6-Specs Bid 4055.pdf

SPECIFICATIONS FOR BID 4055

SERVICE AND REPAIR OF PRINT SHOP EQUIPMENT

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking an experienced and qualified vendor to provide service and repair of various types of equipment located in the college’s print shop in the LaPan Services building.

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.

SECTION C – PROJECT SCOPE

Hudson Valley Community College is seeking bids for the services and repair of various print shop equipment listed on the associated excel spreadsheet including emergency repairs and diagnostic services. All services and repairs will be done on an as-needed basis.

Vendor must provide all equipment necessary to complete the services.

Vendor is responsible for conducting tests to ensure machinery operates efficiently after repair.

All work must conform to manufacturer standards.

The college will reimburse the vendor an hourly labor rate plus the cost of parts. Any additional amounts that a vendor may charge should be clearly stipulated in the bid pricing when the bid is submitted. At the time a service call is made, every attempt will be made to give the vendor a detailed explanation of the problem.

All calls for service shall be responded to on site within eight (8) working hours. Service should be provided between the hours of 8:00 AM and 4:00 PM and during the normal business week of Monday through Friday. If a vendor would like to suggest a different response time, the response time should be clearly stated in the vendor’s bid response.

All pricing should be submitted on the associated excel spreadsheet. Pricing should be provided for all three years.

Pricing should be lower or equal to any co-operative and state contract pricing a particular vendor may have

Site visits to evaluate equipment will be available upon request. Please contact j.heiser@hvcc.edu if interested.

SECTION E- VENDOR QUALIFICATIONS

• The vendor must employ local service technicians that can comply with the service response time within a 50-mile radius of Hudson Valley Community College.

• The vendor must provide at least three references. The references should include Print Shops that the vendor services. Reference information should include company name, contact, and contact’s phone number.

• Vendor must have minimum of 3 years’ experience in servicing print shop equipment.

SECTION F- CONTRACTOR RESPONSIBILITIES

Vendor must receive purchase order prior to performing services.

Vendor must receive permission from the college to enter into any agreements with sub-contractors.

Vendor must check in with HVCC Campus Public Safety Department upon arrival to campus.

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 mailto:j.heiser@hvcc.edu

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 I - TERM OF CONTRACT

This is a one-year contract running from September 1st, 2026, to August 31st 2027. The college reserves the right to extend the contract an additional two years through August 31st, 2029.

SECTION J-SCORING

This bid will be awarded to the lowest responsible bidder who meets all specifications.

The college reserves the right to award the bid to more than one vendor.

SECTION K – SUBMISSION INFORMATION

Vendors must submit bids 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:

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

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

Troy, NY 12180

SECTION K – CONTACTS

Issuing Office

Graphics and Photography John Heiser j.heiser@hvcc.edu