Attachment B Specifications and Scope.docx

24KES0213 Football Summer Catering

IFB# 24KES0240 Football Preseason Catering Lunch and Dinner

ATTACHMENT B

Specifications and Scope of Work

SECTION 1: INTRODUCTION

The University at Buffalo (“University”) is seeking bids from Food Service professionals to provide buffet style meals (both lunches and dinners) for participants of the program during the football preseason. The Football team in preparation for said upcoming 2025 football preseason, which is held approximately from July 28th – August 22nd, 2025. The meals would need to be provided on the north campus to best help manage our player’s time after practice and before meetings.

SECTION 2: SPECIFICATIONS / SCOPE OF WORK

Must provide the services identified below, observing all applicable federal, state and local laws relating to industry, labor, and employment in a manner consistent with U.S. standards of good practice. The University shall not be responsible for any products or services provided that are outside the scope of this quote. The University shall not be responsible for any additional costs other than the costs for the services outlined in section 3 herein, or for any work performed that has not been properly authorized in writing by the University.

2.1 LOT 1: LUNCHES

2.1.1 Successful bidder will provide buffet style meals for the dates listed on Attachment E – Pricing Page (Lunch). The football team has camp approximately from July 28th, 2025 – August 22nd, 2025.

2.1.2 Successful bidder will prepare enough meals as specified by portion amounts listed in Attachment E – Pricing Page (Lunch).

2.1.3 Delivery time for meals is set for 10:00AM – 1:00PM EST

2.1.4 Number of persons are estimates and the University cannot be held to these estimates.

2.1.5 Contactor will have all food stations ready for service thirty (30) minutes prior to the scheduled mealtime.

2.1.6 Contractor must be able to accommodate ‘last minute’ changes within twenty-four (24) hours of scheduled mealtime. (Examples include lunch time or menu change).

2.1.7 Contractor to provide all plastic ware (Plastic ware to be shrink wrapped and includes: spoon, knife, fork, salt, pepper and wet nap).

2.2 LOT 2: DINNERS

2.2.1 Successful bidder will provide buffet style meals for the dates listed on Attachment D – Pricing Page (Dinner). The football team has camp approximately from July 28th, 2025 – August 22nd, 2025.

2.2.2 Successful bidder will prepare enough meals as specified by portion amounts listed in Attachment D – Pricing Page (Dinner).

2.2.3 Delivery time for meals is set for 4:00PM – 7:00PM EST

2.2.4 Number of persons are estimates and the University cannot be held to these estimates.

2.2.5 Contactor will have all food stations ready for service thirty (30) minutes prior to the scheduled mealtime.

2.2.6 Contractor must be able to accommodate ‘last minute’ changes within twenty-four (24) hours of scheduled mealtime. (Examples include lunch time or menu change).

2.2.7 Contractor to provide all plastic ware (Plastic ware to be shrink wrapped and includes: spoon, knife, fork, salt, pepper and wet nap).

2.3 SCHEDULE:

2.3.1 Pre-Season Camp Dates: July 28th, 2025 – August 22nd, 2025.

2.3.2 Football Director of Nutrition will coordinate with the contractor at the beginning of each week with any time adjustments.

2.4 FOOD:

2.4.1 Main entrée and sides are listed for each meal long with dates, portions and allergies on Attachment D: Pricing Page (Dinner) and Attachment E: Pricing Page (Lunch)

2.4.2 Meals are to be buffet style, as listed, and should account for the following portions per person unless otherwise noted on the menu found on the pricing pages:

· Starches – 2 cups per person

· Vegetables – 1.5 cups per person

· Fruits – 1 cup per person

· Protein – 8oz per person

2.4.3 Contractor may have to accommodate special menu requests to include but not limited to: vegetarian, diabetic, kosher, gluten free. These are also listed on Attachment D: Pricing Page (Dinner) and Attachment E: Pricing Page (Lunch)

2.4.4 The menu for each day will be mutually agreed upon prior to the start of this preseason.

2.5 QUALITY:

2.5.1 Successful bidder will provide food and variation of menu from week to week in coordination with the needs of the football program per the Football Director of Nutrition.

2.5.2 Contractor must ensure that all health and sanitation requirements are always met.

2.5.3 Contractor to ensure all meals are prepared with the generally accepted industry health standards.

2.5.4 Contractor must work with the Football Director of Nutrition to provide a nutritional suggestion which ensures that our players are receiving healthy meals. Nutrition is very important to our program and the final menus need to be set with the most nutrition being a major factor. This provides a good foundation for quality, nutritious meals.

3.1.1.1

SECTION 3: TERM OF AGREEMENT/CONTRACT TERM

The successful bidder will be required to enter into a formal written agreement with the University for a period of one (1) year. Award is contingent upon full execution of a contract by the parties and the approval of the State Office of the Attorney General (OAG) and Office of the State Comptroller (OSC), if applicable.

SECTION 4: ADDENDA

University reserves the right to amend the IFB prior to the Bid submittal date specified in the timeline of this IFB. If this occurs, University will make its best efforts to issue all addenda in a timely manner. All Addenda will be attached to Contract Reporter Ad #____ located at www.nyscr.ny.gov. The bid process is intended to ensure that all Bidders have equal access to information relative to this IFB. No information communicated verbally shall be binding, unless confirmed by written communication from University.

SECTION 5: METHOD OF AWARD

Bidders can choose to bid on either one lot or both lots. Both lots do not have to be bid in order to submit a bid. Award will be made based on grand total to the bidder having the lowest price per lot that meets specifications and preferences and is responsive and responsible. Bidders will be requested to submit pricing by the listed due date. The University reserves the right to award this bid either in entirety or by meal, whichever yields the lowest overall total cost.

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