2026 EDRE CATERING RFQ.pdf

REQUEST FOR QUOTE

RFQ # 26-15

New York State Division of Military and Naval Affairs

Catering Services

1. Purpose for RFQ: The New York State Division of Military and Naval Affairs (DMNA) plans to contract out to a responsive and responsible vendor to supply meals that will be delivered to Camp Smith Training Site in support of service member’s meal requirements while attending training operations. The intent of this contract is to provide meal services as per the attached meal plan scope of work. Please note, subcontracting will not be permitted under this contract. This RFQ is limited to New York State certified MWBE’s and SDVOB’s.

2. Work Location: Camp Smith Training Site, 11 Bear Mountain Bridge Road, Cortlandt Manor, NY 10567.

3. Duration of contract: The term of this RFQ shall be four (4) weeks from September 15, 2026, through October 08, 2026, that is further broken down by the following performance periods; Sept 15-17, Sept 22-24, Sept 29-Oct 1, Oct 6-8.

4. Conditions: All meals listed shall be delivered three (3) times per day based on the schedule provided in the Scope of Work in a thorough and professional manner and in accordance with accepted industry methods and practices. All work shall be in strict compliance with all local and state codes, ordinances, laws and policies.

The contractor shall provide an adequate number of competent, properly trained personnel with sufficient supervision to provide the required services during the performance periods and delivery times identified in the Scope of Work. Contractor shall correct any substandard work without additional cost to the State.

5. Quote Submission: If you are responding to this RFQ, the attached response form must be completed and received by this office no later than Thursday, August 06, 2026 by 2:00 PM. Vendors are strongly encouraged to arrange for delivery of quotes to DMNA prior to the scheduled due date noted above.

The response form may be submitted by hand, U.S. mail, or email to the contact listed below.

Bonnie Kelleher, Purchasing Agent NYS Division of Military and Naval Affairs

MNBF-PC

330 Old Niskayuna Road Latham, New York 12110-3514 ng.ny.nyarng.mbx.mnbf-dmna-bids@army.mil

(520) 669-7027 voice/office

The following appendix is pertinent to this RFQ.

Appendix A: Standard Clauses for New York State contracts, dated June 2023, attached hereto, is hereby expressly made a part of this RFQ as fully as if set forth at length herein. Please retain this document for future reference.

6. Hours of Work: All meals will be delivered as outlined in the attached Scope of Work.

7. Mandatory Site Visit: Not Applicable

8. Clarification/Questions: All questions relating to this RFQ must be submitted and received by the designated contact in writing by mail or email at least 5 working days prior to the due date. Questions submitted after that time WILL NOT be considered. All questions must be directed to the designated contact indicated in this RFQ.

9. Designated Contact(s): All inquiries shall be directed to the representative listed below.

Bonnie Kelleher, Purchasing Agent NYS Division of Military and Naval Affairs

MNBF-PC

330 Old Niskayuna Road Latham, New York 12110-3514 bonnie.j.kelleher.nfg@army.mil

10. Cost of Preparation: DMNA will not pay any costs incurred resulting in the proposal preparation, printing or demonstration process. All costs shall be borne by the contractors.

11. Compliance with the Law: Contractors shall render the services to be provided pursuant to this agreement in compliance with all applicable Federal, State, and local laws, ordinances, rules, and regulations.

12. Pricing: The contractor warrants that the pricing stated herein shall remain firm for the duration of the contract.

mailto:ng.ny.nyarng.mbx.mnbf-dmna-bids@army.mil mailto:bonnie.j.kelleher.nfg@army.mil

13. Cancellation for Convenience: The State of New York Division of Military and Naval Affairs retains the right to cancel this contract in whole without reason provided that the contractor is given at least two (2) weeks’ notice of its intent to cancel. This provision should not be understood as waiving the State’s right to terminate the contract for cause or stop work immediately for unsatisfactory work but is supplementary to that provision.

14. Personnel: The contractor will provide a contract manager who will be responsible for the performance of the work. The name of this person along with an alternate (who will act for the contract manager when that primary designated person is absent) will be identified and provided to the designated contact prior to contract start date. The contractor will also provide telephone numbers for those people listed.

ALL CONTRACTED PERSONNEL MUST HAVE VALID GOVERNMENT ISSUED

PHOTO IDENTIFICATION TO GAIN ENTRY TO THE FACILITY.

AT THE DISCRETION OF SECURITY PERSONNEL AND\OR THE MAINTENANCE

SUPERVIOR, ANY VEHICLE MAY BE SUBJECT TO A SEARCH.

FAILURE TO COMPLY WITH ANY OF THE ABOVE CONDITIONS COULD RESULT

IN REFUSAL OF ENTRY INTO THE FACILITY.

15. Occupational Safety and Health Act: While at the facility, all contractor personnel shall comply with applicable safety requirements of the Occupational Safety and Health Act.

16. Damages: The contractor shall be responsible for all damage to government facilities and equipment caused by their action.

17. Taxes: DMNA does not pay Federal excise and State sales taxes. Our tax exemption number is 14-6013200, Certificate of Exemption will be provided.

18. Insurance Requirements: Listed below are the insurance requirements that the contractor must maintain under any Agreement resulting from this RFQ. No Agreement will be executed by the DMNA until the contractor satisfies the insurance requirements.

The contractor will provide DMNA with copies of Certificates of Insurance before goods or services are rendered to DMNA.

Commercial General Liability (ACORD) - The Selected Firm will provide a minimum combined single Limit of Liability for bodily injury and property damage of $1,000,000 per occurrence and a $2,000,000 general aggregate with coverage for the following:

{X} Premises/Operations {X} Products/Completed Operations {X} contractual {X} Independent contractors {X} Personal Injury {X} Additional Insured

Business Automobile Liability Insurance:

Not less than $2,000,000 each occurrence. Such insurance will cover liability arising out of any automobile used connection with performance under any contract resulting from this solicitation, including owned, leased, hired and non-owned automobiles bearing or, under the circumstances under which they are being used, required by the Motor Vehicles Laws of the State of New York to bear license plates.

In the event the contractor does not own, lease or hire any automobiles used in connection with performance under any contract resulting from this solicitation, the contractor does not need to obtain Business Automobile Liability Insurance, but must attest to the fact that the contractor does not own lease or hire any automobiles used in connection with performance under any contract resulting from this solicitation on a form provided by DMNA. If, however, during the term of the contract, the contractor acquires, leases or hires any automobiles that will be used in connection with performance under any contract resulting from this solicitation the contractor must obtain Business Automobile Liability Insurance that meets all of the requirements of this section and provide proof of such coverage to DMNA in accordance with the insurance requirements of any contract resulting from this solicitation.

In the event that the contractor does not own or lease any automobiles used in connection with performance under any contract resulting from this solicitation, but the contractor does hire and/or utilize non-owned automobiles in connection with performance under any contract resulting from this solicitation, the contractor must: (i) obtain Business Automobile Liability Insurance as required by this solicitation or any contract resulting from this solicitation, except that such insurance may be limited to liability arising out of hired and/or non-owned automobiles, as applicable; and (ii) attest to the fact that the contractor does not own or lease any automobiles, used in connection with performance under any contract resulting from this solicitation on a form provided by DMNA. If, however, during the term of any contract resulting from this solicitation, the contractor acquires or leases any automobiles that will be used in connection with performance under any Contact resulting from this solicitation, the contractor must obtain Business Automobile Liability Insurance that meets all of the requirements of this section and provide proof of such coverage to DMNA in accordance with the insurance requirements of any contract resulting from this solicitation.

Workers’ Compensation: Evidence of NYS Worker’s Compensation must be provided on one of the following forms specified by the Commissioner of the Workers’ Compensation Board: Our agency will not accept the ACORD as proof.

C-105.2 (September 2007, or most current version) – Certificate of Workers’ Compensation Insurance

U-26.3 – Certificate of Workers’ Compensation Insurance from the State Insurance Fund

GSI-105/S1-12 – Certificate of Workers’ Compensation Self Insurance

NYS Disability Benefits: Evidence of Disability Benefits coverage must be provided on one of the following forms specified by the Commissioner of the Workers’ Compensation Board:

DB-120.a (May 2006 or most current version) – Certificate of Insurance Coverage under the NYS Disability Benefits Law

DB-155 – Certificate of Disability Self Insurance

CE-200 – Certificate of Attestation of Exemption from Workers’ Company and/or Disability insurance coverage

**ALL COI forms must name the “Division of Military and Naval Affairs - Directorate of Budget and Finance - Purchasing and contracting, 330 Old Niskayuna Road, Latham, New York 12110”, as the Entity Requesting Proof of Coverage (Entity being listed as the Certificate Holder)

19. Invoicing and Payment:

The invoice must include detailed line-item information to allow DMNA to verify that pricing at point of receipt matches the contract price on the original date of order. The following fields must be included on each invoice:

• Contractor Name

• Contractor Billing Address

• Contractor Federal ID Number

• NYS Vendor ID Number

• Account Number

• NYS contract Number

• Name of Authorized User indicated on the Purchase Order

• NYS Agency Unit ID (if applicable)

• Authorized User’s Purchase Order Number

• Order Date

• Invoice Date

• Invoice Number

• Invoice Amount

• Product Descriptions

• Unit Price

• Quantity

• Unit of Measure

Visit the following link for further guidance for vendors on invoicing:

https://bsc.ogs.ny.gov/nys-vendors https://bsc.ogs.ny.gov/nys-vendors

RFQ 26-15 Response Form

Method of award is based on the lowest Grand Total Cost from a responsive and responsible vendor.

The figures shown below represent DMNA’s best estimate. DMNA guarantees no minimum or maximum number of meals. The contractor will be provided with a finalized head count 30 days prior to the start of the performance period. Payment to the awarded contractor will reflect quantity of meals delivered. All ancillary costs must be included in the rates quoted. To submit a quote, please enter your price per person for each meal type below, being mindful of any required mathematical extensions (e.g.

multiplied by quantities/frequency, etc.).

Contractor agrees to provide each requirement at or above the minimum specification.

Meal Type Estimated Qty x Per Person = Subtotal

Bagged Breakfast 2,235 x __________ = (a) ________

Bagged Lunch 2,235 x __________ = (b) ________

Hot Buffet Dinner 1,550 x __________ = (c) ________

Special Dietary (Halal Bagged Breakfast) 375 x __________ = (d) ________

Special Dietary (Halal, Bagged Lunch) 375 x __________ = (e) ________

Special Dietary (Halal, Hot Dinner) 250 x __________ = (f) ________

Special Dietary (Vegetarian Bagged Breakfast)

75 x __________ = (g) ________

Special Dietary (Vegetarian Bagged Lunch)

75 x __________ = (h) ________

Special Dietary (Vegetarian Hot Dinner)

50 x __________ = (i) ________

(Kosher Bagged Breakfast)

15 x __________ = (j) ________

(Kosher Bagged Lunch)

15 x __________ = (k) ________

(Kosher Hot Dinner) 10 x __________ = (l) ________

Grand Total = $ __________

SIGN HERE: _____________________________________________________

(Authorized Signature)

PRINT NAME: _______________________________________________________

TITLE: __________________________________________________________

OFFICIAL COMPANY NAME: ___________________________________________

Mailing Address: ___________________________________________________

Federal Employees ID Number: __________________________________________

New York State Vendor ID Number: _______________________________________

NYS Certified MWBE contractor Yes_____ No_____

Telephone Number (_____) ____________________________

FAX (_____) ____________________________

E-mail _________________________________________