C002460 DroneSense IFB_To Bidders 07.02.2026.pdf

IFB-C002460 DroneSense Software Licenses Page 1 a

Invitation for Bids

**DroneSense Software Licenses**

IFB -C002460

Contract Period: 5-Years

BID DUE DATE: July 23, 2026 @ 3:30 PM

Issue Date: July 2, 2026

Questions Due: July 9, 2026

Designated Contacts

PRIMARY CONTACT ALTERNATE CONTACT

Leslie Appling Contract Management Specialist 1

Sharon Pailley Contract Management Specialist 2

Telephone: (518) 457-9875 Telephone: (518) 485-7545

Address: New York State Police 1220 Washington Ave., Bldg. 22

Albany, New York 12226 Email: Contracts@troopers.ny.gov mailto:Contracts@troopers.ny.gov

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NON-BID RESPONSE FORM

A required activity of the solicitation process is the compiling of a Bid Tabulation. Ideally, this tabulation should incorporate not only those proposals submitted but also feedback from vendors receiving the solicitation document to determine why proposals were not submitted. Your cooperation in completing this form is requested should your company/agency decide not to respond to the below identified solicitation. Please forward your response to:

Leslie Appling, CMS2 New York State Police 1220 Washington Ave., Bldg. 22

Company Name:

Address:

City, State, Zip: Telephone:

Solicitation Title: IFB-C002460

☐ My business did not bid on the above identified solicitation but please leave our business on your bidder’s list.

☐ My business did not bid on the above identified solicitation, and we wish to be excluded from your bidder’s list for future solicitation considerations.

REASONS FOR NOT SUBMITTING A BID (Please check all that apply.)

☐ Work or service requested not performed by the business. Please indicate your organization’s type of work or service performed:

☐ Bid request received too late. Insufficient time to plan, estimate and submit a bid.

☐ Unable to meet specifications/other considerations in this proposal. Please explain:

☐ Specifications in the solicitation were unclear. Please explain:

☐ Unable to meet insurance requirements.

☐ Reluctant to contract with the State because of the many standard requirements.

☐ Previous unfavorable experience with state contracts/work. Please explain:

☐ Other (specify):

Print Name Title

Signature Date

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Table of Contents

NON-BID RESPONSE FORM

1. Introduction

1.1 Overview

1.2 Designated Contacts

1.3 Key Events

1.4 IFB Questions and Clarifications

1.5 Bidders’ Conference

1.6 Bid Addenda

1.7 Glossary of Terms

1.8 Confidential/Proprietary Information

2. Bid Submission

2.1 Instructions for Bid Submission

2.2 Bid Opening

2.3 Bid Evaluation

3. Administrative Information

3.1 Scope of Work

3.2 Method of Award

3.3 Price

3.4 Product Quantity

3.5 Term of Contract

3.6 Method of Payment

3.7 Electronic Payment

3.8 Dispute Resolution

3.9 Contractor Responsibilities

3.10 Inspection of Books

4. Requirements

4.1 Qualifications of Bidder

4.3 Specifications

4.2 Delivery

4.3 Warranty

5. Contract Clauses and Requirements

5.1 Appendix A

5.2 Appendix B

5.3 Appendix C

5.4 Order of Precedence

5.5 SAM.gov Requirements

5.6 National Institute of Standards and Technology (NIST)

5.7 Gender-Based Violence and the Workplace Requirement

5.8 Procurement Lobbying Requirement

5.9 Contractor Insurance Requirements

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5.10 Tax and Finance Requirements

5.11 Participation by Minority Group Members and Women: Requirements and Procedures

5.12 Participation by Service-Disabled Veterans: Requirements and Procedures

5.13 General Requirements

5.14 Procurement Rights

5.15 Debriefings

5.16 Termination

5.17 New York State Vendor File Registration

5.18 New York State Vendor Responsibility

5.19 Ethics Compliance

5.20 Sexual Harassment Prevention

5.21 Indemnification

5.22 Force Majeure

5.23 Appendices and Attachments

6. REQUIRED FORMS/ CERTIFICATIONS – RETURN WITH BID

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1. Introduction

1.1 Overview

The New York State Police (NYSP) is accepting bids for DroneSense Software Licenses. As a result of this Invitation for Bids (IFB), NYSP intends to enter into a five (5) year contract with the winning low bidder.

New York State Contract Reporter Bidders must register with the New York State Contract Reporter (“NYSCR”) at https://www.nyscr.ny.gov in order to receive notifications about this Solicitation. Navigate to the “Find Contracts” page, by clicking on “Find Bids” or “Find Contracts”, to register for your free account. In order to receive e-mail notifications regarding updates to the content or status of a particular ad, you must choose the option “Notify me if this ad updates,” located in the top right-hand corner of the ad.

Answers to all questions of a substantive nature will be posted in the form of a question-and-answer document and released through the NYSCR. Any updates to Solicitation documents will also be posted and released through the NYSCR. If you do not opt-in to receive notification updates regarding a particular ad, you will not receive e-mail notifications regarding updates, including e-mail notifications regarding the posting of the question-and-answer document and updates to Solicitation documents. Be advised that submission of responses to the Solicitation that do not reflect and take into account updated information may result in your Bid being deemed non-responsive to the Solicitation.

1.2 Designated Contacts

In compliance with the Procurement Lobbying Law, Leslie Appling, Contract Management Specialist 2 (CMS2) has been designated as the Primary Contact for this procurement and may be reached by email for inquiries regarding this solicitation. If the Primary designated contact is not available, the Alternate Contact is also listed below.:

PRIMARY CONTACT ALTERNATE CONTACT

Leslie Appling, CMS2 Sharon Pailley, CMS2 1220 Washington Ave., Bldg. 22 1220 Washington Ave., Bldg. 22 Albany, New York 12226 Albany, New York 12226

Phone No.: (518) 457-9875 Phone No.: (518) 485-7545 E-Mail: Contracts@troopers.ny.gov E-Mail: Contracts@troopers.ny.gov

Communications regarding this procurement may only occur with the primary and alternate contacts listed above until the resulting contract is fully executed.

1.3 Key Events

The Table below outlines the schedule for important action dates of this IFB-C002460.

Event Date / Time

NYSP Issues Invitation for Bid (IFB) July 2, 2026

Deadline for Submission of Bidder Questions July 9, 2026

NYSP Issues Responses to Written Questions (estimated) July 14, 2026

Bid Opening Date July 23, 2026 @ 3:30 PM EST

Contract Start Date (Estimated-Subject to OSC Approval) October 1, 2026

1.4 IFB Questions and Clarifications

All questions and/or requests for clarification regarding this IFB are only accepted via e-mail and should be sent to Leslie Appling at Contracts@troopers.ny.gov. Deadline for submission of questions will be as indicated in §1.3 Key Events. In the subject line please reference “IFB-C002460”. A Bidder is strongly encouraged to submit questions as soon as possible. Questions submitted after the deadline indicated may not be answered. Official answers to all questions of a substantive nature will be provided in the form of a question and answer (Q&A) document available to all prospective Bidders via posting to the New York State Contract Reporter website https://www.nyscr.ny.gov/.

https://www.nyscr.ny.gov/ mailto:Contracts@troopers.ny.gov

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1.5 Bidders’ Conference

No Bidder’s Conference will be held for this IFB Prospective bidders may submit questions via email to Contracts@troopers.ny.gov by the date and time indicated in §1.3 Key Events.

1.6 Bid Addenda

Any addendum issued prior to the Bid due date must be acknowledged by signature, dated and be submitted on or before the Bid due date. In awarding a contract any addenda will become part thereof.

Any verbal information obtained from, or statements made by, representatives of the NYSP at the time of examination of the contract documents shall not be construed in any way amending the contract documents. Only such corrections or addenda as issued, in writing, to all Bidders shall become part of the contract.

1.7 Glossary of Terms

“A/R/O” shall mean, after receipt of order.

“Issuing Office” shall mean the New York State Police.

“Contractor” shall mean a successful company awarded a contract pursuant to this IFB.

“F.O.B. Destination” As Defined in U.C.C. §2-319, “free on board (F.O.B.) destination” shall mean there will be no charge for delivery to the agency’s specific location and that the title is conveyed from the vendor to the agency at the destination of the shipment. The vendor owns the goods during transit and will file any damage claims.

“Invitation for Bids” or “IFB” shall mean this document. See also, “solicitation”.

“Must” denotes the imperative in a contract clause or specification. Means required- being determinative/ mandatory, as well as imperative. Also see “shall”.

“Offeror” or “Bidder” shall mean any person, partnership, firm, corporation or other authorized entity submitting a bid to the State pursuant to this IFB.

“Product” shall mean DroneSense Software Licenses which includes all components as stated in §4.3 Specifications, and to be procured by the contract pursuant to this solicitation.

“§” shall mean section.

“Shall” denotes the imperative in a contract clause or specification. Means required – being determinative/ mandatory, as well as imperative.

“Solicitation” shall mean this IFB document.

“State” (or the State) shall mean The People of the State of New York, which shall also mean the New York State Police.

“Superintendent” shall mean the Superintendent of the New York State Police or duly authorized representative.

1.8 Confidential/Proprietary Information

During the evaluation process, the content of each Bid will be held in confidence and details of any Bid will not be revealed (except as may be required under the Freedom of Information Law or other State law). Bidder shall specifically identify those portions of their bid deemed to be confidential, proprietary information or trade secrets and provide any justifications why such material, upon request, should not be disclosed by the NYSP. Marking the Bid as “confidential” or “proprietary” on its face or in the document header or footer shall not be considered by NYSP to be sufficient to withhold disclosure and must submit with their Bid the form “Request for Exemption from Disclosure Pursuant to the Freedom of Information Law,” located in §6. Required Forms/ Certifications of this solicitation in order to request exemption of portions of their Bid from Freedom of Information Law or other State law disclosure.

~Remainder of Page Intentionally Left Blank~

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2. Bid Submission

2.1 Instructions for Bid Submission

Only bids from Bidders who furnish all required information and who meet the mandatory requirements will be considered.

Submit all required bid documents to the NYSP at the following address:

New York State Police Attn: Leslie Appling IFB-C002460

E-Mail or Fax Bid Submissions are NOT Acceptable and will NOT be Considered The State of New York will not be held liable for any cost incurred by the Bidder for work performed in the preparation and production of a bid or for any work performed prior to the formal execution of a contract. Bids must be received in the above office on or before 3:30: PM ET on the date indicated in §1.3 Key Events. The received time of bids will be determined by NYSP at the clock at the above noted location. Bidders assume all risks for timely, properly submitted deliveries.

Late Bids May be Rejected Any Bid received at the designated location after the established time will be considered a Late Bid. A Late Bid may be rejected and disqualified from award. Notwithstanding the foregoing, a Late Bid may be accepted at the Superintendent’s sole discretion where (i) no timely Bids meeting the requirements of the Solicitation are received, or (ii) the Bidder has demonstrated to the satisfaction of the Superintendent that the Late Bid was caused solely by factors outside the control of the Bidder. However, in no event will the Superintendent be under any obligation to accept a Late Bid.

Firm Offer Bids must remain an effective offer, firm and irrevocable, for at least 120 calendar days from the due date, unless the time for awarding the contract is extended by mutual consent of NYSP and the Bidder. A bid shall continue to remain an effective offer, firm and irrevocable, subsequent to such 120 calendar-day period until either tentative award of the contract(s) by issuing Office is made or withdrawal of the bid in writing by Bidder.

Ownership of IFB and Bids This IFB remains the property of the State at all times, and all responses to this solicitation, once delivered, become the property of the State.

Packaging of IFB Response To ensure all bids are received and to guard against premature opening, sealed bids shall be submitted, plainly marked with the following information on the outside of the package(s).

Bidder’s complete name and address

“BID ENCLOSED”

Solicitation Number: IFB-C002460 Bid Due Date and Time: See §1.3 Key Events Bid for: DroneSense Software Licenses

Submit ONE (1) Mandatory Product Sample, ONE (1) Complete Bid Package with Original Signatures on all Required Forms (see §6 Required Forms/ Certifications)

a) Prepare your bids on the forms provided.

b) Bids and other forms must be signed, in indelible ink, by an official of your firm authorized to sign contracts and bind the firm. Pencil will not be accepted.

c) Print the name of your company on each page of the bid.

d) Bidders must respond to each, and every specification stated in the IFB.

e) Spiral bound bids will NOT be accepted.

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Important Building Access Procedures for Hand-Delivered Bids Building access procedures are in effect at NYSP building. Photo identification is required. All visitors must register for building access for delivering bids. When hand-delivering a bid, Bidders are encouraged to give notice at least two (2) hours prior to arrival at NYSP with a hand delivered bid by contacting the NYSP Primary Contact at 518-457-9875 or email Contracts@troopers.ny.gov. Bidders are encouraged to arrive thirty (30) minutes prior to the bid submission deadline (see §1.3 Key Events) to minimize any delays in timely receipt of bid.

2.2 Bid Opening

Bid opening for IFB-C002460 DroneSense Software Licenses will be held at NYS Police 1220 Washington Ave., Bldg. 22, Albany, NY 12226, on the date and time indicated in §1.3 Key Events. Attendance by the Bidder at the Bid opening is not a requirement of this IFB.

Important Building Access Procedures for Bid Opening Attendance Building access procedures are in effect at NYSP building. Photo identification is required. Due to limited space, only one

(1) company representative will be allowed to attend the bid opening. Bidder must pre-register with the NYSP Primary Contact by email at Contracts@troopers.ny.gov, at least 24 hours prior to Bid Opening Date as specified in §1.3 Key Events. It is recommended that the attendee arrive thirty (30) minutes prior to the scheduled time of the bid opening to sign in at NYSP reception desk. Once signed in, pre-registered visitors are to report to the reception area. Bid opening will begin promptly at 3:30p.m. EST. Attendees arriving after the bid opening begins will be precluded from entering the meeting room.

Attendees will be required to sign in at the bid opening and provide basic company and contact information. This information will be used to verify attendance and submitted to the Office of the State Comptroller (OSC) as required activity of the IFB process. Therefore, it is imperative that the provided information be legible and accurate.

2.3 Bid Evaluation

NYSP reserves the right to accept or reject any and all Bids, or separable portions of offers, and waive technicalities, irregularities, and omissions if NYSP determines the best interests of the State will be served. NYSP may accept or reject illegible, incomplete, or vague Bids and NYSP decision shall be final.

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3. Administrative Information

3.1 Scope of Work

The NYSP is seeking an appropriately qualified vendor to provide DroneSense Software Licenses. Please refer to this IFB- C002460, §4. Requirements in its entirety.

3.2 Method of Award

Following a review of all bid submissions award shall be made to one responsive and responsible bidder with the lowest total cost for all items and quantities listed on the bid cost proposal.

In the event of a tie for lowest total cost, the NYSP shall break the tie in the following order of priority:

a) Select the bidder offering the higher discount for payment made in less than 30 days. NOTE: A discount for early payment is only considered in resolving tie bids.

b) Select a New York State certified minority, women and/or service-disabled veteran-owned business.

c) Conduct a drawing. A witness shall be present to verify the drawing and shall certify the results on the bid tabulation sheet. If the drawing is to break a tie between two bidders, then a coin toss may be held, If the drawing is to break a tie among more than two bidders, then a selection may be determined by drawing a bidder’s name out of a hat. All names placed into the hat must be written on paper that is indistinguishable (size, weight, fold, etc.) from each other.

3.3 Price

Bid Price per unit shall be F.O.B destination and include all services required to provide the items as specified in this IFB, including licenses, insurance, administrative, customs, duties, tariffs, travel, shipping charges and ancillary costs. Bid price includes any and all costs associated with providing the Product.

Contractor is encouraged to offer early payment discounts during the life of the contract. This discount shall be automatically applied when New York State processes an electronic payment in the timeframe as specified on the cost proposal. In the event the vendor can offer an additional discount that is more advantageous than as specified in the contract, the contractor shall include those payment terms of the discount on the applicable invoice(s).

3.4 Product Quantity

Year 1 9/1/26 - 8/31/27

Year 2 9/1/27 - 8/31/28

Year 3 9/1/28 - 8/31/29

Year 4 9/1/29 - 8/31/30

Year 5 9/1/30 - 8/31/31

Item & Description Estimated

Annual Quantity Estimated

Annual Quantity Estimated

Annual Quantity

Estimated Annual Quantity

Estimated Annual Quantity

Class 1 UAS License 35 35 10 12 14

Class 2 UAS License 106 114 149 149 149

Class N UAS License 99 153 153 153 153

Screen Share Only 24 24 24 24 24

Mobile Streaming and Tracking 1 1 1 1 1

DroneSense Support 1 1 1 1 1

Estimated Total Licenses 266 328 338 340 342

Estimated Quantities Contracts The quantities or dollar values listed are estimated only. The Contract resulting from this IFB shall be an estimated quantities Contract. No specific quantities or volumes are represented or guaranteed. Actual payment to the vendor will be based on the price per unit for the actual number of products ordered.

3.5 Term of Contract

The Bidder must be willing to enter into a five-year contract. Any negotiated contract must conform to the laws of New York State and will be subject to approval by the Office of the State Comptroller. The contract will not be considered fully

IFB-C002460 DroneSense Software Licenses Page 10 executed until formal approval has been granted by the Office of the State Comptroller. The contract start date is estimated to be October 1, 2026.

3.6 Method of Payment

For the purposes of this contract an invoice must be used. Each invoice must have a unique invoice number and contain the Contractor’s New York Contract ID number, PO number and PO line description and an itemization of work completed/ product delivered. Such itemization must be in accordance with the bid form. Invoices for payment shall be submitted upon completed delivery of each order on a company invoice for services satisfactorily completed.

Invoices shall be submitted to the OGS Business Services Center (BSC) Accounts Payable Unit at Accountspayable@ogs.ny.gov. Invoices will be processed in accordance with established procedures of the Office of General Services and the Office of the State Comptroller (OSC), and payments will be subject to the prompt payment provisions of Article XI-A of the New York State Finance Law. Invoices without the required information will be returned to Contractor to be completed as required.

Mere acknowledgement by NYSP personnel of the delivery or receipt of goods (e.g., signed bill of lading) shall not be deemed or construed as acceptance of the Products received. Any delivery of Product that does not conform with specifications of the IFB or Contract terms and conditions, may be rejected, or accepted on an adjusted price basis at the sole discretion of the Superintendent of the NYSP.

3.7 Electronic Payment

Contractor shall provide complete and accurate billing invoices in order to receive payment. Billing invoices submitted must contain all information and supporting documentation required by the contract, the agency, and the State Comptroller.

Payment for invoices submitted by the contractor shall only be rendered electronically. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Information is available at the following website:

https://www.osc.ny.gov/state-vendors, by e-mail at ePayments@osc.state.ny.us, or by phone at 518-474-4032. Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures. Please note that in conjunction with New York State’s implementation of a new Statewide financial system, the Office of the State Comptroller requires all vendors doing business with New York State agencies to complete a substitute W-9 form. Vendors registering for electronic payment can complete the W-9 form when they register. Vendors already registered for electronic payment are requested to go to the above website and complete the Substitute W-9 form and submit following the instructions provided.

3.8 Dispute Resolution

It is the policy of the NYSP to provide vendors with an opportunity to administratively resolve disputes, complaints or inquiries related to bid solicitations, contract awards, and contract administration. NYSP encourages vendors to seek resolution of disputes informally, through consultation with the NYSP staff, prior to commencing a formal dispute process.

All such matters will be accorded impartial and timely consideration.

3.9 Contractor Responsibilities

The Contractor shall be solely responsible for all compliance with terms and conditions in this IFB or any resulting Contract.

The Contractor may not engage a subcontractor or dealer, distributor, reseller, or any other party to carry out any part of this contract without the prior written consent of NYSP. The Contractor accepts full responsibility for the actions of any employee or subcontractor who carries out any of the provisions of any Contract resulting from this IFB.

3.10 Inspection of Books

It is expressly understood and agreed that NYSP and the New York State Comptroller shall have the right to inspect and audit the Contractor’s records covered under this Agreement, in accordance with his statutory responsibility to examine the books and accounts of every Agency. The New York State Comptroller requires, and the Contractor agrees to, the retention of all material that is pertinent to an audit of the operations under any contract resulting from this IFB for a full six-year period.

mailto:Accountspayable@ogs.ny.gov https://www.osc.ny.gov/state-vendors mailto:ePayments@osc.state.ny.us

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4. Requirements

4.1 Qualifications of Bidder

Bids will be accepted only from established manufacturers or their authorized dealers. A completed MANUFACTURER'S CERTIFICATE must be included with bid submissions.

The NYSP reserves the right to investigate or make any inquiry into the capabilities of any bidder to properly perform under any resultant contract.

4.2 Technology Requirements

1. Upon contract expiration or termination, all data will be transferred to NYSP within 60 days, utilizing a delivery method and format agreed upon in advance (I.e.: via secure internet download in CSV format), and NYSP will become the sole owner of all information obtained or collected resulting from this contract. Access to data will be provided via continued access to the application until such time that a transfer (export) has been completed to the satisfaction of the NYSP.

2. The NYSP reserves the right to complete a thorough security analysis, including how the use of AI will be integrated into the system, to ensure the vendor has proper security and encryption measures in place. Final determination based on the results of the security analysis shall be at the sole discretion of the NYSP.

3. Product may not use any form of artificial intelligence (AI) either now or in the future, without written consent from the Chief Information Security Office and/ or Counsel.

4. The system environment and processing shall be isolated from any other customer instances.

5. Software / product must contain audit and/ or accountability controls. Audit log reports must be available to NYSP for specified time periods when requested.

6. Encrypted data backups and recovery must be performed regularly.

7. All vendor employees and/ or contractors must be US Citizens, residing in the US.

8. Each employee or contractor must have their own unique user accounts.

9. Product must have multifactor authentication (MFA) implemented for all vendor staff with access.

10. Each candidate must have their own unique user account.

11. Contractor must have their own data breach notification policy.

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4.3 Specifications

DroneSense SKU DroneSense Item & Description

DSC1

Class 1 UAS License - For the core set of supported drones that reside in the middle ground between advanced functionality and the higher cost of Class 2 and the less capable Class N Drones.

Including: DJI Mavic, Autel, and Parrot (Enterprise sUAS)

DSC2

Class 2 UAS License - For the most advanced UAS devices that have additional enterprise-level functionality and/ or more advanced integration requirements from the manufacturer.

Including: DJI Matrice 200, 300, 350, and 30/ T series, Autel Max 4T/N

DSCN

Class N UAS License (sub-250g) - Generally smaller form-factor drones. While capable, they lack native support for some core features such as flight planning. Class N drones are often used for tactical operations.

Including: DJI Mavic Mini and DJI Avata 1 and 2 (via Screen Share)

DSSSO

Screen Share Only- Enable screen share casting from any open mobile application to OpsHub.

Includes a software license from DroneSense screen sharing via mobile device and Web Console, with unlimited viewers, pilots, and video sharing.

Including: DJI Avata, other non-SDK / non-MAVLink drones or cameras (eg: GoPro)

DSMAT

Mobile Streaming and Tracking (MSAT) - Capability to stream video and device location into DroneSense from any supported phone or tablet running the DroneSense Mobile App.

Unlimited tracked devices, 1,200 hours of streaming video per year.

DSSSO

DroneSense Support - Initial setup and online training, 24/7 technical support via tickets & phone, and fair usage on DroneSense cloud. Product training webinars and software maintenance.

4.2 Delivery

Schedule: Delivery as applicable to this contract shall be expressed in number of calendar days required to make delivery after receipt of order (A/R/O). Product required herein is considered by the State as ongoing needs and shall be guaranteed by the resulting contractor and delivery shall not exceed 90 days after receipt of purchase order. From time-to-time NYSP may specify a different delivery timeframe which shall be noted on the Purchase Order. Delivery shall be made in accordance with instructions on Purchase Order from the NYSP.

4.3 Warranty

Normal wear and tear items shall be warrantied in accordance with the manufacture’s standard warranty. Where accessories are to be supplied, they must be compatible with the rest of the product. Bidder shall submit all warranties associated with any product supplied under the resultant Contract awarded from this IFB. All product warranties shall survive the termination of any resulting Contract.

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5. Contract Clauses and Requirements

5.1 Appendix A

Appendix A – Standard Clauses for New York State Contracts, dated June 2023, attached hereto, is hereby expressly made a part of this solicitation document as fully as if set forth at length herein. Please retain this document for future reference.

5.2 Appendix B

Appendix B – General Specifications, dated April 2016, attached hereto, is hereby expressly made a part of this solicitation document as fully as if set forth at length herein and shall govern any situations not covered by this solicitation document or Appendix A. Please retain this document for future reference.

5.3 Appendix C

Appendix C – Contractors Requirements and Procedures for Participation by New York State Certified Minority and Women-Owned Business Enterprises and Equal Employment Opportunities for Minority Group Members and Women, attached hereto, is hereby expressly made a part of this solicitation document as fully as if set forth at length herein and shall govern any situations not covered by this solicitation document or Appendix A. Please retain this document for future reference.

5.4 Order of Precedence

The agreement resulting from a successful award will include the following documents. Conflicts between these documents will be resolved in the following descending order of precedence:

1. Appendix A (dated June 2023)

2. Contract Agreement

3. Appendix B (dated April 2016)

4. This Invitation for Bids IFB-C002460 including any Addenda (if any)

5. Selected Contractor’s Bid, including Attachment 1 – Bid Cost Proposal

5.5 SAM.gov Requirements

The winning vendor may be required to have an active registration in good standing on the federal www.SAM.gov website.

Following bid closure, if it is determined that SAM.gov registration is required by the federal funding source and the tentatively awarded bidder is not registered or will not promptly register on SAM.gov, the Authorized User reserves the right to disqualify the bidder.

5.6 National Institute of Standards and Technology (NIST)

NYSP will only procure end point devices that shall be consistent with any relevant standards, guidelines or guidance developed as part of the National Institute of Standards and Technology (NIST) Cybersecurity Framework 2.0.

5.7 Gender-Based Violence and the Workplace Requirement

State Finance Law Article 11, Section 139–m requires that every bid made to the state or agency thereof, where competitive bidding is required by statute, rule or regulation, for work or services performed or to be performed or goods sold or to be sold, shall contain a statement of attestation certifying that each bidder has implemented a written policy addressing gender-based violence and the workplace. In order to be considered for award, please complete the attached attestation, Appendix J, Section 6. If a bidder cannot make the foregoing certification, the bidder shall state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor. Any questions regarding the attached statement of attestation may be directed to the New York State Office for the Prevention of Domestic Violence at workplace@opdv.ny.gov.

5.8 Procurement Lobbying Requirement

Pursuant to State Finance Law §139-j and §139-k, this Solicitation includes and imposes certain restrictions on communications between the NYSP and a Bidder during the procurement process. A Bidder is restricted from making contacts from the earliest posting, on a governmental entity’s website, in a newspaper of general circulation, or in the procurement opportunities newsletter of intent to solicit offers/bids through final award and approval of the Procurement https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.sam.gov%2F&data=05%7C02%7CSHARON.PAILLEY%40troopers.ny.gov%7C6b4a694ff06e44afbdc708ddfb76f46a%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638943210504351377%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tAhoHoegLcfHvDXYBCvmXEwdKIJVyaEFU0e0tpKklnk%3D&reserved=0 mailto:workplace@opdv.ny.gov

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Contract by NYSP and, if applicable, the Office of the State Comptroller (“Restricted Period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a).

Designated staff, as of the date hereof, are identified on the first page of the Solicitation. NYSP employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award, and in the event of two findings within a four-year period, the Bidder is debarred from obtaining governmental Procurement Contracts for four years. Further information about these requirements can be found on the OGS website:

https://www.ogs.ny.gov/acpl/

5.9 Contractor Insurance Requirements

The Bidder shall be required to provide proof of compliance with the requirements of this section, as follows:

• Proof of Workers’ Compensation and Disability Benefits Insurance shall be provided at the time of Bid submission;

• Proof of all other insurance shall be provided in accordance with Section B below;

• After award, the Contractor shall be required to provide proof of all insurance after renewal or upon request according to the timelines set forth in Section A.13 below.

Contractors shall be required to procure, at their sole cost and expense, and shall maintain in force at all times during the term of any Contract resulting from this Solicitation, policies of insurance as required by this section. All insurance required by this section shall be written by companies that have an A.M. Best Company rating of “A-,” Class “VII” or better. In addition, companies writing insurance intended to comply with the requirements of this Attachment should be licensed or authorized by the New York State Department of Financial Services to issue insurance in the State of New York. NYSP may, in its sole discretion, accept policies of insurance written by a nonauthorized carrier or carriers when certificates and/or other policy documents are accompanied by a completed Excess Lines Association of New York (ELANY) affidavit or other documents demonstrating the company’s strong financial rating. If, during the term of a policy, the carrier’s A.M.

Best rating falls below “A-,” Class “VII”, the insurance must be replaced, on or before the renewal date of the policy, with insurance that meets the requirements above.

Bidders and Contractors shall deliver to NYSP evidence of the insurance required by this IFB and any Contract resulting from this IFB in a form satisfactory to NYSP. Policies must be written in accordance with the requirements of the paragraphs below, as applicable. While acceptance of insurance documentation shall not be unreasonably withheld, conditioned or delayed, acceptance and/or approval by NYSP does not, and shall not be construed to, relieve Bidders or Contractors of any obligations, responsibilities or liabilities under this Solicitation or any Contract resulting from this Solicitation.

The Contractor shall not take any action or omit to take any action that would suspend or invalidate any of the required coverages during the term of the Contract.

A. General Conditions Applicable to Insurance.

All policies of insurance required by this IFB or any Contract resulting from this IFB shall comply with the following requirements:

1. Coverage Types and Policy Limits. The types of coverage and policy limits required from Bidders and Contractors are specified in Paragraph B Insurance Requirements below.

2. Policy Forms. Except as otherwise specifically provided herein or agreed to in the Contract resulting from this Solicitation, all policies of insurance required by this IFB shall be written on an occurrence basis.

3. Certificates of Insurance/Notices. Bidders and Contractors shall provide NYSP with a Certificate or Certificates of Insurance, in a form satisfactory to NYSP as detailed below, and pursuant to the timelines set forth in Section B below. Certificates shall reference the Solicitation or award number and shall name the entity requesting proof of coverage (certificate holder) as:

New York State Police

Certificates of Insurance shall:

https://www.ogs.ny.gov/acpl/

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• Be in the form acceptable to NYSP and in accordance with the New York State Insurance Law (e.g., an ACORD form, or and equivalent form for Liability Insurance; an ACORD form is not acceptable proof of Workers’ Compensation and Disability Benefits Insurance for NYS governmental entities);

• Disclose any deductible, self-insured retention, aggregate limit or exclusion to the policy that materially changes the coverage required by this Solicitation or any Contract resulting from this Solicitation;

• Refer to this Solicitation and any Contract resulting from this Solicitation by award number;

• Be signed by an authorized representative of the referenced insurance carriers; and

• Contain the following language in the Description of Operations / Locations / Vehicles section: The People of the State of New York, the New York State Police, any entity authorized by law or regulation to use the Contract and their officers, agents, and employees are included as an additional insured on endorsement CG 20 10 11 85 (or endorsements that provide equivalent coverage, such as the combination of CG 20 10 04 13 (covering ongoing operations) and CG 20 37 04 13 (covering completed operations)), and General liability coverage is provided on the current edition of Commercial General Liability Coverage Form CG 00 01 (or a form that provides equivalent coverage). Additional insured protection afforded is on a primary and non-contributory basis. A waiver of subrogation is granted in favor of the additional insureds.

Only original documents (certificates of insurance and any endorsements and other attachments) or electronic versions of the same that can be directly traced back to the insurer, agent or broker via e-mail distribution or similar means will be accepted.

NYSP generally requires Contractors to submit only certificates of insurance and additional insured endorsements, although NYSP reserves the right to request other proof of insurance. Contractors are requested to refrain from submitting entire insurance policies, unless specifically requested by NYSP. If an entire insurance policy is submitted but not requested, NYSP shall not be obligated to review and shall not be chargeable with knowledge of its contents. In addition, submission of an entire insurance policy not requested by NYSP does not constitute proof of compliance with the insurance requirements and does not discharge Contractors from submitting the requested insurance documentation.

4. Primary Coverage. All insurance policies shall provide that the required coverage shall be primary and non-contributory to other insurance available to the People of the State of New York, the New York State Police, any entity authorized by law or regulation to use the Contract and their officers, agents, and employees. Any other insurance maintained by the People of the State of New York, the New York State Police, any entity authorized by law or regulation to use the Contract and their officers, agents, and employees shall be excess of and shall not contribute with the Bidder/Contractor’s insurance.

5. Breach for Lack of Proof of Coverage. The failure to comply with the requirements of this IFB at any time during the term of the Contract shall be considered a breach of the terms of the Contract and shall allow the People of the State of New York, the New York State Police, any entity authorized by law or regulation to use the Contract and their officers, agents, and employees to avail themselves of all remedies available under the Contract or at law or in equity.

6. Self-Insured Retention/Deductibles. Certificates of Insurance must indicate the applicable deductibles/self-insured retentions for each listed policy. Deductibles or self-insured retentions above $100,000.00 are subject to approval from NYSP. Such approval shall not be unreasonably withheld, conditioned or delayed.

Bidders and Contractors shall be solely responsible for all claim expenses and loss payments within the deductibles or self-insured retentions. If the Bidder/Contractor is providing the required insurance through self-insurance, evidence of the financial capacity to support the self-insurance program along with a description of that program, including, but not limited to, information regarding the use of a third-party administrator shall be provided upon request.

7. Subcontractors. Prior to the commencement of any work by a Subcontractor, the Contractor shall require such Subcontractor to procure policies of insurance as required by this IFB and maintain the same in force during the term of any work performed by that Subcontractor.

8. Waiver of Subrogation. For the Commercial General Liability Insurance and Business Automobile Liability Insurance required below, the Contractor shall cause to be included in each of its policies insuring against loss, damage or destruction by fire or other insured casualty a waiver of the insurers right of subrogation against NYSP, or, if such waiver is unobtainable (i) an express agreement that such policy shall not be invalidated if Contractor waives or has waived before the casualty, the right of recovery against NYSP or (ii) any other form of

IFB-C002460 DroneSense Software Licenses Page 16 permission for the release of NYSP. A Waiver of Subrogation Endorsement shall be provided upon request. A blanket Waiver of Subrogation Endorsement evidencing such coverage is also acceptable.

9. Additional Insured. For the Commercial General Liability Insurance and Business Automobile Liability Insurance required below, the Contractor shall cause to be included in each of its policies ISO form CG 20 10 11 85 (or a form or forms that provide equivalent coverage, such as the combination of CG 20 10 04 13 and CG 20 37 04 13) and form CA 20 48 10 13 (or a form or forms that provide equivalent coverage) naming as additional insureds: The People of the State of New York, the New York State Police, any entity authorized by law or regulation to use the Contract and their officers, agents, and employees. An Additional Insured Endorsement evidencing such coverage shall be provided to NYSP pursuant to the timelines set forth in Section B below. A blanket Additional Insured Endorsement evidencing such coverage is also acceptable. For Contractors who are self-insured, Contractor shall be obligated to defend and indemnify the above-named additional insureds with respect to Commercial General Liability and Business Automobile Liability, in the same manner that Contractor would have been required to pursuant to this IFB had Contractor obtained such insurance policies.

As clarification, “The People of the State of New York” means the State of New York and its subsidiary governmental entities. This is the name in which the State, as a governmental entity, enters into contracts, takes title to property, and initiates legal actions. Using the term “People” does not mean that the insurer is insuring all residents of New York State;

rather, it means that the State government is being insured.

10. Excess/Umbrella Liability Policies. Required insurance coverage limits may be provided through a combination of primary and excess/umbrella liability policies. If coverage limits are provided through excess/umbrella liability policies, then a Schedule of underlying insurance listing policy information for all underlying insurance policies (insurer, policy number, policy term, coverage, and limits of insurance), including proof that the excess/umbrella insurance follows form must be provided upon request.

11. Notice of Cancellation or Non-Renewal. Policies shall be written so as to include the requirements for notice of cancellation or non-renewal in accordance with the New York State Insurance Law. Within five (5) business days of receipt of any notice of cancellation or nonrenewal of insurance, the Contractor shall provide NYSP with a copy of any such notice received from an insurer together with proof of replacement coverage that complies with the insurance requirements of this Solicitation and any Contract resulting from this Solicitation.

12. Policy Renewal/Expiration Upon policy renewal/expiration, evidence of renewal or replacement of coverage that complies with the insurance requirements set forth in this Solicitation and any Contract resulting from this Solicitation shall be delivered to NYSP. If, at any time during the term of any Contract resulting from this Solicitation, the coverage provisions and limits of the policies required herein do not meet the provisions and limits set forth in this Solicitation or any Contract resulting from this Solicitation, or proof thereof is not provided to NYSP, the Contractor shall immediately cease work. The Contractor shall not resume work until authorized to do so by

NYSP.

13. Deadlines for Providing Insurance Documents after Renewal or Upon Request. As set forth herein, certain insurance documents must be provided to the NYSP contact identified in the Contract Award Notice after renewal or upon request. This requirement means that the Contractor shall provide the applicable insurance document to NYSP as soon as possible but in no event later than the following time periods:

• For certificates of insurance: 5 business days

• For information on self-insurance or self-retention programs: 15 calendar days

• For other requested documentation evidencing coverage: 15 calendar days

• For additional insured and waiver of subrogation endorsements: 30 calendar days

Notwithstanding the foregoing, if the Contractor shall have promptly requested the insurance documents from its broker or insurer and shall have thereafter diligently taken all steps necessary to obtain such documents from its insurer and submit them to NYSP, NYSP shall extend the time period for a reasonable period under the circumstances, but in no event shall the extension exceed 30 calendar days.

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B. Insurance Requirements Bidders and Contractors shall obtain and maintain in full force and effect, throughout the term of any Contract resulting from this Solicitation, at their own expense, the following insurance with limits not less than those described below and as required by the terms of any Contract resulting from this Solicitation, or as required by law, whichever is greater:

Insurance Type Proof of Coverage is Due

Commercial General Liability* Not less than $2,000,000 each occurrence

Upon notification of award and updated in accordance with the Contract.

*While not required until notification of award selection is made, Bidders are strongly encouraged to submit with Bid Submission.

- General Aggregate* $2,000,000

- Products – Completed Operations Aggregate*

$2,000,000

- Personal and Advertising Injury* $1,000,000

Business Automobile Liability* Insurance

Not less than $2,000,000 each occurrence

Worker's Compensation With Bid Submission and updated in accordance with the Contract Disability Benefits

1. Commercial General Liability Insurance: Such liability shall be written on the current edition of ISO occurrence form CG 00 01, or a substitute form providing equivalent coverage and shall cover liability arising from premises operations, independent contractors, products-completed operations, broad form property damage, personal & advertising injury, cross liability coverage, liability assumed in a contract (including the tort liability of another assumed in a contract) and explosion, collapse & underground coverage.

Policy shall include bodily injury, property damage and broad form contractual liability coverage.

• General Aggregate

• Products – Completed Operations Aggregate

• Personal and Advertising Injury

• Each Occurrence

Coverage shall include, but not be limited to, the following:

• Premises liability;

• Independent contractors;

• Blanket contractual liability, including tort liability of another assumed in a contract;

• Defense and/or indemnification obligations, including obligations assumed under the Contract;

• Cross liability for additional insureds;

• Products/completed operations for a term of no less than three (3) years, or no less than three (3) one (1) year terms, commencing upon acceptance of the work, as required by the Contract;

• Explosion, collapse, and underground hazards; and

• Contractor means and methods.

2. Business Automobile Liability Insurance: Such insurance shall cover liability arising out of any automobile used in connection with performance under the Contract, including owned, leased, hired and non-owned automobiles bearing or, under the circumstances under which they are being used, required by the Motor Vehicles Laws of the State of New York to bear, license plates.

In the event that the Contractor does not own, lease, or hire any automobiles used in connection with performance under the Contract, the Contractor does not need to obtain Business Automobile Liability Insurance, but must…