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The Contract Review Process

  1. SFA completes the bid specifications with the following:
  • Information on school participation
  • Prices of meals
  • A la carte prices
  • Menus
  • Food and beverage procurement specifications
  • Insurance requirements
  • Performance security
  • Selection of bid option 1 or 2
  • Schedules A-I 
  1. Any changes to the prototype contract must be approved by our office. E-mail the proposed bid specification and contract to our office 30 days prior to letting bids to cn@nysed.gov.
  • If specifications are satisfactory, the SFA will be notified via email.
  • If specifications are not satisfactory, the SFA will be notified via email. The SFA must revise the documents by the due date listed on the letter in order to receive approval for the altered bid package.
  • After the bid specification/contract has been approved, follow the bid advertisement procedures discussed on page 3 of this memo.
  1. Once a bidder has been chosen, complete the agreement section of the document as follows:
  • Fill in all blanks with the appropriate information in the agreement section of the document.
  • Ensure that signatures and dates are included for all parties.
  • The FSMC must complete the required Corporate Affidavit for the person signing the bid.
  • The FSMC must complete the Certification Regarding Lobbying and Disclosure of Lobbying Activities form, if necessary.
  • The SFA must complete the Summer Food Service Program appendix, (refer to table of contents in each applicable contract type) with required signatures of both parties, only if participating in the program.
  1. After the documents have been completed and signed, send them to this office for approval.
  • Use the checklist on the cover page of the contract document to double-check inclusion of all required documents. The final contract must contain all documents included by the SFA in the invitation to bid and all completed documents submitted by the FSMC that have been mutually agreed upon by both parties (i.e., work sheets, menus, product specifications, other attachments, and operating cost sheets).
  • Submit two (2) final contract to the NYSED Child Nutrition Program Administration Office, 89 Washington Ave, Room 375 EBA Albany, NY 12234. Include with your submission the required 2017-2018 Management Company Contract Checklist.
  • A copy of the contract will be returned to the SFA with an approval letter. We will retain a copy of the packet.
  • If the contract is not approved, the SFA will receive all documents back with a memo indicating corrections that need to be made.
  • Return the corrected documents on or before the due date listed on the memo.

USDA Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. 

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1)     mail: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; or

(3)     email: program.intake@usda.gov.

This institution is an equal opportunity provider.

 

For Nondiscrimination Statement translations, click here.

Los demás programas de asistencia nutricional del FNS, las agencias estatales y locales, y sus beneficiarios secundarios, deben publicar el siguiente Aviso de No Discriminación:

De conformidad con la Ley Federal de Derechos Civiles y los reglamentos y políticas de derechos civiles del Departamento de Agricultura de los EE. UU. (USDA, por sus siglas en ingles), se prohíbe que el USDA, sus agencias, oficinas, empleados e instituciones que participan o administran programas del USDA discriminen sobre la base de raza, color, nacionalidad, sexo, discapacidad, edad, o en represalia o venganza por actividades previas de derechos civiles en algún programa o actividad realizados o financiados por el USDA.

Las personas con discapacidades que necesiten medios alternativos para la comunicación de la información del programa (por ejemplo, sistema Braille, letras grandes, cintas de audio, lenguaje de seas americano, etc.), deben ponerse en contacto con la agencia (estatal o local) en la que solicitaron los beneficios. Las personas sordas, con dificultades de audición o discapacidades del habla pueden comunicarse con el USDA por medio del Federal Relay Service [Servicio Federal de Retransmisión] al (800) 877-8339. Además, la información del programa se puede proporcionar en otros idiomas.

Para presentar una denuncia de discriminación, complete el Formulario de Denuncia de Discriminación del Programa del USDA, (AD-3027) que está disponible en linea en:http://www.ocio.usda.gov/sites/default/files/docs/2012/Spanish_Form_508_Compliant_6_8_12_0.pdf. y en cualquier oficina del USDA, o bien escriba una carta dirigida al USDA e incluya en la carta toda la información solicitada en el formulario. Para solicitar una copia del formulario de denuncia, llame al (866) 632-9992. Haga llegar su formulario lleno o carta al USDA por:

(1)     correo: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; o

(3)     correo electrónicoprogram.intake@usda.gov.

Esta institución es un proveedor que ofrece igualdad de oportunidades.

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