Request for Qualifications, Food Commodities, to also include Paper and Janitorial Supplies

Agency:	Wyoming County
State:	New York
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Aug 14, 2026
Due Date:	Oct 30, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Bid Title:	Request for Qualifications, Food Commodities, to also include Paper and Janitorial Supplies
Category:	Services and Supplies Bids
Status:	Open
Bid Recipient:	Richard Bailey

Description:

See attached.

Publication Date/Time:

8/14/2026 3:00 PM

Closing Date/Time:

10/30/2026 10:00 AM

Submittal Information:

rbailey@wyomingcountyny.gov

Attachment Preview

COUNTY OF WYOMING

REQUEST FOR QUALIFICATIONS

FOOD COMMODITIES, TO ALSO INCLUDE PAPER &

JANITORIAL SUPPLIES

1. Solicitation Process and Contract Award

Verbal explanations or instructions given by a County employee to a potential Vendor in

regard to this solicitation will not be binding on the County. Formal requests for clarification

of this solicitation or questions regarding the terms of this solicitation are to be directed via

e-mail or in writing to Richard Bailey, Director of Food Services at

rbailey@wyomingcountyny.gov or 151 N. Main Street, Warsaw, New York, 14569. Any

information given to a Vendor in response to a formal request will be furnished to all

potential Vendors as an amendment to this solicitation, if such information is deemed

necessary for the preparation of responses, or if the lack of such information would be

detrimental to submission of uniform responses. Only such amendments, when issued by the

Director of Food Services, will be considered as being binding on the County.

While it is the County’s expressed intention to provide for a fair and competitive solicitation,

the County reserves the right to waive specific requirements of this solicitation when such

waiver is deemed to be in the County’s best interest.

This solicitation does not commit the County of Wyoming to award a contract or to pay any

costs incurred by the Vendor in the preparation of a proposal. Any Vendor who submits a

response to this solicitation does so at their own expense including attendance at a proposal

presentation meeting or meetings to discuss the specific nature of the specifications or

requirements contained herein.

The County of Wyoming reserves the right to accept or reject any or all proposals received

as a result of this request, to negotiate with all qualified Vendors, or to cancel in part or in its

entirety this solicitation if it is deemed in the best interest of the County to do so. The

County of Wyoming may require that the Vendor tentatively selected participate in

negotiations, and to submit further documentation and/or revisions of their proposal as may

result from these negotiations.

The County of Wyoming may award a contract based upon the proposals received or

purchase without a contract, at its discretion, without discussion of such proposals with

Vendors. Each proposal should therefore, be submitted in the most favorable terms the

Vendor can make to the County of Wyoming. The County of Wyoming does, however,

reserve the right to request additional data or an oral presentation in support of the written

proposal.

The awarding of a contract for the work outlined in this RFQ is subject to the approval of the

Wyoming County Board of Supervisors. Contract award decisions will be made public as

soon as possible. Vendors should not assume that their proposal has been approved until the

receipt of official notification from the County of Wyoming. Any expenditure incurred prior

to the official notification by the County of Wyoming will be the sole responsibility of the

Vendor.

The Wyoming County Director of Food Services and the County Administrator shall

evaluate all proposals. It is anticipated that the County will act to qualify Vendors on or

about November 1, 2026.

The County of Wyoming fully complies with the regulatory requirements and spirit and

intent of Affirmative Action and Equal Opportunity Employment.

It is the intent of the County to qualify multiple Vendors.

2. Form of Contract

The County intends to develop its own contract for these services, if a contract is deemed

appropriate. If deemed appropriate, the final contract for this project will involve, at a

minimum, the terms and conditions set forth in this solicitation (including the General

Conditions) and may include those reflected in the specific proposal submitted. The content

shall be the exclusive source of the Vendor’s rights and remedies, and shall supersede any

and all prior writings, negotiations or agreements of any kind.

3. Use of Subcontractors

The County reserves the right to be the sole determiner of the use of subcontractors.

Vendors wishing to utilize subcontractors to complete the project specifications shall notify

the County of its desire and shall provide information concerning such subcontractors as set

forth in Section 6 of this solicitation. In the event that the County grants the use of a

subcontractor, the qualified Vendor will be responsible for ensuring that the subcontractors

meet the requirements of this solicitation and the contract, if applicable, between the County

and the successful Vendor.

4. General Conditions

In submitting a response to this RFQ, a Vendor agrees to be bound by the requirements set

forth in the following General conditions. Whenever reference is made to the term “Vendor”

this shall include the party with whom the County has entered into an agreement as well as

any subcontractors whom the Vendor has engaged to complete portions of the Scope of

Services.

a. In submitting a response, the Vendor is certifying that:

1. The periodic prices provided in their ordering system have been arrived at

independently without collusion, consultation, communication or agreement

for the purposes of restricting competition, as to any matter relating to such

prices with any other Vendor or any other competitor;

2. The Vendor has not knowingly disclosed the period prices in their ordering

system, either directly or indirectly, to any other Vendor or competitor prior

to its posting.

3. No official or agent of Wyoming County has a direct or indirect interest in

the awarding of a contract for the services set forth in this RFQ.

b. It is agreed that the Vendor shall be responsible for any loss, personal injury, death

and/or any other damage that may be done or suffered by reason of the Vendor’s negligence

or failure to perform any of the obligations defined by this Agreement; and the Vendor

hereby agrees to indemnify and save the County harmless from any loss, cost, damages and

other expenses suffered or incurred by the County by reasons of the contract’s negligence or

failure to perform any of the said obligations. The Vendor further agrees to defend the

County in any action or suit brought against the County arising out of the Vendor’s

negligence, errors, acts or omissions under this Agreement. The negligence of any agent,

servant or employee of the Vendor is deemed to be the negligence of the Vendor within the

meaning of this paragraph.

c. It is understood that the Vendor is independent and shall not be considered an agent

of the County nor shall any of the Vendor’s employees or agents be considered sub-agents

for the County.

d. The Vendor agrees to comply with the non-discrimination in employment policies as

required by applicable State and Federal laws and regulations regarding employment

discrimination. The Vendor assures the County that, in accordance with applicable law, it

does not, and agrees that it will not, discriminate in any manner on the basis of age, color,

creed, national origin, race, religious belief, sexual preference, or handicap.

e. The Vendor shall without additional expense to the County be responsible for

complying with any and all applicable laws, codes, and regulations in connection with the

goods and services called for in the proposal.

f. The Vendor shall not assign or transfer any interest or claim under this contract

except as authorized in writing by the County and, except as set forth in the Vendor’s

proposal, no contract shall be made by the Vendor with any other parties for furnishing any

of the work or services under this contract without the approval of the County.

g. The exclusive means of disposing of any dispute arising under this contract which is

not disposed of by agreement shall be decided in a New York State court of competent

jurisdiction, located within Wyoming County, New York. There shall be no right to binding

arbitration. Pending final resolution of a dispute, the Vendor must proceed diligently with

contract performance. The Vendor waives any dispute or claim not made in writing and

received by the County within 30 days of the occurrence giving rise to the dispute or claim.

A claim must be in writing, for a sum certain, and any money requested must be fully

supported by all cost and pricing information.

h. The performance of work under the contract may be terminated by the County in

whole or in part from time to time, effective upon receipt of notice, whenever the Vendor

shall default in performance of this contract or fails to make progress in prosecution of the

contract work or endangers such performance and fails to cure such default within a ten (10)

day period after receipt of notification from the County specifying the default.

i. The County may at any time make incidental changes within the general scope of the

contract in the work and services to be performed. The contract shall be modified in writing

to reflect any equitable adjustment justified by any increase or decrease in the Vendor’s cost

or time required for performance or change in scope of services.

j. For contracts involving services, the successful Vendor shall provide within ten (10)

days and prior to any work being performed, Certificates of Insurance properly executed by

an authorized representative of his insurance underwriter, evidencing that the following is in

effect:

Vendor shall procure and maintain insurance satisfactory to County covering all locations

and facilities operated or maintained by Vendor in the following coverages and amounts:

A. Comprehensive General Liability, including personal injury coverage of

$1,000,000 per occurrence - $2,000,000 in the aggregate; property damage in the

amount of $500,000 per occurrence and $1,000,000 in the aggregate.

B. Automobile coverage, with a combined single limit of $1,000,000, including

coverage for Sudden/Accidental Pollution of the Environment.

C. Statutory Workers’ Compensation and Disability coverages.

D. Professional Liability Insurance in the amount of $1,000,000.00 where

applicable.

E. Unemployment Insurance Benefits as required by statute.

The Vendor shall submit at the time of the execution of this agreement, certificates of

insurance properly executed by an authorized representative of its insurance underwriter,

evidencing such insurance policies to be in full force and effect, naming the County and its

officers, employees, agents and representatives as additional insured.

Notice of termination of any such policies must be provided to the County at least thirty (30)

days in advance. Vendor shall, on or before this thirty (30) day period, provide the County

with a prospective Certificate of Insurance with the above coverage and limits for the

balance of the term of this agreement.

All insurance coverage required to be purchased and maintained by the Vendor under this

agreement shall be primary for the defense and indemnification on any action or claim

asserted against the County and/or the Vendor for work performed under this agreement,

regardless of any other collectible insurance or any language in the insurance policies which

may be to the contrary.

The Vendor shall furnish the above insurance to the County and shall also name the County

of Wyoming as an additional insured in said policies.

k. If applicable, the Vendor shall furnish a performance bond to be deposited with the

County in an amount equal to one hundred percent (100%) of the accepted Proposal as

security for faithful performance of this contract and furnishing materials in connection with

this contract prior to the preparation of a formal contract. The cost of the aforesaid bonds is

to be paid by the Vendor and shall be included in the proposal submitted. An Attorney-In-

Fact who signs a performance or labor and materials payment bonds shall file with each

bond or copy thereof a certified copy of their Power-of-Attorney to sign such bonds.

l. The County, or its duly authorized agent, shall have access to and copies of the

Vendor’s records, including any books, computer tapes, disks or programs, or material

pertaining to work performed at no cost to the County to determine and verify the

compliance with all conditions. The County shall be granted access to such records at all

reasonable times during the contract period and for three (3) years thereafter.

m. The parties hereto agree that the laws of New York State shall apply in construing

any and all provisions of this arrangement.

n. By submission of a proposal under this solicitation, the Vendor agrees that the

County has 45 days acceptance time in which to qualify vendors and, if deemed appropriate,

award a contract. The County reserves the right to reject as non-responsive any offer that

specifies less than 45 days of acceptance time.

o. The correct and full legal business name of the entity involved must be used on

contracts issued as a result of this solicitation, if a contract is deemed appropriate. A trade

name, (i.e., a shortened or different name under which the firm does business), should not be

used when the full legal name is different; corporations must have names that comply with

state law which requires a suffix indicating the corporate status of that business (e.g., Inc.,

Incorporated, etc). The signature on the contract must conform to the following:

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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Request for Qualifications, Food Commodities, to also include Paper and Janitorial Supplies

Description

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See Also