Bid # 5 (B0000005) General Bid Information and Requirements:
1. Introduction:
- Purchases based on this request will annually exceed $250,000.
- Most sales will occur between September 1 – December 15 and January 25 – May 15, to coincide with the College’s academic year.
Four major entities will be users of the master contracts:
1. Suffolk County Community College Culinary Arts Program
- Estimated annual purchases: $90,000 (at 20 East Main, Riverhead
- The Culinary Arts Programs offers 35 sections of hands-on culinary related training for the year ending 2010. Current enrollment is 330 students. Culinary orders will be placed no less than 1 day prior to delivery. Occasionally, orders are submitted on Sunday for Monday delivery.
2. The Baker’s Workshop (at 20 East Main, Riverhead)
Estimated annual purchases: $40,000
The Baker’s Workshop is a retail operation run under the office of the SCC Association. It is open 5 days a week from 8:00 am to 4:00pm Monday through Friday serving a menu of baked goods and sandwiches. The Baker’s Workshop serves approximately 300 people per week.
3. Culinary Catering (at 20 East Main, Riverhead)
Estimated annual purchases: $40,000
4. Peconic Cafeteria (at the Eastern Campus)
Estimated annual purchases: $86,000
5. Continuing Education Programs
Sponsors occasional continuing education, grant funded and summer youth camp cooking experiences. Enrollment and value of items purchased unknown.
2. VENDOR REQUIREMENTS, SPECIFICATIONS, GUIDELINES:
1) Vendors may take exception to the items noted below, which must be explained in materials the accompanies responses. Taking exception does not disqualify vendors.
2) Pricing must be wholesale cost plus (percent to be proposed by bidders) or cost/item, depending on the supply category bid.
3) Delivery – will be to 20 East Main or the Eastern Campus, Riverhead-Speonk Road, Riverhead.
a) Exceptions:
4) Delivery – will be on scheduled days of the week (Monday-Friday).
a) Exceptions:
5) Vendors will adhere to all department of health/other regulations.
a) Exceptions:
6) Vendors will bill on a master consolidated invoice monthly, which will consolidate any subaccounts, by detailed order, invoice number and total.
a) Exceptions:
7) All invoices will be sent to:
(a) Accounts Payable
(b) Box 2280
(c) Selden, NY 11784-2280
8) All deliveries will include a packing slip that will allow the receiving departments to track and know the price of orders.
a) Exceptions:
9) Vendors will set up subaccounts for different departments that are authorized to use the contract and have authorized buyers
a) Exceptions:
10) Payment will be made based on the master invoice by subaccount
a) Exceptions:
11) College will pay within 21 days of the receipt of the invoice to the AP department address, above.
a) Exceptions:
12) Bidders will propose a further discount for prompt payment
a) Exceptions:
13) College and Bidders may add items to the list by mutual agreement and agreed upon up charges, if groups are awarded by item, rather than general group.
a) Exceptions:
14) The Contract(s) will be for one-year with four one-year options.
a) Exceptions:
15) Returns will be processed as credits to the account
a) Exceptions:
16) Billing disputes and issues will be resolved within 60-days of the date of the item/delivery at issue, except August, which will be 30 days
a) Exceptions:
17) Payments will not be withheld, pending the resolution of disputes
a) Exceptions:
18) Multiple contracts may be awarded
a) Exceptions:
19) Groups of food categories may be awarded by item or as by the general group
a) Exceptions:
20) Vendors will only accept orders from authorized (and named) Culinary program buyers
a) Exceptions:
21) Culinary orders will be placed no less than (insert the time) days before delivery date
a) Exceptions:
22) Vendor will provide on-line ordering system
a) Exceptions:
23) Vendors will provide an annual detailed report on all items ordered
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24) Deliveries are to be Monday through Friday.
a) Exceptions:
25) Vendor will set up subaccounts for each component of the college that uses the contract
a) Exceptions:
26) The College will give vendors lists of College users who are authorized to use the contract
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27) Vendors will not sell product to College buyers who are not authorized to use the contract
a) Exceptions:
28) The College will advise its staff that unless authorized in advance, they must pay for items and be directly reimbursed by the College
a) Exceptions:
29) Bidders may alternatives on any and all items, with supporting documentation
30) The College’s specifications define the college’s needs and the awards will be made based on the specifications identified on the item worksheet
31) The College is holding a bidders’ conference, which is not mandatory
32) The College has provided six worksheets, by broad supply category, to be used to submit proposals, with the following price/charge proposal, by supply category:
a) Baking suppliesItem
b) Fish and SeafoodWholesale invoice plus
c) Meats and Meat ProductsWholesale invoice plus
d) ProduceWholesale invoice plus
e) DairyWholesale invoice plus
f) Paper GoodsItem
33) Firms may submit proposals that covers all items in a supply category, or by item, or both.
34) Firms may indicate items that they will not supply or bid by indicting NO BID in the adjacent to the specific items.
35) Firms may take exception to items, where explicit manufacturers names are provided, by submitting alternatives, with specifications that indicate the “or equal” equivalency or explain the substitution.