard copy will take precedence over the disk 36 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 31 TEM SPECIFICATIONS AND BRANDS A bidder must provide a bid price 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
8. Sections to be completed by Vendor NON COLLUSIVE 1 Page DEBARMENT Page HACCP Page Vendor Certification for 0 grams Trans Fat Integrity Rider Milk 1 Page Bid Brand Price Unit Price Hard Copy and Disk must be completed 7 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 OY a a a 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 co Nancy Cara Florence Egan PRESIDENT TREASURER Bonnie Scally PRESIDENT ELECT RECORDING SECRETARY Kathleen Cassidy CORRESPONDING SECRETARY LONG ISLAND SCHOOL FOOD SERVICE DIRECTOR S ASSOCIATION INVITATIONTO BID Due Date April 30 2009 DO LATER THAN 11 am LATE BIDS WILL NOT BE ACCEPTED The Long Island School Food Service Director s Association is accepting proposals for the Bid Name Ice Cream WITHOUT Equipment Bid Period July 1 2009 June 30 2010 PROPOSERS PLEASE
9. ce 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 VENDOR CERTIFICATION Trans Fat Information Required By Vendor Effective July 1 2008 items containing trans fat will NOT be acceptable for the Long cooperative No foods can have oils artificial trans fat that are Island School Food Service therefore notification is given to vendors that shortenings and margarine containing used for frying or in spreads Vendors must verify that ALL products that are currently being bid for school less than year 2009 2010 DO NOT have trans fat or are 5 grams of artificial trans fat per serving Nutritional analysis MUST be provided to substantiate that foods do not contain trans fat If information is not provided it may affect the bid award pr
10. he system will calculate the per unit price Pack Weight Weight in pounds of the pack listed above Estimate 15 if necessary Inner Pack Quantity How is the product packed Enter the number of inner packs Inner Pack Description Use Dropdown Box Catch Weight Check box if this is a catch weight item School SKU School s product number pre filled 12303 Brand Brands that School will accept Use Dropdown box Embassy to display brands If you have another brand Nugget 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 Servic Directors Association will bind bidders and successful bidders general to the conditions and requirements set forth in these conditions and such conditions shall form an integral part of each purchase contract awarded by the group Is All bids must be submitted on and in accordance with forms provided by the committee The Long Island School Food Service Cooperative Bid may not accept any bids where terms and conditions or specifications have been changed in their terms and conditions All bids received after the time stated in the Notice to Bidders may not be considered and will be returned to the bidder The bidde
11. l be required to pick up the unacceptable food and issue a credit or provide a replacement in 30 days 26 Each school must be invoiced separately or as requested by 27 is through the last deliveries made during that month should be included the district All invoices must reflect the awarded bid prices for payment to be made It is understood that for billing purposes closing date t day of each month and all 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 produce 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
12. ocess I CERTIFY THAT ALL THE PRODUCTS I AM BIDDING DO NOT HAVE TRANS FAT OR ARE LESS THAN 5 GRAMS OF ARTIFICIAL TRANS FAT PER SERVING PRINT NAME SIGNATURE COMPANY ADDRESS PHONE EMAIL NON COLLUSIVE BIDDING CERTIFICATION ALL BIDDERS MUST FILL OUT THE FOLLOWING NON COLLUSIVE BIDDING CERTIFICATION AND ALSO THE CORPORATE RESOLUTION IF IT APPLIES A Signed Compan 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 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 Unless otherwise required by law the prices which have been quoted in this bid 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 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 A bid shall not be considered for award nor shall any award be made where A 1
13. per case when per dozen is requested otherwise bid may be rejected 9 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 10 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 Not 11 12 13 14 15 Date and time must be indicated as indicated on the ice to Bidders The Coop Bid Committ reserves the right to request a representative sample of the item quote either prior to the award or before
14. 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 13 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 specific The items offered in response to this solicitation must be the manufacturer and type specified These specific products are
15. r 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 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 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 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 will be construed as submitted on the identical item as specified All prices quoted must be per unit as specified e g do not quote
16. 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 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 10 any bid in whole or in part qualifica judgment will to waive technical defects tions irregularities and omissions the best interests of all the school districts be served if in its 16 Where a bidder is requested to submit a bid on individual items and also on a total sum or sums reserved to award bids on sums the right is individual items or on total
17. t without the Committee Con tractor shall to any other person company or corporation previous written consent of the Coop Bid Coop from of in All del and against any nature connect iveries will all indemnify Bid Committee defend and hold harmless the School Districts and their employees claims including liability legal fees loss or expense arising out of or 23 Unless otherwise stat tion with performance of ted in the specifications this agreement be equal to the accepted bid sample all items must be delivered into and placed at a point within the 11 24 the 208 building as directed by the School Lunch Director The successful bidder will be required to furnish proof of delivery on every instance All deliveries must be accompanied by a delivery ticket All school districts are to be delivered separately at mailing addresses enclosed Bids are in effect as stated in Invitation to Bidders No curb deliveries will be accepted Sanitation Safety The successful vendor s will warrant that all products be clean wholesome upon delivery and will be packaged handled and transported in an acceptable manner If a food product is determined to be unacceptable the cooperative has a right to refuse the truckload If the food has already been delivered the successful vendor wil
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