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Recommended Steps for Submitting a Contract for Approval

Read the Checklist. Ensure that each item listed is included with the contract submission, check each included item off the checklist and then sign the checklist. Submittal of the required checklist with your signature indicates that you have verified that each item is included with the contract and complete. If the checklist has not been completed and/or signed, the documents will be returned to the Superintendent/Headmaster/Board President without being reviewed.

IMPORTANT INFORMATION REGARDING PRE-APPROVAL CONTRACTS AND EXECUTED CONTRACTS 

  • Pre-Approval Contract - Any changes, additions, and/or deletions (also known as riders, addenda, or addendum) to the State Agency 2017-2018 prototype contract must be submitted to the CN Office for review and approval 30 days prior to letting bids as required by the federal and State regulations and included in the designated portion of each contract type. Failure to do so will result in the SFA being required to properly rebid the contract. NYSED Prototype Pre-bid FSMC Contracts are to be emailed to cn@nysed.gov  30 days prior to letting bids. ONLY COMPLETE PACKAGES WILL BE ACCEPTED. NYSED will notify the SFA via email, once the pre-bid has been approved.
  • The Table of Contents indicates page numbers for each area that requires the SFA to fill-in the blanks and/or circles to indicate the responsible party; complete charts; check boxes, complete forms, schedules and exhibits, specify required information and signatures.
  • Table of Contents/Required Forms
    • Form #1 and Form #1A - SFA Amendments to NYSED Prototype Contract
    • Form #2 - Cover Page
    • Form #3 - Bid Summary
    • Form #4 - Board Minutes
    • Form #5 - Notarized Affidavit of Publication * ad must be attached to affidavit
    • Form #6 - Debarment Option A
    • Form #7 - Debarment Option B
    • Form# 7A - Certification of Lobby
    • Form #7B - Disclosure of Lobbying
    • Form # 8 - Preparation of Bid Specifications
    • Form # 9 - Certification of Insurance
    • Form # 10 - Performance Security (Submit Proof of Insurance)
    • Form #11 - Summer Food Service Program
    • Form #11A /B - Summer Food Service Program
    • Form #12 - After School Snack
  • Table of Contents/ Required Schedules (Ensure only related items are included in applicable schedules)
    • Schedule A - Menus and Related Materials
    • Schedule B - Food and Beverage Specifications
    • Schedule C - Local Wellness Policy
    • Schedule D1 - Cost Responsibility Detail Sheet
    • Schedule D2 - Cost Responsibility Detail Sheet Explanation
    • Schedule E - Itemized Inventory List
    • Schedule F - Food Safety Plan and Additional Food Safety
    • Schedule G - Staffing Schedules and Other Related Specifications Information
    • Schedule H - USDA Foods
    • Schedule I - Additional Schedules
  • Do not submit binders with promotional information.
  • Any time the “FSMC” or ”SFA” appears in the contract or bid specifications, the SFA must indicate either “FSMC” or “SFA” to indicate which party is responsible for the task.
  • Ensure that all pages are included (agreement and bid specifications) with the required signatures and dates in blue ink only.
  • Ensure all pages are submitted in proper number order. Do not reorder pages.
  • Check math to confirm that the bid amount is calculated correctly.
  • Submit the required summary of bids form listing all bids received and indicating which bid was accepted.
  • Ensure that checklist is completed and signed. 

 

 

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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