Vance County - 5 OFFICIAL New Bid Bid Certification and Agreement 2025-2026.pdf

2025 – 2026 NEW BID Certification and Agreement

Vendor Directions: Prepare two (2) copies of this Bid Certification and Agreement with original signatures and return with the bid documents as required per the Vendor Bid Checklist. Double Click on the gray boxes and type in the Default text box to complete.

School District Name: Vance County

VENDOR NAME: FEDERAL ID NUMBER:

ADDRESS: CITY & STATE: ZIP:

TYPE NAME & TITLE OF PERSON AUTHORIZED TO SIGN BID CERTIFICATION FORM:

NAME/TITLE: E-MAIL: PHONE:

DEFINITIONS

• The term “New Bid” as used in this document, means the School District has sent an Invitation and IFB/Contract with documents to eligible Vendors for the purpose of awarding a Vendor to carry out the terms of the IFB/Contract.

• The term “IFB/CONTRACT” as used in this document, means the current year Vance County IFB/CONTRACT.

The Vance County IFB/CONTRACT may be updated annually as needed for clarification, compliance with USDA regulatory policy and for the efficient and effective functioning of the Vance County School District. Vendors in “renewal” will receive the updated IFB/Contract each year.

• The IFB/Contract may be renewed for up to two, one year periods, or the School District may re-bid the IFB/Contract each year.

• The term “IFB/Contract,” as used for New Bids, means the comprehensive collection of the following items sent to eligible Vendors as information and to be completed and to be returned to the School District as part of the Official Documents of the Bid Packet:

1. NEW Bid Invitation to Vendor – Notification to Vendors of Bid Opening Date and details of requirements.

2. Vendor Checklist – Check-off list of required documents – Place as Top Page of the bid packet.

3. Official 2025 - 2026 IFB/Contract – Copy for Vendor’s file, do not return with bid packet.

4. Official IFB/Contract Attachments A – I – Completed and signed with original Vendor signature.

5. Official New Bid Certification and Agreement - Signed and returned by the Vendor.

School District Official signs after School District approval of award. The completed/signed Agreement copy is mailed to the awarded Vendor. The agreement is effective by the issue of a School District Purchase Order to the Vendor.

6. School District Special Conditions

7. School District Profile – Updated profile of local schools provided to the awarded Vendor by School District.

8. Official 2025 - 2026 Bid Spreadsheet with Product Usage Estimates – Vendor is to complete and return with the School District bid package.

9. Vendor Contact Information Form

• BIDDER DISQUALIFICATION: Vendor failure to include any of the required documentation at the time of bid submittal or multiple bid errors MAY be considered grounds for bidder disqualification as determined by the School District. School District officials will make the final determination regarding Vendor submittal errors other than the two Distributor errors defined by the District as an immediate Non-Responsive Bid:

• FAILURE TO SIGN THIS OFFICIAL VENDOR BID CERTIFICATION FORM

• ANY CHANGE TO THE IFB/CONTRACT BID LANGUAGE

2025 – 2026 NEW BID Certification and Agreement

FEDERAL PROGRAM REGULATIONS

• The School Nutrition Programs receiving goods and services under this Contract are FEDERALLY-FUNDED programs operated under the authority of the United States Department of Agriculture (USDA). This IFB/Contract and the subsequent Contract shall comply with 7 CFR Parts 210, 220, 225, 250, 2 CFR 200 and applicable cost circulars issued by the Office of Management and Budget (OMB) including A-87 Cost Principals, A -102 Administrative Requirements, and A -133 Audit Requirements.

• In compliance with this IFB/Contract, and subject to all conditions required herein, the undersigned offers /agrees to furnish and deliver, all items upon which prices are bid, at the prices set correlating to each item, within the time frame specified.

• By responding to this IFB/Contract, the Vendor certifies that the Bid is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a Bid for the same items, and is in all respects fair and without collusion or fraud. The Vendor also certifies no one connected to this company has had any connection with the development or drafting of this IFB/CONTRACT. Under penalty of perjury, the undersigned Vendor certifies that this Bid has not been arrived at collusively or otherwise in violation of Federal or State of North Carolina laws or regulations. By signing this Bid Certification, the individual whose name is shown assures that the Vendor has read and understands all the General Terms and Conditions in the Official IFB/CONTRACT and agrees to be bound by them, and is authorized to submit Bids on behalf of the Vendor.

VENDOR CERTIFICATION AND SIGNATURE

I certify by my signature below that the required PRICES quoted and brands specified in the bid spreadsheets of this IFB/CONTRACT are correct and that I have the authority to obligate the company named to perform under requirements of this Bid Certification and all Terms and Conditions stated in the Official 2025-2026 IFB/Contract, Attachments, Special Conditions and attached addenda.

Type Name of Vendor Representative Signature of Vendor Rep Authorized To Sign Bid

Type Title of Vendor Representative

Date

Type Name of Company

SCHOOL DISTRICT OFFICIAL ACCEPTANCE SIGNATURE

If any or all parts of the Vendor Bid are accepted by the School District, an authorized School District representative shall affix their signature hereto and collectively this New Bid Certification and Agreement, along with the current Official IFB/Contract, Attachments, Addenda and the Vendor’s bid sheets shall become the Contract and shall represent the agreement between the School District and the Vendor. The sections outlined in the Terms and Conditions of the IFB/Contract are for convenience and reference only, and in no way define, describe, extend, or limit the scope or intent of the provisions of any section of this document.

The Local School District approval is required PRIOR TO school district signature on the New Bid Certification and Agreement.. One (1) original copy is mailed to the awarded Vendor and one (1) original copy retained by the School District.

Dr. Cynthia W. Bennett _____________________________________________ Type Name of School District Representative Signature of School District Representative Superintendent Type Title of School District Representative Vance County Public Schools Date Type Name of School District

Revised 3/16 MVS