Milk & Dairy Products

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
NAICS Category:	311511 - Fluid Milk Manufacturing
Posted Date:	Mar 13, 2024
Due Date:	Apr 16, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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When submitting a sealed bid, please be sure to put thebid 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

Cooperative CiTi Bid

Specification and Instructions for the Supply of

Milk & Dairy Products

Bid Number: B24-0601

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

Date of Bid Opening: April 16, 2024 @ 1:00 p.m.*

To be purchased by:

Altmar Parish Williamstown Central School District

Central Square Central School District

Fulton City School District

Hannibal Central School District

Mexico Academy & Central School District

Oswego City School District,

Phoenix Central School District

Pulaski Academy & Central School District

Sandy Creek Central School District

Do not separate these sheets

Please refer all questions, in writing on the Bid Question Form to:

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.

B24-0601 Milk & Dairy

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

This is a Cooperative Bid involving the: Altmar Parish

Williamstown Central School District, Central Square Central

School District, Fulton City School District, Hannibal Central

School District, Mexico Academy and Central School District,

Oswego City School District, Phoenix Central School District,

Pulaski Academy and Central School District, and Sandy Creek

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 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 bid awards 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 1:00 p.m. April 16, 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 a.m. to 2:00 p.m.

4. ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 1:00 p.m. April 16, 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 1:00 p.m.

6. A public bid opening will take place on April 16, 2024 at 1:00

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.

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 conforms 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. The 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 catalog/item number does not provide or link to the

item’s information as bid.

Bid Information, Instructions and Special Conditions, Page 1 of 3

B24-0601 Milk & Dairy

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

17. 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. The

bid software will not recognize the vendor substitute offer if

the packaging information is not provided and will not

evaluate the bidders pricing for that item. Failure to provide

packaging information with a substituted item will result in

the rejection of the bid item.

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

different format than the one provided. Any change in the

electronic format will prevent the CD or travel drive from being

read by the bid evaluation software and therefore will result in

the rejection of the bidders’ submittal.

19. 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.

20. The quantities provided are estimated monthly numbers. The

contract will be for one year and may include summer

nutrition programs. Quantities are best estimates based on

current feeding programs, anticipated serving waivers, and

anticipated feeding programs. COVID-19 could impact each

school district’s educational plan and feeding program.

Quantities may increase or decrease based on this.

21. The bidder shall state the discount that will be allowed the School

Districts for prompt payment. In the absence of such stated

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.

25. ALL questions with regard to this bid MUST be submitted in

writing. Please email the bid questionnaire form that is attached

as part of this bid proposal to the attention of the Cooperative

Purchasing Officer at: purchasing@CiTiboces.org

No questions will be entertained by any other means. All

questions must be submitted at least 3 business days prior to the

official bid opening. Questions received after this time may not

be addressed.

Orders and Delivery

26. Each participating School District or participant 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.

27. Delivery is to be made to multiple locations in each School

District as per the attached Delivery Schedule. The Purchase

Order shall designate the place of delivery.

28. Some of the participants have seasonal needs and ordering will be

dependent on program scheduling.

29. No Charge will be allowed for cases, boxes, carboys, bottles, etc.,

or for freight expenses, expressage, or cartage.

30. Invoices shall be presented to each School District and

participants for the quantities ordered as per the Purchase Order.

Invoices will come from the awarded vendor.

31. Purchases made by the School Districts and participants because

they are governmental agencies are not subject to any sales tax.

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

within one workday (1) concerning any out of stock items,

shortages, 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.

35. 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 COVID-19 and/or a

force majeure event, the actual quantities purchased might also

change.

Force Majeure

36. 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.

Bid Information, Instructions and Special Conditions, Page 2 of 3

B24-0601 Milk & Dairy

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

37. 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

38. 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.

39. Typically, this bid award is made in an aggregate manner. CiTi

and the participants reserve the right to award this bid on the

basis of lowest bidder by price, and to make the award on an

aggregate basis, by line item, by groups of categories, or by a

combination of items, in whatever manner is deemed to be in

their best interest.

Vendors should be aware that this is a MILK BID. An aggregate

award will be to the lowest aggregate bidder for the milk

products.

40. Sales Items – When a bid item appears on a company sales flyer

at a lower price, the lower price will apply to all bid participants.

41. CiTi guarantees no minimum or maximum purchases or contracts

as a result of award of this bid. Although not listed as a

participant, CiTi reserves the right under the General Municipal

Laws of the State of New York, to purchase any goods awarded

by the CiTi Board as a result of this bid in accordance with the

latest amendments to NYS GML 100 through 104. However, it is

understood that the extension of such contracts are at the sole

discretion of the vendor and the vendor is only bound to any

contract between the stated participants and the vendor.

Additionally, CiTi reserves the right to purchase any goods

included as a part of this bid from any means legally available to

it at any time.

42. Savings Clause – The successful bidder shall not be held

responsible for any losses or delays in the fulfillment of the

contract terms resulting from 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.

43. CiTi/School District participants 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 the

CiTi/School District participants and the vendor.

44. This will be an annual bid. The bid period will be from 07-01-24

to 06-30-25.

Term of Contract

45. Any contract resulting from the award of this bid shall be for a

term of twelve (12) months from the date of award. CiTi reserves

the right to renew all or any part of this contract for up to a

maximum of two additional, (12) twelve-month periods but not

less than (1) one-month if agreeable by awardee(s) and by

resolution of the CiTi Board of Directors.

46. Failure to adhere to these instructions will constitute grounds

for rejection of the bid.

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

Center for Instruction,

Technology & Innovation

A Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

GENERAL CONDITIONS

(For the Purchase of Materials, Supplies,

Equipment, and Services)

All invitations to bid issued by the above

named Board of Cooperative Educational

Services will bind bidders and successful

bidders to the conditions and requirements

set forth in these general conditions, and

such conditions shall form an integral part

of each purchase contract awarded by the

Center for Instruction, Technology &

Innovation (CiTi).

DEFINITIONS

“CiTi” Shall be the legal designation of the

Oswego County Board of Cooperative

Educational Services/ Center for Instruction,

Technology & Innovation.

“School District” Shall be the legal

designation of the district.

“Notice to Bidders” A formal statement,

which, when issued by the CiTi, constitutes

an invitation to bid on the materials,

supplies and equipment described by the

specifications

“Board” The Board of Cooperative

Education Services Board of Education.

“Bid” An offer to furnish materials,

supplies, and/or equipment in accordance

with the invitation to bid, the general

conditions, special instructions, and the

specifications.

“Bid Offer” The form on which the

vendor/bidder submits his bid.

“Bidder” A company, corporation or

individual submitting a bid.

“Contract” A notice to the successful

bidder by the issuance of a purchase order,

all documents relating to the transaction,

including but not limited to, the bid offer of

the successful bidder, notice to bidders,

general information, general conditions,

specifications, notice of award, bid proposal

certifications; a formal document signed by

the successful bidder and the CiTi

representative.

“Successful Bidder” Any bidder to whom

an award is made by the CiTi.

“Contractor” Any bidder to whom a

contract award is made by the Board of

Cooperative Education Services.

“Specifications” defined as the description

of materials, supplies, equipment, and/or

services, including the conditions for its

purchase.

BIDS

1. The date, time, and place of bid opening

will be given in the Notice to Bidders.

2. All bids must be submitted on bid forms,

if provided, and in accordance with

instructions provided.

3. All bids received after the time stated in

the Notice to Bidders may not be considered

and will be returned unopened to the bidder.

The bidder assumes the risk of any delay in

the mail or in the handling of the mail by

employees of the CiTi. Whether sent by

mail or by means of personal delivery, the

bidder assumes responsibility for having

his/her bid deposited on time at the place

specified.

4. All information required by Notice to

Bidders, General Conditions, Specifications,

and Bid Offer, in connection with each item

against which a bid is submitted, must be

given to constitute a regular bid.

5. The Non-Collusive Bidding Certification

must be included with each bid as required

by General Municipal Law, Section 103-d.

6. 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.

7. No alteration, erasure, or addition is to be

made in the typewritten, printed, or

electronic matter. Deviations from the

specifications must be set forth in space

provided in bid for this purpose.

8. Prices and information required should be

typewritten for legibility. Illegible or vague

bids may be rejected. All signatures must be

written. Facsimile, printed, or typewritten

signatures are not acceptable.

9. Sales to school districts are not affected

by any fair trade agreements. (General

Business Law, Sec. 369-a, Sub. 3)

10. No charge will be allowed for Federal,

State or municipal sales and excise taxes

since the school districts and the CiTi are

General Conditions - Page 1 of 5

exempt from such taxes. The price bid shall

be net and shall not include the amount of

any such tax.

11. 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 school district as to whether

an alternate or substitution is in fact “equal”

shall be final. If bidding on items other than

those specified, bidder must provide in

every instance the trade designation of the

article, manufacturer’s name, and detailed

specifications of item he proposes to

furnish. Otherwise, bid will be construed as

submitted on the identical item as specified.

12. Bids on equipment must be on standard

new equipment, of latest model, and in

current production, unless otherwise

specified.

13. All regularly manufactured stock

electrical items must bear the label of the

Underwriters’ Laboratories, Inc.

14. When bids are requested on a lump sum

basis, bidder must bid on each item in the

lump sum group. A bidder desiring to bid

“no charge” on an item in a group must so

indicate; otherwise, bid for the group may

be rejected.

15. All prices quoted must be “per unit” as

specified; e.g., do not quote “per case”

when “per dozen” is requested; otherwise

bid may be rejected.

16. Bidder 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. In the case of

electronic filing via CD, diskette or travel

drive of a bid response form, the electronic

data will take precedence over any written

or printed material submitted with the bid

packet.

17. Prices shall be net; including

transportation and delivery charges fully

prepaid by the successful bidder to

destination indicated in the instructions to

bidders. If award is made on any other

basis, transportation charges must be

prepaid by the successful bidder and added

to the invoice as a separate item. In any

case, title shall not pass until items have

been delivered and accepted.

18. All bids must be in sealed, plain, opaque

envelopes may be used, clearly marked

“BID.” Also, the date and time of the bid

opening as indicated on the Notice to

Bidders must appear on the envelope. Bids

Bid Title	Bid Response Date	Bid Contract Period	Bid Packet	Addendum
B24-0601	Tuesday, April 16, 2024 at 1:00 p.m.	7/1/2024 - 6/30/2025	B24-0601 Bid Packet B24-0601 Vendor Response Sheet

Milk & Dairy Products

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