DNR ICE CREAM FOR RESALE AT DNR STATE PARKS

Agency:	State Government of Ohio
State:	Ohio
Type of Government:	State & Local
NAICS Category:	541519 - Other Computer Related Services
Posted Date:	Dec 23, 2025
Due Date:	Jan 15, 2026
Solicitation No:	SRC0000034229
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Solicitation ID:	SRC0000034229
Solicitation Name:	DNR ICE CREAM FOR RESALE AT DNR STATE PARKS
Original Begin Date:	12/23/2025 8:33:58 AM
Begin Date:	12/23/2025 8:33:58 AM
End Date:	1/15/2026 1:00:00 PM
Inquiry End Date:	1/8/2026 8:00:00 AM
Commodity:	Flavored ices or ice cream or ice cream desserts or frozen yogurts
MBE Set Aside:	MBE Set Aside
Agency:	DAS-Administrative Services DNR-Dept of Natural Resources
Solicitation Status:	Open for Bidding
Solicitation Type:	Invitation To Bid (ITB)

Solicitation General Information

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

Solicitation ID

SRC0000034229

Solicitation Name

DNR ICE CREAM FOR RESALE AT DNR STATE PARKS

RFx Type

Invitation To Bid (ITB)

Lot #

Solicitation Status

Open for Bidding

Round #

MBE Set Aside

Begin Date

12/23/2025 8:33:58 AM (ET)

Amendment?

End Date

1/15/2026 1:00:00 PM (ET)

Inquiry End Date

1/8/2026 8:00:00 AM

Summary

The purpose of this solicitation is to establish a contract for Ice Cream for Resale at DNR State Parks.

Predecessor Contract

Process

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Contracting Entity

DAS-Administrative Services

1 Record(s)

	Participating Agencies
	DNR-Dept of Natural Resources

1 Record(s)

Solicitation Documents

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Title	Type	Att.	Validity End Date	Validity End Date
ITB034004 Contract	Public Solicitation Documents (Approved)	ITB034004 Contract.pdf

1 Record(s)

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STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: ICE CREAM FOR RESALE AT DNR STATE PARKS

CONTRACT No.: ITB034004

CONTRACT ID: 34004

EFFECTIVE DATES: 4/1/2026 to 3/31/2029

SUPPLIER: UNDEFINED

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000034229. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have

been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the

items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and

Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any

attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the

expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and

Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the

discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement

between the Contractor and the Contracting Agency for any number of times and for any period of time. The

cumulative time of all mutual renewals may not exceed 36 months unless the Contracting Agency determines that

additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Natural Resources, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as

determined by the agency. The State makes no representation or guarantee that agencies will purchase the

volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the

following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director

Date

Page 1 of 9

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE: The Department of Natural Resources (DNR, Agency), is seeking a Contractor to supply and

stock ice cream and related products at the DNR State Park camp store locations listed in Attachment

Two. Bidders must bid the items listed on the OhioBuys item grid and provide access to their complete

product catalog. These products will be displayed for resale in freezers provided by the Contractor (as

applicable). The State reserves the right to add or remove parks at any time during the life of the Contract.

1.2 AGENCY RESPONSIBILITIES

1.2.1 Authorize and assist with determining the locations for the placement of freezers.

1.2.2 Provide an electrical hook up for the freezers at the Agency’s expense.

1.2.3 Provide the number and types of freezers needed for their site. Some parks will require multiple

types of freezers at their location.

1.3 CONTRACTOR RESPONSIBILITIES

1.3.1 Provide ice cream products and supplies, stock freezers to Agency approved levels, and ensure

quality products are being provided.

1.3.2 Ensure that all products offered comply with all applicable Federal, State, and local regulations.

1.3.3 Provide a phone number for customers to use to call in for repair services for the freezers. Freezers

must be repaired or replaced within 24 hours of notification at no cost to the Agency.

1.3.4 In the event of a freezer failing that causes products to become unsafe or unfit for resale, the

Contractor will credit the Agency the value of the affected products.

1.3.5 Provide transportation service for pickup and delivery of freezers at no cost to the Agency. Pickup

and delivery of freezers must be completed within five business days of request.

1.3.6 Ensure all staff working at the sites wear uniform attire with name tags or other identification

indicating they are employees of the Contractor.

1.3.7 Keep track of and provide freezer information to the Agency upon request. This includes the

number of freezers at each location, types of freezers at each location, and any changes to

freezers during the duration of the Contract.

1.3.8

Immediately notify the ordering park should an item become temporarily out of stock, on backorder,

or if delivery cannot be made. No item substitutions will be allowed without authorization from the

ordering park. The authorization will only be applicable for the specified park and only for that

order, unless otherwise specified.

1.4 REQUIREMENTS

1.4.1 Product

1.4.1.1

With the exception of multi-serve containers and bulk packaged cones, product must be

individually wrapped and have wrappers that are feasible for individual resale and display.

Wrappers must be free from any defects including printing errors, tears, and other

damage. Product must be clean, sound, wholesome, and free from foreign material such

as dirt, insect parts, hair, wood, glass, and metal. Product must be no more than 120 days

old prior to delivery. Product must not show any signs of being partially or completely

melted or refrozen.

1.4.1.2 Sundae cups must be in individual portion sized containers and have the ability to be

eaten out of the container with a utensil.

1.4.1.3

Multi-serve containers must be free from any defects that affect the quality of contents

(cracks, holes, or other deformities) or ability to be sold for resale. Tubs must fit into the

Contractor’s designated freezer and must be designed in a way that allows parks to serve

the ice cream in a hand dipped fashion.

Page 2 of 9

1.4.1.4 Cones must be free of cracks or breaks and have the ability for hand dipped ice cream to

be served in them. Cones must be able to adequately hold ice cream without excessive

sogginess forming. The Agency reserves the right to make this determination.

1.4.1.5 Cartoon variations of ice cream must clearly depict the applicable image, free from

excessive defects such as excessive smear lines, blurry depictions, or other deformity

which affects the overall presentation of the product.

1.4.1.6

The ice cream within the ice cream sandwiches must have a fine, smooth, firm texture

and carry the appearance of creaminess throughout. It must be free from palpable ice

crystals or sandiness. The sandwich must be uniform in its dimensions and not show ice

cream on the exterior of the wafers. The wafers must not be soggy or crumbly.

1.4.1.7 Candy bar variations must be wrapped in a wrapper that clearly shows the name and

brand of the product. The product must be free from cracks, chips, or other defects that

affect the presentation or wholesomeness of the product.

1.4.1.8 Prepackaged cones must be of a drumstick variety; a cone filled with ice cream and

topped with a hardened chocolate shell.

1.4.2 Freezers

1.4.2.1

The Contractor is required to place and maintain fully operational freezers at each

required location at no cost to the customer. The Contractor must offer a variety of

freezers to the parks. At a minimum, these freezer types should include space for multiple

hand dipped and novelty options. Freezers must bear the product trademarks of the

products sold at each location. The Agency reserves the right to deny specific freezers

for any reason.

1.4.2.2 Freezers placed at the locations by the Contractor will be serviced exclusively by the

Contractor.

1.4.2.3 Freezers provided by the Contractor will remain the property of the Contractor and will

exclusively contain the products outlined herein.

1.4.2.4 The Contractor will ensure that their provided freezers comply with all Federal, State, and

local regulations.

1.4.2.5 The Contractor will ensure that all Contractor owned freezers be kept clean in a manner

that is suitable for public display as deemed acceptable by the park, unless otherwise

specified by the park. This includes freezer interior and exterior cleanliness.

1.4.2.6 All maintenance on Contractor owned freezers is the sole responsibility of the Contractor

and must be completed in a manner that causes minimal interruption to daily operations.

Park-owned freezer maintenance is the responsibility of the Agency.

1.4.2.7

Each park reserves the right to, at any time, elect to use or not use the freezers provided

by the Contractor. In the event a park either decides it wishes to start using the

Contractor’s freezer or decides it no longer wishes to use the Contractor’s freezer and

use an owned freezer, the Contractor must remove the existing freezer or deliver a new

freezer within five business days of request.

1.4.3 Delivery

1.4.3.1

As each State Park has different hours and needs that are subject to change, the

Contractor must work with parks to account for their special or changing delivery needs.

Some special delivery needs are denoted on Attachment Two of this Contract. This list of

special delivery needs is not all inclusive and is not limiting to the State in any way.

1.4.3.2

Deliveries must be made in vehicles properly equipped to transport the types of products

listed herein. Vehicles must be equipped so that they keep the products fresh and in

appropriate condition for resale and consumption. In the instance that ice cream is

delivered in a standard that is not approved by the park, the Contractor must replace

these items at no charge to the State.

Page 3 of 9

1.4.3.3

The Contractor must keep track of all delivery information and provide said information to

parks, as requested. The Contractor will work with each park to define the scope of this

information and provide it in a timeframe that meets the needs of the park. The Agency

anticipates this information primarily being used for the park’s internal inventory systems.

1.4.4 Stocking

1.4.4.1 The Contractor must stock the freezers (park owned and Contractor supplied) to levels

and standards deemed acceptable by the park. These levels may vary based on the

season and the Contractor must work with the parks to keep stocking levels appropriate.

1.4.4.2 When stocking, the Contractor must rotate items in a manner that ensures oldest products

are in the front or on top of the freezer while newer products are behind or below.

1.4.4.3 The Contractor must check items in the freezer for quality assurance every time when

stocking items. This includes checking presentation, expiration dates, and damages to

wrappers. The Contractor will work with the Agency on remedies for quality issues.

1.4.4.4

In the event that an item stays in the freezer beyond its expiration date, it is the

responsibility of the Contractor to remove and replace the item at no cost to the Agency.

Additionally, the Contractor must provide the Agency support in minimizing items lost to

expiration date. This support could include stocking level suggestions and item display

suggestions.

1.4.5 Pricing

1.4.5.1 Bidders must indicate on the OhioBuys item grid a discount offered to parks that do not

require a freezer from the Contractor.

1.4.5.2 Bidders may bid an additional delivery charge on the OhioBuys item grid for parks

requiring ferry access. Ferry fees will not be reimbursed.

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are

incorporated as if fully rewritten herein.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the

event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract

Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.3 - DELIVERY

Supplies will be delivered to the participating agency within five days after receipt of order. The delivery location

will be noted on the purchase order issued by the participating agency.

3.4 - FDA REGISTRATION

By submitting this Bid, the Bidder is certifying, pursuant to the Public Health Security and Bioterrorism

Preparedness and Response Act of 2002 (the Bioterrorism Act), that all domestic and foreign facilities that

manufacture, process, pack or hold food for human or animal consumption in the United States are registered

with the Food & Drug Administration (FDA). This registration includes owners, operators, or agents in charge

of domestic or foreign facilities that manufacture/process, pack, or hold food for human or animal consumption

in the United States. All domestic facilities, whether or not food enters interstate commerce, are required to

http://www.fda.gov/food/guidanceregulation/foodfacilityregistration/default.htm

Page 4 of 9

3.5 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract price(s) will remain firm for the first 12 months duration of the contract. Thereafter, the Contractor

may submit a request to increase their price(s) to be effective 30 calendar days after acceptance by DAS. No

price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its

suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled

and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply

to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of

raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed

documentation, to include a comparison list of the contract items and proposed price increases, must be

submitted to support the requested increase. Supportive documentation should include, but is not limited to:

copies of the old and the current price lists or similar documents which indicate the original base cost of the

product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the

Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the

source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some

other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be

incorporated into the contract and will be effective on all purchase orders issued after the effective date of the

decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event

that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the

temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective

date of the decrease. Failure to comply with this provision will be considered as a default and will be subject

to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and

Conditions”.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - SITE VISIT

Prior to submitting their bid response, the Bidder should visit the sites in order to survey the facilities and to

become familiar with the requirements of the bid. Sites are open to the public and may be visited during open

hours. Once a Contract is awarded, failure of the bidder to have visited a site to become familiar with the facility

and requirements of the bid will be insufficient reason to support any request to be released from the Contract.

5.2 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If

requested, the literature will be used in the evaluation process to determine the lowest responsive and

responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within

seven calendar days after request/notification by the Office of Procurement Services to do so. Failure of the

bidder to furnish descriptive literature either as part of their bid response or within the time specified herein

will deem the bidder not responsive.

5.3 - PRODUCT SAMPLES

The bidder(s) may be required to submit samples of the supplies being offered. The samples will be used in

the evaluation process to determine the lowest responsive and responsible bidder. If not included as part of

their bid response, the bidder will be required to provide the samples within seven calendar days after

notification. Failure to provide the samples within the stated time period will result in the bidder being deemed

not responsive. After award of the contract, the samples will be used as a basis of comparison with actual

product delivered under contract. Any variation between the samples and product being delivered will be

considered as an event of default. Any variations between the samples and actual product being delivered that

are due to manufacturer changes may be acceptable and shall require prior written approval from DAS.

Page 5 of 9

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DNR ICE CREAM FOR RESALE AT DNR STATE PARKS

Description

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