7-RFB-RC-2022-061 Award-Revised 9-9-24.pdf

COUNTY OF ROCKLAND

Department of General Services

Purchasing Division

Title: Catering Services

Contract Period: September 13, 2022, through September 12, 2023 w/ 4 one-year options Extended through September 12, 2024, w/ (3) 1-year options Extended through September 12, 2025 w/ (2) 1-year options

Original Date of Issue: September 12, 2022

Date of Revision: 09/09/24

Bid No: RFB-RC-2022-061

Catalog: Food & Water

Authorized Users: County Agencies, All Political Subdivisions

Address Inquiries to:

Name: Raheela Akhter Title: Purchaser I Phone: 845-364-3813 Fax: 845-364-3809 E-mail: akhterr@co.rockland.ny.us

Description This contract is to provide catering services.

Contract Number Vendor Number Contractor & Address Telephone No.

Bid 22-061 0000027579 American Grill, Inc.

2987 Third Avenue Bronx, NY 10459 Contact: Hector Cruz Agnyc10455@gmail.com

646-995-9696

Contract Award Notification mailto:Agnyc10455@gmail.com

DEPARTMENT OF GENERAL SERVICES, PURCHASING DIVISION

Dr. Robert L. Yeager Health Center

50 Sanatorium Rd, Building A Pomona, New York 10970

Phone: (845) 364-3820 Fax: (845) 364-3809

Email: purchasing@co.rockland.ny.us

Paul Brennan, FNIGP, NIGP-CPP, CPPO

Director of Purchasing

RFB-RC-2022-061

TITLE: CATERING SERVICES

REQUIRED INFORMATION FOR ALL PURCHASE ORDERS

• Title of Function

• Date of Function

• Time of required delivery

• Location of Delivery including room number if applicable

• Time of Function

• Contact name and phone number of person overseeing this order in case supplier has questions.

• Contact name and phone number of contact person on day of event if different than above.

• All orders that do not have the required information will be rejected and sent back to the requestor for corrections.

The following information must be included in the line notes as specified

• Choice of Side Dishes selected for order (up to 2)

• Flavor(s) of soda

• Hot Dishes selected for order (up to 4)

ALL ITEMS THAT MUST BE RETURNED TO AMERICAN GRILL WILL BE

PICKED UP IN THE AFTERNOON AT 4:00, UNLESS AN ALTERNATE

DAY/TIME IS APPROVED. Department is responsible for making sure supplies are left in a secure location until picked up. Please confirm arrangements with the supplier upon delivery of the order.

Milk Carafes provided for coffee, must be emptied once event is over! Supplier should not be picking up spoiled milk.

All orders must be placed minimum 7 business days prior to the scheduled event.

mailto:purchasing@co.rockland.ny.us

BID NO.: RFB-RC-2022-061 CATERING SERVICES Award 1

VENDOR: American Grill Inc.

LINE

NO.

DESCRIPTION ITEM NUMBER EST. QTY. UNIT OF

MEASURE

UNIT PRICE TOTAL PRICE

GROUP 1: BREAKFAST (Items 1-4)

1 Coffee/Tea-Rolls and/or Assorted Bagels (cut and plattered)

To include: milk, sugar, artificial sweeteners, cups, stirrers, butter and cream cheese

Minimum 25 People

96115000005 200 Price per Person $6.00 $1,200.00

2 Coffee/Tea-Bagels, Danishes and Muffins (cut and plattered)

To include: milk, sugar, artificial sweeteners, cups stirrers, butter and cream cheese and paper goods

Minimum 25 People

96115000011 200 Price per Person $6.00 $1,200.00

3 Fresh Fruit Platters-Seasonal Fruits

Platter to serve approximately twenty (20) people

96115000075 20 Price per Platter $100.00 $2,000.00

4 Orange Juice – 64 Ounce Carton

Only to be orderered with Breakfast choice

96115000079 4 Each $5.00 $20.00

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROAD

POMONA, NY 10970

TELEPHONE NO.: 845-364-3820

FAX NO.: 845-364-3809

BID NO.: RFB-RC-2022-061 CATERING SERVICES Award 2

LINE

NO.

DESCRIPTION ITEM NUMBER EST. QTY. UNIT OF

MEASURE

UNIT PRICE TOTAL PRICE

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROAD

POMONA, NY 10970

TELEPHONE NO.: 845-364-3820

FAX NO.: 845-364-3809

GROUP 2 : LUNCH (Items 5-17)

Combo Sandwiches by the Foot

Italian bread, Size of sandwich to be determined by amount of people served - one

(1) foot to serve approximately five (5) people

5 AMERICAN Combo – 3 Meats – 1 Cheese

To include: Ham, Roast Beef, Turkey, and American Cheese. Also to include:

lettuce, tomato, onion and any and all other items normally in an American hero sandwich. All meats are to be Boar’s Head or approved equal. One (1) ft to serve approximately 5 people

ALL Combo Sandwiches are to include choice of two (2): potato salad, macaroni salad, pasta salad or coleslaw. Condiments and Paper goods must be provided.

Minimum 2 ft

96115000017 25 Price per Foot $17.00 $425.00

6 ITALIAN Combo – 3 Meats – 1 Cheese

To include: Ham, 'Capi', Genoa Salami, Pepperoni and Provolone Cheese. Also to include: lettuce, tomato, onion and any and all other items normally in an

Italian hero sandwich. All meats are to be Boar’s Head or approved equal. One

(1) ft to serve approximately 5 people

ALL Combo Sandwiches are to include choice of two (2): potato salad, macaroni salad, pasta salad or coleslaw. Condiments and Paper goods must be provided.

Minimum 2 ft

96115000014 25 Price per Foot $17.00 $425.00

BID NO.: RFB-RC-2022-061 CATERING SERVICES Award 3

LINE

NO.

DESCRIPTION ITEM NUMBER EST. QTY. UNIT OF

MEASURE

UNIT PRICE TOTAL PRICE

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROAD

POMONA, NY 10970

TELEPHONE NO.: 845-364-3820

FAX NO.: 845-364-3809

7 VEGETARIAN Combo

To include: Eggplant, Roaster Peppers, Zucchini, and Mozzarella Cheese. Also to include: lettuce, tomato, onion and any and all other items normally in a vegetarian hero sandwich. One (1) ft to serve approximately 5 people

ALL Combo Sandwiches are to include choice of two (2): potato salad, macaroni salad, pasta salad or coleslaw. Condiments and Paper goods must be provided.

Minimum 2 ft

96115000020 8 Price per Foot $16.00 $128.00

8 Assorted Sandwich, Wraps, And/or Pita Platters

To include both meat and dairy.

Assorted Meats (Ham, Roast Beef, Turkey, Chicken Salad)

Assorted Dairy (Egg Salad, Tuna Salad)

Assorted Vegetables, Assorted Breads.

One platter to serve 10-12 people

ALL Sandwich platters are to include choice of two (2): potato salad, macaroni salad, pasta salad or coleslaw. Condiments and Paper goods must be provided.

Minimum 2 platters per order

96115000023 40 Price per Platter $155.00 $6,200.00

9 Select up to 4 hot trays- 40 People or more only 96115000033 200 Price per Person $17.00 $3,400.00

GROUP 2: HOT BUFFET

To Include: Garden Salad with Dressing, Dinner Rolls and Butter, Plates, Napkins and Utensils

HOT ENTREES

Chicken Francese Baked Ziti Grilled Sliced Steak

Chicken Marsala Penne Alla Vodka Sausage and Peppers

Chicken Parmesan Lasagna (meat, vegetable or cheese) Meatballs

Grilled Chicken Eggplant Parmesan or Rollantine

SIDE DISH

String Bean Almondine, Broccoli (with garlic or steamed), Assorted Mixed Vegetables, Roasted Potatoes, Rice Pilaf

BID NO.: RFB-RC-2022-061 CATERING SERVICES Award 4

LINE

NO.

DESCRIPTION ITEM NUMBER EST. QTY. UNIT OF

MEASURE

UNIT PRICE TOTAL PRICE

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROAD

POMONA, NY 10970

TELEPHONE NO.: 845-364-3820

FAX NO.: 845-364-3809

GROUP 2: DESSERT/COFFEE BREAK

Must be ordered with a catered lunch (sandwiches or hot entrees).

Not inteneded as a separate order

10 Platter of Assorted Butter Cookies

Average 1 lb. Of cookies serves approximately eight (8) people

Minimum order 2 lbs

96115000034 20 2 lbs $18.00 $360.00

11 Fresh Fruit Platters-Seasonal Fruits

Platter to serve approximately twenty (20) people

96115000075 20 Price per Platter $100.00 $2,000.00

12 Fresh Cheese Platters – Assorted Cheeses

To be determined at time of order. up to 3 kinds of cheese

18" Platter to serve approximately twenty (20) people

96115000077 5 Price per Platter $100.00 $500.00

GROUP 2: BEVERAGES

Must be ordered with catered lunch order.

Not intended as a separate order

13 Coffee and Tea

To include condiments and supplies (milk, sugar, artificial sweeteners, cups, stirrers)

40 People or more

96115000002 150 Price per Person $3.00 $450.00

14 Soda- 2 Liter bottle of branded soda, branded seltzer (regular, diet or flavored to be specified with order)- cups to be provided

96115000120 50 Price per Bottle $4.00 $200.00

15 Ice Cubes – 5 Pound Bag 96115000078 10 Price per Bag $4.00 $40.00

16 Water – 16.9 Ounce Bottle 24/Case 96115000082 15 Case $10.00 $150.00

BID NO.: RFB-RC-2022-061 CATERING SERVICES Award 5

LINE

NO.

DESCRIPTION ITEM NUMBER EST. QTY. UNIT OF

MEASURE

UNIT PRICE TOTAL PRICE

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROAD

POMONA, NY 10970

TELEPHONE NO.: 845-364-3820

FAX NO.: 845-364-3809

GROUP 2: OTHER CATERING MENU OPTIONS DISCOUNT

17 % Discount off Published Menu Prices not included in this Bid

Please enter 0 for NO Discount

96115000122 $100.00 % DISCOUNT 5.00% $5.00

SURCHARGES

18 SURCHARGE for deliveries outside normal business hours 8:00am -

5:00pm Please enter 0 for no charge

96115000123 1 Each $40.00 $40.00

19 SURCHARGE for orders under $50.00

Please enter 0 for no charge

96115000124 1 Each $150.00 $150.00

TOTAL $18,893.00

PAGE: 5

COUNTY OF ROCKLAND - DGS-PURCHASING

BLDG. A., 6th FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Catering Services

BID NUMBER: RFB-RC-2022-061

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies available to the County of Rockland.

SPECIFICATIONS

1. SCOPE

1.1. The scope of this bid is to provide catering services to agencies and departments for the County of

Rockland, for various meetings, seminars, or other authorized functions within the County of Rockland and to provide meals to the Rockland County Emergency Operators Center when activated due to natural disasters and other emergencies.

2. QUANTITIES

2.1. Quantities listed are estimates totals per year based on previous years usage. Actual quantities may be more or less.

2.2. Orders will be placed on an as need basis depending on the size of the event.

2.3. There is no maximum # of people per event.

3. PRICING

3.1. Pricing to be submitted as per the unit of measure noted on the proposal pages.

3.2. All prices to include delivery unless pick up is agreed to by the ordering department.

3.3. All prices to include use of catering equipment (i.e.: urns, platters, chafing dishes, etc.). All prices to include delivery, set up and pick up of reusable equipment. Pick up of reusable equipment to be made within 4 hours of pick-up request or a time otherwise approved by an authorized representative of the

County of Rockland.

4. PRICE LIST DISCOUNTS (Line # 17 only)

4.1. Copy of current Menu options Price list must be included with the bid response. Once awarded a contract, the percentage discount offered (line # 17) to authorized users may, at the contractor’s option, be increased based on individual orders. Discounts may be greater but in no instance shall they be lower than the awarded discount. If contractor is offering a single discount structure, the same discount will be applied to all purchases made from the contractor’s Menu Price.

4.2 Contractor must notify the Purchasing Department of all Menu Price List updates. All Menu Price List updates must first be approved in writing by the Director of Purchasing before they become effective. All percentage discounts must remain firm (unchanged) for the duration of the resulting contract. Contractor shall provide requesting authorized users with copies of the approved Menu Price List(s) or link to Website with published Menu Price List upon request.

PAGE: 6

BLDG. A., 6th FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

5. PRICE ADJUSTMENT

5.1. The County recognizes this product or service has a price component that may have a commodity with changing costs. The Contractor/Supplier may request a Price Adjustment no more frequently than once each quarter (3-month period).

A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (ie, commodity increases), the current pricing, and the requested revised pricing.

The County will review the Price Adjustment request. If the Price Adjustment is deemed reasonable the Price Adjustment request will be accepted by written acknowledgement. If the request is not accepted the County may entirely reject the request or may counter with revised pricing. In either case the County will provide a written explanation in support of the decision.

The Director of Purchasing may use available indexes (e.g. CPI or PPI) to determine if the requested

Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 5% will not be approved unless very unusual and significant changes have occurred in the industry.

In the event industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The County will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

6. REQUIREMENTS

6.1. A purchase order number is required for all purchases. The ordering department will place an order at least seven (7) business days prior to required delivery date. However, on certain occasions, this may not be possible. Successful bidder must honor these orders.

6.2. Bidder must bid on all items within a Group listed on the bid proposal pages. Bids omitting items within a group may be deemed non-responsive.

6.3. Bidder must submit Surcharges as specified. If submission is blank, no Surcharges will be allowed.

6.4. % Discount off Contractors published menu listed prices was added to this contract to allow for alternate items not specified in this Bid.

6.5. Alternate hot entrees may be substituted as an equal if agreed on by the contractor and the authorized person county personnel placing the order.

6.6. Sample meal or package may be requested by the Purchasing Department for evaluation of quality and quantity. This must be delivered within three working days.

6.7. All products must be first quality and freshly made.

6.8. Caterer to supply necessary equipment (i.e., coffee makers, carafes, serving utensils, chafing dish, etc.).

PAGE: 7

BLDG. A., 6th FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

6.9. This bid may be cancelled by the County of Rockland with 30 days’ notice due to poor service, not delivering on time, refusing to deliver, poor quality, stale foods, or other reasons as may occur.

6.10. Each department is responsible for disposing of any unused food or beverage.

6.11. Returnable catering equipment must be emptied and cleaned by using department.

6.12. A 24-hour emergency contact number will be required for emergency services.

6.13. Should services be required by a County agency or authorized user during a declared state of emergency – e.g. countywide power outage or activation of the Emergency Operating Center, the contractor must be able to provide catering to staff at the Emergency Operating Center during the emergency. The Contractor may be required to have access to a generator at their facility to ensure continuity of service during an event

6.14. If the contractor does not have a generator, one may be supplied by the County of Rockland for use during the emergency, for food preparation.

6.15. The contractor must give the County 24 hours advance notice if they will require a generator.

Contractor must notify Nick Longo at longon@co.rockland.ny.us (845-590-8728) and the Purchasing

Department at Phillipm@co.rockland.ny.us (845-364-2984).

6.16. All meals prepared, delivered and /or stored shall meet New York State Health code requirements for food handling, preparation, and delivery. Rockland County Department of Health follows Subpart

14-1, NYS Sanitary Code for regulations.

6.17. Contractor must furnish a current license from the proper Governing entity of the establishment location within 3 working days upon request of the County agency.

6.18. Contractor must obtain all necessary licenses and permits to provide the specified services in accordance with all Federal, State and Local requirements.

http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/http://rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/ NYS State Sanitary Code Part 14-1 - Read the New York State Sanitary

Code Part 14-1Opens in New Window

7. DELIVERY

7.1. Delivery and set-up will be as specified on the purchase order.

7.2. Hot buffet to be delivered hot with chafing dish and serving utensils

7.3. All deliveries must be accompanied by a delivery ticket or packings slips. Ticket must contain the following information:

• Supplier Name

• Purchase Order Number

• Items and Quantity delivered

• Date of Delivery mailto:longon@co.rockland.ny.us mailto:Phillipm@co.rockland.ny.us http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/ http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/ http://rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/ http://rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/ http://www.health.ny.gov/regulations/nycrr/title_10/part_14/subpart_14-1.htm http://www.health.ny.gov/regulations/nycrr/title_10/part_14/subpart_14-1.htm

PAGE: 8

BLDG. A., 6th FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

8. INVOICES

8.1. All invoices must include:

• Supplier Name

• Quantity per Item Delivered

• Cost per item delivered

• Total Cost

8.2. Copies of invoices may be provided at time of delivery.

8.3. All invoices must be emailed to AP_Invoices@co.rockland.ny.us

9. EXPERIENCE

9.1. Bidder Shall have a minimum of 12 consecutive months of experience in food service and preparation for a minimum 20 people.

• All bidders shall submit a list of a minimum of three references where similar services have been provided. See Certification of Experience Form.

10. AWARD

10.1. Award is intended to be awarded the lowest responsive responsible bidder meeting the stated requirements based on the total price.

10.2. Rockland county reserves the right to award this contract by Group as specified on the Proposal Pages.

• Group 1: Breakfast (Items 1-4)

• Group 2: Lunch/Dessert/Coffee Break/Beverages (Items 5-17) mailto:AP_Invoices@co.rockland.ny.us