Bid description.

Suffolk Orange BOCES (hereinafter SO BOCES) and its component districts is seeking to establish an agreement with a vendor whose primary business is for supplying Fresh Fruit, Vegetables, Meat, and Poultry on this Geographic Preference Bid for use in their Food Service Programs, titled NY Food Day.

General requirements.

SECTION A – REQUIREMENTS SECTION

1. PURPOSE
Through this Request for Bids, SO BOCES and its Component Districts seek to
establish an agreement with vendor(s) whose primary business is for providing Food
products for use in school meal programs that support child nutrition programs and
assist School Food Authorities (SFA’s) in meeting the goals of the New York State (NYS)
30% Farm-to-School Initiative, as detailed in Chapter 56 of the Laws of 2002.
This initiative provides increased state reimbursement for SFAs that purchase at least
30% of their total food cost for school lunches from NYS Food products. The purpose of this
bid is the establish a procurement pathway that supports SFAs in meeting this threshold.
Each request for a quote will be quoted as needed. SO BOCES/District reserves the
right to bid any project that may include these services separately when it is believed to be in
the best interest of SO BOCES/District.

2. SCOPE OF WORK
It is the intention of SO BOCES to support component school districts in their
pursuit of the 30% NYS Initiative and support local food providers based on key factors
including price, geographic location, food safety standards, and distribution capabilities.
Participating school districts are committed to providing the highest quality meals to
students, recognizing the school meals are vital to student health, well-being, and
academic success.
In support of these goals districts strive to collaborate with local food providers and
New York farmers to improve student nutrition, create opportunities for agriculture and
nutrition education, and strengthen regional food systems.
To that end, this request seeks two categories of food products:
1. Unprocessed or Minimally Processed Products: Listed on the bid sheet as: Year-
Round NY Products, NY Produce (Min Processed), and NY Produce
(Unprocessed). These items are required to be grown or raised and harvested in
New York State. In accordance with USDA geographic preference regulations, a
defined local area is permitted for such products, and for the purposes of this bid,
New York State is designated as the defined local area.
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2. Processed Products: Listed on the bid sheets as: Processed (NY Preferred).
These items are not required to be a NYS Food Product—defined as thise in which
at least 51% of the product’s weight or volume is made up of raw agricultural
ingredients grown, raised, or harvested in New York State. However, as it is the
intention of this request for bids to provide a procurement pathway that supports
SFAs to participate in the 30% NYS Incentive Program, it is requested that vendors
consider if their product offerings contribute meaningfully to this stated purpose.
Quotes will be provided to SO BOCES or any of its eighteen component school
districts and additional participating school districts, by the awarded vendor (s)
per the rate sheet(s) provided in this bid. All necessary materials will be provided
by the awarded vendor(s) per the rate sheet listed in this bid unless otherwise
specified by SO BOCES/District.
Please Note:
There will be no allowance for delivery charges, fuel charges, transportation
charges, nor any other charges not specifically listed on the awarded bid from the
SO BOCES Board of Education.

3. QUALIFICATIONS OF BIDDERS
PNW BOCES may make any investigation necessary to determine the ability of the Bidder to
fulfill the Contract(s), and the Bidder shall furnish SO BOCES with all such information for
this purpose as SO BOCES may request. If, in the opinion of SO BOCES, the Bidder is not
properly qualified or responsible to perform any obligations of the Contract bid upon, SO
BOCES reserves the right to reject its bid.
The following minimum requirements must be met to qualify for bidding:
a) Bidder must possess and demonstrate facilities, knowledge and capabilities to satisfy all
requirements of this contract.
b) References shall be provided as set forth herein. SO BOCES reserves the right to request
additional documentation or information from the bidders as a means of determining
qualifications and/or responsibility.
c) Each bidder must demonstrate that it is a responsible service provider possessing
adequate financial resources to accomplish the various services described herein and
that it has a satisfactory record of performance and integrity.
e) Bidder must submit a list of names and addresses of any person or entity owning 10% or
more of the company. Should any person or entity listed have ownership of another company,
such information shall be disclosed. If bidder is a publicly traded corporation, the latest
annual report listing all officers shall be provided.
f) Bidder must be financially responsible, as demonstrated by:
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i. A lack of pending lawsuits or substantive outstanding judgments or liens, including
Federal or State tax liens.
ii. A satisfactory credit history as evidenced by a review that may be made by PNW
BOCES/School District.
iii. Work performance.
iv. Such other information as SO BOCES/School District, in its sole discretion, determines is
relevant to the responsibility of the bidder.
g) Upon investigation of any references and information submitted by the bidder, SO
BOCES/School District reserves the right to reject any bid where it is found that the bidder’s
qualifications are not consistent with the information presented.
h) Contractor must provide copies of all applicable Federal & State licenses required to
perform the services in the scope of this bid.

Bidding instructions.

BID PACKAGE: Bids will be received at Pine Bush Central School District Warehouse
156 NY-302, Pine Bush, NY 12566 until 11:30 AM on
June 12, 2025, at which time they will be publicly opened, and the 1st year bid
amounts will be read aloud.

Delivery

DELIVERY AND PREPARATIONS
Quantities given are estimates. Deliveries will be on an as needed basis,
unless otherwise communicated. Districts reserve the right to alter of cancel
products based on usage and quality. The vendor is responsible for
unloading the products from their delivery vehicle.
Please note that some school districts have multiple receiving areas to
account for different schools within the district. This specific delivery
information will be divulged to local food partners by district
representatives in advance.

The Contractor will comply with all applicable Federal, State, and Local regulations.
Documentation shall be made available to PNW BOCES/District upon request.

Insurance

INSURANCE REQUIREMENTS
FOOD SERVICE PROVIDERS
[Including Caterers]
1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the
food service provider hereby agrees to effectuate the naming of Putnam-Northern Westchester
BOCES (hereinafter referred to as “PNW BOCES”) as an Additional Insured on the food service
provider's insurance policies, except for workers' compensation and N.Y. State Disability insurance.
2. The policy naming the District as an Additional Insured shall:
a. Be an insurance policy from an A.M. Best A- rated or better insurer, licensed to conduct
business in New York State. A New York licensed and admitted insurer is strongly preferred.
b. State that the organization's coverage shall be primary and non-contributory coverage for
PNW BOCES, its Board, employees and volunteers with a waiver of subrogation in favor
of PNW BOCES for all coverages including Workers Compensation.
c. Additional insured status for General Liability coverage shall be provided by standard or
other endorsements that extend coverage to PNW BOCES for on- going operations (CG 20
38) and products and completed operations (CG 20 37). The decision to accept an
endorsement rests solely with PNW BOCES. A completed copy of the endorsements must be
attached to the Certificate of Insurance to include General Liability, Auto Liability and
Umbrella/Excess coverages.
3. a. The certificate of insurance must describe the services provided by the food service
provider that are covered by the liability policies.
b. At PNW BOCES’ request, the food service provider shall provide a copy of the declaration
page of the liability and umbrella/excess policies with a list of endorsements and forms. If
requested, the food service provider will provide a copy of the policy endorsements and
forms.
4. The food service provider agrees to indemnify SO BOCES for applicable deductibles and
self-insured retentions.


5. Minimum Required Insurance:
a. Commercial General Liability Insurance
$2,000,000 per Occurrence/$4,000,000 Aggregate
$2,000,000 Products and Completed Operations
$1,000,000 Personal and Advertising Injury
$100,000 Fire Damage
$10,000 Medical Expense
b. Automobile Liability
$1,000,000 combined single limit for owned, hired, borrowed and non-owned motor vehicles.
c. Workers' Compensation and NYS Disability Insurance
Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB-120.1)
for all employees [per NYS WC and Disability laws]. Proof of coverage must be on the approved
specific form, as required by the New York State Workers’ Compensation Board. ACORD
certificates are not acceptable. A person seeking an exemption must file a CE-200 Form with the
state. The form can be completed and submitted directly to the WC Board online.
d. Umbrella/Excess Insurance
$5,000,000 each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form
basis or provide broader coverage over the required General Liability and Auto Liability
coverages.
6. The food service provider acknowledges that failure to obtain such insurance on behalf of PNW
BOCES constitutes a material breach of contract and subjects it to liability for damages,
indemnification and all legal remedies available to SO BOCES. The food service provider is to
provide SO BOCES with a certificate of insurance, evidencing the above requirements have been
met, prior to the provision of services. The failure of SO BOCES to object to the contents of the
certificate or the absence of same shall not be deemed a waiver of any rights held by SO BOCES.

Bid files.

• NY FOOD DAY
  
  Bid Documents

  Download file

Company information.

Pine Bush Central School District Warehouse


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