4006123361attachment06_redlined_031225.xlsx
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This document is a Bidder Submission Checklist for Invitation for Bids (IFB) No. 23361, issued by the New York State Office of General Services (OGS) for a statewide contract covering Protective Outerwear (Firefighting, Emergency/Rescue, and Safety). The checklist is a comprehensive guide for potential bidders, detailing the required documentation and submission format for participating in this state procurement opportunity, with a revision date of 3/12/2025.
The contract seeks to establish a statewide purchasing vehicle for protective outerwear across New York State counties. Bidders must submit detailed documentation including pricing sheets, insurance certificates, manufacturer's certifications, product specifications, and various state-required forms. Key submission requirements include providing current governmental contract pricing, manufacturer catalogs, proof of sales history, and compliance with state insurance, tax, and equal employment opportunity regulations. The solicitation requires bidders to submit documentation in specific formats (PDF and Excel) on USB drives, with strict guidelines about document preparation and submission to ensure responsiveness and compliance.
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Bidder Submission Checklist
ATTACHMENT 6: BIDDER SUBMISSION CHECKLIST
Revised 3/12/2025 – Redlined version for Bidder information only.
Please complete Attachment 6: Bidder Submission Checklist (Revised 3/12/2025) at the following link: https://ogs.ny.gov/procurement/biddocuments/23361bid The following checklist must be completed and submitted with your Bid. It is intended to acquaint the Bidder with all items of information that must be submitted with the Bid. Failure to respond or submit any item may render the Bid non-responsive.
All documents must be completed in accordance with the instructions for the individual document, which may include an original signature or an original notarized signature. At this time, OGS cannot accept an eSignature that has been generated by software.
Bidder Name
| Bid Document | |||||
| (available via the link for the Invitation for Bids on https://ogs.ny.gov/procurement/bid-opportunities, unless otherwise noted) | Location of Bid Document | Required File Format (Submit on USB) | Original also Required (Submit paper original) | Did Bidder Submit this Document? | |
| 1 | Page 1 of the Invitation for Bids – rev 3/12/25 | X | |||
| 2 | Page 2 of the Invitation for Bids – rev 3/12/25 – Bidder Certification and Affirmation, with signature | X | |||
| 3 | Appendix C – Federal Funding Agency Mandatory Terms and Conditions, with Section 10 completed (page 6) | ||||
| 4 | Attachment 1 – Pricing – rev 3/12/25 (must be included with the Bid at the Bid Opening / Due date for Bids) |
To accompany Attachment 1 for each Product Line bid:
– Bidder shall submit a copy of a current contract with governmental entities (such as other NYS contracts, or contracts such as those with GSA, NASPO ValuePoint, Veteran’s Administration, Department of Defense or other state governments) showing that Bidder's pricing offered to NYS in this IFB is the same or better than pricing provided by Bidder in such contract to governmental entities. If NYS Net Prices are based on a GSA Schedule or NASPO ValuePoint Contract, the GSA or NASPO ValuePoint pricing should also be submitted with the bid.
| – Bidder shall also include a current copy of the manufacturer’s nationally published catalog/pricelist in its original format detailing current List Prices relevant to each Product Line bid. | Excel | ||
| 5 | Attachment 2 – NYS Required Certifications, with signature | ||
| 6 | Attachment 3 – Encouraging Use of NYS Businesses | ||
| 7 | Proof of Compliance with Attachment 4 – Insurance Requirements. This includes, but is not limited to: |
– ACORD Certificate of Liability Insurance, listing coverage for General Liability, Business Automobile Liability.
– Proof of compliance (e.g., NYS form C-105-2 or U-26.3) with NYS Workers Compensation insurance requirements; and
| – Proof of compliance (e.g., NYS form DB-120.1) with NYS Disability Benefits insurance requirements. | ||||
| 7.1 | If "No," is Bidder prepared to submit proof of compliance with insurance requirements upon request from OGS? | N/A | N/A | |
| 8 | Attachment 5 – Bidder Information Questionnaire (all tabs, if applicable) | Excel | ||
| 9 | Attachment 6 – Bidder Submission Checklist – rev 3/12/25 (this document) | Excel | ||
| 10 | Attachment 7 – Bidder Questions Form | Not required to be submitted with the bid | ||
| 11 | Attachment 8 – Report of Contract Usage | Not required to be submitted with the bid | ||
| 12 | Attachment 9 – Certification Under Executive Order 16, with signature | |||
| 13 | Attachment 10 – Manufacturer’s Certificate | |||
| A Manufacturer submitting a Bid that includes ONLY their own Product Line(s) will not be required to submit an Attachment 10 – Manufacturer’s Certificate. | ||||
| 14 | Attachment 11 – Required Proof of Sales Summary - rev 2/27/25 | Excel | ||
| 15 | Attachment 12 – Required Product Detailed Specifications |
To accompany Attachment 12: Detailed specifications, Product literature, and all necessary data on the Product(s) to be furnished ("Product Literature") for each Product bid as specified in Section 3 and Section 4.9. Information provided must demonstrate that normal functionality of Products bid fits the scope of this IFB.
| Excel | |||
| 16 | Attachment 13 – Contractor/Reseller/Distributor Information Sheet | ||
| 17 | EEO 100 – Equal Employment Opportunity Staffing Plan, with signature (form located under “Commodity & Service Contracts”) | ||
| https://ogs.ny.gov/mwbe/forms | |||
| 18 | MWBE 100, MWBE Utilization Plan, with signature (form located under “Commodity & Service Contracts”) | https://ogs.ny.gov/mwbe/forms | |
| 19 | Vendor Responsibility Questionnaire (copy of certification that a Questionnaire has been completed online) | https://www.osc.ny.gov/state-vendors/vendrep/vendrep-system | |
| 19.1 | If Bidder completed the Questionnaire online, has Bidder certified or recertified the Vendor Responsibility Questionnaire no more than six (6) months prior to the bid opening date? | ||
| N/A | |||
| 20 | ST–220–CA, Contractor Certification to Covered Agency, with signature and notary | https://www.tax.ny.gov/pdf/current_forms/st/st220ca_fill_in.pdf | |
| 21 | ST–220–TD, Contractor Certification, with signature and notary. | https://www.tax.ny.gov/pdf/current_forms/st/st220td_fill_in.pdf | Must be submitted directly to the |
NYS Tax Department 22 Bid Updates (if applicable), with signature PDF
| Additional Questions | Bidder Response | ||
| 1 | Has Bidder checked the OGS Bid Calendar and the NYS Contract Reporter for any Invitation for Bids Updates, including responses to Bidder Questions? | ||
| OGS Bid Calendar: https://ogs.ny.gov/procurement/bid-opportunities | NYS Contract Reporter: https://www.nyscr.ny.gov | N/A | |
| 2 | Has Bidder submitted the most up-to-date versions of the Invitation for Bids documents as posted on the OGS website and released through the NYS Contract Reporter? [Include if applicable] Failure to submit the final version of Attachment 1 – Pricing, with the correct revision date as posted on the OGS website and announced via the NYS Contract Reporter, may result in the Bid being deemed non-responsive and in the disqualification of the Bid. | ||
| 3 | Did Bidder submit documents requested in PDF format as an Adobe Acrobat PDF file that has been converted to allow for Optical Character Recognition (OCR)? See link below for additional information. | ||
| https://www.adobe.com/acrobat/how-to/ocr-software-convert-pdf-to-text.html | N/A | ||
| 4 | Did Bidder submit all required documents on two (2) USB flash drives, with each USB flash drive containing a complete set of the submitted documents? | ||
| 5 | Did Bidder label the outside of the Bid envelope or package with the following? |
1. BID ENCLOSED (preferably bold, large print, all capital letters)
2. Invitation for Bids number (23361)
3. Bid Opening Date and Time
4. The number of boxes or packages (e.g., 1 of 2; 2 of 2)
GROUP 40061, INVITATION FOR BIDS 23361
PROTECTIVE OUTERWEAR (FIREFIGHTING, EMERGENCY/RESCUE, AND SAFETY) (STATEWIDE)
&"Times New Roman,Regular"&10&F &A &"Times New Roman,Regular"&10Page &P of &N https://ogs.ny.gov/mwbe/formshttps://ogs.ny.gov/mwbe/formshttps://www.tax.ny.gov/pdf/current_forms/st/st220ca_fill_in.pdfhttps://www.tax.ny.gov/pdf/current_forms/st/st220td_fill_in.pdfhttps://www.nyscr.ny.gov/https://www.adobe.com/acrobat/how-to/ocr-software-convert-pdf-to-text.htmlhttps://ogs.ny.gov/procurement/bid-opportunitieshttps://www.osc.ny.gov/state-vendors/vendrep/vendrep-system Control
| Valid answers for County |
| Albany |
| Allegany |
| Bronx |
| Broome |
| Cattaraugus |
| Cayuga |
| Chautauqua |
| Chemung |
| Chenango |
| Clinton |
| Columbia |
| Cortland |
| Delaware |
| Dutchess |
| Erie |
| Essex |
| Franklin |
| Fulton |
| Genesee |
| Greene |
| Hamilton |
| Herkimer |
| Jefferson |
| Kings |
| Lewis |
| Livingston |
| Madison |
| Monroe |
| Montgomery |
| Nassau |
| New York |
| Niagara |
| Oneida |
| Onondaga |
| Ontario |
| Orange |
| Orleans |
| Oswego |
| Otsego |
| Putnam |
| Queens |
| Rensselaer |
| Richmond |
| Rockland |
| Saratoga |
| Schenectady |
| Schoharie |
| Schuyler |
| Seneca |
| St. Lawrence |
| Steuben |
| Suffolk |
| Sullivan |
| Tioga |
| Tompkins |
| Ulster |
| Warren |
| Washington |
| Wayne |
| Westchester |
| Wyoming |
| Yates |
General Questions - &A GROUP 73003 - Administrative Services
&D Attachment 6 of 12 Page &P of &N
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