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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 USDA civil rights regulations and policies, the USDA, its agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

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 state or local agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint 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, Mail Stop 9410, Washington, D.C. 20250-9410;
  2. Fax: (202) 690-7442; or
  3. Email: program.intake@usda.gov.

USDA is an equal opportunity provider, employer, and lender.

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