2026 Nutrition Bid.pdf

TOWN of GREENBURGH

DEPARTMENT OF PARKS AND RECREATION

Olympic Lane, Ardsley, New York 10502

(914)989-1800 - FAX (914)693-8938

PAUL FEINER JOSPEH J. LUCASEY

Supervisor Commissioner

NOEL BROCCOLI

Deputy Commissioner

November 8, 2026

To Vendors:

Enclosed you will find a bid package for PREPARED MEALS FOR THE GREENBURGH

NUTRITION PROGRAM.

Please return the completed bid package in a sealed envelope and state on the outside of the envelope “BID FOR PREPARED MEALS FOR THE GREENBURGH NUTRITION

PROGRAM”.

Please submit to:

Town Clerk’s Office

Greenburgh Town Hall

177 Hillside Avenue

Greenburgh, New York 10607

The bid opening will be held at 1:30 p.m., Tuesday, November 30, 2026 at the Meeting Room, Town Hall, 177 Hillside Avenue, Greenburgh, New York 10607.

Thank you for your consideration in this matter.

Sincerely, Lynda Maranino

Nutrition Director

Enc.

NOTICE TO BIDDERS

FOR

PREPARED MEALS FOR THE GREENBURGH NUTRITION PROGRAM

PLEASE TAKE NOTICE that the Town Clerk of the Town of Greenburgh will receive sealed bids at the Meeting Room, Greenburgh Town Hall, 177 Hillside Avenue, Greenburgh, New York 10607 until 1:30 P.M. on, November 30, 2026 for "PREPARED MEALS FOR THE GREENBURGH NUTRITION PROGRAM.” in accordance with specifications available in the office of Greenburgh Parks and Recreation, 11 Olympic Lane, Ardsley, New York 10502.

The Town Board reserves the right to reject any or all bids.

INFORMATION FOR BIDDERS

The bidder, in submitting his bid or proposal, agrees to enter into said contract with the Town of Greenburgh, if he is the successful bidder, for the equipment and/or service in accordance with his bid or proposal.

The signed bid must be enclosed in a sealed envelope, to be plainly marked, "PREPARED MEALS FOR THE GREENBURGH NUTRITION PROGRAM.”

The bidder must submit unit prices on the forms supplied, in the space or spaces provided for same, both in figures and in words. Whenever a unit price in figures differs from the unit price as stated in words, the price written in words will be considered to be the bid.

All bids or proposals must be signed by the bidder.

The bidder is not to take specifications and bidding pages apart, but must return same complete.

The Town of Greenburgh is exempt from payment of all Federal and New York State taxes. Tax exemption certificates will be issued to the successful bidder.

The bidder is to familiarize himself with all provisions of these specifications, and shall not at any time after submitting bid, dispute any of the specifications or assert that there was misunderstanding in regard to the furnishing and delivering of the items called for in this proposal.

No bid will be accepted from, or contract awarded to, a bidder in default upon any obligations to the Town of Greenburgh.

The Town Board reserves the right to select the bid proposal, the acceptance of which will, in their judgment, best secure the material and/or equipment called for in these specifications, or which will be for the best interests of the Town (irrespective of whether it is the low bid, the high bid, or otherwise), or to reject any or all bids. Proposals which are incomplete, conditional, or obscure, or which contain conditions not called for, erasures, alterations, or irregularities of any kind, may be rejected as informal, or may be waived at the discretion of the Town Board if any informality is deemed immaterial and nonprejudicial to the Town of other bidders.

The Town reserves the right to increase or decrease the quantities or amounts specified, in its unlimited discretion, and the bidder waives and releases any claim arising therefrom.

Bidder must submit with his bid detailed specifications, sample if requested, and all necessary data on the material and/or equipment he proposes to furnish. If the material and/or equipment offered differs from the minimum provisions contained in this specification, such differences must be explained in detail and bid will receive careful consideration if such deviations do not depart from the intent of this specification and are to the best interests of the Town of Greenburgh, as interpreted by the Town Board.

The bidder shall comply with all local and state laws, including the Labor and Compensation laws, in the performance of this contract.

The bidder must be authorized to do business within the State of New York and be currently in good standing.

The bidder must certify to the Town that he is current in his payment of all franchise and other taxes due the State of New York.

The bidder must certify that no officer, director, or stockholder (if less than ten

(10) stockholders) of the successful bidder is an officer or employee of the Town.

If such officer, director, or stockholder does exist, their names and relationship must be disclosed to the Town.

Bidder agrees to the terms of this bid and that the submitted prices will be honored for one full year from the Town’s acceptance of this bid by the Town Board.

Acceptance of this bid by the Town Board is likely to be made within a month of the bid date.

INSURANCE

1. The Contractor and any subcontractors, prior to signing of the contract, shall provide to the Town of Greenburgh, and maintain throughout the life of the contract, at their own cost and expense, proof of the following insurance as evidenced by a certificate of insurance presented to the Town at the time of bid submission. All insurance companies listed on the Certificate must be licensed in the State of New York, carry an A.M. Best Rating of A-IX or better, and list the Town of Greenburgh as an additional insured.

a. General Liability Insurance- Premises and Completed Operations insurance with a limit of liability per occurrence for bodily injury and property damage of $1,000,000 and $2,000,000 in the aggregate.

b. Automobile Liability Insurance with a limit of liability per occurrence for bodily injury and per occurrence for property damage at $1,000,000.

This insurance shall include coverage for:

1) Owned and Leased motor vehicles.

2) Hired motor vehicles.

3) Non-owner motor vehicles.

c. Umbrella insurance with a single limit of liability per occurrence for bodily injury and property damage of $9,000,000.

d. The Certificate of Insurance for the above coverages shall clearly indicate if the aforementioned coverages have a deductible or self-insured retention. The Contractor and all subcontractors shall always pay any deductible or self-insured retention related to all required coverages listed on the Certificate.

e. Compensation, Disability, and Employer's Liability Insurance

The Contractor shall take out and maintain during the life of this contract the statutory Workmen's Compensation, Disability, and Employer's Liability Insurance for all of his employees to be engaged in work on the project under this Contract, and, in case any such work is sublet, the Contractor shall require the Subcontractor similarly to provide Workmen's Compensation, Disability, and Employer's Liability Insurance for all of the latters employees to be engaged in such work.

f. Unemployment Insurance The Contractor for the agreed consideration promises and agrees to pay the contributions measured by the wages of his employees required by State Unemployment Insurance Laws and all amendments thereto, and to accept the account of any contribution measured by the wages as aforesaid of employees of the Contractors and his Subcontractors assessed against the Owner under the authority of said law.

2. All policies and certificates of insurance of the Contractor shall contain clauses as follows:

a. The Contractor and the Contractors insurance companies agree to hold the Town of Greenburgh harmless for all claims and/or legal actions that might be brought against the Contractor as noted in paragraph 8 of this contract. Evidence that the Town Of Greenburgh is being held harmless for all claims or legal actions that might be brought against the Contractor must be clearly stated on the Certificate of Insurance provided. In addition, payment of premiums, audit adjustments, or other assessments are the sole responsibility of the Contractor.

b. The payment of any deductible or self-insured retention in the above described insurance policies shall be the sole responsibility of the

Contractor and/or any subcontractors.

c. In the case of material change in any of the policies, thirty (30) days written notice shall be given to the Commissioner of Parks and Recreation and the Commissioner of Community Resources, 11 Olympic Lane, Ardsley, New York, 10502 by registered mail, return receipt requested. In the case of nonpayment of premium, 10 days written notice must be given to the aforementioned office.

3. All property losses shall be made payable to and adjusted with the Town.

4. All policies of insurance shall be acceptable to and approved by the Town

Attorney’s Office prior to the inception of any work.

5. Other coverages may be required by the Town of Greenburgh based on specific needs.

6. If, at any time, any of the said policies shall be or become unsatisfactory to the Town, as to form or substance, or, if a company issuing any such policy shall be or become unsatisfactory to the Town, the Contractor shall promptly obtain a new policy, submit the same to the Town Attorney’s Office of the Town of Greenburgh for approval and submit a certificate thereof as hereinabove provided. Upon failure of the Contractor to furnish, deliver, and maintain such insurance as above provided, this contract, at the election of the Town, may be forthwith declared suspended, discontinued, or terminated. Failure of the Contractor to take out and/or to maintain or the taking out and/or maintenance of any required insurance shall not relieve the Contractor from any liability under the contract, nor shall the insurance requirements be construed to conflict with the obligations of the Contractor.

7. In the event that claims in excess of these amounts are filed by reason of any operations under the contract, the amount of excess of such claims, or any portion thereof, may be withheld from payment due or to become due the Contractor until such time as the Contractor shall furnish such additional security covering such claims.

8. The Contractor agrees to protect, defend, indemnify, and hold the Town of

Greenburgh and its officers, officials, employees, and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of action of every kind of character in connection with or arising directly or indirectly out of this agreement and/or the performance hereof. Without limiting the generality of the foregoing, any and all such claims, etc. relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or any actual or alleged violation or any applicable statute, ordinance, administrative order, rule or regulation, or decree or any court, shall be included in the indemnity hereunder. The Contractor further agrees to investigate, handle, respond to, provide defense for and defend any such claims, etc., at his sole expense and agrees to bear all other costs and expenses related thereto, even if it (claims, etc.) is groundless, false, or fraudulent. In any case in which such indemnification would violate Section 5-322.1 of the New York General Obligations Law, or any other applicable legal prohibition, the foregoing provisions concerning indemnification shall not be construed to indemnify the Town of Greenburgh for damage arising out of bodily injury to persons or damage to property caused by or resulting from the sole negligence of the Town of Greenburgh, or its employees.

BID FORM

I. We hereby propose to furnish, complete, and equip in accordance with the specifications, for unit prices as follows:

SEE ATTACHED DETAILED SPECIFICATIONS:

Bid Amount $__________ per meal for term of January 1, 2027 to December 31, 2028

THE ABOVE PRICE(S) IS (ARE) AND DOES (DO) NOT INCLUDE ANY STATE OR FEDERAL TAXES.

II. We hereby state that the material and/or equipment to be furnished meet in all respects the specifications, with the following exceptions: (explain fully-use reverse side for additional space).

III. We hereby state that the material and/or equipment to be furnished exceed the specifications in the following respects: (explain fully - use reverse side for additional space)

NON-COLLUSIVE BIDDING CERTIFICATION

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

1. The prices in this bid have been arrived at independently without collusion, consultation, communications, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2. Unless otherwise required by Law, the prices which have been quoted in this bid have not knowingly been disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

3. No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.

COMPANY NAME

PLEASE PRINT NAME

SIGNATURE

ADDRESS

PHONE NUMBER

EMAIL ADDRESS

FEDERAL TAX I.D. NUMBER

Dated:

SPECIFICATIONS

I. BACKGROUND

The Town of Greenburgh is seeking bids to provide prepared meals for the Greenburgh Nutrition Program under Title III-C of the Older Americans Act of 1965 as amended. The program is funded by government grants and participant contributions. It consists of three congregate meal sites and home-delivered meals. The program operates throughout the year, Mondays through Fridays.

Congregate meal site operations are located at Embassy Community Center, 60 Palisades St., Dobbs Ferry, the Neighborhood House, 43 Wildey St., Tarrytown and the Theodore D. Young Center, 32 Manhattan Ave., White Plains. Home delivered meals will be dropped off at A.F. Veteran Park, 11 Olympic Ln., Ardsley. The kitchens are equipped with a refrigerator, freezer, warming oven and steam tables. Meals are to be prepared at the Vendors location and then transported to the sites for serving.

Home-delivered meals are also to be provided and are dropped off in bulk to A. F. Veteran Park, 11 Olympic Ln., Ardsley, NY 10502.

Contact for information regarding this bid is: Lynda Maranino, Nutrition Program Director, 11 Olympic Ln., Ardsley, NY 10502, lmaranino@greenburghny.com, 914-989-1807

II. SCOPE OF SERVICES

(a) Westchester County Requirements

The selected contractor will be responsible for providing all of the services described in the Caterer agreement established by the Westchester County Department of Senior Programs and Services.

(Attachment 1) The 2025 Form Agreement is included for review. Sample hot and cold meal menus created by the County Nutritionist are also included. The meals to be prepared and delivered to the Town shall satisfy the nutritional requirements established by Westchester County (Attachment 2). A two-month menu cycle will be distributed to the contractor each month one week previous to the beginning of that month.

(b) Congregate Meals

The Contractor will provide meals to the congregate meal sites, the number and type which will be provided in accordance with the instructions received from the Town daily. Currently, some 75 persons participate in the congregate meal program.

(c) Home-Delivered Meals

The Contractor will be responsible for preparation and delivery of meals in bulk to A.F. Veteran Park.

Currently, some 160 persons participate in the home-delivery meals program.

(d) Delivery of Food

The Contractor will deliver all meals to the three congregate sites and A.F. Veteran Park at the required temperatures provided for in the Agreement. The Contractor will deliver all meals no later than 10:30 a.m. each day to the three congregate sites and 8:30a.m. to A. F. Veteran Park. The Town’s Program Director or designee will check all meals as it arrives to ensure proper food temperature and number of meals.

(e) Special Events

Approximately 5 to 6 times a year, the Contractor will prepare and deliver meals for special events that may be on or off-site, such as the Senior Picnic.

(f) Cold Meals

In addition to the standard hot meal, the Contractor will provide a cold lunch when requested by the Town, for Holidays

III. TERMS AND CONDITIONS

The Contractor is expected to perform all of the services set forth herein for a term commencing January 1, 2027 and ending December 31, 2028. The Town has the exclusive option to renew for an additional two year term commencing January 1, 2029 and ending December 31, 2030 on the same terms and conditions. The contract can be renewed/extended for an additional two years upon the agreement of the parties with the provision that the price will be adjusted using the U.S.

Department of Labor Consumer Price Index (CPI). The price adjustment will be calculated using the annual change reflected in the Food Statistics for the New York / New Jersey region of the CPI, for the preceding year before services commence, i.e., 2026-2027 for 2028. The price adjustment is not to exceed 3.0% per year.

The Town agrees to accept from the Contractor all the meals delivered daily, five days per week, provided that they are in compliance with the bid requirements. There shall be no meals required for legal holidays designated by the Town, or any other day designated by the Town, provided seven days’ notice is given, or with the exception of days of inclement weather in which case the Town will notify the Contractor by 6:00 a.m. of that day.

The Town will reimburse the Contractor on the 20th of each month for the number of meals delivered the previous month.

The Contractor shall provide insurance in accordance with the Town’s requirements. The Contractor shall also hold the Town harmless pursuant to an indemnification agreement.

The Contractor shall have a kitchen facility located within 30 miles of the Town to ensure prompt transport of meals.

Upon execution of the agreement with the Town, the Contractor shall provide the Town with a plan, in writing, to ensure quality of production and services, which would include the opportunity for program participants to make comment as to taste, appearance and presentation of food and overall satisfaction with the meals provided.

jlucasey Draft