25-004 Science Equipment Serv Maintenance-RFQ.pdf

GREECE CENTRAL SCHOOL DISTRICT

DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES

Address • 750 Maiden Lane, Rochester, NY 14615-1296 Mailing Address • P.O. Box 300, N. Greece, NY 14515-0300 Telephone • 585.966.2500 Fax • 585.581.8198 Web Address • www.greececsd.org

Romeo Colilli Jeremy Smalline Assistant Superintendent Superintendent of Schools

April 22, 2025

REQUEST for QUOTATION (RFQ)

The Board of Education of the Greece Central School District of the Town of Greece, County of Monroe, requests a quotation for the item(s) listed per the attachment. The District reserves the right to accept or reject any or all quotes.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT

Please provide a price including the total of science equipment maintenance, service, labor, and parts discount on the attached quote form on or before 05/13/25. All prices are to remain firm during the contract period and remain firm if the contract is extended.

Email quotes to: christine.viegas@greececsd.org

Christine Viegas, Buyer

GREECE CENTRAL SCHOOL DISTRICT

Telephone: 585-966-2383

Please call if you have questions or comments. Thank you for your prompt response.

Cc: Sean Esposito, TOSA Science Instructional Leader, K-12

Effie Pateras, Secretary of Math & Science, effie.pateras@greececsd.org

ONE VISION • ONE TEAM • ONE GREECE

mailto:effie.pateras@greececsd.org

Office of Purchasing RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 2 of 15

TABLE of CONTENTS

RFQ Email Instructions

Table of Contents

Certifications and Signatures

Iran Divestment Certification

RFQ Price Form ...............................................................................................................................4a Attachment A - Proof of Service Form ............................................................................................4b

RFQ Specifications

• Scope of Work

• RFQ Submittal Requirements

• Bidder Performance Requirements

RFQ Terms and Conditions

Schedule of Insurance

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 3 of 15

CERTIFICATIONS AND SIGNATURES

TOTAL RFQ Price: $ __________________ per Year

TIME & MATERIAL

for Repair Over / Beyond RFQ Scope

• Labor: $ _______________ per Hour

• Replacement & Repair Part(s) Discount: __________ Discount %

(Manufacturer’s Current List Price less Discount %)

The undersigned proposes to provide all labor and/or materials per the terms and conditions, specifications, and RFQ prices stipulated in the RFQ document.

Further, the undersigned has read and certified that he/she is aware of and will comply with the New York State Labor Law provisions applicable to independent contractors regarding conditions of employment, including payment of minimum wages.

Company Name

Address, City, State, Zip

Authorized Signature Name (typed) and Title

Telephone/Fax Numbers Date

Email Federal or Tax ID Number Please enclose a W-9 form with your response.

Any questions or comments, please email:

Buyer: Christine Viegas, christine.viegas@greececsd.org mailto:christine.viegas@greececsd.org

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 4 of 15

IRAN DIVESTMENT ACT FOR

SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT, RFQ #25-004

By submitting an RFQ in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Vendor/Contractor (or any assignee) certifies that it is not on the “Entities

Determined To Be Non-Responsive Bidders/Offerers Pursuant to The New York State Iran Divestment

Act of 2012” list (“Prohibited Entities List”) posted on the OGS website at:

http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List. Additionally, Vendor/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended.

During the term of the Contract, should Greece Central School District receive information that a person

(as defined in State Finance Law §165-a) is in violation of the above-referenced certifications, Greece

Central School District will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then Greece Central School

District shall take such action as may be appropriate and provided for by law, rule, or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the Contractor in default.

Greece Central School District reserves the right to reject any RFQ, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited Entities list after contract award.

Signature

RFQ #25-004 | SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT

Page 4a - 1 of 1

• Calibrations, Repairs, Rework service call-backs TBA

ITEM DESCRIPTION EST QTY UNIT PRICE TOTAL PRICE

1 BALANCES | ELECTRONIC BALANCES 175 $ $

All Electronic Balances will be inspected, repaired, sterilized, cleaned, and tested.

Repairs / Rework (Overhaul) are defined as follows:

Annual Preventative Maintenance, Start-up, & Operating Inspection The following tasks are required to prepare the unit for operation pertinent to reliability, safety, and efficiency:

• Check overall operation of the unit by inspecting the overall condition of the unit.

• Check and lubricate system, if applicable. (Labor/Material included.)

• Check and replace batteries annually. (Labor/Material included.)

• Check balances and adjust to zero.

• Inspect and tighten electrical connections as required; and perform a complete electrical security check. (Labor/Material included)

• Test unit per manufacturer's specifications for proper operating condition.

• Calibrate unit per manufacturer's specifications.

• Adjust all weights and eliminate sticking of beams.

• Test unit per manufacturer's specifications for proper operating condition.

• Clean balances with soft cloth using a disinfectant cleaner: scale pan(s) by removing all chemical spills, dust particles, fungus, and any other elements.

Note: Do not allow disinfectant cleaner/liquid to enter into balance.

• Remove debris from inside and around the unit.

• Submit a proof of service form to the Coordinator of Science; in conjuction with a quote for labor/material for any items that need repairs over/beyond Service Maintenance Agreement.

ITEM DESCRIPTION EST QTY UNIT PRICE TOTAL PRICE

2 MICROSCOPES | COMPOUND LIGHT MONOCULAR OR BINOCULAR 547 $ $

All microscopes will be inspected, repaired, sterilized, cleaned, and tested.

Repairs / Rework (Overhaul) are defined as follows:

Annual Preventative Maintenance, Start-up, & Operating Inspection The following tasks are required to prepare the unit for operation pertinent to reliability, safety, and efficiency:

• Check overall operation of the unit by inspecting the overall condition of the unit.

Conduct all repairs necessary to maintain overall operation of the unit (labor included) Check and lubricate system if applicable

• Check moving surfaces on the microscope.

• Clean grease and dirt from sliding surfaces with a soft clean cloth and disinfectant cleaner annually.

• Lubricate with a very thin layer grease to the sliding surfaces as needed. (Labor/Material included.)

Lubrication: lubricate adjustments of safety stops in order to focus/eliminate drifting

• Lubrication: lubricant adjustments to focusing.

• Clean microscope eyepiece or microscope objective lens with lens paper moistened with lens cleaning solution; and dry removing any dirt or particles.

• Adjust mechanism on nose-piece.

• Adjust tension of the fine and coarse focusing knobs.

• Check bulb and replace, if necessary. (Labor/Material included.)

• Inspect and tighten electrical connections as required; and perform a complete electrical security check. (Labor/Material included.)

• Test unit per manufacturer's specifications for proper operating condition.

• Calibrate unit per manufacturer's specifications.

• Test unit per manufacturer's specifications for proper operating condition.

Note: Do not allow disinfectant cleaner/liquid to enter into unit.

• Remove debris from inside and around the unit.

• Submit a proof of service form to the Coordinator of Science; in conjunction with a quote for labor/material for any items that need repairs over/beyond Service Maintenance Agreement.

Please transfer total to page 3 of the RFQ package.

TOTAL RFQ PRICE

Vendor Name:

• On an annual basis, add/delete approximately 5% to/from Inventory.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT

RFQ PRICE FORM

It is the intent of this RFQ to award a contract for the purchase of maintenance and repair of science equipment described herein.

• All annual quantities listed are estimated and not guaranteed.

• Attached is the "Attachement-A: Proof of Service Form

RFQ #25-004 | SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT

Page 4b - 1 of 1

School: PO#:

Science TOSA Signature/Date:

Technician's Signature-Date:

LOCATION ASSET # ROOM # Q

TY ITEM DESCRIPTION MAKE MODEL # SERIAL # COMMENTS

ATTACHMENT A: "SCIENCE EQUIPMENT PROOF of SERVICE FORM"

Technician | Print Name:

Awarded Vendor Name:

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 5 of 15

RFQ SPECIFICATIONS

SCOPE of WORK The scope of this RFQ includes service and maintenance for microscopes and electronic balances owned by the Greece Central School District. Additions and deletions throughout the contract period will not affect the contract prices.

Repair / Rework (Overhaul) Definition: To maintain or restore to “satisfactory” working condition, remedy, renew, or refresh the science equipment.

1. The District will provide the vendor with an estimated total of all known science equipment.

2. The successful vendor will coordinate with the Science TOSA/Secretary to schedule times for the equipment to have maintenance service on-site. Tentative schedule:

October November Christmas week break

3. The successful vendor will fill out Attachment-A, “Proof of Service Form” for the equipment with the following information, and a copy will be given to Science TOSA/Secretary at the time that the equipment is serviced on-site:

a. Type/name of equipment

b. Brand name

c. Serial number

d. Describes the need for repair if beyond the scope of the RFQ Price Form specifications

4. Upon the completion of the maintenance service from the successful vendor, the Science

TOSA/Secretary or teacher will test the performance of the science equipment to ensure the maintenance service has been completed “satisfactorily.”

5. If the science equipment is deemed to be in “unsatisfactory” working condition, the successful vendor will provide a quote for the repair cost. Equipment requiring further repair must be labeled as such and identified, in writing, on the quote. The quote must be submitted to the Science TOSA. Upon review of the quote, he/she will approve/disapprove to proceed with the repair. The successful vendor will then contact the Science TOSA/Secretary to schedule the repair on-site until the science teacher is satisfied with the test performance of the science equipment.

6. Upon completion of the repair/rework (overhaul), the successful vendor will note the RFQ unit cost of the service maintenance or repair of the science equipment. The Science TOSA/Secretary will sign and date the bidder’s invoice for the vendor to submit with each monthly statement.

7. Schedule of repair / rework (overhaul):

a. Middle/High Schools – Seven (7) schools. Specific pieces of equipment are to be determined by teachers in each building and communicated to the Science TOSA/Secretary.

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RFQ SUBMITTAL REQUIREMENTS

The requirements listed below are to be provided by each vendor and submitted with their RFQ proposal for award consideration.

1. References

Provide the names, addresses, and telephone numbers of at least three (3) references for which your company has provided science equipment repair services similar to those required by the Greece Central School District. References should be government or private agencies for which your company has provided service, at least the size of the District.

2. Parts Availability for Repair(s) / Replacement(s) Provide information showing that all repair/replacement parts can be issued as required.

3. Records Management Provide samples of previous record management reports.

4. Technical Support Services Provide a list of qualified and/or certified technicians and their repair experience.

BIDDER PERFORMANCE REQUIREMENTS

1. The vendor must be able to perform the necessary repair/rework (overhaul) of the District’s science equipment, ensuring continuous operation.

The successful vendor will coordinate with the Science TOSA/Secretary to schedule times for the equipment to have maintenance service on-site.

2. Service Calls

The successful vendor shall furnish the District with a telephone number to reach a service representative/technician during regular business hours.

The successful vendor must demonstrate the ability to respond to weekly repair/rework (overhaul) service calls as defined below:

a. Routine Repair Service Call(s): within a 5-business day period.

When the science equipment requires repairs within a five (5)-business day period from the scheduled repair date.

b. Rework (Overhaul) Service Call(s): within a 10-business day period.

When the science equipment requires rework (overhaul) within ten (10)-business days from the scheduled repair date.

3. Service History Database to track repair/rework (overhaul) of science equipment.

The successful vendor must demonstrate a database used to track the District’s site information and history. This system should track the repair/rework (overhaul) of each piece of science equipment for each school.

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4. Record Management

(a) A separate record shall be kept of each service request and each on-site service call made to complete that request.

Upon completing the work, the successful vendor shall issue a detailed report of all the work performed to the District.

(b) The successful vendor shall maintain a monthly summary report listing all the requests and service calls made during the specific month.

The successful vendor shall issue a detailed monthly summary report of the work performed to the District at the end of each month during the contract period.

(c) The monthly summary report shall consist of the following data:

• Request date and time.

• Service date and time.

• Completion date and time.

• Service representative/technician name who serviced the science equipment.

• Location where work was performed.

• Description of the work.

• List specific affected parts with brand names, model numbers, and costs.

• Number of labor hours, hourly rate applied, and total cost.

5. Technical Support

The successful vendor must provide a qualified and/or certified technician(s).

6. Inventory Parts List for Repair(s) & Replacements The successful vendor must be able to quickly obtain parts to support the District’s repair/rework (overhaul) for science equipment.

The successful vendor must ensure that all repair and replacement part(s) return the science equipment in proper working condition.

7. RFQ Price The RFQ price will include all pertinent costs in the total RFQ price as follows:

• Labor cost

• Material (all parts necessary for routine maintenance and repairs)

• Overhead costs

• Profit costs

• Travel costs

Notation(s)

• Tax costs are “not applicable.” The District is a “tax-exempt” non-profit organization.

• No surcharges will be allowed.

• No rental costs will be allowed.

8. Rework (Overhaul) beyond the Ten (10)-business Day Period

When the science equipment requires rework (overhaul), the successful vendor will complete the rework (overhaul) within a ten (10) business-day period from the date/time of the science teacher’s call.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 8 of 15

RFQ TERMS & CONDITIONS

RFQ AWARD

The Board of Education reserves the right to award the contract(s) by item, any combination of items therein, or in total, to the lowest responsible and responsive vendor(s) meeting all specifications. The Board of Education further reserves the right to reject any or all RFQs if deemed to be in the best interest of the District.

RFQ FORMS

Each vendor can access a complete set of RFQ forms from www. https://www.bidnetdirect.com/new-york.

All RFQs must be submitted on District forms, signed, and returned with unit prices, extensions, and the total value of the RFQ. Any correspondence referring to the RFQ must include the District's RFQ #25-004.

BILLING PROCEDURE/PAYMENTS

All invoices from this contract must contain the RFQ number, purchase order number, detailed description of work performed, unit prices with extended prices, and number of hours worked times the labor rate. Invoices should be emailed to AP@greececsd.org. (See also Payments).

BRAND REFERENCE for REPAIR & REPLACEMENT PARTS Unless specifically indicated, the brands and model numbers specified herein are provided to establish the required minimum quality level performance characteristics. Whenever an item is defined using a manufacturer or supplier's name or catalog number, the term "or equal” will apply if not inserted. Vendors must identify all items to be supplied by manufacturer or brand name and manufacturer item number if different from the specified brand or when a brand is not specified. Vendors must attach catalog sheets listing the specifications for any “equivalent” proposed. (See also Specification Alteration).

Note: All repair and replacement parts must be OEM authorized.

CHANGES

Should the School District at any time during the progress of the work require or permit any alterations of, deviations from, additions to, or omissions from the contract, specifications, or plans, the School District shall have the right to make such changes. The same shall in no way injuriously affect or make void the contract, but should be added to or deducted from the contract price amount, as the case may be, by a fair and reasonable valuation.

Except as otherwise provided in this Contract, no alteration of, deviations from, additions to, or omissions from the Contract, specifications, or plans shall be made unless such change is authorized in writing by an authorized representative of the School District.

CONTRACT TERM

The contract will start July 1, 2025 and run through June 30, 2026 with the option to extend for two

(2) additional one (1) year periods with the mutual consent of both parties. Contract extensions will start July 1st and run through June 30th.

Price changes (increases/decreases) based on industry price trends may be proposed by either party no later than forty-five (45) days prior to contract extension. Should price changes not be acceptable to both parties, the contract will not be extended. Price changes will only be considered once a year.

https://www.bidnetdirect.com/new-york mailto:AP@greececsd.org

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 9 of 15

CONTRACT TERMINATION

If the successful vendor fails, after seven (7) days' written notice, to supply enough properly skilled workmen or proper materials, or fails to prosecute the work to assure completion pursuant to contract terms, or shall in any other respect breach his contract, the District may terminate the contract without further notice to the contractor. Any and all costs, damages, and other expenses incurred by the District as a result of this action shall be the direct liability of the successful vendor.

DAMAGES

Any damages found to be the direct result of the successful vendor’s performance of services on any science equipment in the contract will be the vendor’s responsibility. Repair or replacement of the science equipment by the vendor will be required.

DELETIONS AND ADDITIONS

The District reserves the right to add/delete approximately 5% related science equipment for repair/rework (overhaul) to this contract, similar in nature to the science equipment specified within this RFQ at the RFQ contract price.

PICK-UP & DELIVERY LOCATIONS

All on-site repairs/deliveries are to be F.O.B. Greece Central School District and delivered between 8:30 a.m. and no later than 2:30 p.m. Repairs/delivery to be made to one or more of the following Greece Central School District’s locations, as specified by the Purchase Order:

• ARMS Arcadia Middle School, 130 Island Cottage Road, 14612

• ARHS Arcadia High School, 120 Island Cottage Road, 14612

• ATHS Athena High School, 800 Long Pond Road, 14612

• ATMS Athena Middle School, 800 Long Pond Road, 14612

• ODY Odyssey Academy, 750 Maiden Lane, 14615

• OLY Olympia High School, 1139 Maiden Lane, 14615

• Phoenix Phoenix Academy, 200 Alcott Road, Rochester, NY 14626

Repairs, Rework, Calibrations, and Tests are to be completed per the schedule determined by Science TOSA. If the successful vendor fails to deliver as ordered, within the time specified, or within a reasonable time as interpreted by the school district or fails to make replacement of rejected articles when so requested immediately or as directed by the school district, the school district may purchase from other sources to take the place of the item rejected or not delivered. On all such purchases, the successful vendor agrees to reimburse the school district promptly for the excess costs occasioned by the purchases. Should the cost be less, the successful vendor shall have no claim to the difference. Such purchases will be deducted from the contract quantity.

School consolidation may require changes to school names and/or addresses, but the equipment quantity will remain the same.

EXCEPTIONS

Any exceptions to this RFQ must be in writing and attached to the RFQ Proposal.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 10 of 15

EXECUTORY CLAUSE

This contract shall be deemed executory only to the extent of the monies appropriated and available for the purpose of the contract, and no liability on account thereof shall be incurred by the purchaser beyond the amount of such monies. It is understood that neither this contract nor any representation by any public employee or officer creates any legal or moral obligation to request, appropriate, or make available monies for the purpose of the contract.

FORCE MAJEURE

The Contractor shall not be held responsible for any losses resulting if the fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, or acts of God, or for any other acts not within the control of the Contractor and which by the exercise of reasonable diligence they are unable to prevent.

FUNCTIONALITY

The vendor must check all science equipment and accessories to ensure proper regulation, operation, and working conditions. In the event the equipment and/or related accessories are received by the school district and are found to be not properly regulated, not operational, or in unsatisfactory condition, the identified item will continue to be repaired/reworked by the successful bidder. All related costs incurred by the school district will be billed to and borne by the original vendor.

GOVERNING LAW

Any dispute arising under this Contract shall be governed by the law of the State of New York, County of Monroe, Town of Greece. Any litigation under this Contract, if commenced by the Contractor, shall be brought in a Court of competent jurisdiction in the State of New York. However, if the New York law does not cover the issue in dispute or if there is a conflict between New York law and Federal law, i.e., decisions of the Federal courts, regulations, and statutes, the New York court shall apply the Federal law. Pending the resolution of any dispute, the Contractor shall proceed as directed by the School District in writing.

INDEMNIFICATION

To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the School District from and against claims, damages, losses, and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of contracted services, provided that such claim, damage, loss or expense is attributed in whole or in part by negligent acts or omissions of the Contractor, his subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, damage, loss or expense is caused in part by a party indemnified hereunder.

INSURANCE REQUIREMENTS

The Contractor shall procure and maintain, at his own expense throughout the contract term, insurance for liability for damages imposed by laws for the kinds and amounts stated herein. The issuing insurance companies must be authorized by the New York State Insurance Department to issue coverage(s) within New York State. All aspects of the contract must be covered. The amounts stated herein are minimum requirements.

Within five (5) days after the notice of award, the successful vendor shall furnish to the District a Certificate(s) of Insurance that clearly shows compliance as stated herein. The Greece Central School District shall be named as additionally insured. Failure to comply may result in cancellation of the award.

MAINTENANCE & CLEAN-UP

MAINTENANCE shall be done under the manufacturer’s recommendations.

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CLEAN UP, the successful vendor shall keep the premises and surrounding area free from the accumulation of waste materials or rubbish caused by operations under the contract. At the completion of the work, the vendor shall remove from and about the project waste materials, rubbish, the bidder’s tools, and surplus materials. All RFQ prices shall include all removal and clean-up costs.

NON-ASSIGNMENT

It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of the Contract or his right, title, or interest therein, or his power to execute such Contract, to any other person, company, or corporation, without the previous written consent of the School District.

ORDER OF PRECEDENCE

Should a contradiction appear within this bid document, the following order of precedence shall prevail:

1. RFQ Terms and Conditions

2. RFQ Specifications

3. General Conditions

4. Purchase Order Conditions

PAYMENTS

Payment will be made only upon receipt of the complete order voucher from the blanket purchase order and the correct presentation of claim forms or invoices as may be required.

Payments of any claim or invoice shall not preclude the District from making claims for adjustments on any item found not to have been in accordance with the contract specifications. (See also Billing/Invoices).

The payment schedule is contingent upon the successful vendor’s submittal and the receipt thereof of the vendor’s invoice. The vendor’s invoice should indicate the type/name of science equipment, brand name, serial number, description of the calibration/repair/rework (overhaul), and unit cost for the completion of servicing the science equipment designated on “Attachment-A: Proof of Service Form” which includes the science equipment inventory. It must be signed/dated by the Science TOSA indicating that the work (calibrations, repairs, rework) has been performed satisfactorily and the service history report has been completed.

Note: All on-site completed calibration/repair/rework (overhaul) sent out in the fiscal year must be invoiced in the same fiscal year and not to exceed the annual contract amount.

PRICES

All RFQ prices will be firm for ninety (90) days after RFQ opening for contract adoption. Contract prices are firm for the contract period. All RFQ prices shall be net prices; F.O.B. destination and delivered at ground level.

PROGRESS AND COMPLETION

Time limits stated in the Contract are of the essence of the Contract. By acceptance of the Contract, the Contractor confirms that the contract time is a reasonable period for performing the work and agrees to complete the work within the time limits specified.

PURCHASE ORDERS

Receiving a Purchase Order will direct repair/rework (overhaul) for the science equipment listed within the inventory, and any annual additions/deletions of science equipment. The vendor may receive “blanket orders” authorizing the vendor to repair / rework (overhaul) science equipment up to the dollar value on the Purchase Order. Non-contract goods/services are prohibited and will not be paid for by the District. Only the Purchasing Agent or designee, before delivery, may authorize exceptions.

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PURCHASE ORDER VOUCHER(S)/INVOICES

The successful vendor(s) must provide the Science TOSA with a separate invoice for each service call placed against the blanket purchase order for repairs on-site at the District.

All invoices from this contract must contain the RFQ number, purchase order number, quantity, description, unit price, and extension. (See also Billing/Invoices and Payments).

QUALIFICATIONS

The successful vendor must be prepared to present satisfactory proof of his capacity and ability to perform this contract. Such proof may include, but not be limited to, an inspection of the contractor’s facilities and equipment, inventory, review of financial statements, and references. The successful vendor must be a firm regularly engaged and authorized in full science equipment repair and service support. The District reserves the right to reject any proposal where the contractor cannot satisfy the District regarding his ability to perform.

QUANTITIES

All quantities listed herein are the estimated total requirements. These estimates should not be construed to represent guaranteed maximum or minimum quantities to be serviced during the contract period. The District can add/delete science equipment annually as needed throughout the contract term.

SAFETY & SECURITY STANDARDS

In addition to all other safety requirements required by this contract and by all applicable laws and regulations, the following regulations shall apply:

Section 155.5, “Uniform Safety Standards for School Construction and Maintenance Projects”, was enacted on October 7, 1999.

Workers shall be required to wear photo-identification badges at all times for identification and security purposes while working at occupied sites within the District.

TIME & MATERIAL for Rebuilds Over / Beyond RFQ Scope Rebuild Definition: to build again, to make “extensive” structural repairs on, to remodel, or to make extensive changes in for restoration of science equipment.

When rebuilds are required over/beyond the scope of the science equipment repair/rework (overhaul) RFQ, the successful vendor must provide a written estimate prior to commencing the work. The written estimate must indicate labor and material costs, including discounts. The successful vendor may not proceed with the work until approval is given by the Science TOSA. If the written estimate is considered too high in costs, the District reserves the right to provide materials, change the scope of work, and/or the right to cancel the request.

The District reserves the right to audit or request documentary evidence to substantiate any prices billed for labor and the repair/replacement part(s).

LABOR COSTS

Hourly Rates The successful vendor will be paid for the number of hours actually expended at the job site.

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Time Charges

a. A one (1) hour minimum labor charge will be permitted for any repair service.

b. The time for each service call will be computed from the time of arrival to the time of completion of the service call at the job site. The District will not pay for travel time.

c. All time will be computed to the nearest quarter of an hour.

d. All travel and mileage costs must be incorporated in the successful vendor’s hourly rate for service.

The District will only pay the vendor for the actual time spent performing the work per service call.

MATERIAL COSTS

The successful vendor must ensure that all repair and replacement part(s) return the equipment in proper working condition. The parts are to be priced at the manufacturer’s list price less the discount percentage that is bid by the successful vendor.

RENTAL COSTS

The successful vendor is expected to have on hand all the appropriate, adequate tools and part(s) to perform the repairs under this contract. The District will not be responsible for any equipment rental costs.

SERVICES RENDERED

The successful vendor will be required to furnish a detailed service receipt for services rendered of each service call which is signed/dated by the Principal/Budget Manager. All labor and material costs shall be itemized on each invoice and billed at the discounted unit price. Pertinent information that shall be included on the invoice is as follows:

• Request date and time.

• Service date and time.

• Completion date and time.

• Service representative/technician name who serviced the system.

• Location where work was performed.

• Description of the work.

• List specific affected parts with brand names, model numbers, and costs.

• Number of labor hours, hourly rate applied, and total cost.

UNCONTEMPLATED PURCHASES

The District reserves the right to negotiate lower pricing or request any unanticipated excessive purchase via a separate RFQ.

WAGE RATES

The contractor shall be compensated for work performed under this contract in accordance with provisions of the New York State Labor Law. All wages paid are to be in accordance with wage schedules established by the New York State Labor Department. Unless there is an increase in these schedules, the contractor's unit prices shall remain firm for the contract term.

WARRANTY

The contractor (s) shall submit, with their proposal, the warranty/guarantee for all goods/services to be furnished hereunder. As a minimum, contractor(s) shall warrant/guarantee all goods/services for a period of one (1) year from the date of service, and the successful contractor(s) shall be obligated to repair or replace all defected materials or workmanship which are discovered or exist during the one (1) year period at no additional cost to the District. The successful contractor(s) shall make all repairs within a reasonable time period. If the successful contractor(s) fails to make the necessary repairs within a reasonable time period, the District may repair or replace the defective materials and bill the successful contractor(s) for material and labor accordingly.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 14 of 15

SCHEDULE OF INSURANCE

INDEMNIFICATION

Notwithstanding the limits of any insurance provided or maintained by the Contractor, the Contractor shall defend, indemnify, and hold harmless the Greece Central School District and its officers, employees, and agents from that portion of all claims, actions, liabilities, damages, and costs (including, but not limited to, attorneys’ fees) of every nature and description arising out of or resulting from the acts, omissions, or negligence of the Contractor or their employees or agents. The Contractor’s duties and obligations pursuant to this paragraph shall survive the termination or expiration of this agreement and shall not be limited by any provision herein requiring the Contractor to maintain specific insurance coverage.

INSURANCE

The Contractor, at its own expense, shall procure and maintain the following insurance coverage with limits of liability not less than the limits specified:

Commercial General Liability Premises/Operations $1,000,000 each occurrence Products/Completed Operations $1,000,000 each occurrence Contractual Liability $1,000,000 each occurrence Independent Contractors $1,000,000 each occurrence Personal Injury $1,000,000 each occurrence Broad Form Property Damage $1,000,000 each occurrence Bodily Injury and Property Damage Limit $1,000,000 each occurrence Products/Completed Operations Damage Limit $1,000,000 each occurrence Personal Injury and Advertising Injury Limit $1,000,000 each person or organization General Aggregate Limit $2,000,000

Sexual Abuse & Molestation (Optional for any non-District related activity involving children under the age of 18 and sponsored by Commercial or non-commercial organizations).

Sexual Abuse & Molestation $1,000,000 each occurrence General Aggregate Limit $2,000,000

The Greece Central School District and its officers, employees, elected officials, and agents shall be named as Additional Insured on a direct primary basis under the policy issued for the following coverage:

Automobile Liability $1,000,000 each accident Owned, Hired, and Non-Owned Automobiles Combined Single Limit for Bodily Injury and Property Damage

Excess “Umbrella Liability” Providing excess coverage over the Commercial General Liability and the Auto Liability policies with limits not less than $5,000,000 for each occurrence.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT PAGE 15 of 15

The Greece Central School district and its officers, employees, and agents shall be named as Additional Insured under the policy issued for Excess “Umbrella Liability” coverage.

Workers’ Compensation & Employers’ Liability Statutory coverage complying with New York Workers’ Compensation Law.

The Contractor expressly understands and agrees that the insurance requirements specified above, except for Professional Liability, contemplate the user of occurrence liability forms. If claims-made coverage is evidenced to satisfy any of the specified requirements, the Contractor shall comply with the following requirements:

1. If the claims-made coverage terms designate a specific retroactive date, the Contractor shall maintain a retroactive date which is not later than the earlier of the date of the commencement of the term of this agreement or the original coverage retroactive date for the Contractor’s first claims-made policy for each and every coverage provided on a claims-made basis;

2. For the duration of this agreement or any subsequent renewals, if the retroactive date is advanced or if the policy is materially changed, canceled, or not renewed, the Contractor shall purchase, at its own expense, an Extended Reporting Period (“Tail” coverage) in compliance with the minimum standards prescribed by the Insurance Department of the State of New York in Regulation Number 121 (11 NYCRR 73) or its subsequent amendments or revisions; and,

3. Upon termination of the services provided to Greece Central School District by the Contractor, the Contractor shall maintain such claims-made coverage without interruption for a period of time equal to the length of any Extended Reporting Period requirement as specified above. If the retroactive date is advanced or if the policy is materially changed, canceled, or not renewed during this period of time, the Contractor shall purchase, at its own expense, an Extended Reporting Endorsement that is in compliance with the minimum insurance standards prescribed by the Insurance Department of the State of New York in Regulation Number 121 (11 NYCRR

73) or its subsequent amendments or revisions.

The insurance carriers providing the above coverage shall be licensed to do so in New York State and shall also be rated no lower than “A” by the most recent Best’s Key Rating Guide or Best’s Agent’s Guide or must be otherwise acceptable to Greece Central School District’s Board of Supervisors.

Upon execution of this agreement, the Contractor shall fully furnish the Greece Central School District with an original “Certificate of Insurance” evidencing that policies of insurance are maintained which conform to the aforementioned insurance requirements.

All insurance policies required herein shall be specifically endorsed to provide that in the event of cancellation, non-renewal or material change on the part of the insurer, 30-days prior written notice shall be provided to the Greece Central School District, P.O. Box 300, North Greece, NY 14615.

RFQ #25-004: SCIENCE EQUIPMENT SERVICE MAINTENANCE AGREEMENT