B25-015 - Sections I II III - NEXT ISSUANCE - 8-12-2025.pdf

Bid No.: B25-015 Bid Title: Radio and Vehicle Emergency Lighting Installations and Repairs, and Command Cabinets

FORMAL SEALED BID

BID SUBMISSION INFORMATION SHEET

Bid No. B25-015

Bid Title Radio and Vehicle Emergency Lighting Installations and Repairs, and Command Cabinets

Bid Opening Date and Time

August 29, 2025 at 1:00 PM

Contact Seema Menon

E-mail Address menons@sunysuffolk.edu;

BID INVITATION:

This is an invitation to submit sealed bids for furnishing the materials and/or services specified herein subject to the terms and conditions defined in the solicitation documents.

BID SUBMISSION INSTRUCTIONS:

Please refer to Section II – Bid Requirements, Item 2 – Bid Submission Instructions.

The undersigned bidder affirms and declares that s/he has carefully examined the advertised invitation for bids, the bid terms and conditions and detailed specifications and certifies that this bid is signed with full knowledge and acceptance of all the provisions thereof and offers and agrees, if this bid is accepted within 90 days from the bid opening date, the undersigned offers and agrees to furnish any of the items in which prices are quoted at the price and delivery time indicated, subject to all the terms and conditions herein.

BID MUST BE SIGNED BY SOLE PROPRIETOR, PARTNER OR OFFICER AUTHORIZED TO SIGN FOR CORPORATION

NAME OF BIDDING FIRM

ADDRESS

CITY STATE ZIP CODE

PHONE NO. E-MAIL

FEDERAL TAX IDENTIFICATION NUMBER

In executing this bid, the Bidder warrants that the prices submitted herein are not higher than those offered to any governmental or commercial consumer for like deliveries. The prices herein do not include any Federal excise taxes or sales tax imposed by any State or Municipal Government.

SIGNATURE OF AUTHORIZED INDIVIDUAL TITLE

PRINT OR TYPE NAME OF SIGNER DATE

mailto:menons@sunysuffolk.edu

Bid Title: Radio and Vehicle Emergency Lighting Installations and Repairs, and Command

Cabinets

Table of Contents

Section I Bid Terms and Conditions

Section II Bid Requirements

1. Intent

2. Bid Submission Instructions

3. Award

4. Term of Agreement

5. Prices

6. Payment Terms

7. Deficient Service Procedure

8. Disclaimer

9. Specifications

10. Site Visit

11. COVID-19 Safety Protocols

Section III Bid Prices

Section IV Model Agreement

Section V Forms and Legal Appendices

SECTION I

BID TERMS AND CONDITIONS

1. The following conditions apply to this bid: (a) Late Formal Sealed Bids will NOT be accepted. Bidders are urged to mail bids early to assure delivery on time. (b) Bids must be received by the Procurement Office on or before the specified bid opening date and time. (c) Prices MUST be inserted with typewriter or ink. Entries with white-out or cross-outs MUST be initialed or that entry may be disqualified. (d) Bidders should submit Unit Price in appropriate column on bid pages or forms attached hereto. In the event of a discrepancy between the Unit Price and the Extension Price, the Unit Price shall govern. (e) Bidders should retain one (1) copy of bid forms and applicable attachments. (f) Bidders MUST state Manufacturer’s name and catalog number of each item bid on, as appropriate. (g) ABSOLUTELY NO MINIMUM ORDERS shall be applied to this bid. (h) Purchases made by the College are not subject to State or Local Sales Taxes or Federal Excise Taxes. (i) The College is not subject to any existing “FAIR TRADE AGREEMENT” and Bidders should be governed accordingly. (j) Any Manufacturer offering prices for equipment or supplies (disposables), MUST agree to sell parts and service for their equipment currently owned or leased by the College or acquired as a result of this bid, directly to the College. This provision applies even if this bid is for supplies only. (k) When applicable, Vendor shall submit documentation to the College, prior to delivering the product, indicating a “Class A” Fire Rating and New York State Department of State Compliance Numbers, in accordance with “NAPPA 101” and New York State Fire Prevention Code, Part 772 (NYSDOS Number). Products delivered without prior approved certification will be rejected, and the Vendor shall be responsible for all costs associated with their return. (l) Bid must be returned in its entirety. (Every page must be returned). (m) All work performed must be in compliance with all rules and regulations stated by OSHA, Local, State, Federal or any other regulatory agencies. (n) On repair Agreements, Contractor will furnish all labor, materials, transportation, tools, instrumentation, parts and accessories necessary to repair and restore the equipment to optimum operating condition. (o) All Contractor personnel assigned to any requirement of a contract established must be fully qualified and cognizant of the required and applicable Electrical Codes and safety requirements, and must adhere to them. (p) All parts supplied must match the designated equipment, and must be in accordance with the specifications of the Manufacturer of the part to be replaced. (q) Except as otherwise specified, all contractual requirements will be performed at the College site, as required. (r) Any requirement to remove any part of the equipment or system(s) to Contractor’s shop must be approved by an authorized College representative. The College shall supply all utilities which are available on location insofar as compatibility requirements permit. (s) All requirements performed by the Contractor will be subject to inspection and approval by an authorized designated representative of the College. (t) Employees of the Contractor while on service call shall carry identification badges or cards and shall be instructed to submit same to scrutiny upon request by the Office of Public Safety or supervisory personnel of the College.

2. Bids on equipment must be on standard new equipment, latest model, except as otherwise specifically stated in proposal or detailed specification. Where any part or nominal appurtenances of equipment is not described, it shall be understood that all equipment and appurtenances which are usually provided in the manufacturer’s stock model shall be furnished.

3. Bids on materials and supplies must be for new items except as otherwise specifically stated in bid or detailed specification.

4. Bidder declares that the bid is made without any connection with any other Bidder submitting a bid for the same items, and is in all respects fair and without collusion or fraud.

5. INDEPENDENT CONTRACTOR The Contractor is an independent contractor of the College or County.

The Contractor shall not, nor shall any officer, director, employee, servant, agent or independent contractor of the Contractor (a “Contractor Agent”), be (i) deemed a College or County employee, (ii) commit the College or County to any obligation, or (iii) hold itself, himself, or herself out as a College or County employee or Person with the authority to commit the College or County to any obligation.

As used in any Agreement awarded as a result of this bid the word “Person” means any individual person, entity (including partnerships, corporations and limited liability companies), and government or political subdivision thereof (including agencies, bureaus, offices and departments thereof).

6. BIDDERS’ EXCEPTIONS Bidders may take exception to paragraphs of this bid under a separate cover letter to be attached to this bid, indicating specific bid page, paragraph, and the exception(s). An “exception” is defined as the Bidder’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the bid document including the Model Agreement attached to this Bid. Any exceptions regarding the specifications, requested pricing, methodology, or any documents (terms and conditions, insurance requirements, compliance requirements, etc.) submitted for bidding purposes, are to be explicitly noted in the bid response referencing the relevant sections being addressed. In the absence of any defined exceptions, bids will be considered as is and in acceptance of all bid requirements/specifications/methodologies/pricing structures set forth herein. The Director will consider whether or not to accept a Bidder’s exception(s).

In any event, the decision of the Director will be final.

7. DETAILED SPECIFICATIONS Proposals submitted hereunder shall be in accordance with detailed specifications set forth on bid pages or as attached and made part hereof. Such specifications are representative of the type of item(s) required. The Director reserves the right to accept item(s) with different specifications or methodologies if, in his opinion, the item(s) offered can satisfy the needs of the Using Department(s). Furthermore, any alternate item(s) offered can be rejected if they fail to meet the specifications of the item(s) specified in this bid.

8. PRICES The provisions of the New York State Fair Trade Law (Feld-Crawford Act) and the federal price discrimination law (Robinson-Patman Act) do not apply to purchases made by the College.

9. REDUCTION IN PRICES If an award is made, the Contractor agrees, should prices be reduced to the general trade during the term of the agreement, the College shall receive the benefit of such reduction immediately upon effect. It shall be incumbent upon the Contractor to notify the College of such price reductions.

10. NEW YORK STATE PRICES Bidders must represent and warrant that if they are under contract with

New York State for items specified herein that the price, per unit, quoted to the College, therefore, is not higher than the price, per unit, quoted to New York State for like quantities.

11. APPROXIMATE QUANTITIES The estimated usage quantities or estimated annual dollar value, when indicated, are merely estimates based on experience or anticipated usage and are given for information purposes only. The College will NOT be compelled to order any amount of any respective item. Agreements, however, shall be for the quantities actually ordered by the College during the period specified.

12. SPECIFICATIONS If Bidder is offering an “Equal” item, Bidder is to submit complete specifications and illustrations of products offered with the bid. Acceptance of a bid and designation of a Manufacturer’s catalog description, brand name or number in any Agreement resulting therefrom shall not be construed as qualification of the specifications of this bid or relief there from except as specifically stated in the Agreement.

13. EQUIVALENT BIDS Bidders may offer equipment of the same capability, but of different manufacture and model than that specified in this bid. The use of the name of a Manufacturer, brand, make or catalog designation in specifying items described herein does not restrict Bidders from offering equivalent bids. Such a designation is used to indicate the character, quality and performance equivalence desired. However, acceptance of an equivalent product will be strictly at the discretion of the College. Furthermore, proof and/or demonstration of equivalence, compatibility and performance shall be incumbent upon the Bidder.

14. PRODUCT IDENTIFICATION If a product is identified by a BRAND NAME, a substitute of equal quality, construction, finish, composition, size, workmanship and performance characteristics may be acceptable. In submitting a bid, each Bidder warrants that the substitute product being offered is an equal. Bid Sheets shall be so noted with the Manufacturer’s name and brand of the product offered as an equal. If, as a result of an award, a delivery is made of a brand or product represented as an equal which is subsequently deemed to be unacceptable, the Vendor shall be required, at his expense, to pick up the rejected item and replace it with brand(s) listed in the bid or an acceptable equal which will have the approval of the Director.

15. PROTECTION FROM CLAIM AGAINST “OR EQUAL” In the event of any claim by any unsuccessful

Bidder concerning or relating to the issue of “equal or better” or “or equal”, the successful Bidder agrees, at his own cost and expense, to defend such claim or claims and agrees to hold the College free and harmless from any and all claims for loss or damage arising out of this transaction for any reason whatsoever.

16. ALTERNATE BIDS All proposals must meet the minimum specifications detailed herein. If the Bidder wishes to offer an alternate to the specified item(s), s/he may do so, provided that s/he clearly indicates that the item(s) offered is an alternate and does not represent the alternate to be an equivalent, and further provided s/he accompanies the alternate offer with full explanation and specification. Unsolicited alternate bids that meet the intent of the specifications/methodology, will only receive consideration in conjunction with a base bid that meets or exceeds all bid specifications stated and bidder is identified as the responsive and responsible low responsive bidder. Consideration of the alternate shall be at the sole discretion of the Director.

17. ALTERNATE BIDS If the Bidder wishes to offer an alternate to the specified item(s), s/he may do so, provided that s/he clearly indicates that the item(s) offered is an alternate and does not represent the alternate to be an equivalent, and further provided he accompany the alternate offer with full explanation and specification. Consideration of the alternate shall be at the sole discretion of the

Director.

18. SHIPPING CHARGES All bids must be F.O.B. Destination and include delivery within doors unless otherwise specified. The College acknowledges that if an emergency shipment (overnight, Saturday Delivery, etc.) is required and requested by the Using Department, such shipping charges would be paid by the Using Department on a “Prepay Shipping Charges and Add To Claim” basis.

19. SURETY In the event that an award is made hereunder, the Director reserves the right to require

Successful Bidder to post, within one week, security for faithful performance, with the understanding that whole or any part thereof may be used by the College/County to rectify any deficiency that may arise from any default on the part of the Successful Bidder. Such security must meet all the requirements of the College General Counsel and must be approved by the College General Counsel.

20. SAMPLES Samples, when required, must be submitted strictly in accordance with instructions;

otherwise bid may not be considered. If samples are requested subsequent to bid opening, they shall be delivered within five (5) days of request for bid to have consideration. Samples must be furnished free of charge and must be accompanied by descriptive memorandum invoices indicating if the Bidder desires their return; also specifying the address to which they are to be returned, provided they have not been used or made obsolete by tests. Award samples may be held for comparison with deliveries.

Samples will be returned at the Bidder’s risk and expense.

21. AWARD (a) The College reserves the right before making an award to make investigations as to whether or not the items, qualifications or facilities offered by the Bidder meet the requirements set forth herein and are ample and sufficient to insure the proper performance in the event of an award.

The Bidder must be prepared, if requested by the College, to present evidence of experience, ability and financial standing, as well as a statement as to plant, machinery, trained personnel and capacity of the manufacturer for the production and distribution of the material on which he is bidding. Upon request of the College, the Successful Bidder shall file certification from the manufacturer relative to authorization, delivery, service and guarantees. If it is found that the conditions of the bids are not complied with or that articles or equipment purposed to be furnished do not meet the requirements called for, or that the qualifications, financial standing or facilities are not satisfactory, the College may reject such bids. It is distinctly understood, however, that nothing in the foregoing shall mean or imply that it is obligatory upon the College to make any examinations before award; and it is further understood that, if such examination is made, it in no way relieves the Bidder from fulfilling all requirements and conditions of the bid. (b) Awards will be made to the lowest responsible Bidder or on the basis of best value, in accordance with the College’s Procurement Policy. Cash discounts will not be a factor in determining awards, except in tie bids. Consideration will be given to the reliability of the Bidder, the quantities of the materials, equipment or supplies to be furnished, their conformity with the specifications, the purpose for which required and the terms of delivery. (c) The College reserves the right to reject any and all bids in whole or in part and to waive technical defects, irregularities and omissions if, in its judgment, the best interest of the College will be served. (d) Unless otherwise indicated herein, the College reserves the right to make award by items, by classes, by groups of items, or as a whole, or, in appropriate circumstances, to award to multiple bidders.

22. DELIVERIES Upon failure of the Vendor to deliver within the time specified, or within reasonable time as interpreted by the College, or failure to make replacement of rejected articles when so requested immediately or as directed by the College, the College may purchase from other sources to take the place of the item rejected or not delivered. The College reserves the right to authorize immediate purchase from other sources against rejections on any order when necessary. On all such purchases the Vendor agrees to promptly reimburse the College for excess cost occasioned by such purchases.

Should the cost be less, the Vendor shall have no claim to the difference. Such purchases will be deducted from order quantity.

23. An order may be canceled at the Vendor’s expense upon nonperformance. Failure of the Vendor to furnish additional surety within ten (10) days from date of request shall be sufficient cause for the cancellation of the order.

24. When in the determination of the College, the articles or equipment delivered fail to meet College specifications or, the Vendor consistently fails to deliver as ordered, the College reserves the right to cancel the order and purchase the balance from other sources at Vendor’s expense.

25. Delivery must be made as ordered and in accordance with the bid. If delivery instructions do not appear on order, it will be interpreted to mean prompt delivery. The decision of the director as to reasonable compliance with delivery terms shall be final. Burden of proof of delay in receipt of order shall rest with the Vendor.

26. The College will not schedule any deliveries for Saturdays, Sundays or legal holidays, except commodities required for daily consumption or where the delivery is an emergency, a replacement, or is overdue, in which event the convenience of the College will govern.

27. Supplies shall be securely and properly packed for shipment, according to accepted commercial practice, without extra charge for packing cases, reels, bailing or sacks. The containers remain the property of the College unless definitely stated otherwise in the bid.

28. The Vendor shall be responsible for delivery of supplies in good condition at point of destination. The Vendor shall file all claims with carrier for breakage, imperfections and other losses, which will be deducted from invoices. The College will note for the benefit of the Vendor when packages are not received in good condition.

29. All supplies which are customarily labeled or identified must have securely affixed thereto the original un-mutilated label or marking of the manufacturer.

30. WARRANTY (a) Generally. The successful Bidder warrants the equipment furnished and all associated equipment against any defects in design, workmanship and materials against failure to operate satisfactorily for one (1) year from the date of acceptance by the College, other than defects or failure shown by the Vendor that have arisen solely from accident or abuse occurring after delivery to the College, and agrees to replace any parts, which, in the opinion of the user, shall fail from the above reasons. (b) Different Warranty Period. If a company policy or trade practice requires a different warranty period, the Bidder may so state without fear of disqualification. However, the Bidder is cautioned that the length of warranty may, in some cases, be a deciding factor in making an award.

(c) OSHA. Equipment furnished hereunder shall meet the standards set forth in the Occupational Safety and Health Act of 1979.

31. REPLACEMENT PARTS If the requirements specified herein represent, for the most part, replacement and/or repair components to existing and presently owned equipment, such components must match and inter-member without modification to the equipment and systems indicated.

32. EXPIRATION DATING All products shipped must have a minimum of one (1) year expiration dating from the date of delivery to the College. For products that have less than one (1) year expiration dating from time of manufacture, the longest possible expiration dating must be supplied to the College.

33. ADDITIONAL ITEMS Additional items of the same or similar manufacture or additional services related to the specifications and requirements stated herein may be added by an amendment to the Agreement, provided that such items or services do not or are not expected to exceed the statutory limit of $2,000.00 in any Agreement period.

34. Deliveries are subject to reweighing at destination by the College and payment will be made on the basis of net weight of materials delivered. Normal shrinkage will be allowed in such instances where shrinkage is possible. Short weight shall be sufficient cause for cancellation of order at Vendor’s expense.

35. Reference is made to the Model Agreement attached (set forth in Section VI) for the terms and conditions of the Agreement to be entered into, including indemnification and insurance. The Model Agreement is subject to revision arising out of the terms and conditions imposed by law or deemed appropriate by the College’s Office of Legal Affairs.

36. Extension of Use: This Contract may be extended to additional States or Government Jurisdictions upon mutual written agreement between the College and the Vendor. The written agreement may include, but not be limited to, an executed contract between the College and the responsive and responsible low bidder, which incorporates the specifications and requirements of this bid document. Political Subdivisions and other authorized entities within each participating State or Government Jurisdictions may also participate in this Contract if authorized by applicable law. The College reserves the right to negotiate additional discounts based on any increased volume generated by such extensions. Vendor agrees to honor all orders from State Agencies, Political Subdivisions and others authorized by law to participate in this Contract which are in compliance with the pricing, terms, and conditions contained herein. Any unilateral limitations or restrictions imposed by the Vendor and/or Manufacturer on eligible Authorized Users will be grounds for cancellation of the Contract. If a Contract, or any portion thereof, is cancelled for this reason, any additional costs incurred by the eligible purchaser will be borne by the Vendor.

37. BIDDER’S SEXUAL HARASSMENT POLICY: By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one-g of the labor law.

38. COLLEGE SEXUAL HARASSMENT POLICY: Bidder’s are advised that the College’s Sexual Harassment

Policy can be accessed using the following link:

https://www.sunysuffolk.edu/legalaffairs/documents/equalopportunityantidiscriminationpolicy.

pdf

End of Section I https://www.sunysuffolk.edu/legalaffairs/documents/equalopportunityantidiscriminationpolicy.pdf https://www.sunysuffolk.edu/legalaffairs/documents/equalopportunityantidiscriminationpolicy.pdf

SECTION II

BID REQUIREMENTS

1. Intent:

Suffolk County Community College requires the services of reliable, experienced, and qualified Contractors to installation of emergency lighting for vehicles including scene lighting; providing and installing Motorola products, two-way radio and/or scanner products; and building command boxes and install graphics design/installations based on current designs for the College’s Public Safety fleet or other college vehicles.

2. Bid Submission Instructions:

Bids must be mailed or delivered to the following address.

Suffolk County Community College Procurement Office 533 College Road Selden, NY 11784

Bids are due by the bid submission due date and time of August 29, 2025 at 11:00 AM. The College retains the right to reject late bids.

• Bid envelope must reference the Name and Address of Bidder, Bid Number, Title, and Bid Opening Date and Time.

• Bids must be received by the Procurement Office on or before the bid submission date and time. Bid must be signed in ink.

Any questions or communications pertaining to the bid, the bid process, etc., must be emailed to Seema Menon, Associate Administrative Director of Business Operations in the Procurement Office at menons@sunysuffolk.edu. Communication with any other College or County employee, any member of the College, or any incumbent company for the goods and services being procured pursuant to the bid solicitation may be cause for disqualification from the bid process.

Bids will be publicly opened on August 29, 2025 at 1:00 PM in the following location:

Room 115 Southampton Building Ammerman Campus 533 College Road Selden NY 11784

DROP BOX SUBMISSION

The College has set up a drop box by the Public Safety Booth for the purpose of physically dropping off bid submissions. The Public Safety Booth is located at the College entrance off College Road on Washington Ave. All bids being physically dropped off shall be submitted by 11:00 AM to this drop-box. If the Contractor is waiting on line at 11:00 AM to drop off their bid on the day the bid is due, the Contractor will be allowed to drop off the bid. If Contractor is not on line as of 11:00 AM and a bid is brought for drop-off after this time, it will be strictly rejected without exception. Upon arrival at the College, bidder shall approach the Public Safety Officer at the bid drop off checkpoint, and drop the bid in the box.

mailto:menons@sunysuffolk.edu

OVERNIGHT DELIVERY

Alternatively, Contractors are welcome to send the bid in using overnight mail. Please note that overnight delivery service carriers have different schedules when coming on Campus, as do the College’s mailroom services. Below are the timelines in which overnight deliveries are made to the College’s mailroom by various carriers:

FedEx: 10:30 AM for Priority Packages 3:00 PM for Standard Overnight Packages

UPS: There is no scheduled delivery time. However, the carrier offers next day overnight shipping for 10:30 AM or 12:00 PM.

USPS: The Post Office does not make deliveries to the College. The College’s mailroom staff makes two pickups per day, at 7:00 AM and 3:00 PM, to collect mail and deliveries from the Post Office.

Please ensure bids that are mailed, are done so in sufficient time to reach the College’s mailroom, undergo processing, and then be delivered to the Procurement Office by the bid submission due date and time. The College will not be responsible for bid packages that are misdirected due to above-indicated information missing from the bid mailing envelope, resulting in bids not being received by the Procurement Office in a timely fashion.

3. Award:

Award, if any, will be made to the lowest responsible Bidder, who, in the opinion of the College, meets the specifications and qualifications stated herein, and submits the lowest Billable Hourly Labor Rate.

The award(s) shall be in the form of contract(s) which, when issued and executed by both parties, will enable the successful Bidder(s) to perform the services specified herein for the period indicated and at the prices bid upon receipt of a signed Purchase Order.

Contractor shall not perform any services without an approved Purchase Order. Any work performed without an approved purchase order will be completed at the Contractor’s risk and the College may not compensate the Contractor for any such work.

4. Term of Agreement:

Contract term covered shall be for five (5) years from the date of a contract award.

5. Prices:

Prices shall remain firm for the first year of the contract and no upward escalation will be permitted. Thereafter, increases in labor and/or material costs may be considered on the anniversary of the contract execution date, provided they are based on the Consumer Price Index (CPI), uncontrollable material costs which can be verified in national publications, certified labor contracts, or other increases auditable by the College. The requested increase shall be limited to an annual uplift not to exceed the CPI percentage increase reflected for the twelve-month period preceding the expiration of the current term. The burden of proof for such increases shall be upon the Contractor and shall be formally directed to the Director. The decision as to whether or not such increases will be granted shall be made by the Vice President of Business and Financial Affairs and shall be final. In the event an increase is not granted when requested, the Contractor may elect to continue at the bid prices or give written notice of termination, upon receipt of which the College will issue a new solicitation for these services.

6. Payment Terms:

For each month in which Contractor performs work under the contract, Contractor shall prepare and present a monthly invoice to: Suffolk County Community College, Accounts Payable Department PO Box 2280 Selden, NY 11784

Invoices can also be emailed to cboap@sunysuffolk.edu. Payment will be made within forty (45) days after approval of invoice by the College unless an early payment discount is adopted. Invoice must reference the purchase order number and be itemized in detail so that anyone reading same may readily understand the kind, quantity, quality and prices. Cash discount terms, where applicable, must be indicated on the invoice. By submitting an invoice, Contractor certifies that all items or services were delivered or rendered as set forth on the invoice; that the prices charged are in accordance with the referenced purchase order, delivery order or contract; that the claim is just, true and correct; that the balance stated herein is actually due and owing and has not been previously claimed; that no taxes from which the County/College is exempt are included. Incomplete invoices will be returned to the Contractor unpaid.

7. Deficient Service Procedure:

The Contractor agrees that in the event any of the services provided for under the terms of this contract should in any way be omitted or unsatisfactorily performed by the Contractor and/or his employees, the College shall so notify the Contractor verbally and follow with a written notification of the deficient services for immediate correction. In the event the Contractor does not correct the deficient services after receipt of written notification, the College will deduct a percentage based on the work not performed or performed unsatisfactorily from the Contractor’s claim for the period covered. If the Contractor continues to omit or unsatisfactorily perform the required services, the College will arrange for the work to be done by another Contractor and the cost of such work shall be deducted from any monies due or that may become due to the Contractor.

mailto:cboap@sunysuffolk.edu

8. Disclaimer:

The Model Agreement is attached hereto in Section IV and is made part hereof the Solicitation Documents. The contract is non-exclusive and the College is not bound to purchase, and no materials are to be delivered or work performed without a Purchase Order. The College shall be under no obligation whatsoever to issue such Purchase Orders.

9. E-Procurement:

The College has implemented an e-Procurement solution, named SharkMart, with the objective of streamlining processes and gaining operational efficiencies.

Bidders identified for a contract award will be required to register in SharkMart. The Procurement office will send an email to the Bidder’s contact that will include a SharkMart link to start the registration process. This process involves the completion of a company and tax profile (W9). The registration process must be completed before any purchase orders are issued.

Registering is completely free of charge and will enable your firm to benefit from the following functionality:

1. Receive orders electronically

2. Manage your company profile electronically and provide timely updates as needed

3. Ability to receive, send and respond to order emails

4. Submit electronic invoices with the “order to invoice” functionality

5. Ability to view all on-line orders, invoices and the invoice status

10. Specifications:

I. MINIMUM REQUIREMENTS

a) Contractor shall have been in business for the past 5 years performing continuous services in connection with changes to emergency vehicle lighting; cabinet/storage radio and graphics installations that include reflective materials.

b) Contractor shall be proficient in Code 3 or Whelan systems.

c) Contractor shall be able to add and provide repair or replacement services for existing fleet emergency lighting and emergency equipment that was previously installed by other vendors.

d) Contractor shall submit with their bid response, three (3) references for emergency services lighting, customized command cabinets, and radio and/or scanner installations.

II. BASIC SERVICES

Suffolk County Community College requires the services of reliable, experienced, and qualified Contractors to perform services in connection with the installation of emergency lighting for vehicles including scene lighting; providing and installing Motorola products, two-way radio and/or scanner products; and building command boxes and install graphics design/installations based on current designs for the College’s Public Safety fleet or other college vehicles. The graphic installations shall be cut and sized for the vehicle and shall potentially include reflected media.

In addition to installing emergency service lighting on vehicles including scene lighting, Contractor shall provide services to install and repair the radios and scanners necessary for use by the College, as well as building customized command boxes, center consoles, and install laptop kits and pre-wire them for the College’s Public Safety fleet, if necessary.

The College locations are provided below:

o Michael J. Grant Campus – 1001 Crooked Hill Road, Brentwood NY 11717 o Ammerman Campus – 533 College Road, Selden NY 11784 o Eastern Campus – 121 Speonk Riverhead Road, Riverhead NY 11901 o Culinary Arts Building – 20 Main Street, Riverhead, NY 11901

The Contractor shall be fully knowledgeable and proficient in installing emergency lighting for vehicles including scene lighting. The Contractor shall be proficient in Code 3 or Whelan systems. However, the College may consider alternative products based on quality and functionality, and make a determination prior to use.

The Contractor shall also provide services to install and repair the radios and scanners necessary for use by the College. The College will purchase and provide all necessary materials for

Motorola two-way radios and scanners. The Contractor shall be fully knowledgeable and proficient in installing Motorola products.

The Contractor shall assume all responsibility for the vehicle electronics and electrical system during the installation.

The Contractor shall service vehicle emergency lighting repairs and transfers of equipment to other vehicles if the items are salvageable.

The Contractor shall build customized command boxes, center consoles, and install laptop kits and pre-wire them for use if necessary. Command boxes shall be used on public safety fleet vehicles or other College vehicles.

Due to the needs of fleet transportation, the turnaround time required shall be 10 – 15 business days. Should the work require more than 15 days, Contractor shall immediately notify the College, and provide an approximate timeframe as to how long the work will take to be completed.

III. GENERAL REQUIREMENTS

The Contractor shall assign a company representative to the College who will work on the College’s account under the contract and who will be available on an as-needed basis. The Contractor shall provide the College with contact information for the representative and update this information promptly throughout the contract term.

At the time the College identifies a service need, Contractor will be contacted by the College’s representative.

The College assumes no responsibility for any work commenced by the Contractor without prior written approval from the College in the form of a Purchase Order, and will not reimburse the Contractor for any such work performed.

Contractor shall work with the requesting Department to coordinate and schedule the work expeditiously.

Contractor’s personnel shall have all the tools and equipment necessary to perform the required work. The College will not pay for any rental or replacement expenses associates with the necessary tools or equipment required for normal use.

Contractor shall maintain an adequate level of inventory of new, original manufacturer’s parts and materials to ensure prompt repairs on a short notice. Contractor shall use the most up-to-date materials being manufactured. No obsolete materials will be allowed. All parts shall be new and must be equal or better that the original equipment. Rebuilt parts may be used only with prior written approval of the College. All materials used in the installation shall be of the highest quality and shall be free from any and all defects. The College reserves the right to furnish parts and materials if deemed to be in the best interest of the College. All parts replaced under this contract shall become the property of the College and shall be left at the site unless directed otherwise by an authorized representative of the College.

Contractor shall be required to submit a budget cost estimate to the appropriate College Office before any work is started. All cost estimates shall be provided by the Contractor at no cost to the College. Cost estimates shall be prepared in a manner consistent with the pricing structure of the contract which includes the following:

• Labor hours required to complete the work

• Billable Hourly Rate

• Anticipated parts and materials with associated cost, and mark-up of 10%

• Any approved sub-contracting services with its cost, and mark-up of 10%

• Shipping costs associated with the purchasing of parts by the Contractor will be reimbursed at direct cost with no mark-up

In the event Contractor is able to fabricate command cabinets on its premises, Contractor shall submit a cost estimate for each unit at the time the work is requested by the College. This estimate shall include a cost comparison for a similar unit from a manufacturer in order to demonstrate cost reasonableness. The College will review the cost estimate and back-up documentation, and advise the Contractor whether to proceed with fabrication of unit(s). The Cost Estimate for fabrication shall include all labor, materials, equipment, and markup. The College will not will not compensate the Contractor for any additional cost beyond the approved estimate. Contractor shall not proceed with any fabrication work, unless authorized by the College in writing.

If the College moves forward with the repair(s), compensation will be based on actual time spent on the job and in accordance with the Billable Hourly Rates reflected in Section III – Bid Price.

No travel time will be paid to the Contractor. Payments will be made only for time on the job.

All labor shall be guaranteed for a period of one (1) year from the date of acceptance. All parts shall be guaranteed for a minimum of ninety (90) days or in accordance with the manufacturer’s warranty, if greater than ninety (90) days.

Parts used when performing repairs services shall be billed at the Contractor’s certified cost plus ten percent (10%). Contractor certified cost will be the actual cost paid to the manufacturer and must be backed by a copy of the manufacturer’s invoice. Receipts for any shipping must be provided if paid outside of the manufacturer’s invoice.

When submitting requests for payment, any and all invoices must be accompanied by the information identified below.

• The Purchase Order number under which work was being performed

• Provide a summary for the labor spent on each job which includes the following:

o Name of Employee(s) o Date(s) each employee performed work o Start and end times for each day(s) for each employee

• Make, model and license plate of the vehicle that work was performed on

• Description of the actual work that was completed

• Manufacturer’s invoice for materials/parts

• Sub-contractors’ invoices

• Receipts for shipping, if applicable and paid outside of the manufacturer’s invoice

Under this contract, subcontracting is not permitted without the prior written authorization of the College. If so authorized, the Contractor is allowed to add up to a ten percent (10%) mark-up to the invoice from the sub-contractor. Sub-contractor(s)’s invoice must be presented to the College at the time of submission of payment request.

The award of the contract to the successful bidder does not grant the contractor exclusive rights to all jobs. The College reserves the right to bid separately any job if it is determined to be in the College’s best interest. If such a situation arises, the contracted vendor has the right to bid on all such jobs.

11. Site Visit:

N/A

End of Section II

SECTION III

BID PRICES

Bidder shall submit and check off the boxes below to indicate that the following information has been submitted with its bid:

(1) Copy of documentation demonstrating bidder’s relevant experience for a minimum of five (5) years.

(2) The primary contact who shall be the contract liaison with the College.

(3) A completed W-9 form

(4) Provide information demonstrating proficiency in Code 3 or Whelan systems.

(5) Three (3) references for emergency services lighting, customized command cabinets, and radio and/or scanner installations.

Billable Hourly Labor rate must include all profit and overhead including but not limited to all administrative tasks such as estimating, billing and report writing, as well as tools and equipment, and any other overhead necessary to complete the required services. Labor payment shall be only for time taken to perform the required work. The College will not reimburse the Contractor for any additional costs beyond the rate indicated herein.

COST

BILLABLE HOURLY LABOR RATE: $

1) Early Payment Discounts

The standard payment term is NET 45. Bidders can provide an early payment discount as follows:

NET 30: %

NET 15: %

NET 10: %

The early payment discount will be applied to the total invoice amount.

End of Section III

REFERENCES (Three required)

REFERENCE NUMBER 1

A. Firm name and address:

B. Contact person and title:

C. Email and Telephone number (Telephone number must be current or reference will be ignored.):

D. Number of year’s Contractor has performed services for this organization:

E. Dates contracts were in effect:

F. Total dollar amount for each contract:

G. Job description and locations:

H. If location where services were performed is different from above address, please indicate location where services were performed:

REFERENCE NUMBER 2

H. If location where services were performed is different from above address, please indicate location

REFERENCE NUMBER 3

H. If location where services were performed is different from above address, please indicate location

Structure Bookmarks

BID SUBMISSION INSTRUCTIONS:

Please refer to Section II – Bid Requirements, Item 2 – Bid Submission Instructions.

The undersigned bidder affirms and declares that s/he has carefully examined the advertised invitation for bids, the bid terms and conditions and detailed specifications and certifies that this bid is signed with full knowledge and acceptance of all the provisions thereof and offers and agrees, if this bid is accepted within 90 days from the bid opening date, the undersigned offers and agrees to furnish any of the items in which prices are quoted at the price and delivery time indicated, subject to all the

ADDRESS

CITY STATE ZIP CODE

PHONE NO. E-MAIL

FEDERAL TAX IDENTIFICATION NUMBER

In executing this bid, the Bidder warrants that the prices submitted herein are not higher than those offered to any governmental or commercial consumer for like deliveries. The prices herein do not include any Federal excise taxes or sales tax imposed by any State or Municipal Government.

SIGNATURE OF AUTHORIZED INDIVIDUAL TITLE