IFB 0426 Dishwashing Products Bidders Q and A Purchase Memorandum.pdf

Division of Correctional Industries, 550 Broadway, Albany, NY 12204-2802 │(800) 436-6321│ corcraft.ny.gov

PURCHASING MEMORANDUM

Invitation for Bids Update

DATE: August 31, 2026

PLEASE ADDRESS INQUIRIES TO:

Melissa Jones, Contract Management Specialist I E-Mail: Melissa.jones@doccs.ny.gov

IFB NO.: 0426

COMMODITY: Dishwashing Products, A Raw Chemical Material

BID OPENING: September 9, 2026

CONTRACT PERIOD: October 1, 2026, through November 30, 2029, w/renewal options

SUBJECT: Bidders Questions & Answers

Question 1: Will Corcraft publish an interested-bidders list, bid tabulation or award notice that identifies the participating chemical suppliers?

Response 1: Once the contract is awarded, the bid tabulation and awardee information will be made available on the NYS Contract Reporter Ad.

Question 2: Are you looking to have this packaged in drums, totes or down packed into smaller bottles?

Response 2: Items must be packed in drums or totes.

Question 3: May the successful bidder utilize qualified third-party service contractors to perform routine maintenance, consumable replacement, and emergency service, provided the bidder remains responsible for contract performance?

Response 3: Yes, the successful bidder can utilize a qualified third-party service contractor for the reasons specified.

Question 4: Is monthly preventive maintenance required at every facility, or is service provided on an as-needed basis?

Response 4: Monthly preventative maintenance is required at every facility.

mailto:Melissa.jones@doccs.ny.gov

Purchasing Memorandum Invitation For Bids #0426

Division of Correctional Industries, 550 Broadway, Albany, NY 12204-2802 │ (518) 436-6321 │(800) 436-6321│ www.corcraft.org

Question #5: Can Corcraft provide historical service data from the current contract, including:

Number of routine maintenance visits per year

Number of emergency service calls per year Number of replacement part requests per year

Response #5: Monthly preventative maintenance is required at every facility.

Question #6: Are there specific response-time requirements associated with the 24/7 emergency service requirement?

Response #6: Within 24 hours

Question #7: Can remote troubleshooting (phone/video support) be utilized when appropriate?

Response #7: Yes, when appropriate

Question #8: How does the material need to be packaged, drums or smaller bottles?

Response #8: 275-gallon totes, or 55-gallon drums

Question #9: Detailed Specifications reference approximately 68 correctional facilities throughout New York State. Could you please provide a complete list of the facilities included in the contract, including the physical address of each location?

Response #9: Please refer to the complete listing of NYS DOCCS facilities attached at the end of this Purchase Memorandum.

Question #10: Please confirm that the successful bidder will be responsible for the routine maintenance and service of the chemical dispensing equipment provided by Corcraft, including the automatic dishwashing, pot and pan, and degreaser dispensing systems.

Response #10: The bidder is responsible to service and maintaining the dispenser that is attached to the dishwasher. The chemicals normally are Dishwash Detergent and Rinse Aid and a sanitizer (bleach, food service sanitizer).

Question #11: The IFB references emergency service of automatic dishwashing equipment. Please clarify whether the successful bidder will be responsible for diagnosing and repairing the actual commercial dishmachines, in addition to servicing the chemical dispensing equipment connected to those machines.

Response #11: The bidder is responsible to service and maintaining the dispenser that is attached to the dishwasher.

Division of Correctional Industries, 550 Broadway, Albany, NY 12204-2802 │ (518) 436-6321 │(800) 436-6321│ www.corcraft.org

Question #12: If the successful bidder is responsible for servicing the dishmachines, please define the expected scope of this service. Specifically, would the successful bidder be responsible for mechanical, electrical, plumbing, heating, pump, motor, control board, and other component-related repairs to the dishmachines?

Response#12: The bidder is responsible to service and maintaining the dispenser that is attached to the dishwasher.

Question #13: If dishmachine repair is included in the successful bidder's responsibilities, who is responsible for the cost of replacement parts and components associated with those repairs? Are these costs the responsibility of Corcraft/DOCCS, or are they expected to be included in the bidder's pricing?

Response #13: Repairs outside of regular maintenance will be handled on a time & materials basis.

Question #14: Could you please provide a current equipment list identifying the manufacturer, model, approximate age, and facility location of the approximately 138 dish machines covered under this contract?

Response #14: Only responsible for the dispensing equipment of the chemicals not the dishmachine (detergent & rinse aid). Corcraft is unable to provide a current inventory, as there are dozens of different model & manufacturers of the dispensers on hand. Winning bidder is only responsible for the maintenance & service of the dispensing equipment of the chemicals

Question #15: The IFB references emergency service availability 24 hours per day, seven days per week, including holidays. What is the required response time for an emergency service call, and is the requirement based on telephone response, technician dispatch, or arrival on-site at the facility?

Response #15: Telephone calls may be used as an initial attempt to resolve an issue, otherwise an in-person response by a qualified repair technician will be required within 24 hours.

Question #16: Please define what you consider an emergency service condition for purposes of the 24/7/365 service requirement. For example, would this apply only when a dishmachine is completely inoperable, or would chemical dispensing and ware washing performance issues also qualify as emergency service?

Response #16: This would be determined on a case-by-case basis, but in general terms performance issues would not be considered as an emergency.

Question #17: The IFB references monthly routine maintenance calls. Please clarify whether a monthly on-site service visit is required at each of the approximately 68 correctional facilities, regardless of equipment performance or service activity during that month.

#17

Response #17: monthly on-site service visits are required at each of the approximately 68 correctional facilities

Division of Correctional Industries, 550 Broadway, Albany, NY 12204-2802 │ (518) 436-6321 │(800) 436-6321│ www.corcraft.org

Question #18: Could you please provide the minimum required scope or checklist for the monthly routine maintenance visits, including any required testing, calibration, documentation, preventative maintenance, or operator training?

Response #18: Monthly Preventative Maintenance will be required as per manufacturers’ recommendations. Winning bidder will be required to maintain a log of monthly Preventative Maintenance per machines & per location.

Question #19: The IFB states that consumable replacement parts for dispensing equipment are to be provided by the successful bidder. Please provide clarification or examples of the components you consider consumable replacement parts so bidders can accurately account for these costs.

Response #19: Consumable replacement parts are primarily squeeze tubes, and other wearable parts as recommended by the manufacturer.

Question #20: Could you please confirm the manufacturer, model, age, and current condition of the dispensing equipment presently installed throughout the correctional facilities, and identify any locations where equipment replacement is anticipated at the beginning of the contract?

Response #20: Corcraft is unable to provide a current inventory, as there are dozens of different models & manufacturers of the dispensers on hand. All dispensers have been maintained monthly throughout the life of the dispenser, in accordance with manufacturer recommendations. Aged or obsolete dispensers have been replaced as needed.

Question #21: What security clearances, background checks, identification requirements, training, scheduling procedures, or other facility-access requirements will apply to service technicians entering New York State correctional facilities? Additionally, should bidders account for any significant check-in, escort, tool-control, or security-related time when planning service coverage?

Response #21: Please refer to Directive No. 2216 - Fingerprinting/Criminal History Inquiry - New Employees and Contractors, attached with this memo.

Question #22: May the successful bidder utilize qualified and appropriately insured subcontractors or authorized service providers to perform routine and/or emergency service at correctional facilities, particularly in geographic areas where direct service coverage may not be practical? If so, are there any specific approval requirements?

Response #22: Yes, the successful bidder can utilize a qualified third-party service contractor for the reasons specified in this inquiry.

Question #23: To assist in accurately evaluating the service requirements and associated costs, could you please provide historical service information for the most recent 12-month period, including the approximate number of routine service visits, emergency service calls, dispensing equipment repairs, and dishmachine repair calls across the facilities covered by this IFB?

Division of Correctional Industries, 550 Broadway, Albany, NY 12204-2802 │ (518) 436-6321 │(800) 436-6321│ www.corcraft.org

Response #23: Corcraft cannot provide historical service data.

Question #24: This bid grants CORCRAFT a non-exclusive right to repackage, relabel, and sell the Products. Can you please clarify the intent of the repackaging and relabeling rights? Our standard distributor arrangements generally require products to be sold in their original packaging and labeling, and our Distributor Statements of Cooperation do not permit repackaging or relabeling without prior written authorization.

Response #24: As noted on page 3, Finished Products; the concentrate will be manufactured into a finished product. The concentrate that Corcraft is purchasing will be repackaged for sale.

If a vendor’s agreements with their distributors do not allow repackaging for resale, this should be taken into consideration by the vendor prior to placing a bid. Refer to page 16 - Repackaging/Indemnification Agreement.

This Purchasing Memorandum is to be signed, submitted, and made a part of your bid. If you have any questions, do not hesitate to contact the Designated Contact listed on top of this memorandum.

VENDOR: ________________________________________________________

ADDRESS: _______________________________________________________

SIGNATURE OF BIDDER: __________________________________________

DATE: ______________________________