Project Information

Bid Title

Ice Cream B26-1201

Issuing Agency

Oswego Boces

Location

New York

Published Date

Mar 18, 2026

Closing Date

Apr 21, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title	Response Date	Contract Period	Bid Packet	Addendum
Ice Cream B26-1201	Tuesday, April 21, 2026 at 1:00 p.m.	7/1/2026-6/30/2027	B26-1201 Bid Packet B26-1201 Vendor Response Sheet

Attachment Preview

When submitting a sealed bid, please be sure to put the bid title and bid number on the outside of the envelope being mailed.

Please attach a completed W9 to your bid response.

Vendor:

Bid Contact:

Address:

Phone #:

Fax #:

E-Mail:

Tax ID #:

Ordering Contact:

Ordering Address:

Ordering Phone #:

Ordering Fax #:

Ordering E-Mail:

Web-Site:

Center for Instruction, Technology & Innovation (CiTi)

Oswego County Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

(315) 963-4414 phone

www.CiTiboces.org

www.CiTiboces.org/cooperativepurchasing

Specification and Instructions for the Supply of

Ice Cream

Bid Number: B26-1201

Bid Contract Dates: July 1, 2026 to June 30, 2027

Date of Bid Opening: April 21, 2026 @ 1:00 p.m.

To be purchased by:

Altmar Parish Williamstown Central School District

Central Square Central School District

Hannibal Central School District

Mexico Academy & Central School District

Oswego City School District

Phoenix Central School District

Pulaski Academy & Central School District

Sandy Creek Central School District

Cooperative CiTi Bid

Please refer all questions to:

Holly Cheeley, Bid Specialist

CooperativeBids@CiTiboces.org

179 County Route 64

Mexico, NY 13114

(315) 963-4414 phone

Do not separate these sheets

All public bid openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom

platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening

date and time to: CooperativeBids@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow

all visitor policy guidelines when present on CiTi property.

B26-1201 Ice Cream

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

This is a Cooperative Bid involving the School Districts of:

Altmar Parish Williamstown Central School District, Central

Square Central School District, Hannibal Central School

District, Mexico Academy and Central School District, Oswego

City School District, Phoenix Central School District, Pulaski

Academy and Central School District, and Sandy Creek Central

School District.

Bidding Instructions and Special Conditions for the

Submission of Vendor Responses

1. Sealed bids for furnishing and delivery of items as required and

as set forth in these specifications prepared by CiTi are sought

at this time.

2. Copies of the specifications may be obtained by contacting

Holly Cheeley, Bid Specialist at the Business Office of CiTi,

179 County Route 64, Mexico, New York 13114, by calling

(315) 963-4414 or emailing CooperativeBids@CiTiboces.org

Bid opportunities and current bids are available electronically

at www.CiTiboces.org/cooperativepurchasing Bid specifications

can also be found online at BidNet Direct:

3. ALL questions with regard to this bid MUST be submitted in

writing. A form is included in this packet for this purpose.

Responses will be provided to all bidders in the form of an

addendum.

4. Please email the bid questionnaire form that is attached as part

of this bid proposal to the attention of the Bid Specialist at:

CooperativeBids@CiTiboces.org

5. No questions will be entertained by any other means. All

questions must be submitted at least 10 business days prior to

the official bid opening. Questions received after this time may

not be addressed.

Accepting Sealed OR Electronic Bid

Submissions:

6. SEALED BIDS must be received via mail, postal or shipping

carrier at: CiTi, 179 County Route 64, Mexico, NY 13114

until, but not later than 1:00 p.m. April 21, 2026. Sealed bid

envelopes can also be hand-delivered to CiTi’s Receiving

Department (Green Steel Building across the road from main

CiTi campus in Mexico). CiTi’s Receiving Department is open

Monday – Friday 7:00 a.m. to 3:00 p.m.

7. ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 1:00 p.m. April 21, 2026. This is the ONLY manner

in which electronic submissions will be accepted.

8. Emailed or faxed bid responses are not acceptable.

9. In the event that the CiTi Business Office is closed due to

unforeseen circumstances, the bid deadline will be extended to

the next business day when CiTi is open for business. The time

of day will remain 1:00 p.m.

10. A public bid opening will take place on April 21, 2026, at

1:00 p.m.

11. All public bid openings hosted by CiTi are made available

virtually via the Zoom platform. Bidders and members of the

public can join the live bid opening virtually by sending an

email request in advance of the opening date and time to:

Cooperativebids@CiTiboces.org. Bidders and members of the

public who wish to join the bid opening in-person must follow

all visitor policy guidelines when present on CiTi property.

12. For Sealed Bid Submissions: Bidders must supply signed hard

copies of their completed bids in a sealed envelope marked

with the name of the bidder and the bid number on the front of

the envelope to the address listed in the manner specified

within the Bid Documents. CiTi also strongly encourages the

submission of the bid pricing (in excel format) on either a CD

or flash drive along with the signed hard copies of all the

required bid documents. Please refer to the “Vendor

Response Sheet Instructions” for information on how to

properly fill out the forms.

13. The CD or Flash Drive must be clearly labeled with the name

of the bid, the bid number, and the bidder’s name.

14. All express envelopes must be clearly marked with the words

“Sealed Bid Enclosed” on the front of the outside envelope.

This is important in assuring that the bid is delivered properly.

The sealed bid envelope must be included in the express

envelope.

15. For Electronic Bid Submissions: Bidders must supply a

signed photocopy of the bid forms and a completed vendor

response sheet (in excel format) via BidNet Direct. Please

refer to the “Vendor Response Sheet Instructions” for

information on how to properly fill out the forms.

16. The proposal as presented shall remain valid for a minimum

period of sixty days (60) from the date of bid opening.

17. Bidder must insert the price per unit as specified and the price

extension accordingly against each item bid. In the event of a

discrepancy between the unit price and the extension, the unit

price will govern. Prices shall be extended in decimals, not

fractions.

18. The quantities provided are estimated monthly numbers.

The contract will be for one year and may include summer

nutrition programs.

Bid Information, Instructions and Special Conditions, Page 1 of 4

B26-1201 Ice Cream

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

19. In order to ascertain that bid items conform to the

specifications, vendors should provide CiTi with stock numbers

for reference during the analysis process. If CiTi is unable to

verify that the item bid conforms to the specifications through a

catalog, website or cut sheets, CiTi reserves the right to reject

that item bid.

20. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall

be considered as added to each specification, except in

instances where “ONLY” or “NO SUB” is stated. CiTi reserves

the right to request samples of items where an equivalent is bid.

It is the responsibility of the bidder to notify the CiTi when

such substitutions are incorporated. Please note any

substitutions on the bid form. Please indicate your

Catalog/Vendor Item Number in the space provided on the

electronic bid form. Vendors may be required to send

catalogs to the School Districts if requested.

21. A vendor’s website link to the vendor’s ‘up to date’ online

catalog may be accepted. The vendor’s catalog/item number

must correlate to the item being bid to verify conformity to the

item specification. A bid item will not be accepted if the

vendor’s catalog/item number does not provide or link to the

item’s information as bid.

22. If the vendor is offering a substitute item with the same

packaging as the items specified, the vendor shall provide the

substitute information as well as the packaging information.

The bid software will not recognize the vendor’s substitute

offer if the packaging information is not provided and will

not evaluate the bidders pricing for that item. Failure to

provide packaging information with a substituted item will

result in the rejection of the bid item.

23. The bidder shall not change or provide the bid sheets in a

different format than the one provided. Any change in the

electronic format will prevent the CD or travel drive from

being read by the bid evaluation software and therefore will

result in the rejection of the bidders’ submittal.

24. The following three (3) forms are included herein and form a

part of this bid proposal: 1. Bid Proposal Certifications (Non-

Collusion Bidding Certification and Conflict of Interest

Certification). 2. Exceptions or Limitations/Acknowledgement

of Terms and Conditions. 3. Iran Divestment Act Certificate of

Compliance. Failure to fully execute these three (3) statements

will constitute grounds for rejection of a bid submission.

25. The bidder shall state the discount that will be allowed in the

School Districts for prompt payment. In the absence of such a

stated discount, a payment will be made approximately thirty

days (30) after receipt of materials and invoice.

26. All bids are to be on the basis of delivery prepaid to

destination.

27. CiTi reserves the right to waive any informality on bids

received.

28. CiTi reserves the right to reject any or all bids and to re-

advertise.

Orders and Delivery

29. Each participating School District will prepare its own

individual Purchase Order for its respective share of the bid.

Quantities listed on the bid are from the school districts listed

as active participants.

30. Delivery is to be made to multiple locations in each School

District as per the attached schedule. The Purchase Order shall

designate the place of delivery.

31. Invoices shall be presented to each School District for the

quantities ordered as per the Purchase Order.

32. Purchases made by the School Districts, because they are

governmental agencies, are not subject to any sales tax.

33. Quantities are monthly estimates only. Deliveries will be

adequate for one-week supply. The Distributor will be

notified the day before the scheduled date of delivery as to the

ice cream for the School Districts for the following day. Any

item substitute must have prior approval from the Food Service

Director or Business Office.

34. Ice cream deliveries are to be verified by a SCHOOL LUNCH

employee before the ice cream delivery personnel place the ice

cream in the freezers. All deliveries must be accompanied by

an itemized delivery slip or invoice.

35. Ice cream shall be delivered in vehicles properly designed for

that purpose, delivered in a frozen state and in clean and well-

wrapped packages. Products must be delivered under sanitary

conditions.

36. A MATERIAL SAFETY DATA SHEET must accompany

each bid item delivered containing a Chemical Substance.

Failure to include these requisite data sheets will prohibit the

processing of payment.

37. After receipt of an order, the vendor agrees to call the district

within three working days, concerning any out-of-stock items,

or defect in the purchase order. If a district is forced to

purchase out of stock items or items not meeting specifications

from another vendor, the difference must be paid by the

original vendor.

38. During the scheduled delivery times, the vendor agrees to

remove all damaged cases that are visible and all products that

are found damaged upon opening, or products which do not

meet specifications.

Bid Information, Instructions and Special Conditions, Page 2 of 4

B26-1201 Ice Cream

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

39. Pertinent information:

Damaged goods not removed by the vendor, as stated, will be

regarded as abandoned and the district shall have the right to

dispose of them as its own property. This condition addresses

the following concerns:

a. Damaged cases discovered during and after delivery

b. Products that do not meet specifications

c. Storage of such items

d. Ownership of such items

40. In any of the situations mentioned, the vendor is required to

pick up damaged goods at the time of delivery and immediately

issue credit. Additionally, if the discrepancies are not noted

until after receipt of the goods, the vendor agrees to pick up the

items on the next delivery. In either event, if the vendor does

not adhere to these terms, the district gains title to the property

and needs only to maintain a record of the delivery date and the

item codes to be entitled to credit.

Force Majeure

41. The successful bidder shall not be held responsible for any

losses resulting if the fulfillment of the terms of the contract

shall be delayed or prevented by wars, acts of public enemies,

strikes, fires, acts of God, or for any other acts not within

control of the successful bidder and which by the exercise of

reasonable diligence he/she is unable to prevent.

42. Products and quantities listed on the bid are CiTi’s best

estimate based on the projected instructional plan for CiTi and

participating school districts. If CiTi or the participating school

districts’ instructional plans change due to unforeseen and/or a

force majeure event, the actual quantities purchased might also

change.

Award

43. Notice of Award shall be made to the successful bidder within

sixty days (60) from the date of bid opening. The award for this

bid will take place at the June 17, 2026, CiTi Board Meeting.

44. The bid award will be in an aggregate manner, a line-by-

line manner or by subcategory method.

45. The CiTi/School District and the vendor will submit all

complaints in writing to the appropriate party(s) within four (4)

days of occurrence of any incident. The CiTi Cooperative

Bidding Office will maintain a file of all complaints that are

submitted from both the CiTi/School District and the vendor.

46. This will be an annual bid. The bid period will be from 07-

01-2026 to 06-30-2027.

Special Instructions to Bidders

Ice Cream Products

47. Vendors shall supply Label Samples of all Products

included in the bid. Provide only those which will be supplied

for the duration of the bid. Nutritional Data information must

be provided with the bids. Bids submitted without the

necessary Nutritional Data Sheets will not be accepted.

Substitutes will not be accepted without prior approval from the

individual school districts purchasing the product. Substitutes,

if accepted, must be of EQUAL OR BETTER QUALITY than

that of the original product specified in the bid.

48. PRODUCT SAMPLES may be requested after the bids are

opened. Do not submit product samples unless requested to do

so. Samples, as requested, will be evaluated on the basis of

quality, taste, and serving size. Evaluation will be performed by

a representative panel of Food Service Directors from varying

school districts involved in this Cooperative Bid. The bidder’s

responsiveness will be considered in determining the evaluation

results.

49. The Award will be based on Cost, Quality, Appearance, and

Taste.

50. Monthly statements for ice cream sold under this contract shall

be submitted at the close of each calendar month. The School

Districts shall be billed on separate invoices. Bid submissions

should not include price stipulations indicating discounts if

payments are received within a specified time frame.

51. Bidder Notice: The bid determined to be second lowest shall

be held in force for a period not exceeding thirty days, (30),

after performance by awarded bidder begins. In the event of the

cancellation or the defaulting of the contract, the CiTi reserves

the right to award the bid to the next low bidder or to re-bid the

package in the manner prescribed by law. In the absence of a

statement to the contrary, CiTi shall assume the stipulation is

agreed upon by the designated second low bidder. The awarded

bidder, vendor, shall be held liable for monetary losses

resulting from the vendor’s failure to meet the stipulated

delivery schedule, attached to and made part of this bid. These

include monetary losses resulting from the local purchase of the

awarded products.

52. Non-Discrimination: The vendor agrees and warrants that in

the performance of this contract, the vendor will not

discriminate against any person or group of persons on the

grounds of race, color, religion, and national origin. The vendor

further agrees and warrants that they will comply with all civil

rights requirements promulgated by Congress, the State of New

York, and the State in which the producing plant(s) is located.

53. Compliance: For the purpose of these specifications, all

finished products require production in plants that are in full

compliance with the Federal Pure Food & Drug Act, State, and

County Health Codes in the geographic location of the

producing plant, and as related to the production, handling, and

distribution of the products.

Bid Information, Instructions and Special Conditions, Page 3 of 4

54. Non-Compliance: Finished products that fail to meet the

specifications of this contract shall be rejected. The vendor will

be notified by both email and phone, and dutiful replacements

will be requested. Where the vendor is unable to replace the

rejected products within sufficient time to meet the school

district’s schedule, the district shall have the right to purchase

replacement of the rejected items on the open market charging

the difference in cost to the vendor. The continued failure on

the part of the vendor to meet the terms of this contract shall

constitute grounds for cancellation.

55. Bids for substitute products will be considered as long as they

meet the minimum requirements listed in the specifications.

Product Samples may be required.

56. To be considered a ‘Choose Sensibly’ product as determined by

the New York School Nutrition Association the following

guidelines for a snack must be met:

a. 7 grams or less of fat

b. 2 grams or less of saturated fat

c. 0 grams of trans fat

d. 15 grams or less of sugar

e. 360 milligrams or less of sodium

f. One serving per package

57. Failure to adhere to these instructions will constitute

grounds for rejection of the bid.

B26-1201 Ice Cream

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

Bid Information, Instructions and Special Conditions, Page 4 of 4

Commodity Codes

• NAICS 311520Ice Cream and Frozen Dessert Manufacturing

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