attachment-6_bidder-submission-checklist-revised-2025-11-19-changes-tracked.xlsx
XLSX spreadsheet 31 KB Posted
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This document is a Bidder Submission Checklist for New York State Office of General Services (OGS) Invitation for Bids (IFB) No. 23392 for Firearms, Ammunition, and Less Lethal Products on a statewide contract basis. The checklist outlines all required documents and certifications that bidders must submit to be considered responsive to the solicitation. Required submissions include pricing documentation, certifications, insurance proof, questionnaires, and compliance forms from entities such as the New York State Tax Department, the Office of the State Comptroller, and the Equal Employment Opportunity program.
The procurement covers Group 35200 and Group 73003 commodities with pricing submissions required in Excel format and additional supporting documents in PDF format. Bidders must demonstrate that their New York State Net Prices are equal to or better than pricing offered to other governmental entities through contracts with GSA, NASPO ValuePoint, or other state and federal agencies, and must provide current Manufacturer's Nationally Published Price Lists showing all discounts from Manufacturer's Suggested Retail Price. All submissions must be delivered on two USB flash drives with properly labeled bid envelopes indicating the solicitation number, bid opening date and time, and package numbering. Critical certifications include vendor responsibility questionnaires, EEO staffing plans, contractor tax certifications, and insurance documentation including general liability, business automobile liability, workers compensation, and disability benefits coverage.
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Bidder Submission Checklist
| ATTACHMENT 6: BIDDER SUBMISSION CHECKLIST (Revised 11/19/25) Changes Tracked | |
| 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 Company Business 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 Solicitation | X | |||
| 2 | Page 2 of the Solicitation – Bidder Certification and Affirmation, with signature | X | |||
| 3 | Appendix C – Federal Funding Agency Mandatory Terms and Conditions, with Section 10 completed (page 6) | ||||
| 4 | Appendix D – Contract Modification Procedure | Not required to be submitted with the bid | |||
| 5 | Attachment 1 – Pricing (Revised 11/19/25) (must be included with the Bid at the Bid Opening / Due date for Bids) | Excel | |||
| 5.1 | 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. (See Section 4.5 Bid Pricing Submittal) | ||||
| 5.2 | Bidder is required to include the applicable current Manufacturer’s Nationally Published Price List for each Product Line offered. All NYS Net Pricing shall be discounted from the Manufacturer’s Suggested Retail Price (List Price/MSRP) as listed in the current Manufacturer’s Nationally Published Price List for each Product Line offered. (See Section 4.5 Bid Pricing Submittal) | ||||
| 6 | Attachment 2 – NYS Required Certifications (Revised 11/07/25), with signature | ||||
| 6.1 | Bidder’s Statement Regarding Lack of Policy Addressing Gender Based Violence and the Workplace with signature. Bidder is required to submit this document only if they do not have a policy that meets the requirements of New York State Finance Law § 139-M. See Attachment 2 – NYS Required Certifications (Revised 11/7/25) for more information. | ||||
| 7 | Attachment 3 – Encouraging Use of NYS Businesses in Contract Performance | ||||
| 8 | Proof of Compliance with Attachment 4 – Insurance Requirements. This includes, but is not limited to: |
a) ACORD Certificate of Liability Insurance, listing coverage for General Liability, Business Automobile Liability and.
b) Proof of compliance (e.g., NYS form C-105-2 or U-26.3) with NYS Workers Compensation insurance requirements; and
| c) Proof of compliance (e.g., NYS form DB-120.1) with NYS Disability Benefits insurance requirements. | ||||
| 8.1 | If "No," is Bidder prepared to submit proof of compliance with insurance requirements upon request from OGS? | N/A | N/A | |
| 9 | Attachment 5 – Bidder Information Questionnaire (all sheets, if applicable) | Excel | ||
| 10 | Attachment 6 – Bidder Submission Checklist (Revised 11/7/25) (this document) | Excel | ||
| 11 | Attachment 7 – Bidder Questions Form | Not required to be submitted with the bid | ||
| 12 | Attachment 8 – Report of Contract Usage | Not required to be submitted with the bid | ||
| 13 | Attachment 9 – Certification Under Executive Order 16, with signature | |||
| 14 | Attachment 10 – Manufacturer’s Certificate | |||
| 15 | Attachment 11 – Product Detailed Specifications | Excel | ||
| 16 | Attachment 12 – Trade-In Itemization Form | |||
| 17 | Attachment 13 – Contractor/Dealer/Distributor Information | Word | ||
| 18 | Attachment 14 – How to Use | Not required to be submitted with the bid | ||
| 19 | EEO 100 – Equal Employment Opportunity Staffing Plan, with signature (form located under “Commodity & Service Contracts”) | https://ogs.ny.gov/mwbe/forms | ||
| 20 | Vendor Responsibility Questionnaire (copy of certification that a Questionnaire has been completed online) | https://www.osc.state.ny.us/state-vendors/vendrep/file-your-vendor-responsibility-questionnaire | ||
| 20.1 | 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 | ||
| 21 | 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 | ||
| 22 | 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 23 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 Bid Solicitation Updates, including responses to Vendor 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? 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. Solicitation number 23392
3. Bid Opening Date and Time
4. The number of boxes or packages (e.g., 1 of 2; 2 of 2)
GROUP 35200, INVITATION FOR BIDS 23392
FIREARMS, AMMUNITION, AND LESS LETHAL PRODUCTS (STATEWIDE)
&F Page &P of &N https://ogs.ny.gov/mwbe/formshttps://www.osc.state.ny.us/state-vendors/vendrep/file-your-vendor-responsibility-questionnairehttps://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-opportunities 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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