Kitchen and Custodial Supply Bid

SCHUYLER COUNTY
Request for
Kitchen & Custodial Supply Bid
6/01/2026 - 5/31/2027
Bid Due Date: 10:30 a.m., Thursday, April 09, 2026
Bid Opening: 10:45 a.m., Thursday, April 09,2026
Place: County Legislative Chambers
105 Ninth Street
Watkins Glen, NY 14891
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Schuyler County Kitchen & Custodial Supply Bid
6/1/2026 - 5/31/2027
BIDDER NOTICE
Notice is hereby given to bidders that the Clerk of the Schuyler County Legislature will receive bids at the
Legislative office at 105 Ninth Street, Watkins Glen, NY, 14891 for the purchase of kitchen and custodial supplies.
Said bids are to be submitted to the Schuyler County Legislative office prior to 10:30 a.m. Thursday, April 09, 2026.
Bids will be opened at 10:45 a.m., Thursday, April 09, 2026, and considered by the Legislature at a later date.
Bid forms and specifications may be obtained at the Schuyler County Purchasing office located at 323 Owego
Street, Montour Falls, NY 14865, on NYS Contract Reporter, BidNet and at www.schuylercounty.us (Purchasing
Department - Bids & RFPs).
INSTRUCTIONS TO BIDDERS
1. Bids must be submitted in a sealed envelope.
2. Bidders are responsible for submitting their bids to the appropriate location prior to the time indicated on the bid
document. Bidder assumes risk of any delay when bids are mailed. No bids will be accepted after the designated
time listed. Faxed and/or emailed bids will not be accepted.
3. Questions about or clarifications to the technical specifications must be made in writing to the Purchasing Director
prior to the bid opening. The deadline for submission of questions is ____Friday April 3rd______, at __4pm.
Verbal questions may not be entertained. Questions may be emailed to purchasing@schuylercountyny.gov.
4. Bidders shall indicate on the outside of the sealed bid the following information:
Company Name
Title of the Bid
Date and Time of Bid Opening
5. Bids must be completed on attached bid document; no other format will be accepted. Bids submitted on
another format or revised bid schedule will be considered non-responsive. PLEASE INCLUDE TWO (2)
COPIES OF THE BID DOCUMENT.
6. Bidders must submit pricing on a minimum of 50% of the items to be considered for award. Bids will be
awarded to those responsible bidders who submit the lowest price on an item-by-item basis and who meet all bid
specifications.
7. Please document any changes from the original bid specifications or other changes affecting the original
specifications directly on the bid document specifications forms.
8. The award of the bid will be made no later than forty-five (45) days after the bid opening. The County guarantees
no minimum or maximum purchases or contracts as a result of award of this bid.
9. Schuyler County reserves the right to allow all municipal and not-for-profit organizations authorized under the
General Municipal Laws of the State of New York to purchase any goods and/or services awarded as a result of
this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that
the extension of such contracts are at the discretion of the vendor and the vendor is only bound to any contract
between Schuyler County and the vendor.
10. The Schuyler County Legislature reserves the right to accept or reject any or all bids in full or part.
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INFORMATION TO BIDDERS
1. Each bidder shall be prepared, if requested, to furnish evidence, including documentary evidence,
to establish proof of financial responsibility, insurance coverage and ability to perform the
contract if awarded.
2. Each bidder shall guarantee that the products specified in their bid are of a quality equal to those
requested in the bid specifications. Supply samples may be requested for bidders submitting
pricing for "equal" products. Should an "equal" product not be deemed an equal, the County will
deem that product nonresponsive and award to the next low bidder.
3. Each bidder is expected to be fully knowledgeable of the products to be furnished before
submitting a bid. Acceptance of any bid shall obligate the bidder to provide the products within
the bid specifications for the amount bid, regardless of improper interpretation by the bidder.
Permission will not be given to withdraw, modify, or explain any bid after the time of the bid
opening.
4. Bids must be received by the posted due date and time. Bids received after the deadline will be
late and ineligible for consideration.
GENERAL CONDITIONS
1. Bidders shall insert the unit price and item number for each item listed in the attached bid
schedule. The price inserted must be net and include all delivery, freight and handling
charges. Case packing differences must be noted.
2. Delivery of products awarded under this bid shall be coordinated by appointment by
contacting the department between 9:00 a.m. to 4:00 p.m., Monday through Friday:
Buildings & Grounds 607-535-8111
Office for the Aging 607-535-7108
Sheriff's Office 607-535-8222
3. Equivalent case/package quantities shall be indicated on attached bid schedule.
4. In the event of a non-scheduled closing of County facilities due to an emergency or other exigent
or unplanned circumstance, the County shall not be held responsible for undeliverable goods.
5. Each delivery shall include a clearly defined, properly priced invoice. All delivery receipts
and/or invoices must be signed by an authorized representative of the Schuyler County department
receiving delivery. Unclear, non-priced, or otherwise unreadable invoices may be returned to the
vendor for clarification and/or held for payment. Returned or refused merchandise may be
deducted from the delivery invoice, in which case an additional credit invoice is not required.
Other forms of credit shall be processed in a timely manner as to be included in the regular
monthly audit for payment. A duplicate invoice copy is required unless there is a remittance
stub.
6. No charge will be allowed for Federal, State, or Municipal sales and/or excise tax. Schuyler
County is exempt from any such taxes.
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7. Representatives of Schuyler County shall have the right to inspect all products furnished by the
bidder and accept or reject such products within forty-eight (48) hours after delivery. Bidder shall
replace and/or credit any rejected products in a timely manner. When the bidder cannot or does
not replace rejected products in a timely manner, Schuyler County shall have the right to
purchase such products on the open market. The continued failure of the bidder to supply
products of an acceptable nature shall constitute grounds for termination of the bid and the right
of Schuyler County to delete the bidder from future bids.
8. Pricing shall remain firm for the term of the bid, except for discounted one-time drop prices. If
the bidder cannot provide the items they bid, at the price they bid, Schuyler County can purchase
from the next lowest bidder or from the open market, whichever has the best price.
9. The following Schuyler County Appendices are annexed hereto, incorporated by reference, and
shall govern all terms and conditions of the bid and any resulting contract(s): "Appendix A:
Standard Clauses for all Schuyler County Contracts" and "Appendix B: Minimum Insurance
Standards for Schuyler County Contracts." Any bid which seeks to change, excise, delete, amend
or otherwise alter either such appendix, or any provision thereof, shall be deemed "non-
responsive" and rejected. For the purposes of Appendix B, bidders shall be considered a
"Category VII" contractor.
10. NOTICE: By submitting a bid in response to this request, bidder is acknowledging that the
requirements, scope of work, and the evaluation process, outlined in the request for bid are fair,
equitable, not unduly restrictive, understood and agreed to.
CLOSING DATE FOR THE REQUEST FOR BID IS
10:30 a.m. LOCAL TIME, ON Thursday, April 9, 2026.
Bids will be opened at 10:45 a.m., local time,
on Thursday, April 9, 2026.
BIDS MUST BE ADDRESSED TO, AND DELIVERED TO:
CLERK OF THE LEGISLATURE
105 Ninth Street, Unit 6
Watkins Glen, NY 14891
PLEASE NOTE ON OUTSIDE OF ENVELOPE(S):
REQUEST FOR BID - KITCHEN & CUSTODIAL SUPPLY BID
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BIDDER INFORMATION - THIS SECTION MUST BE COMPLETED
BIDDER CONTACT PERSON: __________________________________________________
BIDDER TELEPHONE NUMBER: _______________________________________________
E-MAIL ADDRESS: ____________________________________________________________
LIST SCHEDULED BUSINESS CLOSINGS OF THREE (3) OR MORE CONSECUTIVE
DAYS (HOLIDAYS OR OTHERWISE): ____________________________________________
_______________________________________________________________
WILL YOU ACCEPT AWARD OF ONE OR TWO ITEMS? YES / NO (CIRCLE ONE)
PLEASE NOTE, IF THIS ITEM IS NOT CIRCLED, WE MAY NOT MAKE AWARD TO YOU.
IF YES IS CIRCLED, BIDDER IS OBLIGATED TO ACCEPT AWARD AND MAKE DELIVERY ON ALL ORDERS
REGARDLESS OF SIZE.
ARE YOU A REGISTERED MINORITY OR WOMAN OWNED BUSINESS?
YES / NO (CIRCLE ONE)
CERTIFICATION NUMBER
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CERTIFICATION: ACCURACY OF BIDDER'S REPRESENTATIONS
Bidder has read, understands, acknowledges and agrees that this Bid and all attachments thereto
will be relied upon by, and filed with, registered or recorded in or otherwise become a part of the
records of, the County of Schuyler and the public offices and servants thereof. Bidder affirms, to
the best of his/her/its knowledge, information and belief, that the representations, agreements and
promises made by Bidder in this Bid and all attachments thereto, together with any and all
exhibits or appendices, including, but not limited to, Schuyler County Appendix A ("Standard
Clauses for Schuyler County Contracts") are true, complete and accurate.
I affirm this ___ day of _________________, ____, under the penalties of perjury under the laws
of New York, which may include a fine or imprisonment, that the foregoing is true, and I
understand that this document may be filed in an action or proceeding in a court of law. In a
written instrument, any person who knowingly makes a false statement, which such person does
not believe to be true, has committed a crime under the laws of the State of New York
punishable as a Class A Misdemeanor. (PL 210.45)
____________________________
Signature
____________________________
Printed Name
____________________________
Title
____________________________
Name of Bidder
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RECEIPT CONFIRMATION FORM
REQUEST FOR BID - KITCHEN & CUSTODIAL SUPPLY BID
Please complete and return this confirmation form as soon as possible to CLERK OF THE
LEGISLATURE, 105 Ninth Street, Unit 6, Watkins Glen, NY 14891.
Company Name:
Address:
City: ________________________________ State: Zip Code:
Contact Person:_______________________________
Phone Number:
Cell Phone:
E-mail:
Fax:
I authorize the County of Schuyler to send further correspondence that the County deems to be of
an urgent nature by the following method:
Courier Collect: Account: _______________________________
Mail: ________________ Facsimile: e-mail:
Signature: ____________________________________________________________________
Title: ______________________________________________________________________
IF YOU PLAN TO SUBMIT A BID YOU MUST RETURN THIS FORM TO ENSURE THAT YOU WILL RECEIVE
FURTHER COMMUNICATION REGARDING THIS REQUEST FOR BID.
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APPENDIX A
STANDARD CLAUSES FOR SCHUYLER COUNTY CONTRACTS
PLEASE RETAIN THIS DOCUMENT
FOR FUTURE REFERENCE.
Effective 1/1/2026

STANDARD CLAUSES FOR SCHUYLER COUNTY CONTRACTS APPENDIX A
TABLE OF CONTENTS
Section Page
1. Relationship of Parties; Independent Contractor. 2
2. Non-Assignment Clause. 2
3. Executory Clause. 2
4. Performance and Invoicing Obligations. 3
5. Payment Terms; Prompt Auditing of Vouchers and Late Payment Provisions. 3
6. Set-Off Rights. 3
7. Tax Exemption. 3
8. Cancellation and Termination. 3
9. Safety. 4
10. Extensions, Renewals, Modifications. 4
11. "Lame Duck" Clause. 4
12. Force Majeure. 4
13. Insurance and Indemnification, Hold Harmless. 5
14. Workers' Compensation and Disability Benefits Insurance. 5
15. Permits and Licensing 5
16. Records. 5
17. County Property Rights. 5
18. Identifying Information and Privacy Notification. 6
19. Proprietary Information. 6
20. Compliance with New York State Information Security Breach and Notification Act. 7
21. Prohibition on Purchase of Tropical Hardwoods. 7
22. International Boycott Prohibition. 7
23. Iran Divestment Act Requirements for Certain Contracts. 8
24. Non-Discrimination Requirements. 8
25. Compliance with Anti-Sexual Harassment Laws. 8
26. Wage and Hours Provisions for Certain Contracts. 8
27. Non-Collusive Bidding Certification for Certain Contracts. 9
28. Conflicts of Interest Prohibited. 9
29. Procurement Lobbying. 9
30. HIPAA Requirements for Certain Contracts. 9
31. Additional Terms and Conditions. Certain Department of Social Services Contracts. 9
32. Conflicting Terms. 10
33. Governing Law. 10
34. No Arbitration. 10
35. Giving of Notices. 10
36. Service of Process. 10
37. County Attorney's Approval. 10
38. Admissibility of Reproduction of Agreement. 10
39. Descriptive Headings for Convenience Only. 10
40. Entire Agreement; Amendments. 10
41. No Waiver. 10
42. Survival of Certain Provisions 11
43. Electronic Signatures Binding 11
44. Execution. 11
45. Accuracy of Contractor Representations. 11
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STANDARD CLAUSES FOR SCHUYLER COUNTY CONTRACTS APPENDIX A
determination of any pertinent tribunal, agency,
STANDARD CLAUSES FOR SCHUYLER
board, commission or court. The Contractor's
COUNTY CONTRACTS
officers, members, partners, employees and agents
shall not require nor be entitled to any
The parties to the attached contract, license, lease, compensation, rights or benefits of any kind
amendment, renewal or other agreement of any kind whatsoever from the County for work performed
(hereinafter, "Agreement" or "Contract") agree to be under this Contract, including, without limitation,
bound by the following clauses which are hereby made tenure rights, medical and hospital care, personal,
a part of the contract (the word "Contractor" herein sick and vacation leave, Workers' Compensation,
refers to any party to the Agreement other than the employee liability, Unemployment Compensation,
County of Schuyler ["the County"], whether a disability, and severance pay. Contractor further
contractor, vendor, vendee, licenser, licensee, lessor, agrees that it will not make against the County any
lessee or any other party): claim, demand or application to or for any right or
privilege applicable to an officer or employee of the
1. RELATIONSHIP OF PARTIES; INDEPENDENT County, including but not limited to workers'
CONTRACTOR. Contractor shall have the status of an compensation coverage, unemployment insurance
independent contractor, and in accordance with benefits, social security coverage or retirement
such status, agrees that it will conduct itself in a membership or credit.
manner consistent with such status, and that it will
neither hold itself out as, nor claim that any of its 2. NON-ASSIGNMENT CLAUSE. In accordance with
officers or employees are officers or employees of 109 of the General Municipal Law, this Contract may
the County by reason of this Contract. Nothing in this not be assigned by Contractor or its right, title or
Contract is intended or should be construed in any interest therein assigned, transferred, conveyed,
manner as creating or establishing the relationship sublet or otherwise disposed of without the County's
of copartners between the Parties or that the previous written consent, and attempts to do so
Contractor's officers, members, partners, without such consent are null and void.
employees, staff or agents are employees of the
County in any manner whatsoever. The Contractor 3. EXECUTORY CLAUSE. (A) All Contracts. In
and their staff are and shall remain independent and accordance with 362 of the County Law, the County
separate for all work performed under this Contract. shall have no liability under this Contract to
The Contractor represents and promises that it has Contractor or to anyone else beyond funds appro-
secured at its own expense all persons required to priated and available for this Contract. (B) Certain
perform the work required by this Contract. The Installment Purchase Contracts. Further, in the case
Contractor's officers, members, partners, of an installment purchase contract, pursuant to
employees, representatives and agents shall not be General Municipal Law 109-b, any such installment
considered or deemed County employees or agents, purchase contract is not a general obligation of the
nor shall the County be deemed a joint employer County. This Contract shall be deemed executory
with Contractor, and any and all claims that may only to the extent of monies appropriated and
arise under the Workers' Compensation Laws of the available for the purpose of the Contract, and no
State of New York on behalf of said personnel or liability on account thereof shall be incurred by the
other persons while so engaged, and any and all political subdivision beyond the amount of such
claims whatsoever on behalf of any such person or monies. The installment purchase contract is not a
personnel arising out of work performed under this general obligation of the County. Neither the full
Contract including, without limitation, claims of faith and credit nor the taxing power of the County
discrimination against the Contractor, its officers, are pledged to the payment of any amount due or to
members, partners, employees, or agents, shall in no become due under such installment purchase
way be the responsibility of the County. The contract. It is understood that neither this Contract
Contractor shall defend, indemnify and hold nor any representation by any public employee or
harmless the County, its officers, employees, and officer creates any legal or moral obligation to
agents from any and all such claims regardless of any
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