P2027-31 DELI MEATS & CHEESES BID

WHITE PLAINS CITY SCHOOL DISTRICT
5 HOMESIDE LANE
WHITE PLAINS, NEW YORK 10605
BID #P2027-31 DELI MEATS & CHEESES 2026-2027
(9/1/2026-8/31/2027)
PRICING REQUEST
Notice to Bidders ...................................................................................................................... Page 2
Instructions to Bidders........................................................................................................ Pages 3-4
Bidding Procedures and Requirements ............................................................................. Pages 4-9
Bid Protest Procedures ................................................................................................... Pages 9-12
Qualifications of Bidders ................................................................................................. Page 12-13
Interpretation of Bidding Documents ................................................................................... Page 13
Contract Award and Method of Award .................................................................................. Page 14
Equal Employment ........................................................................................................... Page 14-17
Specifications ................................................................................................................. Pages 17-24
Appendix "A" - Insurance .............................................................................................. Pages 25-26
Bidders Checklist ................................................................................................................... Page 27
Company Information Sheet.................................................................................................. Page 28
Bid Form/Proposal ......................................................................................................... Pages 29-30
Form of Disclosure ................................................................................................................. Page 31
Non-Collusive Form ........................................................................................................ Pages 32-33
Hold Harmless Agreement .................................................................................................... Page 34
Iran Divestment Act Certification .......................................................................................... Page 35
Sexual Harassment Policy & Training Certification ............................................................. Page 36
Bidder Not on U.S. Government's SAM's Exclusion List Certification Form ...................... Page 37
References ............................................................................................................................. Page 38
Non-Bidders Response .......................................................................................................... Page 39
School Locations and Map ............................................................................................ Pages 40-41
*** RENEWAL CLAUSE # 21, PAGE: ___7_______
***PIGGYBACK CLAUSE # 30, PAGE: _ 8-9_______
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BOARD OF EDUCATION
WHITE PLAINS CITY SCHOOL DISTRICT
5 HOMESIDE LANE, WHITE PLAINS, NEW YORK 10605
WESTCHESTER COUNTY
NOTICE TO BIDDERS
The Board of Education of the White Plains City School District, White Plains, New York, popularly known as
White Plains School District, in accordance with Section 103 of Article 5-A of the General Municipal Law,
hereby invites the submission of sealed bids from reputable and qualified suppliers/vendors of Bakery
Products for the following contract to be awarded by the White Plains School District ("School District"):
Bid #P2027-31 DELI MEATS & CHEESES 2026-2027
July 29, 2026 - 1:30 PM
Bids for Bid #P2027-31 DELI MEATS & CHEESES 2026-2027 for the term of September 1, 2026, through and
including August 31, 2027, will be received until the above stated hour of prevailing time and date at the
Business Office, 5 Homeside Lane, White Plains, New York, at which time and place all bids will be publicly
opened. The Board of Education reserves the right to change the date and time of the bid submissions and
opening by Addendum. If the Business Office is closed due to inclement weather or other emergency on the
date and at the time designated for opening of bids in this Notice or in an Addendum, bids will be opened at
the same designated time on the next business day on which the Business Office is open.
The Bid Documents, including but not limited to Instructions to Bidders, Bidding Procedures and Requirements,
Qualifications of Bidders, Specifications and bid forms may be obtained by going online at
https://www.whiteplainspublicschools.org/Page/19996 or http://www.bidnetdirect.com.
Only those vendors who obtain bidding documents from https://whiteplainspublicschools.org/Page/19996 or
http://www.bidnetdirect.com are guaranteed to receive accurate bid documents and addendum information, if
any addendum is issued. If you obtained documents from a source other than
https://whiteplainspublicschools.org/Page/19996 or http://www.bidnetdirect.com, the School District will not
guarantee the integrity of the documents.
Bids must be presented on the forms provided in the Bid Documents in the manner designated therein and as
required by the Instructions to Bidders, Bidding Procedures and Requirements, Qualifications of Bidders, and
Specifications. All bids must be enclosed in sealed, opaque envelopes, which are clearly marked on the
outside: Bid #P2027-31 DELI MEATS & CHEESES 2026-2027. Bids shall remain firm for a period of forty-five
(45) days following the date of the bid opening.
The Board of Education reserves the right to waive what it deems to be informalities relating to a specific bid,
to waive what it deems to be informalities relating to the bidding process, to waive what it deems to be
technical defects, irregularities and omissions relating to a specific bid, to request additional information from
any bidder, to re-advertise and invite new bids, to reject any or all bids, to accept the whole or part of any bid or
to accept parts of bids from more than one bidder which, in the Board of Education's judgment, is in the best
interest of the School District.
The Board of Education reserves the right to consider experience, service, and reputation in supplying the
products and/or services sought as well as the financial responsibility and specific qualifications, as set out in
the Bid Documents, of the bidders when evaluating the bids received and determining whether to award the
contract(s).
BOARD OF EDUCATION
WHITE PLAINS CITY SCHOOL DISTRICT
District Office
5 Homeside Lane, White Plains, New York 10605
By: Toni Russo, Purchasing Agent
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INSTRUCTIONS TO BIDDERS
1. Carefully inspect all general and special provisions of the Bid Documents.
2. Complete all forms. Be sure to sign in all required places. It is the bidder's responsibility
to copy all documents that are to be returned with the bid (see Bidder's Checklist - page
27).
3. All materials submitted to the School District pursuant to this bid shall become the
property of the School District and will not be returned to the bidder. The bidder is
responsible for making its own copies of any or all parts of the Bid Documents for its
files. After a contract is awarded or one or more bids are rejected, bids may be made
available upon request pursuant to the Freedom of Information Law ("FOIL") for public
inspection, except to the extent that certain personally identifiable information may be
redacted as an invasion of personal privacy or certain other information may be redacted
if the bidder has designated it and the School District concurs that such information
constitutes a trade secret or other proprietary information or data. If a bidder believes
that a portion of its bid contains trade secrets or other proprietary data that should
remain confidential and not be disclosed, a statement advising the School District of this
fact shall accompany the bid and the information is to be identified wherever it appears.
Identifying an entire bid as proprietary is unacceptable and will result in no part of the bid
being treated as containing a trade secret or other proprietary information or data.
4. Bids must be presented in a sealed, opaque envelope(s) addressed as follows:
Board of Education
White Plains City School District
5 Homeside Lane
White Plains, New York 10605
Attn: Toni Russo, Purchasing Agent
Bid #P2027-31 DELI MEATS & CHEESES 2026-2027
5. Bids shall remain open for a period of forty-five (45) days following the date of the bid
opening.
6. Bids will be received until 1:30 p.m. on Wednesday, July 29, 2026, by the Purchasing
Agent of the White Plains City School District, 5 Homeside Lane, White Plains, New York,
unless such date and/or time is modified by an Addendum. All bids will be publicly
opened at the above-stated time, or the latest time and date stated in an Addendum to
the Bid Documents at the School District's Business Office located at 5 Homeside Lane,
White Plains, New York. If the Business Office is closed due to inclement weather or
other emergency on the date and at the time last designated for opening of bids in the
Notice to Bidders or in an Addendum to the Bid Documents, the bids will be opened at
the same time on the next business day on which the Business Office is open.
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7. This bid solicitation does not commit the School District to award a contract, pay any cost
incurred in the preparation of a bid, or to contract for the products and/or services
sought. The White Plains City School District will not reimburse bidders for any expenses
incurred in preparing or clarifying submitted bids.
8. The bidder to whom a contract is awarded must comply with all New York State Labor
Laws.
SPECIAL INSTRUCTIONS TO PARTICIPATING BIDDERS
The White Plains City School District no longer reads aloud the numerous pricings for food
service bids. All Vendors are required to submit their original bid sheet(s), a marked copy and on
a thumb drive a copy of the completed fillable bid form in Excel (not PDF) along with any
required specification sheets/crediting documents. The marked copy will be distributed at the
bid opening. Bid opening attendees will then be able to review the marked copy for recording of
pricing. Vendors are limited to one attendee for bid opening.
Samples: Bidder agrees to provide physical samples within 48 hours of a telephone
request by the Food and Nutrition Program Director for the purpose of evaluating the
quality of products before awarding the bid.
BIDDING PROCEDURE AND REQUIREMENTS
1. The date and time of bid opening will be given in the Notice to Bidders, which may be
modified in an Addendum to the Bid Documents.
2. Bidders shall be responsible for visiting the respective sites to fully familiarize themselves
with the delivery sites.
3. All bids must be submitted on and in accordance with the forms included in the Bid
Documents. See Checklist on page 27.
4. Where indicated by the makeup of the Bid Form(s), sums shall be expressed in both
words and figures, and in case of discrepancy between the two, the amount written in
words will govern.
5. A bidder shall not make any stipulations on the Bid Form(s) or qualify its Bid in any
manner. No bid will be considered which purports to qualify, limit, amend or omit any
requirement of the Bidding Documents.
6. A bid shall include the legal name of the bidder(s) and a statement indicating whether the
bidder(s) is a sole proprietor, a partnership, a corporation, or any other legal entity, and
shall be signed by the person or persons legally authorized to bind the bidder(s) to a
contract. A bid by a corporation shall also give the State of Incorporation and have the
corporate seal affixed on the signature pages of each Bid Form. A bid submitted by an
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agent shall have a current Power of Attorney attached certifying the agent's authority to
bind the bidder.
7. Bidders will provide, along with the completed Bid Form(s), evidence demonstrating an
ability to provide the requested products and/or services, including, if applicable, a list of
any and all school districts of a similar size which the bidder(s) has supplied or served
during the past five (5) years and a summary of their experience over at least five (5)
years of successful completion of the provision of products and/or services requested in
compliance with the applicable laws, rules and regulations of the State of New York.
8. Bidders will also provide the last three (3) years of audited financial statements.
9. Bidders must include a reference list, setting out the names of all school districts supplied
or served by it with comparable products and/or services, and shall further set out the
name and telephone number of each business official or other school district
liaison/individual with knowledge of the comparable products and/or services provided by
the bidder(s).
10. All information required in the Notice to Bidders, Instructions to Bidders, Bidding
Procedures and Requirements, Qualifications of Bidders, Specifications and Bid Form(s),
in connection with each item against which a bid is submitted, must be provided to
constitute a regular bid.
11. No alteration, erasure, or addition is to be made to the typewritten or printed matter. Any
deviations from the Instructions to Bidders, Bidding Procedures and Requirements,
Qualifications of Bidders, or Specifications will constitute sufficient grounds for rejection
of a bid.
12. Prices and information required, except signature of bidder, should be typewritten for
legibility. Illegible or vague bids may be rejected. All signatures must be written by hand
in ink and the full name of the person who provided the signature shall be legibly printed
below the signature. Facsimile, printed, or typewritten signatures are not acceptable.
Initials, stamps, photocopies or other copies, or company names may not be used in lieu
of any required signature.
13. No charge will be allowed for federal, state, or municipal sales and excise taxes since the
School District is exempt from such tax.
14. All bids received after the time stated in the Notice to Bidders, as modified if at all in an
Addendum to the Bid Documents, will not be considered and will be returned 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 School District. 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.
15. THE BOARD OF EDUCATION RESERVES THE RIGHT TO WAIVE WHAT IT DEEMS TO BE
BIDDING OR SPECIFICATION INFORMALITIES RELATING TO A SPECIFIC BID, TO WAIVE
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WHAT IT DEEMS TO BE INFORMALITIES RELATING TO THE BIDDING PROCESS, TO WAIVE
WHAT IT DEEMS TO BE TECHNICAL DEFECTS, IRREGULARITIES AND OMISSIONS
RELATING TO A SPECIFIC BID, TO REQUEST ADDITIONAL INFORMATION FROM ANY
BIDDER, TO REJECT ANY AND ALL BIDS, TO RE-ADVERTISE AND INVITE NEW BIDS, OR TO
ACCEPT THE WHOLE OR A PART OF A BID, OR TO ACCEPT PARTS OF BIDS FROM MORE
THAN ONE BIDDER AS IN THE BOARD'S JUDGMENT, IS IN THE BEST INTEREST OF THE
SCHOOL DISTRICT.
16. The submission of a bid will be construed to mean that the bidder is fully informed as to
the extent and character of the services, products, supplies, materials, or equipment
required and a representation that the bidder can furnish the services, products, supplies,
materials, or equipment satisfactorily in complete compliance with these Bid Documents,
including but not limited to the Bid Form(s) and Specifications.
17. All bids must be sealed. They must be submitted either in plain opaque envelopes or
other packaging. All bids must be addressed to the Board of Education, White Plains City
School District, Attention: Toni Russo, Purchasing Agent. Bid envelopes must be clearly
marked Bid #P2027-31 DELI MEAT & CHEESE 2026-2027. Also, the date and time of the
bid opening must appear on the envelope. Telephone quotations or amendments will not
be accepted at any time. All materials submitted with the Bids will become the property of
the School District and will not be returned.
18. The contract to be awarded as a result of this solicitation of bids shall have a term of
September 1, 2026, through and including August 31, 2027.
19. Bidders shall submit their bids on the provided Bid Form(s) both printed and electronically
saved on a thumb drive in Excel format. A bid may be submitted for any or all items
sought. Unit and extended price as well as total number of items bid, and total amount of
the bid must be included and printed in ink or typed in the space provided. Bidder's prices
shall include all costs associated with supplying the product(s) and/or service(s) sought
including transportation.
20. Each bidder awarded a contract shall be responsible for complying with the current
edition of all federal, state, and local laws, rules, regulations, codes and/or ordinances
that apply to the services to be rendered and/or the product(s) to be supplied:
a. The selected proposer shall comply with the Byrd Anti-Lobbying Amendment, 31 U.S.C.
1352, by filing the required certification that it will not and has not used federal
appropriated funds to pay any person or organization for influencing or attempting to
influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress or an employee of a member of Congress in connection with
obtaining a federal contract, grant or any other award covered by 31 U.S.C. 1352. In
addition, in compliance with the Byrd Anti-Lobbying Amendment, the selected proposer
must also disclose any lobbying with non-federal funds that takes place in connection
with obtaining any federal award.
b. To the extent applicable to the services to be provided and/or the materials to be
supplied, the selected proposer will comply with all applicable standards, orders or
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regulations issued pursuant to the Clean Air Act, 42 U.S.C. 7401, et seq., and the
Federal Water Pollution Control Act as amended, 33 U.S.C. 1251 et seq.
c. To the extent applicable to the services to be provided and/or the materials to be
supplied, the selected proposer will comply with Section 6002 of the Solid Waste
Disposal Act, as amended by the Resource Conservation and Recovery Act, which
requirements include procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR Part 247 that contain the highest percentage of
recovered materials practicable where the purchase price of the item exceeds $10,000
or the value of the quantity acquired during the preceding fiscal year exceeded $10,000.
d. To the extent applicable to the services to be provided and/or the materials to be
supplied, the selected proposer must comply with the requirements of 37 CFR Part 401,
entitled "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms
Under Government Grants, Contracts and Cooperative Agreements" and the Standard
Patent Right Clauses contained in 37 CFR Section 401.14 will be incorporated by
reference and deemed a part of the resulting contract.
21. The White Plains City School District shall have the unilateral option of extending or
renewing the contract(s) awarded as a result of this solicitation of bids for up to two (2)
consecutive additional periods of twelve (12) months, each upon the same terms and
conditions as are contained in these Bid Documents. The School District each year will
consider, upon request, an inflationary increase not to exceed the Consumer Price Index
for December from the New York, Northeastern New Jersey area based upon index for all
urban consumers (C.P.1-U). Said options shall be deemed to have been exercised upon
formal written notification prior to the expiration of any contract(s) awarded as a result of
this solicitation for bids. If the White Plains City School District exercises the option for the
first additional twelve (12) month period, the contract(s) as renewed shall be deemed to
include the option provision for the second additional twelve (12) month period. However,
the total duration of the awarded contract(s), including any option(s) under this clause,
shall not exceed thirty-six (36) months.
22. Each bid will be received with the understanding that its acceptance, in writing, by the
School District, approved by the Board of Education, to furnish any or all of the items
described shall constitute a Contract between each accepted bidder and the School
District that incorporates all the terms and requirements of the Bid Documents (including
but not limited to the Instructions to Bidders, Bidding Procedures and Requirements,
Qualifications of Bidders and Specifications) and the accepted portion of the bidder's bid.
The Contract shall bind the accepted bidder to furnish the product(s) and/or service(s) at
the prices set forth in the accepted portion of its bid.
23. The placing in the mail of a notice of award to an accepted bidder, to the address given in
the bid, will be considered sufficient notice of award of a Contract.
24. It is mutually understood and agreed that any bidder awarded a Contract shall not assign,
transfer, convey, sublet, or otherwise dispose of the Contract or its right, title, or interest
therein, or its power to execute such Contract, or any part thereof to any person,
company, or corporation, without the prior written consent of the School District.
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25. These Bid Documents (including but not limited to the Instructions to Bidders, Bidding
Procedures and Requirements, Qualifications of Bidders, and Specifications) any Addenda
issued by the School District, and the accepted portion of the submitted bid shall form a
part of the awarded Contract(s) and the provisions thereof shall be binding upon the
School District and the accepted bidder(s). The term "Contract Documents" shall include
all of the aforesaid together with the Contract itself.
26. Each and every provision of law and clause required by law to be inserted in the Contract
shall be deemed to be inserted in it and the Contract shall be read and enforced as
though it were included herein, and if through a mistake or otherwise, any such provision
is not inserted or is not correctly inserted, then upon the application of either party, the
Contract shall forthwith be physically amended to make such insertion.
27. It is understood that the Contract in no way excludes the School District from using its
own forces, or services provided by other school districts or BOCES, or in any way limits
the School District from using other vendors in performing the same, similar, or other
services or to obtain the same, similar, or other products.
28. The bidder(s) awarded a contract through this solicitation may not engage subcontractors,
hire others to perform all or part of the resulting contract, nor otherwise delegate the
obligations of the bidder(s) awarded a contract to perform under the contract without the
express written consent of the School District.
29. To the extent the School District consents to the bidder(s) awarded a contract through this
solicitation contracting with suppliers and/or other subcontractors to fulfill its obligations
under the awarded contract, the bidder(s) awarded a contract will make commercially
reasonable good faith efforts to utilize suppliers and/or subcontractors that are certified
minority and women-owned business enterprises ("MWBEs"). The bidder(s) awarded a
contract shall retain documentation of these good faith efforts to be provided upon
request to the School District, New York State, and/or an agency or department of the
United States government. Such commercially reasonable good faith efforts shall include
but not be limited to (1) placing qualified small businesses and MWBEs on solicitations
lists and assuring they are solicited whenever they are potential suppliers or
subcontractors; (2) dividing total requirements when economically feasible into smaller
tasks or quantities to permit maximum participation by small businesses and MWBEs;
and (3) using the services and assistance of such organizations as the Small Business
Administration and the Minority Business Development agency of the U.S. Department of
Commerce when seeking suppliers or subcontractors. Documentation of good faith efforts
shall include, but not be limited to, the following: (a) copies of solicitations sent to MWBEs
and any responses thereto; (b) written explanation of the specific reasons each MWBE
that responded to such solicitations was not selected; and (c) written explanation of the
specific steps undertaken for the purpose of subcontracting with or obtaining supplies
from certified MWBEs.
30. To the extent permitted by law, bidders submitting bids acknowledge that, pursuant to
New York General Municipal Law Section 103(16), the White Plains City School District
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intends to allow all political subdivisions in the State of New York to participate in the bid
award(s)/contract(s) resulting from this solicitation for bids. These political subdivisions
include, but are not limited to local governments (villages, town, etc.), public authorities,
public school and fire districts, public and nonprofit libraries, and certain other
nonpublic/nonprofit organizations. Such political subdivisions shall participate in the bid
award(s)/contract(s) by entering into their own separate contracts with the successful
bidder(s) that are based upon, incorporate, and honor the terms, conditions,
specifications, and prices of the award(s)/contract(s) resulting from this solicitation for
bids. White Plains City School District shall have no liability or responsibility to pay for any
goods or services provided to another political subdivision - each political subdivision is
responsible for paying for the goods and services it obtains through the bid
award(s)/contract(s) resulting from this solicitation for bids.
31. NON-EXCLUSION FROM PROGRAM PARTICIPATION:
a. Bidder represents and warrants that it, its employees, subcontracts and/or its
agents are not excluded from participation, and are not otherwise ineligible to
participate, in a "federal health care program" as defined in 42 U.S.C. 1320 a-
7b(f) or in any other government payment program.
b. In the event bidder or any of its employees, subcontractors or agents providing
services or products to the School District under a contract awarded as a result of
this solicitation of bids is excluded from participation or becomes otherwise
ineligible to participate in any such program during the term of the awarded
contract, the bidder(s) awarded a contract will notify the School District in writing
within three (3) business days after such event. Upon the occurrence of such
event, whether or not such notice is given, the School District reserves the right to
immediately terminate the awarded contract.
c. Any employee, subcontractors or agent of the bidder(s) awarded a contract are
found to be ineligible to participate in any such program during the term of the
awarded contract will immediately cease providing services or products under the
awarded contract and be replaced with an eligible individual.
32. BID PROTEST PROCEDURES
Right to Protest
Any actual or prospective bidder whose direct economic interest would be affected by the
award of a contract or by the failure to award a contract by the School District may
submit a written protest to the Assistant Superintendent for Business in accordance with
the procedures set forth herein, except no protests will be considered challenging
emergency procurements.
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Submission of Protest
a. A protesting party may submit a written protest to the Assistant Superintendent of
Business, setting forth the basis on which the protesting party challenges the
solicitation of bids or the School District's award or failure to award a contract
based upon a solicitation of bids.
b. The written protest must include the following:
i. name, address, e-mail address, fax and telephone numbers of the
protesting party or its designated agent;
ii. bid, solicitation, or contract number;
iii. detailed statement of the legal and factual grounds for the protest,
including a description of the resulting prejudice to the protesting party;
iv. copies of all documents relevant to the grounds for the protest;
v. statement of the relief requested;
vi. information establishing that the protesting party is an actual or
prospective bidder whose direct economic interest would be affected by
the award of a contract or by the failure to award a contract by the School
District; and
vii. information establishing that the protest is timely filed in accordance with
these procedures.
c. Bid protests must be received by the Assistant Superintendent for Business
within ten (10) business days after the issuance of a contract award, except: any
protest concerning the terms and conditions of the solicitation (or other matters
that would be apparent to a protesting party prior to the date set in the
solicitation for the receipt of bids) must be filed on or before the date set in the
solicitation for the receipt of bids or proposals. An untimely protest will not be
considered and will be returned to the protesting party.
d. During the resolution of a pending protest, if the facts presented so warrant, the
Assistant Superintendent for Business may, at his/her discretion, suspend the
procurement, until the protest is resolved.
e. If a contract has been awarded prior to the receipt of a protest, the Assistant
Superintendent for Business will provide a copy of the protest to the successful
bidder(s).
f. The successful bidder(s) may, but is not required to, file an answer to the protest
with the School District. Any answer by the successful bidder(s) must be filed with
the Assistant Superintendent for Business no later than ten (10) business days
after the successful bidder(s)'s receipt of the protest.
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