2026-001 Brentwood Produce RFQ (002).pdf

NYS Office of Children & Family Services

2026 Brentwood Produce - Request for Quote Page 1 of 3

December 2025 Request for Quote

Request for Quote

RFQ Title: NYS Produce Items – Brentwood Residential Center RFQ Number: 2026-002-NYSProduce

BRC

State Agency Conducting the RFQ:

Agency Name: Office of Children & Family Services (OCFS) Street Address: 52 Washington Street City, State, Zip Code: Rensselaer, NY 12144

Delivery Location Information:

Brentwood Residential Center 1230 Commack Road Dix Hills, NY 11746

How to Reply:

Submit all questions to the Designated Contact email listed below.

Submit all responses to the Designated Contact email listed below.

Complete and submit all Attachments to Designated Contact email listed below.

Special Delivery Instructions:

Request only New York State produce (fruits and vegetables) must be fresh and delivered safely.

Delivery must be made in a manner that complies with all applicable Federal and NYS Laws, Codes, Rules, and Regulations. Deliveries must be made between Monday thru Friday between the hours of 6am and 3pm.

DESIGNATED CONTACTS

Name(s) E-Mail(s)

Kathleen Belmonte RFQ@ocfs.ny.gov

Procurement Lobbying Law/Restricted Period is in effect: Yes No Whereas the Procurement Lobbying Law is deemed applicable by OCFS, by signing, Vendor affirms that it understands and agrees to comply with the OCFS’s policies and procedures relative to permissible contacts.

RFQ LOTS

This RFQ is seeking competitive quotes from farmers, processors, distributors or any other entity that can provide various NYS produce food items (fruits and vegetables) indicated on the RFQ Financial Responses Quote sheet to be delivered to Brentwood Residential Center Responders can provide quotes on Lot 1, Lot 2 or both:

Lot 1 – NYS Produce Items (Vegetables) Lot 2 – NYS Produce Items (Fruits)

*Responders must be able to meet the below requirements to be able to submit an eligible response to this RFQ:

• Certify to provide 100% NYS produce (fruits and/or vegetables), meaning they are an unprocessed food composed of 100% raw materials that were grown, harvested or produced in NYS.

• Authorized to do business in New York State

• Responders can apply by providing quotes for Lot 1 or Lot 2 or both.

• Responders must provide a quote for every produce food item listed on the Financial Response Quote sheet for Lot 1 and/or Lot 2.

• Certify to having the capacity to make deliveries to requested location.

• Certify that all food transport complies with applicable Federal and NYS Laws, Codes, Rules, and Regulations. (Example, use of a refrigerated vehicle to transport certain food(s) at a safe temperature).

mailto:RFQ@ocfs.ny.gov

QUESTION SESSIONS AND OTHER EVENTS

Event Date Time

RFQ Release Date 01/08/2025 N/A

Questions Due 01/16/2026 4:00 pm EST

Reponses to Questions Due 01/23/2026 4:00 pm EST

Vendor Response Due Date 02/06/2026 4:00 pm EST

BASIS FOR AWARD Lowest Price Meeting Specified Technical Requirements Lowest Price Meeting Specified Technical Requirements and Mandatory Pass/Fail Requirements Best Value with Technical and Financial Score

ATTACHMENTS • RFQ Financial Response Quote Sheet (Excel)

• Certification Form

• Procurement Lobbying Form

OCFS will not be held liable for any cost incurred by the responders for work performed in the preparation of a response to this RFQ or for any work performed prior to the formal execution of an agreement. Responses to the RFQ must be received by the deadline specified above.

Responders assume all risks for timely, properly submitted deliveries. Responders are strongly encouraged to arrange for delivery of RFQ responses prior to the date when quotes are due. Late RFQ responses may be rejected.

A. SCOPE/MANDATORY REQUIREMENTS

This RFQ is being distributed to all available farmers, processors, or distributors to acquire the following:

The New York Office of Children and Family Services needs to obtain various New York produce (fruits and vegetables) to help supply ingredients needed to make healthy and nutritious meals for the youth who reside at our Brentwood Residential Center. OCFS expects to make orders on an approximate weekly basis, and the awarded responder(s) will be required to make deliveries on an approximate weekly basis to the specified location. The expected monthly volume required, for each individual produce item, during their availability period are indicated on the RFQ Financial Response Quote Sheet. These monthly produce projections are our best estimates, actual produce weekly orders will be based on actual facility need. Although produce (fruits and vegetable) food items are available at various times of the year, quotes must be submitted for a monthly price during the produce availability period. All quote rates must include any and all costs associated with supplying and delivering all produce items indicated on the RFQ Financial Response Quote Sheet.

Responders can provide quote for Lot 1, Lot 2, or both.

There are two quote tabs on the RFQ Financial Response Quote Sheet, one for vegetables food items and one for fruit food items. On the RFQ Financial Response Quote Sheet, responders must enter their quote price in the 'Monthly Bid Price' column. The price quote is based on the responder’s ability to supply and delivery the monthly volume indicated in the 'Monthly Quantity' column, at the number of months per year indicated in the 'Approximate Months of Availability per Year' column. For example:

Product Monthly Quantity Approximate Months of Availability per Year

Apples 50 lbs 12 (months of the year) Tomato, grape 20 lbs 4 (months of the year)

See above section labeled “RFQ Lot” for information regarding mandatory requirements needed to provide a quote.

B. STATEMENT OF WORK

OCFS is seeking farmers, processors, distributors, or any other entity that can supply select unprocessed NYS produce (fruits and vegetables) food items that were either grown, harvested or produced in New York state to be deliver to Brentwood Residential Center. To comply with NYS Executive Order #32 (EO32), OCFS must purchase a prescribed percentage (plateauing at 30% at the end of calendar year 2027) of our overall food spend on food items that were either grown, harvested or produced in New York State. As such, to meet the goals of EO 32, OCFS is releasing this opportunity to secure competitive pricing on NYS produce (fruits and vegetables). OCFS is seeking responders who can supply and deliver produce (fruits and vegetables) food items, where 100% of their product was grown, harvested or produced in New York state. Responders can provide a quote for Lot 1, Lot 2, or both. All quote rates must include any and all costs associated with supplying and delivering all produce items indicated on the RFQ Financial Response Quote Sheet.

C. AUTHORIZED USER TERMS AND CONDITIONS

Pursuant to New York State (“NYS”) Executive Order 32 (“EO 32”) and State Finance Law (“SFL”) § 165(4), the Office of Children and Family Services (the “Agency”) has determined that some or all of the food products to be purchased via this solicitation must be New York State Food Products. A NYS Food Product, as defined in EO 32, means “agricultural products and food items that are grown, harvested, produced, or processed in the State of New York. Processed food items that are composed of raw materials from both inside and outside the State may be deemed NYS Food Products when (i) their predominant value or quantity is derived from food grown, harvested, or produced in NYS and (ii) the processing of such food products takes place in facilities that are located in NYS.” Clarifying definitions are provided below.

• NYS Food: An unprocessed food item that is composed of 100% raw materials that were grown, harvested, or produced in New York State.

D. QUESTIONS / DEVIATIONS

All questions shall be emailed, with the following listed in the subject line “2026 NYS Produce-Brentwood” The questions shall be emailed to the Designated Contact E-Mail Address indicated on the Cover Page of this RFQ.

Responders are strongly encouraged to submit questions as early as possible. However, all questions must be submitted by the Question due date and time listed on the Cover Page of this RFQ. Answers to all questions shall be provided in the contract reporter, the OCFS website, and directly to all Responders who received this RFQ, by the due date listed on the Cover Page of this RFQ.

E. AUTHORIZED USER DISPUTE RESOLUTION PROCESS

Should a dispute or protest arise regarding this RFQ, the dispute or protest will be considered and decided by the OCFS.

Disputes or Controversies Occurring During the Term of the Authorized User Agreement.

In the event there is a dispute or controversy during the term of the Agreement resulting from this RFQ, the Vendor and OCFS agree to exercise their best efforts to resolve the dispute as soon as possible. The Vendor and OCFS shall, without delay, continue to perform their respective obligations under the resulting Agreement. Primary responsibility for resolving any dispute arising under the resulting Agreement shall rest with the persons designated by OCFS and the Awardee’s Contract Administrator and/or Account Manager.

In the event the OCFS is dissatisfied with the Vendor’s Products provided under the resulting Agreement, the OCFS shall notify the Vendor in writing pursuant to the terms of the NYS Appendix A. In the event the Vendor has any disputes with OCFS, the Vendor shall so notify OCFS in writing. If either party notifies the other of such dispute or controversy, the other party shall then make good faith efforts to solve the problem or settle the dispute amicably, including meeting with the party’s representatives to attempt diligently to reach a satisfactory result.

If negotiation between such persons fails to resolve any such dispute to the satisfaction of the parties within fourteen (14) business days or as otherwise agreed to by the Vendor and OCFS, of such notice, then the matter shall be submitted to the persons designated by OCFS and the Vendor’s senior officer of the rank of Vice President or higher as its representative. Such representatives shall meet and shall attempt in good faith to resolve the dispute within the next fourteen (14) business days or as otherwise agreed to by the parties. This meeting must be held before either party may seek any other method of dispute resolution, including judicial or governmental resolutions. Notwithstanding the foregoing, nothing in this section shall be construed to prevent either party from seeking and obtaining temporary equitable remedies, including injunctive relief.

The Vendor shall extend the dispute resolution period for so long as OCFS continues to make reasonable efforts to cure the breach, except with respect to disputes about the breach of payment of fees or infringement of its or its licensors’ intellectual property rights.