2018 CNYDDSOO Lawncare Services IFB.pdf

Office for People With Developmental Disabilities 2018 Lawncare Services in Cortland, Lewis, Madison, Oneida & Onondaga Counties

Invitation For Bid

ANDREW M. CUOMO KERRY A. DELANEY

Governor Acting Commissioner

OPWDD Western NY Contract HUB on behalf of

Central NY Developmental Disabilities State

Operations Office

2018 Lawncare Services in Cortland, Lewis, BID CONTENTS

1. INTRODUCTION ________________________________________________________________________________________________3

2. DESIGNATED CONTACT PERSON(S) FOR INQUIRIES & SUBMISSION____________________________________________________ 3

3. TIMETABLE OF PROPOSAL DUE DATES____________________________________________________________________________ 3

4. OBJECTIVE OF THIS IFB __________________________________________________________________________________________3

5. GENERAL DESCRIPTION OF SERVICES_______________________________________________________________________________3

6. SITE INSPECTIONS ______________________________________________________________________________________________4

7. NOTICE TO POTENTIAL BIDDERS __________________________________________________________________________________4

8. TERM OF THE CONTRACT _____________________________________________________________________________________ __ 4

9. PAYMENT _____________________________________________________________________________________________________4

10. WAGE AND HOURS PROVISIONS ________________________________________________________________________________ 4, 5

11. SUBCONTRACTING ______________________________________________________________________________________________5

12. INSURANCE _________________________________________________________________________________________________ 5, 6

13. SUBMISSION OF PROPOSALS _____________________________________________________________________________________6

A. Submission Requirements: _________________________________________________________________________________6

B. References _______________________________________________________________________________________________6

C. Late Bids ______________________________________________________________________________________________ 6, 7

14. PROCUREMENT INFORMATION, MANDATORY REQUIREMENTS __________________________________________________________7

A. Procurement Lobbying Law Requirements pursuant to State Finance Law §§ 139‐j and 139‐k ____________________________ 7

B. Questions Regarding this Procurement __________________________________________________________________________ 7, 8

C. OPWDD Rights ______________________________________________________________________________________________ 8, 9

D. Incurred Costs _________________________________________________________________________________________________ 9

E. Content of Proposals ___________________________________________________________________________________________ 9

F. Period of Validity ______________________________________________________________________________________________ 9

G. Public Information Requirements / Confidentiality / Publication Rights ____________________________________________ 9, 10

H. Notice of Award, Debriefing and Bid Protests _____________________________________________________________________ 10

I. Affirmative Action _________________________________________________________________________________________ 10, 11

J. Prime Contractor’s Responsibility _______________________________________________________________________________ 11

K. Public Officer’s Law Requirements ______________________________________________________________________________ 11

L. Omnibus Procurement Act ___________________________________________________________________________________ 11, 12

M. Contract Execution ____________________________________________________________________________________________ 12

N. Vendor Responsibility Questionnaire ___________________________________________________________________________ 112

O. Health Information Portability and Accountability Act (HIPAA) ___________________________________________________ 112

P. General Duties and Additional Responsibilities ___________________________________________________________________ 12

Q. NYS Information Security Breach and Notification Act (NYS Technology Law, § 208)___________________________________ 13

R. Nondiscrimination in Employment in Northern Ireland: MacBride Fair Employment Principles __________________________ 13

S. Bidderʹs Certification of Compliance with State Finance Law § 139‐k (5) ______________________________________________ 13

T. Bidderʹs Affirmation of Understanding of and Agreement pursuant to State Finance Law § 139‐j (3) and § 139‐j (6) (b) ______ 13

U. Bidder Disclosure of Prior Non‐Responsibility Determinations ______________________________________________________ 14

V. Non‐Collusive Bidding Certification ___________________________________________________________________________14, 15

W. Public Officers Law Certification ________________________________________________________________________________ 15

15. CONSUMER SAFETY INFORMATION _________________________________________________________________________________ 15

16. CONSULTANT DISCLOSURE _______________________________________________________________________________________ 16

17. EVALUATION CRITERIA: METHOD OF AWARD _________________________________________________________________________ 16

QUALIFICATIONS & SCOPE OF WORK ____________________________________________________________________________________________ 17‐21

EXHIBIT A – 2018 LAWNCARE SERVICES BID FORM ______________________________________________________________ 22‐32

EXHIBIT B – SPRING CLEAN‐UP FORM ______________________________________________________________________________ 33

EXHIBIT C – FALL CLEAN‐UP FORM _________________________________________________________________________________ 34

BIDDER’S REPRESENTATION FORM _____________________________________________________________________________ 35‐36

NO‐BID FORM _____________________________________________________________________________________________________ 37

REQUIRED FORMS:

ATTACHMENT 1: References

ATTACHMENT 2: Vendor Responsibility Questionnaire

1. Introduction

The New York State Office for People With Developmental Disabilities (hereinafter “OPWDD”) has the authority to provide care, treatment, rehabilitation, education, training and support services to developmentally disabled persons. OPWDD is also empowered to take all actions necessary, desirable, and proper to carry out its purposes and objectives within budgetary amounts made available by appropriations. The Central NY Developmental Disabilities State Operations Office (hereinafter

“CNYDDSOO” is an agency of OPWDD serving Cayuga, Cortland, Herkimer, Lewis, Madison, Oneida, Onondaga and Oneida counties.

OPWDD contracts with numerous organizations to provide these required services and other physical benefits. Such contracts may be with not‐for‐profit or for‐profit organizations as well as with other governmental organizations.

2. Designated Contact Person(s) For Inquiries & Submissions

Grayam Dorschel, CMS I for

Michael O’Bryan, CMS II

OPWDD Western NY Contract HUB

187 Northern Concourse

North Syracuse, New York 13212

Phone: 315‐473‐3130 Fax: 315‐473‐3132 wny.contracthub@opwdd.ny.gov

3. Timetable of Proposal Due Dates

IFB Release Date December 7th, 2017

Mandatory Site Visit See Section 6

Final Date for Receipt of Questions December 20th, 2017

Official Responses to Questions December 22nd, 2017

Proposal Due Date – Bid Opening January 10th, 2018

Evaluation & Selection Tentatively, January 10th, 2018

Notification of Awards Tentatively, January 11th, 2018

Contract start date (subject to change) April 1st, 2018

4. Objective of this IFB

The purpose of this IFB is to contract with responsive and responsible vendors interested in performing the tasks and services described within the section of this IFB identified as “Qualifications &

Scope of Work”.

5. General Description of Services

This IFB is for interested bidders to submit a bid for Lawncare Services for OPWDD CNYDDSOO sites located in Cortland, Lewis, Madison, Oneida and Onondaga Counties according to the specifications, terms and conditions as enumerated in “Qualifications & Scope of Work” of this IFB.

6. Site Inspections

It is the Bidders obligation to visit any and all sites they wish to bid on. OPWDD will make no allowance or concession to the Bidder for any alleged misunderstanding or deception because of quality, character, location, or other conditions. It is the responsibility of the bidder to know the site(s) requirements based upon the service being requested. The telephone number for each site has been provided. It is the

Bidders responsibility to set up an appointment with each House Manager to determine the specific requirements of all aspects of the sites in relation to the service to be provided.

7. Notice to Potential Bidders

Receipt of these bid documents does not indicate that OPWDD 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 upon our evaluation of your bid submission compared to the specific requirements and qualifications contained in these bid documents.

8. Term of the Contract

The term of this contract will be defined in the Contract Agreement, but is anticipated to be a five year contract unless an amendment is mutually agreed upon by both parties and approved by the Office of the State Comptroller.

9. Payment

Prices are to remain constant for the initial year of the contract. At the completion of the initial year, OPWDD or the Contractor may give notice or request an annual price adjustment for the subsequent year. The notice or request must be submitted in writing 30 days prior to the contract anniversary date or renewal date. OPWDD has the sole discretion in determining the rate to be approved. The adjustment shall be based upon the “CPI‐W” (Consumer Price Index ‐ Urban Wage Earners and

Clerical Workers), not seasonally adjusted, with the adjustment calculated on a 12‐month percent change based on the month 60 days prior to the contract anniversary. Any price adjustment shall not exceed 3.0% per annum.

10. Wage and Hours Provisions

A. If this is a public work contract covered by Article 8 of the Labor Law or a building service contract covered by Article 9 thereof, neither Contractor’s employees nor the employees of its subcontractors may be required or permitted to work more than the number of hours or days stated in said statutes, except as otherwise provided in the Labor Law and as set forth in prevailing wage and supplement schedules issued by the State Labor Department.

(1) Pursuant to § 9 (A), Contractor and its subcontractors must pay at least the prevailing wage rate and pay or provide the prevailing supplements, including the premium rates for overtime pay, as determined by the State Labor Department in accordance with the Labor Law.

(2) Pursuant to § 9 (A), Contractor and its subcontractors must provide OPWDD with a certified payroll when submitting an invoice for payment.

B. If this qualifies as a public work contract covered by Article 8 of the Labor Law or a building service contract covered by Article 9 thereof, the Contractor agrees to comply with all State and

Federal laws and regulations relating to payment of prevailing wage rates in accordance with the

Prevailing Wage Schedule to be issued by the Department of Labor, updated each year on July 1st.

Wages must be paid according to any and all changes made by the Department of Labor throughout the contract period. The Prevailing Wage Schedule can be found on the New York State

Department of labor website at any time at:

https://applications.labor.ny.gov/wpp/showFindProject.do?method=showIt

To find the Prevailing Wage specific to this IFB:

1) Click on “Wage Rate Schedule online”

2) Click in the *PRC# box

3) Enter PRC#: 2017901101

4) Click “Submit”

5) Click on “Wage Schedule”

C. There will be no adjustment made to the contract amount during the initial contract year of the full term due to a change in the prevailing wage rate.

11. Subcontracting

No Subcontracting of services is allowed with this IFB without written permission of OPWDD. For further information please see Section 14, “Procurement Information, Mandatory Requirements; J. Prime

Contractor’s Responsibility”.

12. Insurance

The Contractor agrees that without expense to the State, insurance will be maintained during the period of the proposal and contract, insurance of the kinds and in the amounts indicated, with insurance companies authorized to do such business in the State of New York, covering all operations under this proposal and contract.

A. The Contractor shall furnish to OPWDD a Certificate or Certificates in a form satisfactory to the Agency, showing compliance with the requirements of this section. The State of New York Office for People

With Developmental Disability will be expressly named as additional insured on each policy in accordance with above. Certificates of insurance should be forwarded to the OPWDD with the signed agreement and thereafter annually on the contract anniversary date. Certificates shall state the policies shall not be changed or cancelled until 30 days written notice has been given to OPWDD. Required insurances are:

(1) A policy covering the obligations of the successful bidder in accordance with the Workers’

Compensation Law. The contract shall be void and of no effect unless the successful bidder procures such policy and maintains it during the period of the contract. The Workers

Compensation Board website can be found here: http://www.wcb.ny.gov/

(2) Policies covering bodily injury, liability and property damage of the types hereinafter specified, each with limits of liability not less than $1,000,000.00 for all damages arising out of bodily injury, including death at any time resulting there from, sustained by one person in any one accident, and subject to that limit for that person, and not less than $2,000,000.00 for all damages arising out of bodily injury, including death at any time resulting there from, sustained by two or more persons in any accident and not less than $2,000,000.00 for all damages arising out of injury or destruction of property:

a. Contractorʹs liability insurance issued to and covering the liability of the successful bidder with respect to all work performed by them under the proposal and the contract.

b. Protective liability insurance issued to and covering the liability of the people of the State of New York with respect to all operations under this proposal and the contract, by the successful bidder, including omissions and supervisory acts of the State.

13. Submission of Proposals

A. Submission Requirements: One (1) original of the Exhibit A – 2018 Lawncare Services Bid Form (pgs. 22‐32) and two (2) originals of Bidder’s Representation Form (pgs. 35 & 36) are required to be submitted. All proposals and any related documentation (that is, documentation not specifically requested by this IFB but which a Bidder has submitted in support of its proposal) in response to this IFB must be received by OPWDD no later than the proposal due date and time (See Section

3, “Timetable of Proposal Due Dates”).

(1) The OPWDD mailroom is open from 9:00 AM – 2:30 PM; therefore, overnight delivery can take a minimum of two (2) business days to be received by OPWDD. Bidders mailing their responses must allow sufficient mail delivery time to ensure receipt of their proposals by the Bid Opening Date listed on the cover page. Do not depend upon an expedited, “early

AM,” or similar delivery service to timely deliver to OPWDD.

(2) All proposals should be submitted in a sealed envelope with the following information clearly displayed on the exterior of the packaging: Bidder’s name and address; “Sealed Bid” with the

IFB title; Proposal Due Date

(3) Proposals should be U.S. mailed or hand delivered to the following address:

OPWDD

Western New York Contract HUB

187 Northern Concourse

North Syracuse, New York 13212

All proposals and accompanying documentation become the property of OPWDD and ordinarily will not be returned.

B. References: All bidders must submit at least three (3) work references that will verify that the bidder has at least three (3) years of relevant experience to complete the work as listed in “Scope of Work”.

C. Late Bids: Any Bid received at the specified location after the time specified will be considered a late Bid. A late Bid shall not be considered for award unless: (i) no timely Bids meeting the requirements of the Bid Documents are received or, (ii) in the case of a multiple award, an insufficient number of timely Bids were received to satisfy the multiple award; and acceptance of the late Bid is in the best interests of the Authorized Users. Delays, mishandling or misdirecting of

United States mail deliveries or any other means of transmittal, including couriers or agents of the

Authorized User, shall not excuse late Bid submissions. Similar types of delays, including but not limited to, bad weather or security procedures for parking and building admittance shall not excuse late Bid submissions. Determinations relative to Bid timeliness shall be at the sole discretion of OPWDD. No late proposals will be considered if the delay in submission results from the fault of the bidder or from any factor within the direct or indirect control of the bidder.

14. Procurement Information, Mandatory Requirements

A. Procurement Lobbying Law Requirements pursuant to State Finance Law §§ 139‐j and 139‐k

Effective January 1, 2006: Pursuant to State Finance Law §§ 139‐j and 139‐k, this solicitation includes and imposes certain restrictions on communications between OPWDD and Bidder during the procurement process. A Bidder is restricted from making contact from the earliest Notice of

Intent to Solicit Offers through final award and approval of the Procurement Contract by OPWDD and, if applicable, the Office of the State Comptroller (OSC), to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §

129‐j (3) (a). Designated staff, as of the date hereof, is (are) identified in this solicitation.

The designated contact person is Mike O’Bryan, CMS II; wny.contracthub@opwdd.ny.gov. The

Restricted Period for this procurement begins with the date of the advertisement in the NYS

Contract Reporter and will end when the NYS Office of the State Comptroller has approved the contract. All contact during the Restricted Period regarding this procurement must be made with the OPWDD designated contact person.

OPWDD employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Bidder pursuant to these two statutes. Certain findings of non‐responsibility can result in rejection for contract award. In the event of two findings within a four‐year period, the Bidder is debarred from obtaining governmental Procurement Contracts. Bidders will be informed in writing of any preliminary

OPWDD finding of non‐responsibility and will be afforded administrative due process prior to a final determination being made.

B. Questions Regarding this Procurement

All questions regarding this procurement must be submitted in writing, by fax, mail, or e‐mail to the contact person listed in Section 2, “Designated Contact Person(s) For Inquiries & Submissions” of this solicitation. Questions that are emailed must be submitted via email address wny.contracthub@opwdd.ny.gov, and should reference the IFB title name and number in the subject line of the email. Any questions submitted after the date stated in the Section 3, “Timetable of

Proposal Due Dates” will not be considered.

OPWDD will distribute or post its official answers to the questions to the New York State Contract

Reporter; to everyone on the Bidder’s List; and directly to everyone who submitted questions by the date indicated in Section 3, “Timetable of Proposal Due Dates”.

If a bidder discovers what they believe to be an error in this IFB, they must immediately notify the contact person, indicated in Section 2, “Designated Contact Person(s) for Inquiries & Submissions”, of such error and request clarification, correction or modification to this document via email address wny.contracthub@opwdd.ny.gov. All inquiries concerning corrections must reference the IFB title and number in the subject line of the email, and cite the particular bid section and paragraph number in the body of the email. Prospective Bidders should note that any such notice must be given, and all clarification and exceptions including those relating to the term and conditions are to be resolved prior to the proposal submission deadline. OPWDD shall make IFB modifications and addenda, provided that such modification would not materially benefit or disadvantage any particular bidder.

C. OPWDD Rights

(1) OPWDD reserves the right to use any and all ideas presented in any response to the IFB.

Selection or rejection of any proposal does not affect this right. OPWDD shall also have unlimited rights to disclose or duplicate, for any purpose whatsoever, all information or other work product developed, derived, documented or furnished by the Bidder under any agreement resulting from this IFB.

(2) In the event of contract award, all documentation produced as part of the contract will become the exclusive property of OPWDD. OPWDD reserves a royalty free, non‐exclusive, and irrevocable license to reproduce, publish, or otherwise use such documentation and to authorize others to do so.

(3) OPWDD reserves the right to:

a. Reject any or all proposals received in response to this IFB (Invitation For Bid);

b. Withdraw the IFB at any time, at the agency’s sole discretion;

c. Make an award under the IFB in whole or in part;

d. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of this IFB. Selection may also include such issues as past performance;

e. Seek clarifications and revisions of proposals ;

f. Use proposal information obtained through site visits, management interviews and the

State’s investigation of a bidder’s qualifications, experience, ability or financial standing, and any material or information submitted by the bidder in response to the agency’s request for clarifying information in the course of evaluation and/or selection under the IFB;

g. Bidders are cautioned to verify their Bids before submission, as amendments to Bids or requests for withdrawal of Bids received by the Commissioner after the time specified for the Bid opening, may not be considered;

h. Prior to the bid opening, amend the IFB specifications to correct errors or oversights, or to supply additional information, as it becomes available;

i. Prior to the bid opening, direct bidders to submit proposal modifications addressing subsequent IFB amendments;

j. Change any of the scheduled dates, including start dates, stated herein upon notice to the Bidders;

k. Eliminate any mandatory, non‐material specifications that cannot be complied with by all of the prospective bidders;

l. Waive any requirements that are not material;

m. Negotiate with the successful bidder within the scope of the IFB in the best interests of the state;

n. Conduct contract negotiations with the next responsible bidder, should the agency be unsuccessful in negotiating with the selected bidder;

o. Utilize any and all ideas submitted in the proposals received;

p. Unless otherwise specified in the solicitation, every offer is firm and not revocable for a period of 60 days from the bid opening; and,

q. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of an offeror’s proposal and/or to determine an offeror’s compliance with the requirements of the solicitation.

D. Incurred Costs

The State of New York shall not be liable for any costs incurred by a Bidder in the preparation and production of a proposal. Any work performed prior to the issuance of a fully executed contract or delivery of an order by OPWDD to the Contractor will be done only to the degree the Contractor voluntarily assumes the risk of nonpayment.

E. Content of Proposals

To be considered responsive, a Bidder should submit complete proposals that satisfy all the requirements stated in this IFB. Proposals that do not include the listed required forms may be rejected as nonconforming.

F. Period of Validity

Each Bidder’s Proposal must include a statement as to the period during which the provisions of the proposal will remain valid. All elements of the bid and proposal shall remain in effect for a minimum of 180 days.

G. Public Information Requirements / Confidentiality / Publication Rights

(1) All the proposals upon submission will become the property of OPWDD. Materials/documents produced by the Contractor in the fulfillment of its obligations under contract with OPWDD become the property of OPWDD unless prior arrangements have been made with respect to specific documents.

(2) OPWDD will have the right to disclose all or any part of a proposal to public inspection based on its determination of what disclosure will serve the public interest. Upon approval of the contract by OSC, all terms of the contract become available to the public.

(3) Prospective Bidders are further advised that, except for trade secrets and certain personnel information (both of which OPWDD has reserved the right to disclose), all parts of proposals must ultimately be disclosed to those members of the general public making inquiry under the

New York State Freedom of Information Law (NYS Public Officers Law article 6) although proposal contents cannot ordinarily be disclosed by OPWDD prior to bid award.

a. Should a Bidder wish to request exception from public access to information contained in its proposal, the Bidder must specifically identify the information and explain in detail why public access to the information would be harmful to the Bidder. Use of generic trade secret legends encompassing substantial portions of the proposal or simple assertions of trade secret interest without substantive explanation of the basis therefore will be regarded as non‐responsive requests for exception from public access will not be considered by OPWDD in the event of a Freedom of Information request for proposal information is received.

(4) The bidder and OPWDD agree that all communications, until the effective date of the contract, shall be made in confidence, shall be used only for purposes of the contract, and that no information shall be disclosed by the recipient party except as required by Federal or State law.

(5) The bidder shall treat all information, in particular information relating to OPWDD service recipients and providers, obtained by it through its performance under contract, as confidential information, to the extent that confidential treatment is provided under New York State and

Federal law, and shall not use any information so obtained in any manner except as necessary to the proper discharge of its obligations and securement of its rights hereunder. Bidder is responsible for informing its employees of the confidentiality requirements of this agreement.

(6) The Contractor may not utilize any information obtained via interaction with OPWDD in any public medium (media ‐ radio, television), (electronic‐internet), (print‐newspaper, policy paper, journal/ periodical, book, etc.) or public speaking engagement without the official prior approval of OPWDD Senior Management. Contractors bear the responsibility to uphold these standards rigidly and to require compliance by their employees and subcontractors. Requests for exemption to this policy shall be made in writing, at least 14 days in advance, to OPWDD

Contract Management Unit, 44 Holland Avenue (3rd Floor), Albany, New York 12229.

H. Notice of Award, Debriefing and Bid Protests

(1) The successful Bidder or its agent shall not make any news releases or any other disclosure relating to this contract award without the explicit approval of OPWDD.

(2) OPWDD will notify all unsuccessful Bidders, at or about the time of bid award, of the fact that their proposals were not selected. Each unsuccessful Bidder may at that time request a debriefing by OPWDD as to why its proposal was not selected. The scope of such debriefings will ordinarily be limited to the strengths and weaknesses of the individual Bidder’s proposal unless the contracts resulting from this procurement have been approved by OSC.

(3) Bidders wishing to file protest of the awarding of a bid(s) must notify OPWDD, in writing, of their intent to protest the award within ten (10) working days of their receipt of notice of non‐ award. The protest should identify the name and number of the IFB and the award date;

indicate the bidder’s interpretation as to why they feel they were denied the award (i.e., summarize the deficiencies identified during the debriefing) and state their justification for the bid protest. Bid protests must be mailed to OPWDD, Contract Management Unit, 44 Holland

Avenue, 3rd Floor, Albany, New York 12229‐0001.

I. Affirmative Action

(1) OPWDD is in full accord with the aims and effort of the State of New York to promote equal opportunity for all persons and to promote equality of economic opportunity for minority group members and women who own business enterprises, and to ensure there are no barriers, through active programs, that unreasonably impair access by Minority and Women‐Owned

Business Enterprises (M/WBE) to State contracting opportunities. OPWDD encourages business that are minority or woman owned, to become certified with Empire State

Development.

(2) Prospective Bidders to this IFB are subject to the provisions of Executive Law article 15‐A and regulations issued there under.

(3) Any contract in the amount of $25,000 or more which is awarded as a result of this IFB will be subject to all applicable State and Federal regulations, laws, executive orders and policies regarding affirmative action and equal employment opportunities.

(4) All awardees are required to comply with OPWDD’s Minority and Woman‐Owned Business

Enterprises (M/WBE) policy. For details on requirements and procedures, including documentation required for this solicitation, please refer to the Appendix A‐Supplement.

J. Prime Contractor’s Responsibility

In the event the selected Bidder’s proposal includes services provided by another firm, it shall be mandatory for the selected Bidder to assume full responsibility for the delivery for such items offered in the proposal. Should the selected Bidder seek external financing, the State reserves the right to approve the assignment of the contract for financing purposes. In any event, OPWDD will contract only with a Bidder, not the Bidder’s financing institution or subcontractors. OPWDD reserves the right to review and approve all potential subcontractors. For subcontracts valued at

$100,000 and over, the subcontractors must demonstrate financial integrity and stability. In these instances, the subcontractor must complete and execute a Vendor Responsibility Questionnaire.

OPWDD shall consider the selected Bidder to be the sole responsible contact with regard to all provisions of the contract resulting from this IFB.

K. Public Officer’s Law Requirements

All Bidders and their employees must be aware of and comply with the requirements of the New

York State Public Officers Law, and all other appropriate provisions of New York State Law and all resultant codes, rules and regulations from State laws establishing the standards for business and professional activities of State employees and governing the conduct of employees of firms, associations and corporations in business with the State, and for applicable Federal laws and regulations of similar intent. In signing the proposal, each Bidder guarantees knowledge and full compliance with those provisions for any dealings, transactions, sales, contracts, services, offers, relationships, etc. involving the State and/or State employees. Failure to comply with those provisions may result in disqualification from the bidding process and in other civil or criminal proceedings as may be required or permitted by law. Public Officers’ Law § 73 bars former State officers and employees from appearing, practicing, or rendering any services for compensation in relation to any matter before their former State agency for a period of two years from their date of termination. Additionally, there is a permanent bar against any such activity before any state agency in relation to any case, application, proceeding or transaction with which such officer or employee was directly concerned and personally participated or which was under his/her active consideration.

L. Omnibus Procurement Act

It is the policy of New York State to maximize opportunities for the participation of New York

State business enterprises, including minority and women‐owned business enterprises as bidders, subcontractors, and suppliers on its procurement contracts.

Information on the availability of New York State subcontractors and suppliers is available from the Department of Economic Development, Division for Small Business, Albany, New York 12245, Tel. 518.292.5100, Fax: 518.292.5884, email: opa@esd.ny.gov. A directory of certified minority and women‐owned business enterprises is available from the NYS Department of Economic

Development, Minority and Womenʹs Business Development Division, 633 Third Avenue, New

York, New York 10017, Tel. 212.803.2414, email: mwbecertification@esd.ny.gov website: http://esd.ny.gov/MWBE/directorySearch.html

M. Contract Execution

Awards are not final and the resultant contract is not considered executed and binding until approved by the New York State’s Attorney General and Office of State Comptroller (OSC).

N. Vendor Responsibility Questionnaire

State agencies are required under State Finance Law § 163 (3) (a) (ii), to ensure that contracts are awarded to responsible vendors. Such requirements include, but are not limited to, the Bidder’s qualifications, financial stability, and integrity. Although the Vendor Responsibility Questionnaire is required for contract $100,000 and over, OPWDD is requiring a complete Vendor Responsibility

Questionnaire with your bid proposal as the contract resulting from this procurement could be valued at over $100,000. Vendors/not‐for‐profit provider agencies are able to file the Vendor

Responsibility Questionnaire (VRQ) online via the New York State VendRep System or may choose to complete and submit a paper questionnaire. To enroll in and use the New York State VendRep

System, see the www.osc.state.ny.us/vendrep.

O. Health Information Portability and Accountability Act (HIPAA)

The Federal Department of Health and Human Services (HHS) established HIPAA Standards for

Privacy of Individually Identifiable Health Information (The Privacy Rule). The Privacy Rule (45

CFR Part 160 and Subparts A and E of Part 164) provides the first comprehensive federal protection for the privacy of health information. The Privacy Rule is carefully balanced to provide strong privacy protections that do not interfere with patient access to, or the quality of, health care delivery. HIPAA has an impact upon how OPWDD and contractors will deal with protected health information of our consumers. Likewise, State Mental Hygiene Law § 33.13 requires disclosure of clinical records to be limited to that information necessary for health care providers to administer treatment.

P. General Duties and Additional Responsibilities

Maintain a level of cooperation with OPWDD necessary for the proper performance of all contractual responsibilities. Agree that no aspect of bidder performance under the Agreement will be contingent upon State personnel, or the availability of State resources, with the exception of all proposed actions of the bidder specifically identified in the Agreement as requiring OPWDD’s approval, policy decisions, policy approvals, exceptions stated in the Agreement or the normal cooperation which can be expected in such a contractual relationship or the equipment agreed to by OPWDD as available for the project completion. Cooperate fully with any other contractor that may be engaged by OPWDD. Agree to meet periodically with OPWDD representatives to resolve issues and problems. Recognize and agree that any and all work performed outside the scope of the Agreement or without consent of OPWDD shall be deemed by OPWDD to be gratuitous and not subject to charge by the bidder.

Q. NYS Information Security Breach and Notification Act (NYS Technology Law, § 208)

“Contractor shall comply with the provisions of New York State Information Security Breach and

Notification Act (General Business Law § 889‐aa; State Technology Law § 208). Contractor’s negligent or willful acts or omissions, or the negligent or willful acts or omissions of Contractor’s agents, officers, employees, or subcontractors.”

The “New York State Information Security Breach and Notification Act” requires entities that conduct business with New York State and own or license “private” data to notify state residents affected by any security breach that results in unauthorized acquisition of the data. “Private” data is defined as unencrypted computerized information that can identify the individual, combined with one of the following data elements: (a) social security number, (b) driver’s license or non‐ driver identification number” or (c) financial account information such as credit card or debit cards numbers in combination with access codes or PIN numbers. (Private data is considered unencrypted when either identifying information or the data element is not encrypted or is encrypted with a key that has been acquired).

The Act authorizes the State Attorney General to sue a business violating the statute in order to recover damages for actual costs or losses, including consequential financial losses incurred by persons entitled to notification. If a business engages in knowing or reckless violations, the court can impose a civil penalty of the greater of $5,000 or $10 per instance of failed notification up to

$150,000. The remedies provided by this section shall be addition to any lawful remedy available, possibly permitting private actions.

R. Nondiscrimination in Employment in Northern Ireland: MacBride Fair Employment Principles

In accordance with State Finance Law § 165, the bidder, by submission of this bid certifies that it or any individual or legal entity in which the bidder holds a 10% or greater ownership interest, or any individual or legal entity that holds a 10% or greater ownership in the bidder interest has no business operations in Northern Ireland. If the bidder or any of its aforementioned affiliations has business operations in Northern Ireland, then they shall take lawful steps in good faith to conduct any business operations that it has in Northern Ireland in accordance with the MacBride Fair

Employment Principles relating to nondiscrimination in employment and freedom of workplace opportunity regarding such operations in Northern Ireland, and shall permit independent monitoring of their compliance with such Principles.

S. Bidder’s Certification of Compliance with State Finance Law § 139‐k (5)

In accordance with New York State Finance Law § 139‐k (5), the bidder, by submission of this bid certifies that they are subject to the provisions of State Finance Law § 139‐k and 139‐j and all information provided to OPWDD with respect to State Finance Law § 139‐k is complete, true, and accurate.

T. Bidder’s Affirmation of Understanding of and Agreement pursuant to State Finance Law § 139‐j

(3) and § 139‐j (6) (b)

The bidder, by submission of this bid certifies that it understands and agrees to comply with the procedures of OPWDD as it relates to permissible contracts as required by State Finance Law § 139‐ j (3) and § 139‐j (6) (b).

U. Bidder Disclosure of Prior Non‐Responsibility Determinations

New York State Finance Law § 139‐k (2) obligates the OPWDD CNYDDSOO to obtain specific information regarding prior non‐responsibility determinations with respect to State Finance Law §

139‐j. This information must be collected in addition to the information that is separately obtained pursuant to State Finance Law § 163(9). In accordance with State Finance Law § 139‐k, bidders must disclose whether there has been a finding of non‐responsibility made within the previous four (4) years by any Governmental Entity due to: (a) a violation of State Finance Law § 139‐j or (b) the intentional provision of false or incomplete information to a Governmental Entity. State

Finance Law § 139‐j sets forth detailed requirements about the restrictions on contacts during the procurement process. A violation of State Finance Law §139‐j includes, but is not limited to, an impermissible contact during the restricted period (e.g., contacting a person or entity other than the designated contact person(s), when such contact does not fall within one of the exemptions).

As part of its responsibility determination, State Finance Law § 139‐k (3) mandates consideration of whether a bidder fails to timely disclose accurate or complete information regarding the above non‐responsibility determination. In accordance with law, no Procurement Contract shall be awarded to any bidder that fails to timely disclose accurate or complete information under this section, unless a finding is made that the award of the Procurement Contract to the bidder is necessary to protect public property or public health safety, and that the bidder is the only source capable of supplying the required Article of Procurement within the necessary timeframe.

The bidder, by submission of its bid certifies that no government entity has made a finding of non‐ responsibility regarding the individual or entity seeking to enter into this procurement contract. If the individual or entity has had a finding of non‐responsibility due to a violation of State Finance

Law § 139‐j or due to the intentional provision of false or incomplete information submitted to a government entity, then the said individual or entity must provide a detailed statement regarding the finding.

Additionally, the bidder by submission of its bid certifies that no government entity has ever terminated or withheld a procurement contract from the individual or entity seeking to enter into this procurement contract due to the intentional provision of false or incomplete information. If the individual or entity has been terminated or withheld from a procurement contract, then said individual or entity must provide a detailed statement regarding the finding.

V. Non‐Collusive Bidding Certification

In accordance with State Finance Law § 139‐d, the bidder by submission of this bid certifies that they and each person signing on behalf of the bidder certifies, and in the case of joint proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his knowledge and belief:

1. The prices in this proposal have been arrived at independently, without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor, and

2. Unless otherwise required by law, the prices which have been quoted in this proposal 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 to submit a proposal for the purpose of restricting competition.

W. Public Officers Law Certification

In accordance with Public Officers Law § 73(4)(a)(i) no State employees shall sell any goods or services having a value in excess of twenty‐five dollars to any State agency, unless such goods and services are provided pursuant to an award or contract letter after public notice and competitive bidding.

By submission of this bid, the bidder certifies that no employee, owner or individual otherwise associated with the bidder was ever a New York State officer or employee, or if they were ever or currently a New York State officer or employee, their organization pursued and awarded this contract through a competitive bidding process in compliance with the Public Officers Law 73(4)(a)(i).

Public Officers Law § 73(8)(a)(i) provides that no person who has served as a State officer or employee shall, within a period of two years after termination of such service or employment, appear or practice before such State agency or receive compensation for any services rendered by such former officer or employee on behalf of any person, firm, corporation, or association in relation to any case, proceeding, or application or other matter before such agency.

By submission of this bid, the bidder certifies that no employee, owner or individual otherwise associated with the bidder was ever a New York State officer or employee, or they are formerly a

New York State officer or employee and any past employment with the State occurred prior to the two year prohibition period and as a result their organization is in compliance with the Public

Officers Law (8)(a)(i).

15. Consumer Safety Information

At OPWDD sites, services are provided for many people with special needs. In many of these locations, there are individuals who exhibit Pica behavior. Pica is a medical disorder characterized by an appetite for largely non‐nutritive substances, e.g., cigarette butts, paper, gum, etc. Attention to the sanitation and cleanliness of the areas surrounding their homes, program sites, and residential buildings is very important to the health and safety of those in our care.

It is never proper to litter or discard rubbish or cigarettes on the grounds or along the roads. It is very important to abide by this practice in any OPWDD setting, where someone might be harmed by improper disposal of rubbish and cigarettes.

Located on the grounds of OPWDD sites there are special receptacles for cigarette butt disposal.

Contractor employees and subcontractors shall both use these receptacles and throw trash in garbage cans or dumpsters. Violating this policy is contrary to the health and safety of the people in our care and will not be tolerated.

16. Consultant Disclosure

Effective June 19, 2006, contractors doing business with the State of New York in a “consulting” capacity will be required to file forms disclosing, by employment category, the number of persons employed by them and their subcontractors (if any) as a consulting firm or an individual consultant;

the number of hours worked; and the monetary compensation received from the State of New York for work performed by these employees. Reporting will be required via the utilization of two separate forms – “Form A” and “Form B”.

In general, however, Form A is to be completed once upon initial contract award and is used to report

“planned employment”. Form B is required annually and reports on “actual employment figures” for the preceding state fiscal year. The New York State fiscal year commences on April 1st and concludes on March 31st.

17. Evaluation Criteria: Method of Award

OPWDD will select the responsible and responsive Bidder that will provide the lowest total combined cost for each site. Only proposals judged to be responsive to the submission requirements set forth in this IFB will be evaluated. OPWDD reserves the right to reject any and all offers.

In the event of a tie bid, the contract shall be awarded in order by the following means:

1. If the tie bid involves a New York State firm and one whose principal place of business is outside of the State of New York, preference will be given to the New York State firm.

2. If the tie bid involves a certified Minority or Woman owned business enterprise (MWBE), preference shall be given to the certified MWBE.

3. If tie bids cannot be determined by the above methods, the award will be made by random selection.

Qualifications & Scope of Work

The following specifications cover Lawncare Services for OPWDD CNYDDSOO sites located in Cortland, Lewis, Madison, Oneida and Onondaga Counties. Site listing with addresses and telephone numbers are included in the Exhibit A – 2018 Lawncare Services Bid Form.

I. Start of Growing Season ‐ Spring Clean‐Up

a. The work is to commence April 1st or at the start of the growing season, whichever comes first.

b. Rake and remove leaves, dead branches and debris from grounds. Grounds are to include all lawn areas, under all shrubs and trees, and all shrubbery beds. Prune shrubs. Remove all dead, broken and fallen tree limbs. All debris is to be removed from the site and not left at the roadside or curb.

c. Mow all turf and trim around all buildings, walks, shrub and flower beds, trees, both sides of fences and other permanent objects.

d. The Site Manager will be required to inspect and approve the spring clean‐up and notify the

OPWDD CNYDDSOO Business Office that this part of the specifications has been completed.

e. The Site Manager will need to sign the spring clean‐up form (See Exhibit B – Spring Clean Up

Form) and provide as the OPWDD CNYDDSOO may require.

II. Mowing Lawns

a. Mowing is to be done between 8:00 a.m. and 7:00 p.m., Monday through Saturday. Any service to be delivered outside of these hours must receive prior approval by the Site Manager.

b. Mowing is to be performed on an as‐needed basis each week throughout the mowing season; at a minimum to be no more than seven (7) days between mowing, with more frequent mowing performed, if required. (See “Qualifications & Scope of Work; II. Mowing Lawns; c.” for proper length.)

All litter and debris from trees and…