B24-8005 - NOI - Govcb.com

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
Posted Date:	Apr 11, 2024
Due Date:	May 15, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

When submitting a sealed bid, please be sure to put the bid title and bid number on the outside 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

USDA Food and Meat Purchases NOI (Net-Off-Invoice Program)

Bid Number: B24-8005

Bid Contract Dates: July 1, 2024 to June 30, 2025

Date of Bid Opening: May 15, 2024 @ 12:30 p.m.

To be purchased by:

Central Square Central School District

Fulton City School District

Mexico Academy & Central School District

North Rose Wolcott Central School District

Phoenix Central School District

Sandy Creek Central School District

Wayne Central School District

Cooperative CiTi Bid

Do not separate these sheets

Please submit all questions on the Question form of the packet and email to the attention of:

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.

NOI

B24-8005 USDA Food & Meat Purchases

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

This is a Cooperative Bid involving the School Districts of:

Central Square Central School District, Fulton City School

District, Mexico Academy and Central School District, North

Rose Wolcott Central School District, Phoenix Central School

District, Sandy Creek Central School District, and Wayne Central

School District.

Bidding Instructions and Special Conditions

for the Submission of Vendor Responses

1. 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 12:30 p.m. May 15, 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 12:30 p.m. May 15, 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 12:30 p.m.

6. A public bid opening will take place on May 15, 2024 at 12:30

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. Bid CDs or

Travel Drives not clearly labeled may be rejected.

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. In order to ascertain that bid items conform 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.

15. 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.

16. 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 item number does not provide or link to the item’s

information as bid.

Bid Information, Instructions and Special Conditions, Page 1 of 4

17. In all specifications that state “ONLY”, that brand will be the

only product acceptable. If bidder would like to bid on items

other than those specified, that product must be pre-approved by

the districts and added to the bid descriptions. If another brand is

bid that item will be considered as a no bid item. All products

marked as “special order” will be considered as a no bid item.

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.

19. The bidder shall not change or provide the bid sheets in a

different format than the one provided.

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 discount,

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. 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. Delivery is to be made within 30 days ARO. Partial shipments

will be expected if the full shipment cannot be made within 30

days of a purchase order being received. Payment for a partial

shipment will be made upon receipt of the invoice for the items

delivered.

30. It is expected that any items bid with expiration dates will not

expire until after the conclusion of the bid contract. Any items

received by the districts that expire before the conclusion of the

bid contract will be returned to the vendor at the vendor’s

expense and will be credited or replaced at no additional cost to

the school.

B24-8005 USDA Food & Meat Purchases NOI

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

31. A MATERIAL SAFETY DATA SHEET must accompany each

bid item delivered containing a Chemical Substance. If Material

Safety Data Sheets are available on-line, please include a

statement stating such and the on-line address. Failure to include

these requisite data sheets or source for data sheets will prohibit

the processing of payment.

32. After receipt of an order, the vendor agrees to call the district

within three (3) 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.

33. 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.

34. 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

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.

Special Instructions to Bidders

NOI (Net-Off-Invoice Program)

35. Only those vendors who are registered with the USDA and duly

authorized by said United States government agency to

participate in the Net-Off-Invoice (NOI) program are eligible to

submit bids in response to this bid.

36. Manufacturer must have Net-Off Invoice Pricing and a local

distributor approved by the Office of General Services or direct

billing with delivery via local vendor approved by the

cooperative and the Office of General Services.

37. The Bidder shall notify the CiTi of any change in the status of

their agreement as a Processing Contractor within five (5)

working days of the notice that a change in status is to take place

or as instructed by the Agency.

38. If a Government Donated Commodity becomes available which

can be used in production of this product, a successful bidder

will, after approval of the Bureau of Donated Foods, use that

food in its production and pass the savings on to the School

District. If the bidder does not agree, the Agency reserves the

right to re-bid or award to an alternate bidder.

Bid Information, Instructions and Special Conditions, Page 2 of 4

39. ITEM SPECIFICATIONS AND BRANDS: It is the bidder’s

responsibility to establish that the products bid meet all

specifications, e.g. USDA grade standards.

40. 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.

41. The CiTi reserves the right to increase or decrease the amount

of commodities to be processed and/or diverted, with no change

in the bid prices.

42. OUT OF STOCK ITEMS: After receipt of an order, the vendor

agrees to call the district within three (3) working hours,

concerning any out of stock items. Substitutions for out of stock

items may not be made without advance approval by the district.

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. Districts will notify the Vendor

prior to using this “buy against” clause.

43. PRICES: The bidder shall insert the price per stated unit which

they propose to furnish and deliver. For each item bid, the bid

price will be reflected on the invoice. Prices must be maintained

and held firm for the duration of the contract period.

44. ESTIMATED QUANTITIES: Actual orders may be affected by

occurrences such as government subsidies changes or excessive

“snow days.” School Districts will notify vendors as soon as

possible when actual quantities change. Quantities of items

indicated are provided by the participating school districts.

45. The School Districts has the option to change the NOI

commodity end product when placing an order, but only when all

of the following conditions exist:

a. the commodity code is the same as given in the bid

estimates;

b. the processor remains the same;

c. the final case cost awarded via

this bid for both end product

commodities is the same.

i.e. Commodity Code: 100###

Processor Id: PRO##

Final Case Cost of: Chicken Breaded Strips = Chicken

Breaded Patty.

46. DELIVERY MINIMUM: Bidders are encouraged to refrain

from imposing a minimum order or drop charge. If the bidder

imposes a minimum order or drop charge, the bidder shall place

on the bid document, the minimum order or drop charge amount.

The policy must be outlined in a proposal that is reasonable and

attempts to meet the needs of the cooperating districts and

addresses the cost containment concerns of the bidder. Sound

judgment must be used in developing this policy. The CiTi

reserves the right to discuss and offer suggestions to modify this

policy. The bidder is expected to be flexible in offering this

policy while CiTi expects to be able to reach consensus on this

policy. Weight will be given to this policy in making the final

vendor selection regarding this bid proposal.

B24-8005 USDA Food & Meat Purchases NOI

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

47. ACCOUNTS: If a unique customer account, specifically tied to

NOI bid award pricing, is require for the participating school

districts, the bidder shall indicate such requirement in the bid

submission. If bidder requires a unique customer account for NOI

orders and is imposing a minimum order or drop change, the

bidder must indicate if NOI orders can be combined with other

product orders so that the minimum order requirement can be

meet.

48. AUDITS: The CiTi and the participating school districts reserve

the right to perform audits of the successful bidders and of the

items and billing processes as they relate to this bid. Failure to

provide requested information within seven (7) calendar days of

the request may result in the cancellation of the contract.

49. INNOVATIVE PRODUCTS IN THE INDUSTRY: Every effort,

to expand the population of food and meat for the school districts

and CiTi, will be made to meet their best interest. New and

improved items will benefit both the bidder and the districts by

providing additional sales opportunities. It is therefore imperative

that the bid conditions are strictly met.

50. CiTi RESERVE: The right to extend this bid agreement beyond

the period specified. This will be executed upon determination of

the school district’s and the CiTi’s best interest. The extension

will not exceed ninety days (90).

51. SAVING CLAUSE: The successful bidder shall not be held

responsible for any losses resulting from the delay or prevention

in fulfilling the contract terms due to acts of war, acts of public

enemies, strikes, fires, floods, acts of God or for any other acts

not within the control of the successful bidder and which by the

exercise of reasonable diligence he is unable to prevent.

Force Majeure

52. 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.

53. 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

54. 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.

55. The bid will be awarded in a line-by-line manner or by

subcategory (by Processor) or in an aggregate manner to one

vendor, whichever method will be in the best interest of the

participating school districts.

Bid Information, Instructions and Special Conditions, Page 3 of 4

56. Vendors may not be considered for an award if there are not a

substantial amount of items or value of items to be awarded to the

vendor and/or where an award of these items would result in the

ordering members processing purchase orders amounting to

$25.00 or less, or where the minimum ordering amount cannot be

met.

57. 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.

58. This will be an annual bid. The bid period will be from 7-1-24 to

06-30-25.

59. Failure to adhere to these instructions will constitute grounds for

rejection of the bid.

B24-8005 USDA Food & Meat Purchases NOI

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

Bid Information, Instructions and Special Conditions, Page 4 of 4

Bid Title	Bid Response Date	Bid Contract Period	Bid Packet	Addendum
B24-8005 - NOI	Wednesday, May 15, 2024 at 12:30 p.m.	7/1/2024 - 6/30/2025	B24-8005 Bid Packet B24-8005 Vendor Response Sheet

B24-8005 - NOI

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also