Food Services for The Pines Healthcare & Rehabilitation Centers

SPECIFICATIONS
and
BID FORMS
for the
PROVISION OF
(NH BID #1-2026) Food Services for The Pines
Healthcare & Rehabilitation Centers
CATTARAUGUS COUNTY DEPARTI\lffiNT OF NURSING HOMES
(THE PINES HEALTHCARE & REHABILITATION CENTERS)
Human Services Committee
Cattaraugus County Legislature
303 Court Street
Little Valley, New York 14755

TABLE OF CONTENTS
Page
Notice to Bidders 1
Instructions to Bidders 2-4
Detailed Bid Specifications 5-18
Bidder's Checklist 19
Bid Contact Person Information Sheet 20
Bid Proposal Form 21
Non Collusive Bidding Certificate 22
Legal Status Information 23
Acknowledgement 24-25
Bid for Performance 26
Iran Divestment Act of 2012 27
Activities Calendar - four month sample Sample A
Sample Menu Attachment A
Waste Water Discharge Regulations Attachment B
Insurance Requirements Appendix A
HIPA A Business Associate Agreement Appendix B

BID ADVERTISEMENT
Sealed bids for FOOD SERVICES for The Pines Healthcare & Rehabilitation Centers according to
specifications. will be received by the undersigned until Friday, March 13, 2026, at 1:45 PM, after
which time they will be publicly opened at 2:00 PM by the undersigned, under the direction of the Human
Services Committee of the Cattaraugus County Legislature at the Cattaraugus County The Pines
Healthcare & Rehabilitation Center, Olean, NY 14760 Attn: Kelly Reed.
ALL BIDS MUST BE SEALED AND CLEARLY MARKED WITH THE FOLLOWING:
NH BID (#1-2026)-Food Services for The Pines Healthcare & Rehabilitation Centers (Olean &
Machias)
Any bid not clearly marked will not be considered.
Bidding sheets and instructions may be obtained on or after Friday, February 27, 2026, on cattco.gov/bid
request ; telephone Christie Little at 373-1910, extension 4514 or email at calittle@cattco.org.
All bids must be accompanied by a NON-COLLUSIVE BIDDING CERTIFICATION. Any bid submitted
without such certification will not be accepted.
Any bid not meeting all specifications will not be considered.
Pursuant to Act 533-2012 and Act 535-2012, the County shall award a contract on the basis of best value
in accordance with Cattaraugus County Local Laws No. 12-2012 and No. 13-2012.
All bids must be sent or delivered to: The Pines Healthcare & Rehabilitation Center, 2245 West
State St, Olean, New York 14760 Attn: Kelly Reed by Friday March 13, 2026, by 1:45 PM.
The Cattaraugus County Legislature reserves the right to reject any or all bids, to waive any informalities,
and to accept the lowest bid based on best value.
Kelly Reed
County Administrator
County Center
303 Court Street
Little Valley, New York 14755
1

INSTRUCTIONS TO BIDDERS
I. BID DEPOSIT: 7. INVESTIGATIONS.
A Bid Bond or Certified Check for Five Hundred dollars The County may make such investigations as it deems
($500) must be submitted with the bid. The undersigned necessary to determine the ability of the bidder to perform
agrees that the bid security may be retained by the County the work, and the bidder shall furnish to the County all such
until contracts have been signed and Performance Bonds information and data for this purpose as the County may
have been delivered to the County. Should the successful request. The County reserves the right to reject any bid ift he
bidder to whom the bid is awarded fail to execute the evidence submitted by, or investigation of, such bidder fails
agreement submitted by the county in accordance with the to satisfy the County that such bidder is properly qualified to
formal bid and other contract documents and to furnish the carry out the obligations of the contract and to complete the
required performance bond within fourteen (14) calendar work contemplated therein.
days after the notice of award, the certified check or the bid
bond amount shall be forfeited to the County as liquidated 8. BID ENVELOPE.
damages caused by such failure. Each bid must be submitted in a sealed envelope clearly
marked as to contents therein, bearing on the outside the
2. PERFORMANCE BOND. name and address of the bidder. If sent by mail, the sealed
The successful bidder or bidders shall, within two weeks envelope containing the bid must be enclosed in another
after notice of the award, enter into a contract with envelope labeled as specified.
Cattaraugus County and furnish a performance bond running
to the County of Cattaraugus in the amount of Fifty 9. NON-COLLUSIVE CERTIFICATION.
Thousand dollars ($50,000), which will be retained until Non-collusive bidding certification shall be made by
completion of the contract. The Performance Bond must be each bidder in the form provided and shall be submitted as a
in a format acceptable to the Cattaraugus County Attorney. part of the bid. Bids submitted without non-collusive
bidding certification will be considered irregular and may be
3. BIDFORM. rejected by the County.
Bid shall be submitted on these Cattaraugus County bid
forms or bid will not be considered. Bid must be typed or 10. CONTRACT AWARD.
printed in ink. Original autograph signatures in ink are Contract(s) or purchase order(s) will be awarded after
required. Facsimile or rubber stamp signatures will not be due consideration of the suitability of goods and/or services
accepted.
bid to satisfy these specifications, the total cost of such goods
and/or services including all cost elements, and the
4. CHANGES.
timeliness oft he agreed upon delivery date.
Any change in wording or interlineation by a bidder of
the inquiry as published by Cattaraugus County shall be 11. EXECUTORY CLAUSE.
reason to reject the proposal of such bidder, or in the event
This EXECUTORY CLAUSE shall be a part of any
that such change in the Invitation to Bid is not discovered
agreement entered into pursuant to this bid: It is understood
prior to entering into a contract, to void any contract entered
by the parties that this agreement shall be executory only to
into pursuant to such bid.
the extent of the monies available to the County of
Cattaraugus and appropriated therefor, and no liability on
5. INFORMALITIES.
account thereof shall be incurred by the County beyond the
The C?unty_ may consider informal any bid not prepared
monies available and appropriated for the purpose thereof.
and sub!111tted tn accordance with the provisions hereof &
may waive any informalities or reject any and all bids. Toe
12. DELNERY SCHEDULE.
contr~c~ award will be made to the responsible bidder
Delivery time is of the essence of the contract to be
subm1ttmg the lowest acceptable bid. Conditional bids will
not be accepted. awarded pursuant to this bid. Failure to meet delivery
schedule as per accepted bid may result in legal action by
Cattaraugus County to recover damages.
6. BIDTIME.
. Any bid may be withdrawn prior to the above scheduled
13. PRICES.
time for the opening of bids, or authorized postponement
. _Prices shall be quoted F.O.B. destination, delivered
thereof. Any bid received after the time specified shall not
be considered. ms1d_e <ln:d inst~le~, or as otherwise specified in the
spec1ficat1ons. Tailgate Delivery" will not be accepted
unless specified by the County.
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14. TRANSPORTATION CHARGES. 18. CASH DISCOUNT.
Collect transportation charges will not be paid by the ANY CASH DISCOUNT which is a part of a bid will be
County. All freight, cartage, rigging, postage or other considered as a reduction in the bid prices in detennining the
transportation charges shall be prepaid. award of the bid. Date of invoice must not precede date of
delivery. The County policy is to pay all claims in a timely
15. TAXES. manner within the specified time. However, if for some
No taxes are to be billed to the County. Bid shall not reason payment is delayed, the County will take the discount
include any Federal, State, or local excise, sales, when payment is made. Ift his is unsatisfactory, please quote
transportation, or other tax unless Federal or State law net. The County will not pay any interest charges.
specifically levies such tax on purchases made by a political
subdivision. Any applicable taxes from which the County is 19.ALTERNATE ITEMS.
not exempt shall be listed separately as cost elements, and If material or services other than those specified in this
added into the total net bid. bid document are offered, the bidder must so state and
furnish at the time of bid opening, if so requested, and as part
16. COMPLIANCE WITH LAWS. of his bid the following information in duplicate:
The successful bidder shall comply with all laws, rules, (a) Complete description of the item offered, and
regulations and ordinances of the Federal Government, the detailed explanation oft he differences between the
State of New York and any other political subdivision or item specified and the item offered. If, in the
regulatory body which may apply to its performance under opinion oft he Department Head, sufficient detail is
this contract. not presented as a part of the sealed bid to permit
definite evaluation of any substitute item, the bid
HAZARD COMMUNICATION In complying with the will not be considered.
above laws, rules and regulations, and pursuant to 12 (b) Descriptive literature of item offered, for
NYCRR part 820 and Section 876 of the Labor Law, it is evaluation.
the responsibility oft he County to provide the successful ( c) List of installations in Cattaraugus County of the
bidder with the following information: item offered.
( d) List of other installations.
(a) The material safety data sheets (MSDS) for any
hazardous chemicals to which employees may be 20. ADDITIONAL INFORMATION.
exposed will be made available. Any additional information which bidder desires to add
(b) The telephone numbers of plant personnel who are to the bid shall be written on a separate sheet of paper,
to be contacted in the event of a chemical spill or attached to and submitted with the formal sealed bid, to be
accident and read at the formal opening.
( c) Emergency procedures in the event ofa fire or spill.
21. WORKMANSHIP.
SAFETY DATA SHEETS. The successful bidder shall be Workmanship must meet with the approval of the
responsible for the provision oft he SDSs to the County prior department head or heads involved, and shall be first class in
to introducing hazardous materials onto the site, insuring every respect without exception and shall be equal to the best
compliance before work is started and disseminating any modern practices. Materials furnished are to be new and
information to the County employees concerning significant unused. All materials furnished or work performed are to be
chemical hazards that the successful bidder is bringing to the guaranteed free from defects. Anything found defective or
county's workplace. The SDSs will be obtained from the not meeting specifications, no matter in what state of
successful bidder for all hazardous materials prior to completion, may be rejected and shall be made good by the
bringing the materials on the site. These SDSs will be contractor at his own expense.
maintained be the County as long as those materials are
present. It is the responsibility of the successful bidder to 22. HOLD HARMLESS.
The successful bidder to whom the bid is awarded shall
train its own employees.
indemnify and hold harmless Cattaraugus County and its
agents and employees from and against all claims, ~amages,
17. CONTRACT ASSIGNMENTS.
losses or causes of action arising out of or resultmg from
The bidder shall not assign, transfer, sublet, or otherwise
such vendor's performance pursuant to this bid.
dispose of this contract, or of its right, title or interest in the
contract, or its power to execute the same, to any oth~r
person or corporation without the previous consent, m
writing, of the Chairman of the Cattaraugus County
Legislature.
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23. BIDVALIDITY. 28. INSURANCE
This bid is firm and irrevocable for a period of 45 days The (Contractor, Vendor, Etc.) shall secure and maintain,
from the date and time oft he bid opening. If a contract is not at its own cost and expense, insurance coverage specified in
awarded within the 45 day period, a bidder to whom the bid Appendix (A) attached hereto, complying with Classification
has not been awarded, may withdraw his bid by serving "(selected on form)", with insurance companies licensed in
written notice of his intention to do so upon the Clerk of the the State of New York. Cattaraugus County must be named
County Legislature. Upon withdrawal of the bid pursuant to as an additional insured for purposes of coverage, but not for
this paragraph, the County will forthwith return the bidder's payment of premium. The (Contractor, Vendor, Etc.) shall
security deposit. file a certificate of insurance with the Cattaraugus County
Risk Manager covering all acts performed by the
24. CONTRACT INTEREST. (Contractor, Vendor, Etc.) prior to performing pursuant to
No official, or employee oft he County, who is authorized this Agreement or receiving any payment thereunder and
in such capacity, and on behalf of the County, to negotiate, shall be responsible for updating the certificate as necessary
make, accept or approve or to take part in negotiating, throughout the term of the Agreement. All certificates of
making, accepting, or approving this contract shall become insurance shall provide that Cattaraugus County be given
directly or indirectly interested personally in this contract or thirty (30) days notice prior to non-renewal or cancellation
in any part hereof. No officer or employee of, or for the
of these policies. Certificate of Insurance shall
County, who is authorized in such capacity, and on behalf of
the County, to exercise any supervisory, administrative, or be furnished by the bidder with its bid
other function, in connection with this contract, shall become submittal.
directly or indirectly interested personally in this contract or
in any part hereof. 29. STATE CONTRACTS:
The County reserves the right to purchase the
25. OTHER CUSTOMERS.
commodity being bid, from State Contract when it
Prices charged to Cattaraugus County are to be no higher
is most beneficial to the County to do so.
than those offered to any other governmental or commercial
consumer. If a bidder has a New York State or a Federal
GSA contract for any of the items covered in this bid or any 30. LITIGATION:
similar items, he shall so indicate that he has said contract on In the event any litigation shall arise from this contract,
these bid papers and supply a copy of this contract within 5
the laws oft he State ofN ew York shall control any litigation,
days if so requested by the County.
regardless of which party shall institute such action.
26. PRICE IS FIRM.
31. MUNICIPAL EXTENSION:
The unit prices bid shall remain finn, and any other
The contract if awarded will be to the lowest
charges bid shall also remain firm, for delivery of the
responsive/responsible bidder(s) in part or in whole who
equipment, material, work, or services described in this bid.
meet(s) all the terms of the specifications. The County
No cost increase shall be charged for any reason whatsoever.
guarantees no minimum or maximum purchases or contracts
as a result of award oft his bid. Cattaraugus County reserves
27. BIDDERAFFIRMATION.
the right to allow all municipal and not for profit
In executing this bid, the bidder affirms that all of the
organizations authorized under the General Municipal Laws
requirements of the specifications are understood and
of the State of New York, to purchase any goods (materials
accepted by the bidder, and that the prices quoted include all
and equipment) and/or services awarded as a result of this
required materials and services. The undersigned has
bid in accordance with the latest amendments to NYS GML
checked all of the bid figures, and understands that the
100 through 104 and County Law Section 408-a. However,
County will not be responsible for any errors or omissions on
it is understood that the extension of such contracts are at the
the part of the undersigned in preparing this bid. Mistakes
discretion of the vendor and the vendor is only bound to the
or errors in the estimates, calculations, or preparation of the
contract between Cattaraugus County and the vendor.
bid shall not be grounds for the withdrawal or correction of
the bid or bid security. In case of error in extension of prices
in the bid, the unit price will govern.
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FOOD SERVICE BID DETAILED SPECIFICATIONS
THE PINES HEALTHCARE AND REHABILITATION CENTERS
Cattaraugus County will receive bids for the following:
Operation of the complete dietary department of The Pines Healthcare & Rehabilitation Centers-OLEAN
Campus, 2245 West State Street, Olean, NY 14760 (120 beds) (hereinafter referred to as Olean Pines) and the
operation of the complete dietary department of the MACHIAS Campus, 9822 Route 16, Machias, NY 14101 (115
beds) (hereinafter referred to as Machias Pines).
A. PURPOSE
The intent of Cattaraugus County in requesting bids is to determine the most responsible Contractor to provide
dietary services to its residents, employees, and guests of the Cattaraugus County Skilled Nursing Facility -
Olean Campus and Machias Campus. Cattaraugus County is providing specifications to ensure uniformity of
responses.
B. DATES FOR SITE VISIT & BID DUE DATE
* Bidders may choose to tour the dietary departments at both facilities by appointment (please contact
Christie Little at (716) 373-1910 to schedule before the bid due date of Friday, March 13, 2026, by 1:45
PM).
* The original and three (3) copies of the bids are due on Friday, March 13, 2026, by 1: 45 PM at The
Pines, Olean Campus, 2245 West State St., Olean, NY 14760 Attn: Kelly Reed to be opened the same
day at 2:00 P.M.
Each Contractor submitting a proposal must completely satisfy themselves as to the exact nature and existing
conditions of the dietary department in which services will be performed. Failure to do so will not relieve the
successful Contractor of its obligation to carry out any provision of the contract.
C. QUESTIONS
Any questions that arise must be submitted to Kelly Reed, Acting Director, Department of Nursing Homes, via e
mail kjreed@cattco.org. Bidders must identify who in their organization should receive the answers to the
questions. Replies will be issued by addenda emailed or mailed to all parties recorded as having received the bid
documents. Questions received less than four (4 ) business days prior to the date of submission of bids will not be
answered. Only questions answered by formal written addenda will be binding.
The Contractor understands and agrees that no pleas of ignorance relating to any data, condition, policies or
requirements of the Facility, or County, that may exist or that may reasonably be encountered, pur~uant to a
contract, will be accepted as a reason for failure or omission on the part of the Contractor to fulfill ~ every
respect all contract requirements. Nor will the same be accepted, under any circumstances, as a basis for any
type of claims whatsoever for extra charges, start-up costs, or for the rendering of proper service.
The bidder in these specifications will be referred to as the Contractor and the contract will be between ~he
Contractor and the County of Cattaraugus. A valid contract exists when, upon award to the successful bidder, the
Contractor and the County of Cattaraugus have executed it.
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D. CONTRACT TERM
The contract for the food services outlined herein will be from September 1, 2026, to August 31, 2028, a two-year
period. The contract will then be subject to renewal, at the County's sole option, for two additional one-year terms,
the last of which will end August 31, 2030. The County has the option to cancel with a 120-day notice to the
Contractor.
The Contractor will be allowed annual increases of2% in the per-patient-day price and employee/visitor meal price,
with such increases to be effective September 1 after each year this contract remains in effect; therefore. the first
increase will be September 1, 2027.
In the event the Contractor, during the term of this contract, fails to meet the specifications of the contract or fails to
perform their obligations under this contract in a manner satisfactory to the County, the County will notify the
Contractor in writing, of the Contractor's specific deficiencies. If the Contractor fails to correct the deficiencies in
a manner acceptable to the County within fifteen (15) days of the Contractor's receipt of the notice of deficiencies,
the County reserves the right to immediately terminate the contract without liability to the Contractor for any
damages as a result of such cancellation, notwithstanding any other provision contained herein. The Contractor may
request a review meeting with the County during the fifteen (15) day correction period.
The Contractor and the County understand and agree that, in the event of a violation of the interpretation of the
terms of this agreement and any plans or specifications incorporated herein, the County expressly has the right to
determine which will control, such decision to be binding and final in every case.
E. GENERALINFORMATION
At full capacity, the estimated nwnber ofresident days for which food service is required:
Olean Campus: 41,822 (total minus tube-fed and bed-hold)
Machias Campus: 40,207 (total minus tube-fed and bed-hold)
The County does not guarantee the number of patient days/resident volumes stated in the General Information
section during the term of this contract, but provides them as the best estimates of anticipated volumes for the year
based on available data. In the event the volume of meals on which the original price quotation is based is
significantly reduced, the Contractor reserves the right to reasonably adjust staffing levels to compensate for the
reduced volume, subject to the County's approval, which approval will not be unreasonably withheld.
F. GENERAL REQUIREMENTS
1.
Bids will be receive~ to ~onduct, operate, and sell within the Facility, food, non-alcoholic beverages, and
refreshments as outlmed m 10 New York State Codes, Rules and Regulations.
2.
Upon awarding oft he bid and execution of the contract, the successful Contractor will be responsible for:
a. Prov~~g food and beverage service to residents of the Olean Campus and the Machias Campus
b. Providing food and bev~ra~e service for special resident events at the Olean Campus and Machias
Camp~s, the cos~ of which i~ not part of the bid price. These functions will occur at least monthly and
could mclude chicken BBQ m the summer, fish fries during Lent, eggs cooked to order, Couple's
luncheon, etc. (Sample A attached)
c. Provi~in~ food service for special facility functions at the Olean Campus and Machias Campus the cost
of which 1s not part of the bid price. Samples include annual volunteer luncheon, employee pic~c, etc.
3.
No other type of outside business services will be allowed, unless approved by the County of Cattaraugus.
6