Invitation for Bids

State of New York Executive Department Office of General Services - Procurement Services Group Corning Tower - 38th Floor Empire State Plaza Albany, NY 12242 INVITATION FOR BIDS IMPORTANT: SEE “NOTICE TO BIDDERS” CLAUSES HEREIN BIDS MUST BE SENT TO THE ABOVE ADDRESS ONLY (E-Mail Bid Submissions Are NOT Acceptable) BID OPENING TITLE: Group 38232 - Hazardous Incident Response DATE: March 29, 2005 Equipment (Statewide) TIME: 11:00 AM Classification Code(s): 41, 42, 43, 46, 85, 92 INVITATION FOR BIDS NUMBER: SPECIFICATION REFERENCE : As Incorporated in the Invitation For Bids 19745 CONTRACT PERIOD: ADDRESS INQUIRIES TO: Team 7 June 1, 2005- May 31, 2010 Sue Wolslegel, Purchasing Officer I 5 years, with two 2 year and one Telephone No. (518) 473-9441 1 year options to extend E-mail address: [email protected] The bid must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this INVITATION FOR BIDS, Appendix A (Standard Clauses For New York State Contracts), Appendix B (OGS General Specifications) and Executive Order 127, and that all information provided is complete, true and accurate. Bidders are requested to retain Appendix A and Appendix B for future reference. Information on Executive Order 127 may be accessed at: http://www.ogs.state.ny.us/legal/ExeOrder127/overview.asp Name of Company Bidding: Bidder's Federal Tax Identification No.: Street City State Zip County Cash Discounts will not be considered in determining low bid, but cash discounts of any size may be considered in awarding tie bids. __________________% Cash Discount for payment within 15 days of delivery and/or receipt of voucher __________________% Cash Discount for payment within 30 days of delivery and/or receipt of voucher If you are not bidding, place an “x” in the box and return this page only. ¨ WE ARE UNABLE TO BID AT THIS TIME BECAUSE___________________________________________________. Bidder’s Signature: Printed or Typed Name: Title: Date: Phone : ( ) - ext ( ) Toll Free Phone : ( ) - ext ( ) Fax : ( ) - ext ( ) Toll Free Fax : ( ) - ext ( ) E-mail Address: Company Web Site: FOR PROCUREMENT SERVICES GROUP USE ONLY P.R. # LIT ¨ MEMO ¨ MISSING PAGES LET ¨ OTHER ¨ C-IFB.dot(01/04) GROUP 38232 - Hazardous Incident Response Equipment PAGE 2 Table of Contents Page Page Purpose 3 References 20 Notice to Bidders 3 Financial Stability 20 Non-collusive Bidding Certification 4 Internet Access to Contract and Pricing 20 Information Dispute Resolution Policy 4 Price Sheets and Catalogs 20 Electronic Payments 4 Instruction Manuals 20 Appendix A 4 Report of Contract Purchases 21 Appendix B 4 Special Reporting Requirements 21 Appendix C 4 Reasonableness of Price Documentation 21 Conflict of Terms and Conditions 5 Samples 21 NYS Vendor Responsibility 5 Emergency Purchases 21 Tax Law 5 Use of Recycled or Remanufactured 22 Freedom of Information Law 6 Preferred Source 22 Inquiries/Issuing Office 7 Overlapping Contract Items 22 Scope (Bid Synopsis) 7 Contract Duplication 22 Price 13 New York State Procurement Card 22 Installation 13 "OGS OR LESS" Guidelines Apply to this 22 Contract Best Pricing Offer 14 Periodic Recruitment 22 Exclusions from contract 14 Notes to Bidders 23 Non-State Agencies Participation in 14 Bidder pages 24 Centralized Contract Extension of Use 14 · Bidder Disclosure of Contacts Form 31 Minimum Order 14 · Instructions for Completion of 32 Attachment 2 Method of Award 15 · Appendix 1- Vendor Responsibility Questionnaire Discounts 15 · Appendix 2- Contractor Certification Forms Contract Changes 16 Appendix A - NYS Standard Terms and conditions Volume Discounts 17 Appendix B - NYS Standard Terms and conditions Procurement Procedures for State 17 Appendix C - NASPO Standard Terms and Agencies conditions Delivery 17 Attachment 1-Contract Update Procedure * Performance Requirements 17 Attachment 1B- Report of Contract Purchases Form Estimated Quantities 18 Attachment 2- Product Certification Matrix Contract Period and Renewals 18 Attachment 3 - Template for price list submission (Excel format) Cancellation for Convenience 19 Short Term Extension 19 Contract Migration Warranties 19 Reservation 19 Qualification of Bidder 19 (continued) 19745i.doc/T07sw GROUP 38232 - Hazardous Incident Response Equipment PAGE 3 GENERAL INFORMATION PURPOSE: The State of New York as lead state on behalf of the National Association of State Procurement Officials (NASPO) issues this Invitation for Bid for the purpose of establishing multiple award contracts to be used by New York State, New York State Eligible Contract Users, Participating States and their eligible entities that have signed a Participating Addendum. Additional States may join at a later time by signing a Participating agreement. The resultant contracts will have an initial term of 5 years with an option to renew for 2 additional two-year periods and 1 one year period. Participating States: New York State - Lead State- (As "Lead State" all NYS laws, regulations and requirements take precedence). Other participating States: Alaska, Arizona, Arkansas, Florida, Louisiana, Minnesota, Mississippi, Nevada, North Dakota, Rhode Island, South Carolina, South Dakota, Utah, Washington IMPORTANT NOTICE TO POTENTIAL BIDDERS: Receipt of these bid documents does not indicate that the Office of General Services' Procurement Services Group has pre-determined your company's qualifications to receive a contract award. Such determination will be made after the bid opening and will be based on our evaluation of your bid submission compared to the specific requirements and qualifications contained in these bid documents. NOTICE TO BIDDERS: The Commissioner of General Services will receive bids pursuant to the provisions of Article XI of the State Finance Law or the provisions of the State Printing and Public Documents Law. The following procedures shall be used for bid submittals: 1. BID PREPARATION Prepare your bid on this form using indelible ink. Print the name of your company on each page of the bid in the block provided. One copy of the bid is required, unless otherwise specified herein. 2. BID DEVIATIONS If your bid differs from the specifications explain such deviation(s) or qualification(s); and if necessary, attach a separate sheet. See “Extraneous Terms” in Appendix B, OGS General Specifications. 3. BID DELIVERY Bidders assume all risks for timely, properly submitted deliveries. Bidders are strongly encouraged to arrange for delivery of bids to OGS prior to the date of the bid opening. LATE BIDS may be rejected. E-mail bid submissions are not acceptable and will not be considered. · Bid envelopes An envelope containing a bid should be marked "BID ENCLOSED" and state the Bid Number, Bid Opening Date, and Time on the envelope containing the sealed bid. Failure to complete all information on the bid envelope may necessitate the premature opening of the bid and may compromise confidentiality. See "Bid Submission" in Appendix B, OGS General Specifications. Bids shall be delivered to: State of New York Executive Department Office of General Services Procurement Services Group Corning Tower - 38th Floor Reception Desk Empire State Plaza Albany, NY 12242 · FAX transmittals If permitted by this solicitation, fax transmittals shall be sent to: (518) 486-5628 ONLY See "Facsimile Submissions" in Appendix B, OGS General Specifications. Not accepted for this bid · Hand deliveries Bidders must allow extra time to comply with the security procedures in effect at the Empire State Plaza when hand delivering bids or using deliveries by independent courier services. Bidders assume all risks for timely, properly submitted deliveries. (continued) 19745i.doc/T07sw GROUP 38232 - Hazardous Incident Response Equipment PAGE 4 GENERAL INFORMATION (Cont’d) 4. IMPORTANT SECURITY PROCEDURES Security procedures are in effect at the Empire State Plaza. These procedures govern both parking and admittance to buildings including the Corning Tower. Photo identification is required. These security procedures may change or be modified at any time. Vendors who intend to deliver bids or conduct business with the Procurement Services Group should allow extra time to comply with the security procedures. NON-COLLUSIVE BIDDING CERTIFICATION: (Reference: State Finance Law Section 139-d and Appendix A, Clause 7) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and (3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition. DISPUTE RESOLUTION POLICY: It is the policy of the Office of General Services’ Procurement Services Group (PSG) to provide vendors with an opportunity

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