Coffee Products and Services

Francis M. Gomez Frank J. Picozzi
Purchasing Agent Mayor
City of Warwick
Purchasing Division
(Mailing Address)
3275 Post Road
Warwick, Rhode Island 02886
Tel (401) 738-2013
Fax (401) 737-2364
The following notice is to appear on the City of Warwick's website Tuesday, April 21,
2026. The website address is http://www.warwickri.gov/bids.
CITY OF WARWICK
BIDS REQUESTED FOR
Bid2027-040 Coffee Products and Services
Specifications
Specifications are available in the Purchasing Division, Warwick City Hall, Monday
through Friday, 8:30 AM until 4:30 PM on or after Wednesday, April 21, 2026. If you
received this document from our homepage or from a source other than the City of
Warwick Purchasing Division, please check with our office prior to submitting your bid to
ensure that you have a complete package. The Purchasing Division cannot be responsible
to provide addenda if we do not have you on record as a plan holder.
Submissions
All bids should be submitted with one (1) original and two (2) copies in a sealed envelope
(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on
the exterior of the envelope as well as "Bid2027-040 Coffee Products and Services". No bids
will be accepted via Facsimile or email. Multiple bids by one supplier will not be accepted
and will be disqualified. All bids must be sealed. Sealed bids will be received by the
Purchasing Division no later than 11:00 AM, Thursday, May 07, 2026. The bids will be
opened publicly commencing at 11:00 AM on the same day at 65 Centerville Road, Meeting
Room 2.
Delivery
If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address
65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use
mailing address 3275 Post Road Warwick, Rhode Island 02886.
Awards
Awards will be made on the basis of the lowest evaluated or responsive bid price.
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Questions
Please direct questions related to the bidding process, how to fill out forms, and how to
submit a bid (Pages 1-8) to the Purchasing Division.
Email: bids@warwickri.gov
Phone: 401-738-2013
Please direct all questions related to the specifications outlined (beginning on page 9) to the
issuing department's subject matter expert:
Name: Kathleen Bohl
Title: Director of Senior Services
Phone: 401-468-4073
Email: kathleen.m.bohl@warwickri.gov
Individuals requesting interpreter services for the hearing impaired must notify the
Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.
Francis M. Gomez
Purchasing Agent
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
Acknowledgement of Addendum (if applicable)
Addendum Number Signature of Bidder
_______________ ____________________
_______________ ____________________
COMPANY NAME: _______________________________________
COMPANY ADDRESS: ____________________________________
COMPANY ADDRESS: ____________________________________
BIDDER'S SIGNATURE: __________________________________
BIDDER'S NAME (PRINT): ________________________________
TITLE: ___________________ TEL. NO.: ___________________
EMAIL ADDRESS: _______________________________________*
Email Address to send Purchase Orders: _______________________________
*Please include your email address. Future bids will be emailed, unless otherwise noted.
===============================================================
II. AWARD AND CONTRACT:
The CITY OF WARWICK, acting as duly authorized through its Purchasing
Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with
the above party to pay the bid price upon completion of the project or receipt of the goods
unless another payment schedule is contained in the specifications. All terms of the
specifications, both substantive and procedural, are made terms of this contract.
DATE: ___________________________ ________________________________
Bid2027-040 Purchasing Agent
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
CERTIFICATION & WARRANT FORM*
This form must be completed and submitted with sealed bid.
Failure to do so will result in automatic rejection.
Any and all bids shall contain a certification and warrant that they comply with all relevant and
pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-
Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of
this warranty and representation by a bidder at the time of the bid or during the course of the
contract, included, but not limited to negligent acts, either directly or indirectly through agents
and/or sub-contractors, shall render the bidder's contract terminated and the bidder shall be
required to reimburse the City for any and all costs incurred by the City, including reasonable
attorney fees, to prosecute and/or enforce this provision.
___________________________________________ ______________________
Signature Date
___________________________________________
Company Name
___________________________________________
Address
___________________________________________
Address
*This form cannot be altered*
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CITY OF WARWICK
NOTICE TO BIDDERS
Bid2027-040 Coffee Products and Services
The IRS Form W-9 is available on www.warwickri.gov should be completed and
submitted with the bid if the bidder falls under IRS requirements to file this form.
All bids should be written in ink or typed. If there is a correction with whiteout, the
bidder should initial the change.
Any deviation from the specifications must be noted in writing and attached as part of
the bid proposal. The bidder should indicate the item or part with the deviation and
indicate how the bid will deviate from specifications.
Bids received prior to the time of the opening will be securely kept, unopened. No
responsibility will be attached to an officer or person for the premature opening of a bid
not properly addressed and identified.
The opening of bids will be in the order established by the posted agenda and the
agenda will continue uninterrupted until completion.
Once an item has been reached and any bids on that item has been opened, no other
bids on that item will be accepted and any such bid will be deemed late.
Negligence on the part of the bidder in preparing the proposal confers no rights for the
withdrawal of the proposal after it is open.
The contractor will not discriminate against any employee or applicant for employment
because of physical or mental handicap for any position for which the employee or
applicant is qualified and that in the event of non-compliance the City may declare the
contractor in breach and take any necessary legal recourse including termination or
cancellation of the contract.
A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a
pecuniary interest in the bid or has participated in contract negotiations on the part of the
City, that the bid is made in good faith without fraud, collusion, or connection of any
kind with any other bidder for the same call for bids, and that the bidder is competing
solely in his own behalf without connection with, or obligation to, any undisclosed
person or firm.
All proposals submitted become the property of the City and will not be returned. If the
company intends to submit confidential or proprietary information as part of the proposal,
any limits on the use or distribution of that material should be clearly delineated in
writing. This information should be submitted in a sealed envelope,clearly labeled
confidential and where it should be submitted in the response. Please be advised of the
Freedom of Information Act as it may pertain to your submittal.
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The contractor must carry sufficient liability insurance and agree to indemnify the City
against all claims of any nature, which might arise as a result of his operations or conduct of
work.
Failure to provide adequate insurance coverage within the specified duration of time as set
forth is a material breach of contract and grounds for termination of the contract.
The successful bidder must provide the City of Warwick with an original Certificate of
Insurance for General Liability in a minimum amount of $1 million, naming the City
of Warwick as the additional insured and so stated on the certificate with the bid
name and bid number. It is the vendor's responsibility to provide the City of Warwick
with an updated Certificate of Insurance upon expiration of the original certificate.
For a bid to be awarded to a corporation, limited liability company or other legal entity,
prior to commencing work under the awarded bid, that corporation, company or legal
entity may be required to provide to the Purchasing Agent a Certificate of Good
Standing dated no more than thirty (30) days prior to the date upon which the bid
approval was made.
If required, the successful bidder will provide Certificate of Good Standing within ten
(10) calendar days after notification or the City reserves the right to rescind said award.
Prices to be held firm for one (1) year, July 01, 2026 through June 30, 2027. Term
contracts may be extended for one (1) additional term upon mutual agreement unless
otherwise stated.
The City is exempt from the payment of the Rhode Island Sales Tax under the 1956
General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.
The Purchasing Agent reserves the right to reject any and all bids, to waive any minor
deviations or informalities in the bids received, and to accept the bid deemed most
favorable to the interest of the City.
The City reserves the right to terminate the contract or any part of the contract in the
best interests of the City, upon 30-day notice to the contractor. The City will incur no
liability for materials or services not yet ordered if it terminates in the best interests of
the City. If the City terminates in the interests of the City after an order for materials or
services has been placed, the contractor will be entitled to compensation upon
submission of invoices and proper proof of claim, in that proportion which its services
and products were satisfactorily rendered or provided, as well as expenses necessarily
incurred in the performance of work up to time of termination.
No extra charges for delivery, handling or other services will be honored. All claims for
damage in transit will be the responsibility of the successful bidder. Deliveries must be
made during normal working hours unless otherwise agreed upon.
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All costs directly or indirectly related to the preparation of a response to this
solicitation, or any presentation or communication to supplement and/or clarify any
response to this solicitation which may be required or requested by the City of Warwick
will be the sole responsibility of and will be borne by the respondent.
If the respondent is awarded a contract in accordance with this solicitation and fails or
refuses to satisfy fully all of the respondents' obligations thereunder, the City of
Warwick will be entitled to recover from the respondent any losses, damages or costs
incurred by the City as a result of such failure or refusal.
The City reserves the right to award in part or full and to increase or decrease quantities
in the best interest of the City.
Any quantity reference in the bid specifications are estimates only, and do not represent
a commitment on the part of the City of Warwick to any level of billing activity. It is
understood and agreed that the agreement will cover the actual quantities ordered
during the contract period.
The City reserves the right to rescind award for non-compliance to bid specifications.
The successful bidder must adhere to all City, State and Federal Laws, where
applicable.
The City of Warwick, in addition to soliciting bids in response to this bid, may consult,
consider, and make an award for any and all open bid offers for a comparable unit as
sought herein at the following websites:
RI State MPA: https://www.ridop.ri.gov/contract-portal/
NASPO: https://www.naspo.org/
MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/
SOURCEWELL: https://www.sourcewell-mn.gov/
OMNIA OPUS: https://www.omniapartners.com/
GBPC: MAPC (Greater Boston Police Council Collective Purchasing Programs)
https://gbpc.org/collective-purchasing/
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
(PRICING SHEET MAY NOT BE CONFIDENTIAL)
CITY OF WARWICK
BID AND CONTRACT FORM
TITLE OF SPECIFICATION: Bid2027-040 Coffee Products and Services
I. BID:
WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of
services and/or supply of goods in accordance with the above-indicated specifications.
The person or entity does irrevocably offer to perform the services and/or furnish the
goods in accordance with the specifications, which are hereby incorporated by reference
in exchange for the bid price.
This offer will remain open and irrevocable until the CITY OF WARWICK has accepted
this bid or another bid on the specifications or abandoned the project.
The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid
into a contract. This bid and contract will be secured by Bonds, if required by the
specifications.
*Pricing sheet as follows*
Please fill in vendor name on each page.
Pricing sheets are scanned in for accuracy.
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The City Of Warwick
Division of Senior Services
Bid2027-040 Coffee Products and Services
The City of Warwick seeks sealed bids for Coffee Product and Service for the Pilgrim Senior Center,
27 Pilgrim Parkway, Warwick, R.I.
Quantities specified in the package are estimated. They are given to provide information for bidders
and for the purpose of bid evaluation. They do not indicate the actual quantity which will be ordered,
since such volume will depend upon requirements which develop during the contract.
Quantities shown shall not be construed to represent any amount which the City shall be obligated to
purchase under the contract or relieve the Contractor of his obligation to fill all orders placed by the
City.
No bid will be considered which stipulates that the City of Warwick shall guarantee to order a specific
quantity of any item.
Copies of product sheet are required and must be submitted with bid.
Any questions concerning the project should be directed to
Kathleen Bohl, Director of Senior Services, at 401-468-4073.
This bid will be in effect until June 30, 2027.
The City of Warwick has the right to refuse all or part of said bid.
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Bid2027-040 Coffee Products and Services for the Pilgrim Senior Center
VENDOR NAME: ________________________________________________
Item# Item Est. Usage Price per case/box
1. 5 lb. Bags Colombian Blend of 100% 60 bags/yr ___________ / bag
Arabica beans with filters
5lb. bags
2. 2 oz packets Decaffeinated Colombian 30 cases /yr ___________ / case
Natural process decaf coffee
99.9% caffeine free
Quantity per Case: 25 packets
3. 1 oz packets 50ct./box hot chocolate 1 case/yr ___________ / case
Quantity per Case: 6 boxes of 50 packets
4. 5" Stir Stix STR5 1000ct 3 boxes/yr ___________ / box
5. Tea bags 100 per box 5 boxes/yr ___________ / box
6. Coffee Pot Cleaner 14 bottles/yr. ___________ / bottle
12.5 fl. oz bottles
7. Flavored Syrups 25 bottles/yr. ___________ / bottle
24.5 fl oz
8. Syrup bottle pump top 10 tops/yr. ___________ / top
* Items 7 & 8 are new since last bid spec
The service shall include the following equipment free of charge:
Installation of 1 automatic 110 coffee yes____ no____
brewing system with hot water spigot
1 fractional coffee grinder yes___ no____
6 air pots yes___ no___
Filters yes___ no____
Coffee pots and replacements yes___ no____
Coffee station and replacements yes___ no____
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