RFB-WC 38-25.pdf

This is a Notice to Bidders issued by Warren County Purchasing Department in New York for specification WC 38-25 requesting sealed bids for disposable food service items to serve Warren County facilities and a few Hamilton County facilities. The procurement covers 60 different disposable food service items including bags, cups, containers, plates, napkins, utensils, and various food packaging materials with estimated quantities listed for a 12-month period. Bids must be submitted by Thursday, August 28, 2025 at 3:00 p.m. at the Warren County Human Services Building, with public opening immediately following. The contract term is for six months from October 1, 2025 through March 31, 2026, with the option to extend for up to five additional six-month terms by mutual agreement between the successful bidder and Warren County.

The procurement requires unit pricing submission with delivery costs included in bid prices, delivery on an as-needed basis to multiple locations including senior citizen nutrition sites, municipal centers, and county facilities. Payment terms are net 45 days, and the county reserves the right to award by individual items or as a total package based on lowest responsible bid. Vendors must provide samples for evaluation, meet quality specifications, and comply with delivery requirements including specified time windows for meal sites (8:00 a.m. to 1:00 p.m., Monday through Friday). The county recognizes commodity price fluctuations and allows for price adjustment requests no more than once every six months during contract extensions, with adjustments typically not approved if they exceed 5% unless justified by unusual industry changes.