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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 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).
  • Email the executed contract to the CN@nysed.gov. Include with your submission the required 2020-2021 Management Company Contract Checklist.
  • An email will be sent once the contract has been approved.
  • If the contract is not approved, the SFA will be contacted and will be required to submit missing information. Failure to do so will result in the contract being returned unapproved.

USDA Nondiscrimination Statement

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted 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; or
  2. fax:
    (833) 256-1665 or (202) 690-7442; or
  3. email:
    program.intake@usda.gov

 

This institution is an equal opportunity provider.

Click here for Nondiscrimination Statement translations.

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