3-SPECS.pdf

SPECIFICATIONS FOR RFP 26-536

SAFETY SHOES FOR THE EHS DEPARTMENT

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking an experienced and qualified Vendor to provide safety shoes and Boots for employees in the EHS department.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000. The college’s main campus is located at 80 Vandenburgh Avenue in Troy.

SECTION C – PROJECT OBJECTIVES

Provide safety shoes and boots of various makes, styles and sizes for approximately 114 HVCC employees utilizing a voucher-based program.

SECTION D - SCOPE OF WORK

The selected vendor must accept HVCC issued vouchers to be submitted by the employees for qualified purchases. HVCC will pay the cost of the shoes, not to exceed $150.00 per pair. The vendor must provide receipts showing the safety shoes purchased with no other items. Should the employee select shoes or boots that exceed the $ 150.00 limit, it will be the employee’s responsibility to pay the difference. Vendor shall provide current catalog or price list showing the retail price for all safety shoes and boots and quote percent off manufacturer’s suggested retail price.

Vendor must be able to provide the following:

All boots must have a safety toe that meets or exceeds the most current version of ASTM F2413-18a standard.

There must be a provision for a safety toe boot to fit in reasonable comfort those with awkward sized or shaped feet.

Men's sizes and widths: Models covering a range of sizes from 6 to 15 and widths from B to EEE must be available. Not all models need to be available in all sizes; however, all must be available between sizes 9 and

12. Half sizes must be available between 7 and 12.

Women’s sizes and widths: Models covering a range of sizes from 5 to 11 and widths from M to W. Some models must also be offered in N and XW. Not all models need to be available in all sizes; however, all must be available between sizes 6 and 10.

Boots ordered by employees shall be available for pickup within 15 calendar days. Should the boots ordered by an employee not fit properly, vendor shall reorder in the correct size at no additional charge to HVCC or the employee.

Provide options for employees to order online or by phone.

SECTION E – VENDOR QUALIFICATIONS

The vendor must be located within a 30-mile radius of the main campus.

Demonstrate experience in providing safety footwear programs for organizations of similar size and complexity to HVCC.

Experience administering voucher-based purchasing program.

Adequate inventory to meet a wide variety of sizes and styles.

Customer service team available for support and questions

Failure to comply with all requirements listed here will be grounds for rejection of your proposal. The college reserves the right to determine that a vendor has substantially met the proposal requirements and/or to ask for additional information, to interview vendor and/or to visit vendor’s office(s) and disposal sites.

SECTION F – CONTRACTORS RESPONSIBILITIES

Invoices must include the RFP number, employee name, discount percent, and copy of Safety Shoe Voucher.

Provide receipt for all purchases.

Offer replacement and return/exchange policies for defective or ill-fitting products.

SECTION G – TERM OF CONTRACT (OPTION FOR EXTENSION)

Contract shall be in effect from November 1, 2025 – August 31, 2026.

HVCC reserves the right to extend the contract for up to two (2) additional one-year terms at its sole discretion.

The maximum possible duration of the contract is three (3) years ending August 31, 2028.

SECTION H - TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

SECTION J – EVALUATION CRITIA

Distance to HVCC main campus 25 Discount Percentage of Mfg List 50 On-line ordering 10 Product Selection 15

SECTION K – SUBMISSION INFORMATION

Questions regarding the RFP must be submitted through the Bonfire portal.

Vendors must submit proposals using our online application system, Euna Solutions (Bonfire), located at:

https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

Proposals can also be mailed or hand delivered must be sealed and have the RFP name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180 https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com

SECTION L– CONTACTS

Maxine Ortiz 518- 629-7787 m.ortiz@hvcc.edu

Issuing Office

Environmental Health and Safety mailto:m.ortiz@hvcc.edu