Recommended Steps for Submitting a Contract for Approval

Read the Checklist. Ensure that each item listed is included with the contract submission, check each included item off the checklist and then sign the checklist. Submittal of the required checklist with your signature indicates that you have verified that each item is included with the contract and complete. If the checklist has not been completed and/or signed, the documents will be returned to the Superintendent/Headmaster/Board President without being reviewed.

IMPORTANT INFORMATION REGARDING PRE-APPROVAL CONTRACTS AND EXECUTED CONTRACTS 

• Pre-Approval Contract - Any changes, additions, and/or deletions (also known as riders, addenda, or addendum) to the State Agency 2020-2021 prototype contract must be submitted to the CN Office for review and approval 30 days prior to letting bids as required by the federal and State regulations and included in the designated portion of each contract type. Failure to do so will result in the SFA being required to properly rebid the contract. NYSED Prototype Pre-bid FSMC Contracts are to be emailed to cn@nysed.gov prior to letting bids. ONLY COMPLETE PACKAGES WILL BE ACCEPTED. NYSED will notify the SFA via email, once the pre-bid has been approved.

• The Table of Contents indicates page numbers for each area that requires the SFA to fill-in the blanks and/or circles to indicate the responsible party; complete charts; check boxes, complete forms, schedules and exhibits, specify required information and signatures.

• Table of Contents/Required Forms
  • ​Form #1 and Form #1A - SFA Amendments to NYSED Prototype Contract
  • Form #2 - Cover Page
  • Form #3 - Bid Summary
  • Form #4 - Board Minutes
  • Form #5 - Notarized Affidavit of Publication * ad must be attached to affidavit
  • Form #6 - Debarment Option A
  • Form #7 - Debarment Option B
  • Form# 7A - Certification of Lobby
  • Form #7B - Disclosure of Lobbying
  • Form # 8 - Preparation of Bid Specifications
  • Form # 9 - Certification of Insurance
  • Form # 10 - Performance Security (Submit Proof of Insurance)
  • Form #11 - Summer Food Service Program
  • Form #11A /B - Summer Food Service Program
  • Form #12 - After School Snack

• Table of Contents/ Required Schedules (Ensure only related items are included in applicable schedules)
  • ​Schedule A - Menus and Related Materials
  • Schedule B - Food and Beverage Specifications
  • Schedule C - Local Wellness Policy
  • Schedule D1 - Cost Responsibility Detail Sheet
  • Schedule D2 - Cost Responsibility Detail Sheet Explanation
  • Schedule E - Itemized Inventory List
  • Schedule F - Food Safety Plan and Additional Food Safety
  • Schedule G - Staffing Schedules and Other Related Specifications Information
  • Schedule H - USDA Foods
  • Schedule I - Additional Schedules

• Do not submit binders with promotional information.

• Any time the “FSMC” or ”SFA” appears in the contract or bid specifications, the SFA must indicate either “FSMC” or “SFA” to indicate which party is responsible for the task.

• Ensure that all pages are included (agreement and bid specifications) with the required signatures and dates in blue ink only.

• Ensure all pages are submitted in proper number order. Do not reorder pages.

• Check math to confirm that the bid amount is calculated correctly.

• Submit the required summary of bids form listing all bids received and indicating which bid was accepted.

• Ensure that checklist is completed and signed.