25AJB0086 Attachment B Detailed Scope and Specifications.pdf

Annual Hoist and Crane Inspections and Repairs IFB #: 25AJB0086 t

INSTRUCTIONS TO BIDDERS

1. In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying

Law”), the restricted period for this procurement is now in effect until a binding contractual agreement exists with the selected Contractor and all other Bidders have been notified, or when the University rejects all proposals. Therefore, all communications regarding this procurement must be handled through the designated contacts only. Under no circumstances, may any Bidder or its representative, contact any employee or representative of the University regarding the IFB other than the designated contacts on this IFB. Strict adherence to this important procedural safeguard is required. Any violation of this condition may result in Bidder being considered non-compliant and ineligible for award.

2. Any bid received after the close date/time specified in this IFB will be considered a Late Bid. A Late Bid shall not be considered for award unless: (i) no timely bids meeting the requirements of this IFB are received; or (ii) in the case of a multiple award, an insufficient number of timely bids were received to satisfy the multiple award. Late Bids that are not considered will be held unopened, unless opened for identification, until after award and then retained with other unsuccessful bids. However, any bid bond or guarantee will be returned. Upon receipt of a Late Bid, the University will use the date and time stamp to document the Late Bid’s arrival.

3. SUBMISSION OF QUESTIONS: By submitting a proposal, the bidder agrees that it will neither make any claims for nor assert any right to, damages because of any misunderstandings or lack of information.

Written questions and requests for clarification must cite the IFB section, where applicable. Questions received after the deadline may not be answered by the University. A comprehensive list of questions and the official University response will be issued as an Addendum. The Addendum will not contain the identities of the bidders submitting the questions; those bidders will remain anonymous to the extent allowed by law.

All questions should be submitted via the Question & Answer Board in the University at Buffalo’s ShopBlue Sourcing system on the date indicated in this IFB. The Question & Answer Board is located on the left navigation bar, under Tools.

4. SUBMISSION OF PROPOSAL: To be deemed “responsive” to this IFB, a Bidder must meet all mandatory requirements and qualifications and its proposal must address all points and questions appearing in this IFB. In the event a Bidder’s proposal is determined by the University to be “non-responsive,” the University may disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award.

An authorized person must fully and properly execute the proposal. By signing, you certify (i) your express authority to sign on behalf of yourself, your company, or other entity; (ii) your full knowledge and acceptance of this IFB terms and conditions, Exhibit A (State University of New York Standard Contract Clauses), Exhibit A-1; and (iii) that all information provided is complete, true and accurate.

Proposals should be prepared in such a way as to provide straightforward, concise and specific information about the scope of services your company is able and willing to provide. Emphasis should be placed on responsiveness to the University’s desired services and goals.

Any additional information shall be submitted in a separate document in the Bidder Attachments located in the ShopBlue left navigation bar. Any Bidder terms which are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only.

Proposals may be withdrawn or modified by written request from the bidder at any time prior to the Bid Close Date/Time.

The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of 120 days from bid opening.

After 120 days, the proposal may remain in effect, subject to withdrawal communicated in writing signed by the Bidder.

The University reserves the right to request clarifications from Bidders for purposes of assuring a full understanding of responsiveness and further reserves the right to permit revisions from all Bidders determined to be susceptible to being selected for contract award, prior to award.

University reserves the right to reject separable portions of any offer, to negotiate terms and conditions consistent with the solicitation, and to make an award for any or all remaining portions.

University reserves the right to eliminate non-material requirements not met by all Bidders.

In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices must be extended in decimals, not fractions.

Bidder is responsible to bring to the University’s attention any deviations in the technical specifications and to make recommendations for any additional requirements deemed necessary as standard, or for work indicated in the specifications contained in this IFB. If the University, at its discretion, finds the deviations to be significant to require a change in the necessary specifications for the work, the University will notify all Bidders via an Addendum to the IFB. No deviations from the technical specifications provided herein shall be made without written approval of the University.

By submitting a proposal, Bidder agrees that it will not make any claims for, nor assert any right to damages because of any misinterpretation or misunderstanding of the specifications or because of any misinformation or lack of information.

Bidder may be requested to provide evidence that the award of a contract will not result in:

• a conflict of interest with regard to other work performed by Bidder

• a potential conflict of interest among Bidder’s staff

More than one (1) bid from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that a bidder is interested in more than one proposal for the same work will cause the rejection of all proposals in which such bidders are believed to be interested.

Any or all proposals will be rejected if there is reason to believe that collusion exists between bidders.

Proposals in which the prices and quantities are obviously unbalanced will be rejected.

Bidder is responsible for all costs that it incurs, direct or indirect, related to the preparation and submission of a proposal in response to this IFB.

University at Buffalo

Invitation for Bid (IFB) # 25AJB0086 Annual Hoist and Crane Inspections and Repairs

DUE DATE AND TIME: July 28, 2026 @ 03:00 P.M. EASTERN STANDARD TIME (EST).

Upon notice of award, the awarded bidder will be required to provide original, wet signatures for all applicable documents. The University and the awarded Bidder will coordinate logistics to facilitate this requirement.

A public bid opening will not be held, late bids will not be accepted.

DESIGNATED CAMPUS CONTACTS: These are the only people that Bidders may speak to until award of this bid. Email correspondence is preferred. The contractual contact must be included on all conversations regarding this bid.

CONTRACTUAL

Amanda Brandis Buyer University at Buffalo Purchasing 224 Crofts Hall Buffalo, NY 14260 Office: 716-645-4504 abrandis@buffalo.edu

RESTRICTED PERIOD: In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect until a binding contractual agreement exists with the selected Contractor and all other Bidders have been notified, or when the University rejects all proposals. Therefore, all communications regarding this procurement must be handled through the above designated contacts only. Under no circumstances may any Bidder or its representative contact any employee or representative of the University regarding the IFB other than as provided in this section.

Strict adherence to this important procedural safeguard is required. Any violation of this condition may result in Bidder being considered non-compliant and ineligible for award.

Definitions:

The following are interchangeable terms:

• Bidder = Contractor = Vendor = Offeror

• Bid = Proposal = Quote

• Contract = Agreement mailto:abrandis@buffalo.edu

SECTION 1: INTRODUCTION

1.1 SCOPE

The State University of New York at Buffalo, hereafter referred to as "the University," is offering a Invitation for Bid (IFB) for Hoist and Crane Inspection and Repair Services at the University's Campuses. This includes all labor, equipment, and material necessary to inspect and repair about forty five (45) assorted hoists and cranes as well as numerous nylon slings, engineered chains, etc. at the University in accordance with associated Occupational Safety and Health Act (OSHA) requirements. The successful Bidder/Contractor shall be responsible for hoist and crane inspection and repair at all University at Buffalo North, South and Downtown Campuses and all other University-affiliated facilities, present and future, as designated by the University. The University reserves the right to add or remove equipment to be inspected at any time throughout the length of this Contract.

1.2 BACKGROUND

The University at Buffalo (“University”) is the largest and most comprehensive campus in the 64-campus State University of New York system (“SUNY”). Founded in 1846, the University is a premier research-intensive public university dedicated to academic excellence. The University offers a wide range of academic programs including more than 100 undergraduate degrees, 205 master’s degrees and 94 doctoral and professional degrees. Currently there are more than 260,000 alumni taking leadership roles in communities and businesses throughout the United States, 135,000 in New York State, and in 148 countries around the world. Approximately 30,000 students attend the University. The University is a member in the prestigious Association of American Universities (“AAU”).

1.3 METHOD OF AWARD

Award Criteria:

This IFB is part of a competitive procurement process designed to serve the best interests of the University, State University of New York and the People of the State of New York. It is also designed to provide all bidders with a fair opportunity to have their services considered. The University encourages free and open competition.

Whenever possible, terms, specifications, and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the University’s needs.

The bidder with the highest Cost score (lowest cost) on the basis of grand total will be awarded a contract, as long as they are responsible and responsive to this IFB. The University reserves the right to make awards within 120 days after the date of the bid opening. During which period, bids shall not be withdrawn unless the bidder specifically states in the bid that acceptance thereof must be made within a shorter specific time.

Any other information that may be relevant, but does not fall in the above format, should be provided as an appendix. Minor irregularities in the proposals which are immaterial or inconsequential in nature may be waived, whenever it is determined to be in the best interest of the University. If Bidder company literature or other publications are included and intended to respond to a specific IFB requirement, the response should include reference to the document name and page.

1.3.1 The University will review each proposal and will make a recommendation for contract award following the review process below.

1.3.1.1 Administrative Review: A review of each proposal, received by the due date and time, will be conducted to ensure that all mandatory requirements listed in the IFB are met, including Client References, which will be evaluated as pass/fail. Failure to meet any of the mandatory requirements will result in a proposal being considered non-responsive and the proposal will be eliminated from further evaluation.

1.3.1.2 Cost Review: Each proposal remaining after technical review will advance for cost review. The lowest cost proposal will receive full points. A percentage will be assigned in relation to the lowest Bidder’s costs in ascending order.

1.3.2 In the event of a tie in Cost scores, University will flip a coin to determine award.

1.4 ORDER OF PRECEDENCE

The following documents will be annexed to, and incorporated into, and made part of, the Agreement:

(a) Exhibit A, State University of New York Standard Contract Clause

(b) Exhibit A-1, State University of New York Affirmative Action Clauses

(c) Exhibit B, General Contract Terms and Conditions

(d) The Agreement, including any attachments and schedules thereto

(e) SUNY’s Invitation for Bid

(f) Successful Offeror’s Proposal

In the event of any inconsistency in, or conflict among, the document elements described above, such inconsistency or conflict shall be resolved by giving precedence to the document elements in the order set forth above.

1.5 TERM OF AGREEMENT/CONTRACT TERM

The successful bidder will be required to enter into a formal written agreement with the University for a period of five (5) years. Award is contingent upon full execution of a contract by the parties and the approval of the State Office of the Attorney General (OAG) and Office of the State Comptroller (OSC), if applicable.

1.6 PRICING

All proposed pricing must be included in ‘Items’ Tab found on the left hand navigation bar in the Jaggar ShopBlue system to be considered. Any alternative price quote documents provided in response to this solicitation will not be considered. Prices quoted in ‘Items’ Tab shall remain firm for the first (1st) full year of the Agreement, except in the event of price decreases which are permitted and encouraged at any time. Increases in annual costs for the second (2nd) through the fifth (5th) year shall not exceed inflation guidelines as established by the nationally accepted consumer price index (CPI) for each year. The specific inflation level will be based on the average CPI percentage for the (12) twelve month period ending ninety (90) days prior to each subsequent contract year. The approval document for this contract will be: U.S. Department of Labor Consumer Price Index, Northeast Urban, All Items. Price increases requested from above CPI levels must be accompanied by support documentation for the increase and said increase must be acceptable to the University and subject to OSC prior approval. Newly negotiated labor agreements, manufacturer’s increases, and nationally accepted fuel cost adjustments are examples of increases, which could exceed CPI averages. Generally, OSC will not approve increases greater than five (5) percent, except where the agency submits appropriate justification for such higher rate. There is no cap on decreases.

1.7 LATE BID

Any bid received after the time specified in this IFB will be considered a Late Bid. A Late Bid shall not be considered for award unless: (i) no timely bids meeting the requirements of this IFB are received; or (ii) in the https://www.bls.gov/regions/mid-atlantic/news-release/consumerpriceindex_northeast.htm#:%7E:text=Over%20the%20last%2012%20months,smallest%20increase%20since%20December%202021.

https://www.bls.gov/regions/mid-atlantic/news-release/consumerpriceindex_northeast.htm#:%7E:text=Over%20the%20last%2012%20months,smallest%20increase%20since%20December%202021.

case of a multiple award, an insufficient number of timely bids were received to satisfy the multiple award. Upon receipt of a Late Bid, the University will use the ShopBlue (Jaggaer) date and time stamp to document the Late Bid’s arrival. Late Bids that are not considered will be held unopened, unless opened for identification, until after award and then retained with other unsuccessful bids. However, any bid bond or guarantee will be returned.

1.8 SUBMISSION OF QUESTIONS

By submitting a proposal, the bidder agrees that it will neither make any claims for nor assert any right to, damages because of any misunderstandings or lack of information. Questions should be submitted through the University’s eProcurement system, ShopBlue (Jaggaer), Question & Answer Board. See “Instructions to Bidders” attachment for details. Written questions and requests for clarification must cite the IFB section, where applicable. Questions received after the deadline may not be answered by the University. A comprehensive list of questions and the official University response will be issued as an Addendum to the IFB, and will be attached to Contract Reporter ad # 2136882 located at www.nyscr.ny.gov. The Addendum will not contain the identities of the bidders submitting the questions; those bidders will remain anonymous to the extent allowed by law.

SECTION 2: FACILITIES: SPECIFICATIONS / SCOPE OF WORK

Each proposal shall be with the understanding that, at a minimum, the successful bidder will be required to provide the services identified below, observing all applicable federal, state and local laws relating to industry, labor, and employment in a manner consistent with U.S. standards of good practice. The University shall not be responsible for any services provided by the successful Bidder that are outside the scope of the contract awarded. The University shall not be responsible for any additional costs other than the costs for the services outlined in ‘Items’ Section herein, or for any work performed that has not been properly authorized in writing by the University.

2.1 Scope of Work

The State University of New York at Buffalo, hereafter referred to as "the University," is offering a Invitation for Bid (IFB) for Hoist and Crane Inspection and Repair Services at the University's Campuses. This includes all labor, equipment, and material necessary to inspect and repair assorted hoists and cranes as well as numerous nylon slings, engineered chains, etc. at the University in accordance with associated Occupational Safety and Health Act (OSHA) requirements. The successful Bidder/Contractor shall be responsible for hoist and crane inspection and repair at all University at Buffalo North, South and Downtown Campuses and all other University-affiliated facilities, present and future, as designated by the University. The University reserves the right to add or remove equipment to be inspected at any time throughout the length of this Contract.

Over the life of this Contract, the need for additional equipment may be needed as the University continues its growth and may include additional service. Should this need arise, the Contractor and the University Contract Manager will come to a mutually agreeable price.

2.1.1 Inspection requirements

Bidder must provide proof of manufacturer training, authorization, or certification for all applicable hoist and crane equipment identified in Items tab of eProcurement system.

OSHA regulation 29 CFR 1910.179 (J) (3) mandates that the following components of hoists and cranes be inspected periodically for mechanical and electrical soundness:

• Hoisting apparatus

• Cables http://www.nyscr.ny.gov/

• Sheaves

• Drums

• Operator controls

• Brakes

• Limit switches

• Overhead stationary support structure Bridge

• Trolley

• And all other associated equipment.

In addition to those requirements, the University requires that inspection include the following:

• Lubrication as ·required for all fittings, open gears, wire rope, etc. Adjust all brakes

• Check all electrical connections and contactors

• Check all oil levels and top off as required

2.1.1.2 Bidder will be responsible for classifying and documenting any deficiencies by severity and recommended corrective action.

2.1.1.3 All technicians must be OSHA 10-hour certified, factory trained/certified for the hoist and crane makes on campus and qualified per ASME B30.2/B30.16 requirements.

2.1.1.4 Bidder is responsible for providing any additional equipment, PPE and diagnostic tools to perform inspections and any potential repairs.

2.1.1.5 All inspection reports, repair documentation, certifications, and related records must be submitted to an maintained within the University’s Facilities Documents Library in electronic format (PDF). The bidder is responsible for ensuring all documents are complete, properly labeled, and uploaded within five (5) business days of service completion.

2.1.1 Reports and Tags

2.1.1.1 Bidder will affix inspection tag/sticker showing date, inspector and pass/fail status.

2.1.1.2 Bidder shall submit electronic (PDF) reports by asset within five (5) business days, with photos of deficiencies , parts list and repair estimate.

2.1.1.3 Maintain a cumulative log for each asset available upon request of the University.

2.1.1.4 Reports must include photo documentation, pass/fail summary, severity ranking (critical/major/minor) and recommended timeline repair.

2.1.1.5 Reporting requirements by including asset identification, standardized format, and consistent documentation.

2.1.2 Repairs and Parts

2.1.3.1 Repairs will only be performed once written approval has been received from the

University.

2.1.3.2 All replacement parts must be OEM or OEM certified equal with warranty information provided.

2.1.3.3 Detailed repair estimates must include labor, parts, lead times, warranty and risk of implications if repair is deferred.

2.1.3.4 Bidder must perform an operational test and provide a written ‘Return-to-Service” certification.

2.1.3.5 Emergency repairs must include immediate hazard mitigation, lockout/tagout documentation and follow-up written repair summary.

2.1.3.6 Warranty on any labor shall follow the industry standard.

2.1.3.7 The equipment inventory provided is for informational and pricing purposes only and may change during the term of the Contract. The University reserves the right to add, remove, replace, relocate, or modify equipment as operational needs require. No minimum quantity of inspections, repairs, service calls, or work is guaranteed under this Contract.

2.1.3.8 Any repair work outside of annual inspections requires a written quote detailing labor, parts, estimated completion time, and warranty information. No repair work may begin without prior written University approval, and only approved work will be eligible for payment under the Contract.

2.1.4 Response and Scheduling

2.1.4.1 Routine inspections and repairs are to be completed within three (3) business days of authorization from the University unless otherwise specified in writing by the University.

2.1.4.2 Bidder will need to be on site within four (4) hours of an emergency response.

2.1.4.3 Bidder must coordinate access to buildings with University designated contact.

2.1.4.4 The Contractor must notify and receive acknowledgment from the University’s designated point of contact prior to arriving on campus for any work. Arrival without prior coordination may result in denial of access.

2.1.4.5 Upon arrival, the Contractor shall check-in with the University’s designated point of contact and comply with all site specific safety and access procedures before any work commences.

2.1.4.6 The Contractor shall maintain regular communication with the University’s designated point of contact throughout the duration of on-site activities, including notification of progress, issues encountered and completion of work.

2.1.4.7 Upon completion of services, the Contractor shall review completed work with the

University’s designated point of contact and confirm and follow-up actions, deficiencies or recommendations.

2.1.4.8 Where University-owned equipment or support is required the Contractor shall provide advance notice to the University designated point of contact prior to service identifying the equipment/support needed, location and duration. All requests are subject to University confirmation and availability and shall not be assumed. Failure to provide adequate notice or coordination may result in delays at the Contractor’s sole responsibility, without additional compensation.

2.2 ATHLETICS:

Except as expressly modified in Section 2.2, all requirements, specifications, standards, procedures, qualifications, reporting, documentation, response times, and performance expectations applicable to Facilities hoist and crane inspections and repairs under Section 2.1 shall apply equally to Athletics-associated equipment.

The following subsections set forth Athletics-specific requirements, additions, and modifications that supersede or supplement the Facilities requirements.

2.2.1. Scheduling and Service Window

2.2.1.1 All required inspections, testing, tagging, documentation, and any University‑approved repairs must be fully completed within the fixed service window of May 26, 27, and 28, or within any alternate service window communicated in advance by the University.

2.2.1.2 The University reserves the right to adjust the service window as necessary and provide advance notice of any such change.

2.2.1.3 All work must be coordinated with the University’s Athletics point of contact or designee.

2.2.2 Staffing

2.2.2.1 Bidders must demonstrate sufficient staffing levels, appropriate certifications, manufacturing authorizations and operational capacity to complete all the Athletics related work within the designated service window.

2.2.2.2 Staffing plans shall account for: Concurrent inspections, potential minor repairs and documentation and tagging within the same visit.

2.2.2.3 The University will not grant extensions due to contractor staffing shortages, scheduling conflicts or inadequate preparation.