Milk Products for Washington County Jail/Newco Program & Pleasant Valley (Infirmary)

WASHINGTON COUNTY

REQUEST FOR BIDS

RFB #4 – 03

MILK PRODUCTS FOR WASHINGTON COUNTY JAIL/NEWCO PROGRAM & PLEASANT VALLEY (INFIRMARY)

WASHINGTON COUNTY PURCHASING DEPARTMENT

383 BROADWAY

FORT EDWARD, NY 12828

WASHINGTON COUNTY

PURCHASING DEPARTMENT

383 BROADWAY, FORT EDWARD, NY 12828

TEL: (518) 746-2103, FAX: (518) 746-2108

RFB #4 – 03

MILK PRODUCTS FOR WASHINGTON COUNTY JAIL/NEWCO PROGRAM & PLEASANT VALLEY (INFIRMARY)

RECEIPT CONFIRMATION FORM

Please complete this form and return it as soon as possible to the above address.

Completion of this form ensures that you will receive any and all addenda regarding this request

Company Name:______

Address:______

City:______State:______Zip:______

Contact Person:______

Title:______

Tel. :______Fax:______E-Mail:______

NOTICE TO PROPOSERS

#4-03

Sealed Bids for:MILK PRODUCTS FOR WASHINGTON COUNTY JAIL/NEWCO PROGRAM & PLEASANT VALLEY (INFIRMARY),

will be received up to 2:30 PM on Monday, July 7, 2003 by;

Robert L. Buck, Jr.

Washington County Purchasing Coordinator

Washington County Purchasing Department

Building ‘B’, Room B240

383 Broadway

Fort Edward, NY 12828

Proposals received after 2:30 PM on that day will be filed unopened and/or not accepted.

This Request for Bids may be obtained at the above address during normal work hours. It may also be obtained by downloading from the New York’s Capital Region Purchasing Group internet web site at:

Washington County reserves the right to reject any and/or all proposals received, to waive any or all informalities and to disregard all non-conforming, non-responsive or conditional proposals.

June 26, 2003

WASHINGTON COUNTY

REQUEST FOR BIDS

RFB #4 – 03

MILK PRODUCTS FOR WASHINGTON COUNTY JAIL/NEWCO PROGRAM & PLEASANT VALLEY (INFIRMARY)

SECTION 1: PURPOSE

1.1Washington County is seeking bids for Milk Products for the Jail/NEWCO program & Pleasant Valley Infirmary as requested by the Washington County Sheriff’s Department located at their new facility in Fort Edward, NY. And Pleasant Valley in Argyle, NY.

SECTION 2: BID DOCUMENTS

2.1 Complete sets of this Bid may be obtained from

Robert L. Buck, Jr.

Washington County Purchasing Coordinator

Washington County Purchasing Department

Building ‘B’, Room B240

383 Broadway

Fort Edward, NY 12828

2.2 Submission of a Bid indicates acceptance of the conditions contained in the RFB, unless clearly and specifically noted otherwise in the Proposal.

2.3 Washington County reserves the right to reject any and/or all Bids, in whole or in part, submitted in response to this RFB.

2.4 Washington County reserves the right to waive any and all informalities and to disregard all non-conforming, non-responsive or conditional Proposals.

2.5 Submitted Proposals will be examined and evaluated by the Program Coordinator of Food Services, Washington County Sheriff’s Department and Pleasant Valley.

SECTION 3: SUBMISSION OF BIDS:

3.1 Bids must be submitted in a sealed envelope with the name of the bidder and the bid number clearly printed on it. Bids must be received in the Purchasing Department no later than 2:30 PM on Monday, July 7, 2003. RETURN ALL COLORED SHEETS.

SECTION 4: TERM OF BID:

4.1 The term of this will be for the period of Date of Award through June 30, 2006

SECTION 5: BID SECURITY:

5.1No bid security is required for this bid.

SECTION 6: QUALIFICATION OF BIDDER:

6.1 No formal qualifications are requested for this bid.

SECTION 7: BID SUBMISSIONS

7.1 In order for the County to conduct a uniform review process of all bids,

the bids must be submitted in the format set forth below AND ON THE BID FORMS SUBMITTED BY THE COUNTY. Failure to follow this format may be cause for rejection of the bid.

ITEM DESCRIPTION – This is the current product used by the county. Should a brand name be used, an equivalent item is acceptable.

SIZE – This is the current portion or container size being used.

EST. MON. USAGE - The current amount of milk being consumed by the unit in the course of a month.

BASE – Your base price being bid for that item.

ESC/$ - The current price of the item using the June 2003 Federal Milk Order #1 Northeast Marketing Area using the Albany region figures for escalator pricing.

EST. MON.

ITEM DESCRIPTION SIZE USAGE BASE ESC/$

MILK 1%, PAPER CONTAINER / ½ PINT / 12,000 / .194 / .190
MILK SKIM, PAPER CONTAINER / ½ PINT / 2,000 / .192 / .189
MILK CHOCOLATE 1% PAPER
CONTAINER / ½ PINT / 2,000 / .217 / .201
MILK 2%, PAPER CONTAINER / ½ PINT / 2,000 / .195 / .191

7.2 The bid sheets are to be accompanied by the NOTARIZATION OF SIGNATORY AND the NON-COLLUSIVE BIDDING CERTIFICATE.

7.3 The bid must contain an acknowledgement of receipt of all Addenda the number(s) of which are to be included on the Bid Form.

7.4 The address to which communications regarding the bid are to be sent must be included on the Bid Form, as well as a telephone number of the individual compiling the bid.

SECTION 8: NON-COLLUSIVE BIDDING CERTIFICATE

8.1 All bidders bidding under the provisions of the specifications in the document

are subject to the provisions of Section 103 of the General Municipal Law of the State of New York. A signed Non-Collusive Bidding Certificate is required to be submitted with each bid on the form provided by the county.

SECTION 9: NOTARIZATION OF SIGNATORY

9.1 All bidders must submit the Notarization Of Signatory verifying the authenticity of the signature and authority of the person signing the bid.

SECTION 10: SPECIFICATION CLARIFICATION

10.1 All inquiries with respect to this RFP must be directed to:

Robert L. Buck, Jr.

Washington County Purchasing Coordinator

Building ‘B’, Room B240

383 Broadway

Fort Edward, NY 12828

Tel: (518) 746-2103

Fax: (518) 746-2108

Or

Craig PhalenorSandy Jones

Washington County Sheriff’s DepartmentPleasant Valley

Food Service Program CoordinatorKitchen Manager

399 Broadway4573 State Route 40 Fort Edward, NY 12828 Argyle, NY 12809

Tel: (518) 746-2423(518) 638-8274 ex.219

Fax: (518) 746-2484(518) 638-6420

10.2 All questions about the meaning or intent of the specifications must be submitted to the aforementioned designated persons in writing. Replies will be issued by Addenda mailed or delivered to all parties recorded as having received the proposal documents. Questions received less than four (4) days prior to the date of submission of Bids will not be answered. Only questions answered by formal written Addenda will be binding.

10.3 Other than the contact person identified in the Proposal, or their designee, prospective Bidders shall not approach County employees during the period of this Bid process about any matters related to this Bid or any Bids submitted pursuant thereto.

SECTION 11: EQUIVALENT PRODUCTS:

11.1 Manufacturer’s name brands are listed only to indicate the minimum requirements for the product listed. Bids may be on the product listed or it’s equivalent. Specifications are to be furnished by the bidder to support equivalency. In the event of any claim by any unsuccessful bidder concerning or relating to the issue of “equivalency” , the successful bidder agrees, at his own cost and expense, to defend such claim and agrees to hold

Washington County free and harmless from any and all claims for loss or damage arising out of this transaction for any reason.

SECTION 12: BID EVALUATIONS:

12.1 Bids shall remain valid until;

1. the execution of a contract with Washington County
2. the award of a Purchase Order by Washington County
3. as otherwise rejected by Washington County

12.2 Bids received by Washington County will be evaluated by Washington County and will be based on;

1. lowest cost of goods per minimum quality

12.3 Washington County reserves the right to purchase any and all goods in this

bid according to General Municipal Law 104 from New York State Contracts or Preferred Sources at our discretion.

SECTION 13: WITHDRAWAL OF BIDS:

13.1 Bids may be modified or withdrawn at any time prior to the opening of bids by an appropriate document duly executed (in like manner that the bid was executed for submission) and delivered to the place designated in the bid.

13.2 Within twenty-four (24) hours after the bids are opened any bidder may withdraw his bid by filing a duly signed written notice with the County and promptly demonstrating to the reasonable satisfaction of the County that there was a material and substantial mistake in the preparation of the bid. The bidder will be disqualified from further bidding on that specific bid.

SECTION 14: INSURANCE AND SECURITY REQUIREMENTS

14.1 The Successful Proposer will be required to procure and maintain at its own

expense, the following insurance coverage:

(a)Worker’s Compensation and Employer’s Liability Insurance: A policy or policies providing protection for Employees in the event of job related injuries.

(b)Automobile Liability Insurance: A policy or policies of insurance with the limits of not less than $500,000 combined for each accident because of bodily injury, sickness or disease, sustained by any person, caused by accident, and arising out of the ownership, maintenance or use of any automobile for damage because of injury to or destruction of property, including the loss of use thereof, caused by accident and arising out of the ownership, maintenance or use of any automobile.

(c)General Liability Insurance: A policy or policies or comprehensive all-risk insurance with limits of not less than:

Liability for:Combined Single Limit:

Property Damage $1,000,000

Bodily Injury $1,000,000

Personal Injury $1,000,000

(d) Errors and Omissions Insurance: A policy or policies with limits not

less than $1,000,000.

14.2Each policy of insurance required shall be of form and content satisfactory

To the Washington County Attorney:

(a)Washington County shall be named as an additional insured on all

liability and workers’ compensation policies. Proposal number must

appear on insurance certificate.

(b)The policy shall not be changed or canceled until the expiration of thirty (30) days after written notice to Washington County. It shall be automatically renewed upon expiration and continued in force unless Washington County is given at least thirty (30) days written notice to the contrary.

14.3No work shall be commenced under the contract until the Successful

Proposer has delivered to the County Attorney proof of issuance of all policies of insurance required by the Contract to be procured by the Successful Proposer. If at any time, any of said policies shall expire or become unsatisfactory to the County, the Successful Proposer shall promptly obtain a new policy and submit proof of insurance of the same to the County for approval. Upon failure of the Successful Proposer to furnish, deliver and maintain such insurance as above provided, the contract may, at the election of the County, be forthwith declared suspended, discontinued or terminated. Failure of the Successful Proposer to procure and maintain any required insurance, shall not relieve the Successful Proposer from any liability under the contract, nor shall the insurance requirements be construed to conflict with the obligations of the Successful Proposer concerning indemnification.

SECTION 15: REMEDY FOR BREACH

In the event of a breach by CONTRACTOR, CONTRACTOR shall pay to the COUNTY all direct and consequential damages caused by such breach, including, but not limited to, all sums expended by the COUNTY to procure a substitute contractor to satisfactorily complete the contract work, together with the COUNTY’s own costs incurred in procuring a substitute contractor.

SECTION 16: TERMINATION OF CONTRACT

In the event either party wishes to terminate the contract at any time during the contract period a four week prior notice in writing by certified mail is required. Notification to the County Jail should be mailed to:

Sheriff Roger Leclaire & Roger A. Wickes, Esq.

Washington County LawWashington County Attorney

Enforcement Center383 Broadway

399 BroadwayFort Edward, NY 12828

Fort Edward, NY 12828

Notification to Pleasant Valley should be mailed to:

Mr. Douglas CoseyRoger A. Wickes, Esq.

AdministratorWashington County Attorney

Pleasant Valley383 Broadway

4573 State Route 40Fort Edward, NY 12828

Argyle, NY 12809

DETAILED SPECIFICATIONS & FACILITY REQUIREMENTS

EQUIVALENT GOODS

Manufacturer’s name brands are listed only to indicate the minimum requirements for the product listed. Bids may be on the product listed or it’s equivalent. Specifications are to be furnished by the bidder to support equivalency. In the event of any claim by any unsuccessful bidder concerning or relating to the issue of “equivalency” , the successful bidder agrees, at his own cost and expense, to defend such claim and agrees to hold

Washington County free and harmless from any and all claims for loss or damage arising out of this transaction for any reason.

DELIVERIES

Deliveries are to be made to the kitchen of the Washington County Correctional Facility at 22 Parry Street, Fort Edward, NY. This is located one block north of the traffic light between Washington County DPW and the Rt. 4 Carwash.

1. the hours for delivery are from between 6 AM to 8:30AM.
2. deliveries are to be five days a week, Monday through Friday.
3. Substitutions for delivery dates or times will not be accepted without the prior approval of the Program Coordinator. The jail reserves the right to change delivery times at any time during the term of this contract.

Deliveries to Pleasant Valley are to be made to the kitchen on Tuesdays and Fridays between 8:30 AM and 11:30 AM or between 1:00 PM and 3:00 PM.

All foods must meet or exceed USDA or industry standards.

SUBSTITUTIONS

The awarded vendor must notify the facility PRIOR TO DELIVERY that a given product is out of stock. The facility will have the option of substituting for that product or going to the next lowest vendor to order.

Items awarded to a vendor must be available for the duration of the contract. Vendors dropping or not supplying bid products will be billed back for the difference between the next lowest vendor’s price and the awarded bid price.

RETURNS

Contractors must provide a return goods policy which allows for the following:

1. full credit for incorrectly ordered or delivered goods within three (3) days of the request.

2. full credit for damaged, spoiled or expired goods.

3. a credit slip at the time of pick-up and a credit invoice within seven (7) days of the pick-up.

REPORTS

The contractor must provide monthly reports of goods ordered and their cost to the Jail facility, Pleasant Valley as well as to Washington County Purchasing Department, 383 Broadway, Fort Edward, NY 12828

This is to include:

1. Preceding month and year-to-date figures
2. Unit price of each item
3. Quantities purchased per item during reporting period and year-to- date
4. Total dollar amount per item for reporting period and year-to- date

AWARDS

It is anticipated that this award will be made to the lowest bidder for each or both facilities based on the total number of low bids.

MILK SPECIFICATIONS

1.All milk is to be Grade A

All milk is to have a bacterial count of no more than 30,000 per cubic centimeter

All milk is to have vitamins A & D added

-Whole milk is to be pasteurized & homogenized

-2% milk is to be pasteurized & homogenized

-Skim milk is to be pasteurized with 0 - 1% butterfat content

2.Milk is to be delivered in clean crates which have been sterilized. The exterior of the containers are to be clean and free of water.

3. Delivery receipts are to be signed by a responsible employee, with a copy to be retained by that employee.

4.All deliveries are to be placed in the respective walk-in coolers at the two sites unless otherwise directed by a responsible county employee.

5.All milk is to be in waxed paper containers. Plastic containers need prior approval by the county.

6.All milk is to be delivered at no more than 36 degrees F.

7.Washington County reserves the right to reject any or all bids or to discontinue the purchase of milk if the above specifications are not adhered to, or if the taste of the milk is not satisfactory.

8.The approximate usage is based on past records, Washington County will not be held responsible for any deviations in the actual versus the projected quantities consumed over the contract period.

PRICING

In order to protect the interests of the bidders as well as the welfare of Washington County taxpayers, bidders will bid a base price per unit based on the June 2003 USDA FEDERAL MILK ORDER No.1, Northeast Marketing Area Class 1 price for the Albany/Binghamton NY areas. Your price should be based on the cwt price plus any assessment added.

WASHINGTON COUNTY

BID FORM

BID IDENTIFICATION

TITLE:MILK PRODUCTS FOR WASHINGTON COUNTY JAIL/NEWCO PROGRAM & PLEASANT VALLEY (INFIRMARY)

BID NUMBER: #4-03

THIS BID SUBMITTED TO:

Robert L. Buck, Jr.

Washington County Purchasing Coordinator

Building ‘B’, Room B240

383 Broadway

Fort Edward, NY 12828

1. The undersigned BIDDER proposes and agrees, if this bid is accepted, to accept a Purchase Order for the goods described in the bid form and deliver said goods within the time indicated in this bid.

1. BIDDER accepts all of the terms and conditions of the Instructions to Bidders, including without limitation those dealing with the Disposition of Bid Security. This Bid may remain open for a period of ninety (90) days after the bid opening. BIDDER will submit the Contract Security and other documents required by the General Instructions to Bidder within fifteen (15) days after the date of OWNER’S notice of Award.

1. In submitting this Bid, BIDDER represents, as more fully set forth in this Bid, that:

1. BIDDER has examined copies of all the Bid Documents and of the following addenda: (If none, so state)

DATENUMBER

-

-

(receipt of all of which is hereby acknowledged) and also copies of the Notice to Bidders and the instructions to Bidders.

b. This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; BIDDER has not directly or indirectly induced or solicited any other BIDDER to submit a false or sham Bid; BIDDER has not solicited or induced any person, firm or a corporation to refrain from bidding: and BIDDER has not sought by collusion to obtain for himself any advantage over any other BIDDER or over the owner.

1. BIDDER will deliver the goods for the following prices(s): (Attach Bid Proposal)

1. BIDDER agrees to deliver the goods with in the number of calendar days or by the specific date or schedule indicated in this Bid.

1. The following documents are attached to and made a condition of this Bid:

1. Non-Collusive Form

1. Notarization of Signatory

1. Communication concerning this Bid shall be addressed to:

Telephone:______Fax:______