Dutchess BOCES Cooperative Fresh Baked Student Pizza RFB #2627-11

NOTICE TO BIDDERS
RFB 2526-11
FRESH BAKED STUDENT PIZZA
The Dutchess County Board of Cooperative Educational Services (Dutchess BOCES) in
accordance with Section 103 of Article 5-A of the General Municipal Law, hereby invites the
submission of sealed bids to provide the services of FRESH BAKED STUDENT PIZZA as
required by Dutchess BOCES and the participating districts, as set forth in this solicitation.
Bid forms may be obtained from the offices of the Dutchess BOCES, 5 BOCES Road,
Poughkeepsie, New York, 12601 upon request or on our website: www.dcboces.org.
This Request for Bids is being offered by Dutchess County Board of Cooperative Educational
Services (Dutchess BOCES) through Tabitha Lucas, Purchasing Assistant. Sealed bids, on the
forms provided, are to be filed with the same, and will be publicly opened at the Dutchess BOCES
Conference Center at 11:00 a.m. on October 22, 2026. In the event that Dutchess County BOCES
is closed the day of the Bid opening, the bid(s) will be opened the next day that Dutchess County
BOCES is open.
All questions or requests for clarification regarding this RFB must be submitted in writing via
email to the purchasing department no later than October 9, 2026. Responses will be shared with
all known bidders.
Point of Contact for this RFB is:
Dutchess BOCES
ATTN: Tabitha Lucas, Purchasing Assistant
5 BOCES Rd, Poughkeepsie, NY 12601
Email: tabitha.lucas@dcboces.org
Phone: 845.486.4800 ext. 2264
Attachments:
Attachment 1. Student Nutrition Guidelines
Attachment 2. Student Pizza Pricing Sheet

(RFB) #2627-11
Fresh Baked Student Pizza
RECEIPT CONFIRMATION FORM
PLEASE COMPLETE AND RETURN THIS FORM ASAP
RFB NUMBER: #2627-11 TITLE: Fresh Baked Student Pizza
Vendors: Please complete and return this form as soon as possible. Doing so will ensure you
receive all future updates on this request. Email to: tabitha.lucas@dcboces.org
COMPANY NAME
ADDRESS
CITY STATE ZIP
POC: TITLE:
PHONE: FAX:
EMAIL:
______ We intend to submit a bid no later than 11:00 a.m. on October 22, 2026.
I understand that all communications related to this request will be sent to the email address I
provided, and I authorize Dutchess BOCES to do so.
______ We DO NOT intend to submit a bid in response to this request.
Dutchess BOCES is interested in the reasons why bidders fail to submit bids. Please indicate
your reason(s) by checking all appropriate item(s) below and returning this form to the address
below.
Insufficient time allowed for preparation Other :_____________________________
of bid.
____________________________________
We do not offer these goods/services.
Insurance requirements are too ____________________________________
restrictive.
____________________________________
Bond requirements are too restricting.
Workload does not allow us to bid at this time. ____________________________________
Specifications unclear or too restrictive.
Quantities too small
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1. INSTRUCTIONS TO BIDDERS
Bidders are responsible for carefully reviewing the entire contents of this RFB packet, including
all requirements, specifications, and terms. Please ensure all required documentation is included,
completed in full, and submitted according to the instructions provided.
The checklist below outlines the mandatory submission items. Each box must be checked off by
the bidder to confirm compliance. Incomplete submissions or failure to follow these instructions
may result in disqualification.
All bids become the property of Dutchess BOCES and may be subject to disclosure under the New
York State Freedom of Information Law (FOIL), Public Officers Law 84-90.
Bid Due Date: October 22, 2026 at 11 a.m.
Submission Address: Dutchess BOCES, ATTN: Purchasing Department, 5 BOCES Rd,
Poughkeepsie, NY 12601
Bid Format: All bids must be sealed and clearly labeled as:
"RFB for Fresh Baked Student Pizza #2627-11"
Bids must include:
IRS Form W-9
Bidders are required to submit one completed hard copy of the Certifications Packet, pages
14-22 in this RFB, with all pages properly and legibly completed with the appropriate
signatures.
Certificate(s) of Insurance (COI), if available at the time of bid submission. Successful
bidder(s) shall provide certificates prior to contract award or execution.
Company Information
Student Pizza Pricing Sheet (including district selection)
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2. INTRODUCTION & BACKGROUND
BOCES are cooperative associations of school districts established by New York State law to share
services efficiently and economically. Dutchess BOCES Purchasing manages procurement for all
programs and operations, leveraging collective buying power to achieve best value for Dutchess
BOCES and its component districts.
3. SCOPE OF SERVICES
The purpose of this Request for Bids (RFB) is to secure qualified vendor(s) to provide fresh baked
student pizza as needed to Dutchess BOCES and its component districts. Services will be rendered
on a pay-per-use basis, as needed, and will include all labor, parts, materials, and documentation
necessary to ensure full compliance with applicable state and federal regulations.
Contract Period
The initial term of this contract shall begin on November 13, 2026 or upon Board of Education
approval, whichever is later, and shall continue for one (1) year through November 12, 2027. The
end date of the initial term is fixed and shall not be extended due to a delayed start. Four (4) one-
year extension options may be made upon mutual consent.
While Dutchess BOCES intends to execute extensions as described above, nothing herein shall be
construed as binding Dutchess BOCES to any extension. Dutchess BOCES reserves the right to
decline a contract extension for any reason permitted by law.
Piggybacking
This solicitation and any resulting award(s) are intended to be available for piggybacking use by
other governmental entities under GML 103. Use by another entity is subject to the awarded
vendor's consent and must be under the same terms, conditions, and pricing as this contract.
Dutchess BOCES is not a party to such transactions and assumes no responsibility for
performance, ordering, or payment by any other entity. For school districts within New York
State, see the Eligible School Districts page of this RFB.
Student Pizza Specifications - General Requirements
Student pizza must meet the nutritional guidelines established by the National School Lunch
Program (NSLP). The details of the requirements are included in Attachment 1 of this RFB.
4. QUALIFICATIONS & REQUIREMENTS
Pricing Submission
Pricing shall be submitted on the Bid Pricing Spreadsheet provided with this solicitation.
Vendors are not required to bid on every item listed.
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All prices submitted shall remain firm for the duration of the contract.
Delivery Pricing
Delivery charges are to be included in pricing and no fees will be charged for delivery or
processing of orders above the contracted costs.
Deliveries are to be made to the locations and at the times agreed to between the ordering agency
and the vendor. Delivery may be made using vendor-owned or employee-operated vehicles,
provided that all vehicles are properly equipped to maintain food safety standards. Vendors must
have the capability to deliver cooked pizza to multiple school locations simultaneously, while
maintaining a food temperature of no less than 165 degreesF at the time of delivery.
There will be no assistance for delivering, and deliveries must be made and delivered to the place
directed inside the building. All materials and supplies must be securely packed in uniform
containers, adequately marked as to contents and delivered without damage or breakage in such
units specified in schedules.
Each delivery shall be accompanied by a delivery ticket or packing slip (or similar) which includes
the following information for each delivery:
Vendor Name Names or Description of Item(s)
Purchase Order Number Quantity
Item Number(s)
It is the responsibility of the vendor to ensure their delivery personnel are fully aware of all delivery
requirements.
Additional Discount
Vendors may offer an additional percentage discount not specifically listed on the Bid Offer
attachment. Any such discount shall be indicated on the bid offer sheet and shall remain firm for
the duration of the contract.
Price Adjustments
Bid prices shall remain firm for the initial six (6) month period of the contract. Thereafter, if the
contractor can document a manufacturer or market price increase or decrease of more than ten
percent (10%) for the affected items, the contractor may request a price adjustment for
consideration by Dutchess BOCES.
Any approved price adjustments shall take effect for the subsequent six (6) month period.
Requests for price adjustments may be submitted for each six (6) month interval during any
approved extension of the contract.
All price adjustments are subject to review and approval by Dutchess BOCES and shall not take
effect unless formally approved.
Minimums
Every effort will be made by Dutchess BOCES and Participating School Districts to submit orders
totaling at least $50.00, but no minimum order may be required by the Successful Bidder.
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5. GENERAL INFORMATION
Contract Formation
By submitting a bid, the vendor agrees that all terms, conditions, and specifications of this RFB,
including any addenda, will be binding upon award. Bidders must complete the Certifications
and General Conditions packet, and it must be returned with the bid to constitute a responsible
submission.
Contract Discrepancies & Re-Award
Any discrepancies in product quality, nutrition compliance, labeling, packaging, delivery
performance, or failure to meet bid specifications shall be considered a material breach, at the
discretion of Dutchess BOCES. Dutchess BOCES reserves the right to remove the affected
item(s) from the award and re-award to the next lowest responsive bidder, or otherwise procure
such items in the best interest of the participating districts. The original vendor may be held
financially responsible for any resulting cost difference.
Participating districts and vendors must notify the Dutchess BOCES Purchasing Department of
any discrepancies and/or substitutions.
6. QUALIFICATIONS & REQUIREMENTS
To be considered for award, vendors must meet the following minimum qualifications and provide
documentation upon request:
Vendors must hold all licenses, permits, certifications, and registrations required under
applicable federal, New York State, and local laws
Vendors should have a minimum of two years' experience providing similar services.
Vendors must be capable of servicing multiple delivery locations as specified in this RFB.
Dutchess BOCES reserves the right to disqualify bidders based on unsatisfactory
references, past performance, failure to meet bid requirements, or a determination of non-
responsibility.
Nutrient Analysis Information
A written nutrient analysis for each awarded item must be included with bid submissions. The
pizza product must be able to comply with the whole grain criteria in the National School Lunch
Program (see attached Terms and Conditions for details) and must be of such nutritional value that
the Food Service Manager is able to incorporate the pizza into a weekly menu that is in compliance
with the Healthy Hunger-Free Kids Act.
All items must have the following information included with delivery:
CALORIES PROTEIN
CALORIES FROM FAT CALCIUM
CALORIESFROM SATURATED FAT
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IRON VITAMIN C
VITAMIN A SODIUM
Licensing and Certifications
Vendor must hold all required and valid licenses and permits under applicable federal, New York
State, and local laws to prepare, handle, and deliver food intended for school consumption.
A copy of a current Board of Health Permit must be submitted with the bid response.
Vendors must comply with all food transportation regulations in all jurisdictions where deliveries
will occur.
All supplies and food products shall comply in all respects to the standards and regulations
established by Federal or New York State Laws, including the Federal Food, Drug and Cosmetic
Act, and subsequent decisions of the U.S. Department of Agriculture and the Board of Health.
Delivery and Handling
Vendor must have the operational capacity to deliver to multiple school sites across Dutchess
BOCES and its component districts.
Deliveries must be made in insulated or temperature-controlled containers/vehicles to maintain
food quality and safety.
Delivery windows will be coordinated with each location and may include both lunch and dinner
service periods.
Buy American Provision
The District participates in the National School Lunch and School Breakfast Programs and, to the
maximum extent practicable, shall purchase domestic agricultural commodities and food products
in accordance with 7 CFR 210.21(d) and 220.16(d).
A domestic product is one produced and processed in the United States using more than 51% U.S.-
grown agricultural commodities. Vendors must indicate for each item whether it meets this
requirement. Non-domestic items will only be considered when permitted under federal
regulations.
Inspection
Any authorized agency of the school or Health Department shall have the right to inspect the
premises, facilities and methods by which products are manufactured and may make or cause to
be made standard tests for fats, solids and bacteria for the purpose of determining whether or not
the terms of the contract are being properly performed. All ingredients (dairy and nondairy) shall
be properly inspected prior to use, and the contractor shall keep records of laboratory analysis on
file for inspection by authorized representatives.
References and Experience
Vendor must have a minimum of two years' experience providing school or institutional food
service at a similar scale.
Dutchess BOCES may require references and reserves the right to disqualify bidders based on
negative reference checks or unsatisfactory past performance.
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7. VENDOR RESPONSIBILITIES
The awarded contractor shall be responsible for performing all services in a professional, timely,
and fully compliant manner. Responsibilities include, but are not limited to, the following:
Health and Safety Compliance
All food items must be prepared, handled, and delivered in accordance with USDA, New York
State Department of Health, and local health department regulations.
Vendors must follow best practices for food safety, including proper temperature control,
sanitation, and handling during preparation and transport.
Dutchess BOCES and/or participating districts reserve the right to inspect vendor kitchens,
commissaries, or delivery vehicles at any time during the contract period.
Timely Service Delivery
The contractor shall ensure that all inquiries, deliveries, and related issues are handled in a timely
manner in accordance with the requirements of Dutchess BOCES and participating school districts.
All materials shall be securely packed and delivered without damage or breakage in the quantities
specified. All deliveries shall be made inside the building to the location designated by the
receiving district, unless otherwise specified on the purchase order.
The contractor shall provide proof of delivery for each shipment. Each delivery shall include a
packing slip or delivery ticket containing the purchase order number, description of items,
quantities, and contractor name.
8. CONTRACT RETENTION & TERMINATION CONDITIONS
The following conditions govern the continued retention of any contract awarded under this RFB.
The District(s) reserve the right to terminate the contract, in whole or in part, under the following:
Contract Retention
Dutchess BOCES reserves the right to retain the selected contractor for the full duration of the
agreement, including any extensions, provided the contractor complies with all terms and
conditions of the contract and performs in a satisfactory manner. Continuation of the agreement
into any optional renewal period shall be contingent upon mutual written consent and satisfactory
performance, as determined solely by Dutchess BOCES.
Termination for Cause
Dutchess BOCES reserves the right to terminate this contract, in whole or in part, for cause upon
written notice to the contractor. Cause shall include, but not be limited to:
* Failure to perform services in accordance with contract requirements
* Repeated delays or failure to meet scheduled deliveries
* Failure to comply with applicable laws, regulations, or safety standards
* Any other material breach of contract.
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Prior to termination, Dutchess BOCES will provide written notice of the deficiency and may allow
the contractor a reasonable period to cure the issue, at its sole discretion. In the event of termination
for cause, Dutchess BOCES shall not be liable for any costs incurred by the contractor after the
effective date of termination.
Termination for Convenience
Dutchess BOCES may terminate this contract at any time, for any reason, with at least thirty (30)
days' written notice to the contractor. In such case, the contractor shall be compensated for services
satisfactorily performed up to the effective date of termination. No compensation shall be due for
anticipated profit, loss of future business, or work not yet performed unless otherwise required by
law.
Effect of Termination
Upon termination, the contractor shall promptly return all Dutchess BOCES property, data, and
documentation. Dutchess BOCES shall not be liable for any further obligations, penalties, or
damages beyond payment for services accepted and rendered.
9. INSURANCE & COMPLIANCE REQUIREMENTS
The vendor shall maintain insurance coverage at its sole cost for the entire contract term, including:
Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
Automobile Liability: $1,000,000 combined single limit (required only if the
vendor uses company-owned, leased, or employee vehicles to make deliveries)
Workers' Compensation and Disability: As required by New York State law
Umbrella/Excess Liability: $5,000,000 per occurrence
Dutchess BOCES, the Board, and its officers/employees shall be named as additional insureds on
a primary and noncontributory basis. Policies shall include a waiver of subrogation and require at
least 30 days' notice of cancellation or material change. Certificates of insurance must be provided
prior to contract award and kept current throughout the contract term.
Certificates of Insurance must:
List Dutchess BOCES, 5 BOCES Rd, Poughkeepsie, NY 12601 as Certificate Holder.
Name Dutchess BOCES, its officers, agents, and employees as Additional Insureds on a
primary and noncontributory basis (General Liability).
Include a waiver of subrogation and at least 30 days' notice of cancellation or material
change.
10. DISPUTE RESOLUTION
Dutchess BOCES and the vendor agree to make a good faith effort to resolve any disputes arising
under this contract through informal discussion. If a resolution cannot be reached within 120 days,
the dispute may be submitted to non-binding arbitration in accordance with the rules of the
American Arbitration Association. The arbitration will take place in New York State. The
arbitrator's recommendation shall be advisory only and shall not be binding on either party. Each
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party shall bear its own legal costs, and arbitration fees will be shared equally, unless otherwise
directed by the arbitrator.
11. AWARD AND RESERVATION OF RIGHTS
Multiple Award Provision
Dutchess BOCES reserves the right to make a single award, multiple awards, or no award, in the
best interest of the cooperative. Awards may be made separately by category or jointly, depending
on which approach provides the most advantageous pricing, product availability, and overall value.
Evaluation Criteria
All bids received by the deadline will be reviewed by Dutchess BOCES for responsiveness to this
RFB, including completion of required forms, certifications, insurance, and pricing
documentation. Responsive bids will then be evaluated for vendor responsibility, which includes
verification of qualifications, references, insurance coverage, and past performance.
Only bids found both responsive and responsible will be considered for award.
Awards will be made to the responsive and responsible vendor(s) offering the most advantageous
pricing structure and overall value to the cooperative, consistent with the requirements of this RFB
and in the best interest of Dutchess BOCES.
Right to Reject
Dutchess BOCES reserves the right to reject any or all bids, to waive technicalities, and to accept
the bid determined to be the most advantageous and in the best interest of Dutchess BOCES.
Board Approval and Award
No award shall be made without the formal approval of the Dutchess BOCES Board of Education.
The award shall be contingent upon such approval and upon the availability of appropriated funds.
A contract shall not be formed until a purchase order or written agreement is executed by Dutchess
BOCES.
Dutchess BOCES reserves the right to:
Award this contract in whole, in part, or by category;
Designate substitute vendors if the originally awarded vendor is unable to supply an item at the
awarded price; and
Require vendors to provide items not specifically listed but considered comparable at the same
discount rate as related items under this contract.
Notification
The successful vendor will be notified of award via email following Board approval. Unsuccessful
bidders will also be notified in writing via email after the award decision is finalized. Vendor(s)
must not provide any goods or services until they receive a valid purchase order.
Dutchess BOCES reserves the right to request additional documentation or clarification from
bidders as necessary to evaluate logistical capacity and service feasibility. Failure to demonstrate
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