FRFP2024-01, Indoor Temperature-Controlled Smart Lockers.pdf

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers

PROCUREMENT NUMBER:

RFP 2024-01

RELEASE DATE:

March 22, 2024

DUE DATE/TIME:

April 30, 2024, 2:00 pm EST

The SUNY Schenectady County Community College Foundation (The Foundation) reserves the right to postpone, withdraw, discontinue or cancel this RFP at any time and for any reason, and to issue such clarifications, modifications, and/or amendments, as it may deem appropriate. Receipt of proposal materials by The Foundation or submission of a proposal to The Foundation confers no rights upon the proposer nor obligates The Foundation in any manner. The Foundation reserves the right to waive non-material irregularities in proposals, if such action is in its best interest. Any such waiver shall not modify remaining RFP requirements or excuse the proposer from full compliance with the RFP specifications and other contract requirements if the proposer is awarded the contract.

TIMETABLE OF KEY EVENTS

RFP Release Date March 22, 2024

Deadline for Submission of Bidder Questions April 5, 2024 4:30 pm EST

Issuance of Response to Bidder Questions April 12, 2024

DEADLINE FOR SUBMISSION OF BIDS April 30, 2024 2:00 pm EST

Recommendation of Award to the Foundation Board May 15, 2024

Anticipated Contract Award May 17, 2024

Expected Delivery Not Later than August 15, 2024

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 2 of 3

Table of Contents

TIMETABLE OF KEY EVENTS

NON-BIDDER RESPONSE

1. Introduction and Background

2. General Comments

3. Disclaimers

4. Errors in the RFP

5. Addenda

6. Questions Regarding the RFP

7. Withdrawal and Resubmission/Modification of Proposals

8. Proposal Deadline

9. Debriefing of Unsuccessful Proposers/Protests

10. Rejection of Proposals

11. Award and Execution of Contract

12. Term

13. Notice

14. Publicity

15. Use and Release of Bidder Submissions

16. College Facilities ATTACHMENT 1: Scope of Services

SCOPE OF WORK

TECHNICAL REQUIREMENTS

ATTACHMENT 2: Bid Submission ATTACHMENT 3: Evaluation of Proposal

EVALUATION CRITERIA

COST PROPOSAL EVALUATION (40 Points) TECHNICAL PROPOSAL EVALUATION (60 Points)

EXHIBIT A: FORM of BID – Cost Proposal EXHIBIT B: Conflict of Interest Disclosure Statement

EXHIBIT C: NON-COLLUSIVE BIDDING CERTIFICATION

EXHIBIT D: RESOLUTION AUTHORIZING SIGNATURES

EXHIBIT E: EIT CONFORMANCE CONTACT AND SIGNATURE

EXHIBIT F: ACCESSIBILITY CONFORMANCE REPORT (ACR)

EXHIBIT G. IRANIAN ENERGY SECTOR DIVESTMENT

EXHIBIT H. PERSON AUTHORIZED TO RECEIVE NOTICE

EXHIBIT I. REFERENCES

EXHIBIT J. RECEIPT OF ADDENDA

EXHIBIT K. SUBMITTAL

ATTACHMENT 4: Contract Terms and Conditions

APPENDIX A. VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE® (VPAT®), EN

301 549 EDITION

APPENDIX B. ACCESSIBILITY CONFORMANCE REPORT (ACR) GUIDANCE

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 3 of 4

Indoor Temperature-Controlled Smart Lockers

RFP 2024-01

The SUNY Schenectady Community College Foundation (The Foundation) is accepting proposals from contractors to provide a 16-Unit temperature-controlled refrigerated smart lockers and smart locker console. Proposals shall cover all labor, materials, warranty, 3-year software license renewal (with optional two (2) years of extensions), software and support, training, and standard IT support to perform services and materials in conformity with this Request for Proposals (RFP).

The Request for Proposal may be downloaded from the BidNet Direct website at:

http://www.bidnetdirect.com/, from the New York State Contract Reporter website at:

https://www.nyscr.ny.gov/, or picked up at the SUNY Schenectady Foundation, Elston Hall Mezzanine, SUNY Schenectady at 78 Washington Avenue, Schenectady, NY 12305. All proposals must be delivered in a sealed envelope/package and marked “Proposal: Foundation RFP 2024-01, “Indoor Temperature- Controlled Smart Lockers” not later than 2:00 p.m. EST. on April 30, 2024 to the following address:

SUNY Schenectady County Community College Foundation ATTN: Marianne Senneca Elston Hall Mezzanine, ELS126 78 Washington Avenue Schenectady, NY 12305

Woman and minority owned businesses are encouraged to submit proposals. SUNY Schenectady is an Equal Employment Opportunity/Affirmative Action employer.

The Foundation reserves the right to reject any and all proposals, and to accept any proposal or proposals as submitted, or as modified, which in the opinion of the Foundation will be in the best interest of the College.

SUNY Schenectady County Community College Foundation

March 22, 2024 http://www.bidnetdirect.com/ https://www.nyscr.ny.gov/

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 4 of 5

CONTRACTOR’S NAME: ________________________________________________

NON-BIDDER RESPONSE

For the purpose of facilitating your firm’s response to our request for proposal, The SUNY Schenectady County Community College Foundation is interested in ascertaining reasons for prospective bidders’ failure to respond to this RFP.

If your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate item(s) below and return this form to: Marianne Senneca, SUNY Schenectady County Community College Foundation, Elston Hall Mezzanine, 78 Washington Avenue, Schenectady, NY 12305 or forward electronically to sennecmk@sunysccc.edu with the PROJECT NUMBER and “Non-Bidder Response” in the subject line.

We are not responding to this “Request for Proposals” for the following reason(s):

_____ Our services and/or equipment do not meet specifications.

_____ Specifications not clearly understood or applicable (too vague, too rigid, etc.).

_____ We are unable to perform the assignment within the time specified.

_____ Insufficient time allowed for preparation of bid.

_____ OTHER: ______________________________________________________

Thank you for your participation in this bidding process.

mailto:sennecmk@sunysccc.edu

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 5 of 6

SUNY SCHENECTADY COUNTY COMMUNITY COLLEGE FOUNDATION

Indoor Temperature-Controlled Smart Lockers

RFP 2024-01

This Request for Proposals does not commit the SUNY Schenectady County Community College Foundation (also known as SUNY Schenectady Foundation and the “Foundation”) to award a contract. SUNY Schenectady Foundation reserves the right to withdraw and/or amend the RFP and to alter the deadline for submission of proposals.

1. Introduction and Background The intention of this Request for Proposal (RFP) is to obtain the services of a responsive and responsible Contractor to provide a 16-unit Indoor Temperature-Controlled Smart Lockers in accordance with the Scope of Services set forth in this RFP.

SUNY Schenectady County Community College (also known as SUNY Schenectady), created in 1969 by the Schenectady County Legislature, is a public community college within the State University of New York. SUNY Schenectady provides quality, comprehensive education for transfer, careers, training and workforce development to a diverse population in a student-centered environment. The college is committed to an accessible and affordable education. Utilizing innovative practices and contemporary technology, the college fosters success through excellence in teaching and support services.

An estimated 3,775 students are enrolled at the college, and approximately 383 full and part-time employees. Classes take place from 8 am to 10 pm Monday-Friday and Saturday mornings, late August through the third week of May; most sites see a reduced course load during the summer months and winter break. Competitive college athletics take place off-site. There is no student housing, but there is a privately-owned housing facility across the street that is occupied by both SUNY Schenectady and non- SUNY Schenectady students and non-students. Classes are conducted at several facilities around the Capital District.

2. General Comments Under no circumstances will the SUNY Schenectady County Community College or the SUNY Schenectady Foundation be liable for any costs incurred by the contactors in preparation and/or production of a proposal nor for any work performed prior to the SUNY Schenectady Foundation’s written authorization to proceed on the contract.

The contactor selected should be independent and not have any interest that would constitute a conflict of interest involving the Foundation Board, SUNY Schenectady County Community College Board of Trustees, College employees, or our County sponsor. The firm will be required to disclose any pre-existing relationship with the afore-named individuals and organizations using the attached form.

The selected contactor shall not assign, transfer, or subcontract the project without the express prior written approval of the Foundation.

The selected contractor shall not discriminate in its hiring practices against any employee or applicant because of age, race, religion, color, gender, sexual orientation, disability, marital status, or national origin; and be able to demonstrate compliance with affirmative action programs.

No communication should be had with the Board of Trustees, College employees, employees of the auxiliary services organization (Faculty Student Association, Inc.), its Foundation, or Schenectady

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 6 of 7

County concerning this solicitation in any manner other than by written inquiry to sennecmk@sunysccc.edu.

All materials submitted in response to an RFP will become the property of the SUNY Schenectady Foundation and will be returned only at the SUNY Schenectady Foundation’s option and at the expense of the bidder. One copy of each proposal will be retained for the SUNY Schenectady Foundation’s official files.

3. Disclaimers The SUNY Schenectady Foundation reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and/or amendments, as it may deem appropriate.

Receipt of proposal materials by the SUNY Schenectady Foundation or submission of a proposal to the Foundation confers no rights upon the offeror nor obligates the SUNY Schenectady Foundation in any manner. The Foundation reserves the right to waive non-material irregularities in proposals, if such action is in the best interest of the SUNY Schenectady Foundation. Any such waiver shall not modify remaining RFP requirements or excuse the offer from full compliance with the RFP specifications and other contract requirements if the offer is awarded the contract.

4. Errors in the RFP If a bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the bidder should immediately provide the SUNY Schenectady Foundation with written notice of the problem and request that the RFP be clarified or modified. Without disclosing the source of the request, the Foundation may modify the document prior to the date fixed for submission of proposals by issuing an addendum and advising all those to whom the RFP was provided.

If prior to the date fixed for submissions, a bidder knows of or should have known of an error in the RFP but fails to notify the SUNY Schenectady Foundation of the error, the bidder shall bid at its own risk, and if, awarded the contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.

5. Addenda The SUNY Schenectady Foundation may modify the RFP prior to the date fixed for submission of proposals. If issued, addenda will be BidNet Direct website at: http://www.bidnetdirect.com/, and the New York State Contract Reporter website at: https://www.nyscr.ny.gov/. If addenda have been issued, Bidder must complete and submit the Receipt of Addenda form, attached hereto. Bidders are STRONGLY advised to verify the existence of addenda BEFORE submitting a bid.

6. Questions Regarding the RFP Questions regarding this solicitation should be sent to sennecmk@sunysccc.edu. All inquiries should include the title and number of the solicitation in the subject line. All questions and answers will be published. No communication should be had with SUNY Schenectady County Community College, the SUNY Schenectady Foundation, its employees, agents, or assigns concerning this solicitation in any other manner than by written inquiry to this email address.

Contact with SUNY Schenectady or SUNY Schenectady Foundation personnel in connection with this RFP may not be made other than as specified in this RFP. Unauthorized direct or indirect contact with any college personnel may be cause for rejection of a bid.

All questions and answers regarding the RFP will be shared with all bidders known to be interested in submitting a proposal. If a question relates to a proprietary aspect of its proposal and the question would expose proprietary information if disclosed to competitors, the bidder may submit the question in writing, mailto:sennecmk@sunysccc.edu http://www.bidnetdirect.com/ https://www.nyscr.ny.gov/

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 7 of 8 conspicuously marking it as “CONFIDENTIAL.” With the question, the bidder must submit a statement explaining why the question is confidential. If the SUNY Schenectady Foundation agrees that the disclosure of the question or answer would expose proprietary information, the question will be answered, and both the question and answer will be kept in confidence. If the SUNY Schenectady Foundation does not agree regarding the proprietary nature of the question, the question will not be answered in this manner and the bidder will be notified.

Prior to contract award, the SUNY Schenectady Foundation may contact the bidder for clarification of any portion of its proposal.

7. Withdrawal and Resubmission/Modification of Proposals A proposal may be withdrawn at any time prior to the deadline for submitting proposals by notifying the SUNY Schenectady Foundation in writing of its withdrawal. The notice must be signed by the Bidder.

The Bidder may thereafter submit a new or modified proposal, provided that it is submitted to the SUNY Schenectady Foundation no later than the deadline. Modifications offered in any other manner, oral or written, will not be considered. Proposals cannot be changed or withdrawn after the deadline.

8. Proposal Deadline Proposals must be received by the Vice President of Development & External Affairs of the SUNY Schenectady Foundation no later than the deadline date and time stated in the timetable above. Any proposal received after this time will not be considered, and will be rejected or returned to the proposer.

The Foundation reserves the right to postpone the proposal deadline for any reason.

9. Debriefing of Unsuccessful Proposers/Protests Upon request, a debriefing conference will be scheduled with an unsuccessful proposer. The request for a debriefing conference should be sent to sennecmk@sunysccc.edu with the words “Request for Debriefing” in the subject line within five (5) business days after the notification that the proposal was unsuccessful has been emailed to the bidder. The debriefing must be held within seven (7) business days of the request, unless otherwise agreed to by the parties, except that the request will be stayed pending negotiations of the final agreement with the successful proposer. Discussion will be limited to a critique of the requester’s proposal. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

10. Rejection of Proposals The SUNY Schenectady Foundation reserves the right, in its sole discretion, to reject any or all proposals in whole or in part, without incurring any cost or liability whatsoever. All proposals will be reviewed for completeness. If a proposal fails to meet material requirements of the RFP, if it is incomplete, or contains irregularities, the proposal may be rejected.

Material deviations may cause a bid to be rejected. The SUNY Schenectady Foundation may or may not waive an immaterial deviation in a proposal. The Foundation’s waiver of an immaterial deviation will in no way modify the RFP or excuse a bidder from full compliance with the RFP requirements. A deviation is “material” if it is not in substantial accord with RFP requirements.

Proposals containing false or misleading statements may be rejected if in the SUNY Schenectady Foundation’s opinion, the information was intended to mislead the Foundation regarding a requirement of the RFP.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 8 of 9

11. Award and Execution of Contract Upon the Board’s adoption of a resolution awarding a contract for the Refrigerated Indoor Grocery Lockers a written notice of contract award will be sent electronically to the awardee with a contract to be executed.

No contract or agreement, express or implied, shall exist or be binding on the SUNY Schenectady Foundation before the execution of a written contract by both parties. If agreement on the terms of such contract cannot be reached after a reasonable period (deemed such by the Foundation in its sole discretion), the SUNY Schenectady Foundation may enter into negotiations and sign a contract with another firm.

12. Term The term of the contract shall be for three years with two, one-year extensions to be exercised at the discretion of the Foundation, beginning June 1, 2024, and expiring on May 31, 2027, at a cost not to exceed the agreed upon price, as submitted in the Bid. No additional price escalations will be allowed.

The successful vendor agrees to invoice monthly in arrears, such invoice to be paid within thirty (30) days of receipt.

13. Notice Where written notice is required in this RFP, the notice must be sent by both U.S. mail and by electronic mail, unless otherwise specified by the SUNY Schenectady Foundation.

Notice to SUNY Schenectady shall be to:

SUNY Schenectady Foundation 78 Washington Avenue, Mezzanine ELS 126 Schenectady, NY 12305

(518) 381-1210 sennecmk@sunysccc.edu

Notice to the bidder shall be to the person signing the Bid Proposal. If bidder desires another or additional person(s) to receive notice, so indicate on the attached form (Attachment 4 - Forms).

14. Publicity No bidder shall issue any public announcements concerning the SUNY Schenectady Foundation or this RFP, without the prior written consent of the Foundation. News releases pertaining to the award of any contract resulting from the procurement may not be made without the prior written approval of the SUNY Schenectady Foundation.

15. Use and Release of Bidder Submissions All materials submitted by the Bidder become the property of the SUNY Schenectady Foundation and may be returned to Bidder at its sole discretion. One copy of each proposal will be retained for the Foundation’s official files. Submissions may be reviewed and evaluated by any person, other than one associated with a competing Bidder, designated by the SUNY Schenectady Foundation.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 9 of 10

16. College Facilities

Main Campus SUNY Schenectady’s main campus is located at 78 Washington Avenue, Schenectady, New York, and straddles the City of Schenectady and Town of Rotterdam, in the County of Schenectady. The main campus is comprised of six (6) buildings and several acres of fields. It abuts the Mohawk River on the west and Interstate Highway 890 on the south, a highway ramp on the east and an historical downtown community known as The Stockade on the north. The campus is accessed by vehicle from two points:

from the north by a loop road off of NYS Route 5 and from the east by an entrance ramp off of Route I- 890.

The six buildings which make up the main campus are

• Gateway (housing a daycare center and Montessori school),

• Begley (housing the Learning Commons and Auditorium),

• Stockade (housing admissions, lecture halls and classrooms),

• The School of Music Building,

• Elston (housing the student commons, cafeteria, café and quick-mart, administrative offices, classrooms, and culinary labs, banquet and meeting rooms), and

• The Center for Science and Technology Building (“CST”) building (housing classrooms and science labs). The CST building is attached to Elston Hall by a walkway bridge suspended over NYS Route 5.

Routinely classes are held Monday through Friday, 8:00 – 5:00 as well as in the evenings and Saturdays.

Care must be taken to ensure there are no unscheduled/unapproved interruptions in network service.

Center City Location SUNY Schenectady is a tenant at 443 State Street, Schenectady, New York, which is owned and managed by a private owner. SUNY Schenectady occupies 30,000 square feet consisting of classrooms, a student lounge area, staff offices, and business office space. SUNY Schenectady employees work at the Center City location and roughly 2,000 students attend classes there. Additionally, the space hosts large and small meetings several times a month. Parking is provided for the full-time staff in a parking garage a few blocks from the building. Classes are held from 8:00 a.m. to 9:00 pm throughout the day, including some weekends.

Kindl Building SUNY Schenectady owns a three-story historical building in the Stockade area of downtown Schenectady, a few blocks east of the main campus at 201 State Street. At this time, only the first floor is occupied, with two classrooms, office space and a meeting area.

13 State Street SUNY Schenectady leases space on the first floor of 13 State Street for liberal arts programs.

Mill Lane The ground floor of 10 Mill Lane, Schenectady, New York is used by Hotel, Culinary Arts, and Tourism Students for a Confectionary and Chocolate Laboratory.

Schenectady County Airport SUNY Schenectady holds classes at the Schenectady County Airport in Glenville, NY. There are two classrooms and an instructor’s office.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 10 of 11

ATTACHMENT 1: Scope of Services

The SUNY Schenectady Foundation (Foundation) is accepting proposals from qualified contractors to provide one 16-unit indoor temperature-controlled smart lockers, to include a smart locker console, software and support (including mobile app), training session, three (3) years’ licensing, three (3) years’ warranty, graphic wrapping, freight, inside delivery, and installation by factory-certified technicians.

Proposals shall cover all labor and materials to perform services in conformity with this Request for Proposal (RFP). The Successful Bidder will be required to provide all the equipment stated, installation services (if any), licenses, and other equipment necessary to support the software requested. Higher Education experience, while not required, is preferred.

The Successful bidder will be responsible for the conversion/import of data, if applicable. All data is considered the property of the Foundation, and to be returned to the Foundation at any time the Foundation requests it, or at the termination of the agreement.

The Successful Bidder will work with the SUNY Schenectady Foundation and the SUNY Schenectady Food Pantry, as needed, and will be overseen by the Vice President of Development and External Affairs.

The project scope shall include the following:

SCOPE OF WORK

a. General All charges associated and incurred for manufacturing, graphic wrapping, freight, local delivery, installation, cleanup, staff training, and 5-year warranty.

b. Installation Complete turnkey installation services by certified technicians and training of staff

c. Warehouse Storage Provide two (2) weeks cost-free storage at local warehouse.

d. Direct Ship Coordinate manufacturing to meet required delivery schedules. Includes all charges associated and incurred for freight, dock-to-dock delivery, and warranty.

e. Design Provide accurate representations of equipment in the client’s space, based on site verification or CAD/Revit-created layouts. Includes recessed rail detail, power requirements, data requirements and/or floor loading information as available and applicable.

f. Software application Provide three (3) years of licensing on the software application.

g. Project Management Assign a designated Project Manager to communicate and coordinate logistics and delivery of material ship dates with manufacturer. Communicate, update, and revise project timelines when applicable.

Schedule installation crews based on material arrival dates.

h. Recessed Rail Requirements Will provide rail centers and trough requirements to contractor as applicable.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 11 of 12

i. Installation Technicians Provide trained technicians to complete installation of equipment per the approved drawing.

Technicians shall perform work in a professional, safe, and courteous manner, and according to predetermined and agreed-upon completion dates.

j. Service Provide training, on-site and phone support as needed for repairs and preventative maintenance of equipment.

k. Extended Warranty/Service Agreements Offer an optional extended warranty and service agreement. Maintain equipment through a purchased service program after the original 3-year warranty expires.

TECHNICAL REQUIREMENTS

a. System Availability Requirements

1. All services can be cloud-based, accessed via the web, and accessible 24/7 from both the

College’s network and remote locations.

2. Ability to monitor for uptime and also notification to customers regarding degradation of service.

b. Compatibility Requirements Ability to interface with Ellucian/Banner and PantrySoft, a third-party food pantry management system for which the vendor does not have a standard interface

c. Data Requirements

1. Periodic data backup.

2. Ability to import and export content

3. Options for retrieving ALL data stored in your systems on behalf of SUNY Schenectady

d. Maintenance Agreement/System Upgrades Requirements

1. Cost of periodic upgrades included in the basic agreement.

2. Training provided on periodic upgrade

e. Support Requirements

1. Single phone number or contact for all support sales and service support needs.

2. End-user support plan, including help desk services and escalation path including support hours, average response time, and graduated or differentiated tiers of support for the application.

3. Training materials available on-demand to end-users.

4. Assist, and coordinate, with the College’s Information and Technology department with the installation of software and equipment.

5. Provide for Initial Product Training.

f. Other Technical Requirements

1. Ability to be customized for branding and employee preference

2. Ability to require users to complete a process (watch a video, complete a task) before accessing the employee portal or employee content.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 12 of 13

ELECTRONIC AND INFORMATION TECHNOLOGY

SUNY Schenectady has a rich history dedicated to public access and diversity. Access to education for all is a fundamental principle codified in SUNY Schenectady’s mission and amplified in its Diversity, Equity and Inclusion policy. It is dedicated to serve individuals with disabilities, meet evolving technology access standards, and improving access, equity, and inclusion with disabilities. Its policy is to adhere to the requirements of Section 508 of the Rehabilitation Act of 1973, as amended (“Section 508” or “Revised Section 508”) and is committed to “develop, procure, maintain, or use” Information and Communication Technology (“ICT”) in a manner that ensures employees and students with disabilities have comparable access to, and use of, such information and data relative to its employees and students, unless doing so would impose an undue burden on the College. Further, pursuant to Section 508, SUNY Schenectady’s policy is to ensure that its students and members of the public with disabilities have comparable access to publicly available information and services unless doing so would impose an undue burden on the College.

Electronic and Information Technology (EIT), is information technology and any equipment or interconnected system or subsystem of equipment, that is used in the creation, conversion, or duplication of data or information. The term includes:

• telecommunications products (such as telephones);

• information kiosks and transaction machines;

• World Wide Web sites;

• multimedia; and

• office equipment (such as copiers and fax machines).

The term does not include any equipment that contains embedded information technology that is used as an integral part of the product, but the principal function of which is not the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. For example, HVAC (heating, ventilation, and air conditioning) equipment such as thermostats or temperature control devices, and medical equipment where information technology is integral to its operation, are not EIT.

Vendors providing EIT are required to acknowledge that they are in conformance with Federal Law Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended in 1998 - IT Accessibility and Policies.

Exhibit “E”.

EIT Vendors must also provide a fully completed, up-to-date Accessibility Conformance Report (ACR) -one for each user interface (e.g. user, admin) - accurately indicating levels of conformance to Section 508 accessibility standards. ACR's are created using the most recent ITIC Section 508 VPAT template, Appendix “A,” Guidance can be found in Appendix “B.”

IMPORTANT:

PLEASE NOTE: Failure to Submit an ACR form with the Bid/Proposal, when required, may result in rejection of Bid/Proposal as Non-Responsive.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 13 of 14

ATTACHMENT 2: Bid Submission

GENERAL PROPOSAL REQUIREMENTS

The submission requirements for this RFP are set forth below. A proposal shall constitute an irrevocable offer that extends from the time of submission through 180 business days (business days are defined as Monday through Friday) following the issuance of the Notice of Contract Award. Reference to a certain number of days in this RFP shall mean business days unless otherwise specified.

The proposal must be packaged in a sealed box or envelope with a label on the outside containing the following information:

• FOUNDATION RFP 2024-01

• Indoor Temperature-Controlled Smart Lockers

• Bidder name

• Bidder senior officer responsible for the bid

• Bidder address and contact information, including email address

• Attention: SUNY Schenectady Foundation

All proposals must be sent to the following address by First Class Mail, Overnight Delivery, Hand Delivery, or Express Mail Service and cannot be submitted by email or facsimile. All means of delivery must be addressed to:

Elston Hall Mezzanine ELS 126

Proposals or any portions thereof received after the proposal due date/time will not be accepted and may be returned to the submitting entity at the SUNY Schenectady Foundation’s discretion. The Foundation will accept amendments to a Bidder’s Proposal only if the amendments are received prior to the proposal due date and time. Proposals which fail to address the format requirements above may be deemed non-responsive and not considered further.

COST PROPOSAL

The proposal should include a completed and Form of Bid. The signature must be made by a person able to contractually bind the firm to the bid cost.

Bidders must submit the completed proposal in a sealed envelope clearly labeled on the outside “RFP 2024-01 Indoor Temperature-Controlled Smart Lockers - Proposal” by the due date specified in the Timetable of Key Events.

The cost proposal should be based on the cost of software and any associated equipment. Please note that the Successful Bidder agrees to submit invoices in arrears electronically to the Vice President of Development and External Affairs.

Proposals which fail to address each of the submission requirements above may be deemed non-responsive and not be considered further. The SUNY Schenectady Foundation’s evaluation team will not refer to a designated web site, brochure, or other location for the requested information. Responses that utilize references to external materials as an answer will be considered non-responsive and receive no credit during the evaluation process.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 14 of 15

TECHNICAL PROPOSAL REQUIREMENT, CONTENT, AND ORGANIZATION

The purpose of the technical proposal is to demonstrate the qualifications, competence, and capacity of the contractors seeking to provide services in conformity with the requirements of this RFP and the services set forth in the Scope of Services. The proposal should demonstrate the qualifications of the firm and/or the particular staff to be assigned to this engagement. It should describe an approach to providing services that will meet the RFP requirements.

The proposal should be prepared simply and economically, providing a straight-forward, concise description of the proposer’s ability to satisfy the requirements of the RFP. Adherence to the organization requirements will assist the evaluation committee in fairly and effectively evaluating the proposals. The technical proposal must be organized and presented in the manner described in in this section.

Bidders must submit a detailed Technical Proposal in a sealed envelope clearly labeled on the outside “RFP 2024-01 Indoor Temperature-Controlled Smart Lockers - Technical Proposal” by the due date and time specified on in the Timetable of Key Events. Proposals may include parts of the original RFP if answering questions asked or used in tailoring a specific response, but should not be included in full unaltered form for filler. If specific submission requirements are particularly large and self-contained, they may be included in a separate appendix. Proposals should not direct the Foundation to visit online sources to obtain information, or include “to be provided after award,” or “provided upon request” clauses.

Submission Format for Technical Proposal To facilitate the evaluation of each technical proposal, Bidders must submit three (3) separately bound hard copies (including one original) and two electronic copies (flash drive/thumb drive) of each proposal.

Electronic submissions must be in a searchable format (e.g. PDF or MS Word) and MUST NOT include any portion of the Cost Proposal. The College’s evaluation committee will not refer to a designated website, brochure, or other location for the requested information. Responses that utilize references to external materials as an answer will be considered non-responsive.

The Technical Proposal should be clearly organized into the following separately numbered tabs:

• Tab 1, Organization History: A brief description of the history and organization of the bidder’s firm and the organizational structure of the corporate/regional offices. This section should also include a brief description of the company’s experience performing services similar to those described herein and the type of work in which the Bidder specializes.

• Tab 2, Licenses & Certifications: Copies of business licenses, union certifications, professional certifications or other credentials, together with evidence that bidder is in a good standing and authorized to conduct business in New York State.

• Tab 3, Financials: The last year’s annual reports, or comparable documents, including detailed profit loss, assets and liabilities, and other relevant financial data.

• Tab 4, Memberships/Associations: Information regarding bidders’ market position in the industry, strategic alliances, membership in professional associations, etc.

• Tab 5, Qualifications & Background: Qualifications, background and experience of the account manager and other staff proposed to work on the project, including professional licenses, tenure with the company, and training certifications received within the three (3) years immediately preceding.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 15 of 16

• Tab 6, References: References, with contact information including phone numbers, cell numbers, email addresses and office addresses, from a minimum of three clients that function as institutions of higher education of similar size to that of SUNY Schenectady that have used the bidder’s services within the last thirty-six (36) months. Identify the nature of the clients’ businesses;

describe the physical layout and other relevant information about the site; and the length of time the bidder has serviced the account. Provide client contact information. (While Higher education experience is not required, it is preferred.) If bidder has not provided services to three (3) institutions of higher learning as described above within the stated time frame, then provide references for clients with multiple buildings and/or facilities at multiple locations who serve the public (for example, a hospital, arena, or governmental organization).

• Tab 7, Methods of Operation: A description of the techniques, approaches and methods to be used in providing the requested services.

• Tab 8, Training & Development: Information regarding the orientation and training provided to network installers and support staff prior to assignment to a client’s facility, as well as any ongoing training and development programs (both mandatory and voluntary).

• Tab 9, Invoice and Billing: A sample of the invoice used to bill clients for services, with a narrative explanation of the billing system used by the Successful Bidder.

• Tab 10, Implementation Plan/Schedule; provide a separate breakdown structure with a timeline and each milestone and decision point identified. The plan should also include the overall project organization structure with key vendor and staff identified. Describe the Vendor’s expectation of availability of College Staff during implementation. Describe the recommended training plan for College staff who will be responsibility for support of the system(s) after acceptance, including the number of hours of training and number of trainees that are included in the Vendors cost proposal. Proposals and installation sequence should be structured in a manner to provide the Foundation with the most favorable pricing and lest amount of disruption to the College.

• Tab 11, License, Service-Level, and Maintenance Agreements; Sample license and maintenance agreements should be provided in this section of the Bidder response for all components. Bidder shall also include an explanation of its proposed maintenance plan strategy.

• Tab 12, Submittals: The bidder will provide technical specifications and warranty information for any proposed items (Exhibit K).

• Tab 13, Forms: ALL FORMS MUST BE COMPLETED/SUBMITTED. No alterations will be permitted.

EXHIBIT A: Form of Bid EXHIBIT B: Conflict of Interest Disclosure Statement EXHIBIT C: Non-Collusive Bidding Certification EXHIBIT D: Resolution Authorizing Signatures (Corporate Bidders Only) EXHIBIT E. Electronic and Information Technology Conformance EXHIBIT F: Accessibility Conformance Report (ACR) -See Appendices A & B EXHIBIT G: Iranian Energy Sector Divestment EXHIBIT H: Person Authorized to Receive Notice (If Applicable) EXHIBIT I: References EXHIBIT J: Receipt of Addenda EXHIBIT K: Completed Submittal Form (with proposed item details) W-9, Completed

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 16 of 17

THIS SPACE INTENTIONALLY LEFT BLANK)

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 17 of 18

ATTACHMENT 3: Evaluation of Proposal

EVALUATION CRITERIA

All proposals will be reviewed in accordance with the general evaluation criteria listed below.

Proposals which have been determined not to be in compliance with the RFP requirements will not be considered. Pricing will only be considered on those proposals that are deemed acceptable. The contract will be awarded to the vendor whose proposal is most responsive to needs of the SUNY Schenectady Foundation and provides the best value to SUNY Schenectady, considering cost as well as other factors based on the evaluation criteria described herein.

The contractors must submit completed cost bid forms attached hereto as Exhibit “A”. The cost proposal must include all costs associated with the bidder’s plan to carry out the services set forth in the Scope of Services in the manner described in this RFP. The cost proposal will be reviewed and scored by a representative of the Foundation who is not a member of the evaluation committee assigned to evaluate the technical proposal.

All information gathered will become the property of the SUNY Schenectady Foundation. The submission of this RFP does not constitute a contract between the SUNY Schenectady Foundation and the Bidder.

Members of the SUNY Schenectady Foundation and Food Pantry Team will evaluate all proposals received. Proposals will be evaluated on the following criteria:

COST PROPOSAL EVALUATION (40 Points) The maximum number of points available for cost for this project is 40 points. The following formula will be used to score each cost proposal, with the lowest “Total Cost” (LTC) from among the proposals being awarded the maximum number of points for cost during the evaluation process.

LTC/TC x 40= PCS Where: PCS=Proposer’s cost score

LTC= Lowest Total Cost (of all proposals) TC=Proposer’s total cost bid

TECHNICAL PROPOSAL EVALUATION (60 Points) All proposals will be reviewed initially by the Procurement Officer for completeness and to determine compliance with administrative requirements and instructions specified in this RFP.

Only responsive proposals will be forwarded to the evaluation committee for further review.

Each responsive proposal will be evaluated by the Technical Evaluation Committee comprised of representatives of the Foundation. The goal of the evaluation process is to award a contract to the firm which offers the best value to the Foundation, as that term is defined in the law. As such, cost will be considered in the evaluation process, but lowest cost will not determine the selection for contract award.

A. SUBMISSION REVIEW

During the review process, the Foundation will review the technical proposals in accordance with the criteria set forth below. The scores from the technical review will be combined with the cost scores for a total score. The total scores will be ranked highest to lowest.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 18 of 19

The Foundation will be the sole judge as to the acceptability, for its purposes, of any and all proposals.

TECHNICAL EVALUATION CRITERIA

Maximum Points

ABILITY: Ability to form a solution and perform the Scope of Work as demonstrated through examples of work provided and the key elements in the Scope of Work.

COMPREHENSION OF CHALLENGES:

Demonstrated understanding of the SUNY Schenectady Food Pantry’s challenges and ideas for improvement.

TRAINING AND SUPPORT

• Quality of training and support offered by the Bidder to Food Pantry Staff.

• Customer Service and Support services that will be provided to the

Foundation throughout the term of the contract.

• Ongoing maintenance requiring Contractor support.

ADA TOOLS AND COMPLIANCY CAPABILITY

• Experience usability and accessibility, including EIT compliance and ACR

Report.

STAFF QUALIFICATIONS AND EXPERIENCE

• Qualifications as demonstrated by resumes of staff assigned to the project and

Bidder’s experience

EXPERIENCE AND QUALITY OF REFERENCES

• History and organizational structure of the Bidder’s Firm.

• Copies of business licenses, union certifications, professional certifications or other credentials, together with evidence that bidder, if a corporation, is in good standing and qualified to conduct business in New York State.

• Information regarding bidders’ market position in the industry, strategic alliances, membership in professional associations, work with Higher Education, etc.

• Professional references.

The Foundation will make the final selection for contract award.

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 19 of 20

EXHIBIT A: FORM of BID – Cost Proposal

ALL-INCLUSIVE, NOT-TO-EXCEED PRICE

Total fee for the specified deliverables and services. This bid is binding on the bidder.

Bidders must submit this Cost Proposal in a SEPARATE sealed envelope clearly labeled on the outside “FOUNDATATION RFP 2024-1, Indoor Temperature-Controlled Smart Lockers - Cost Proposal” by the due date and signed by an authorized representative of the Interested Bidder.

For evaluation purposes, the cost proposal should be based on the current cost of equipment and installation (if required). Proposals for services that deviate from these specifications may be considered invalid.

Bidder Name

16-DOOR INDOOR TEMPERATURE-CONTROLLED SMART

LOCKERS (3-year Warranty & Support) Including:

• Equipment

• Associated Equipment, e.g. graphic wrap

• Freight

• Installation

• Software

• Training

• 3-Year Support and Warranty on all Products

Optional One-Year Software, Support and Warranty Extension $

Optional Second Year Software, Support and Warranty Extension $

TOTAL FIVE-YEAR

16-Door Indoor Temperature-Controlled Refrigerated Smart Lockers Contract

Submitted by:

Bidder Organization Phone

Street Address Fax

City State Zip

Signature Title

Printed Name Email

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 20 of 21

EXHIBIT B: Conflict of Interest Disclosure Statement

PLEASE SIGN A OR B

A. I do not have any affiliations or financial interests with any segment of SUNY Schenectady County Community College, SUNY Schenectady Foundation, County of Schenectady, or any employee, board member or elected official.

Company Name:

Signature: _________________________________________ Date:___________________

Name: Title:

B. I have an affiliation or financial interest with SUNY Schenectady County Community College, SUNY Schenectady Foundation, County of Schenectady, or any employee, board member or elected official. The affiliation or financial interest is as follows (please be specific):

Company Name:

Signature: _________________________________________ Date:___________________

Name: Title:

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 21 of 22

EXHIBIT C: NON-COLLUSIVE BIDDING CERTIFICATION

MUST BE SIGNED BEFORE A NOTARY PUBLIC

Required by Section 103(d) of the General Municipal Law

BY SUBMISSION OF THIS BID, BIDDER AND EACH PERSON SIGNING ON BEHALF OF BIDDER

CERTIFIES, AND IN THE CASE OF JOINT BID, EACH PARTY THERETO CERTIFIES AS TO ITS

OWN ORGANIZATION, UNDER PENALTY OF PERJURY, THAT TO THE BEST OF HIS/HER

KNOWLEDGE AND BELIEF:

[1] The prices of this bid have been arrived at independently, without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor;

[2] Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any competitor; and [3] No attempt has been made or will be made by the Bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.

A BID SHALL NOT BE CONSIDERED FOR AWARD NOR SHALL ANY AWARD BE MADE

WHERE [1], [2], [3] ABOVE HAVE NOT BEEN COMPLIED WITH; PROVIDED HOWEVER, THAT

IF IN ANY CASE THE BIDDER(S) CANNOT MAKE THE FOREGOING CERTIFICATION, THE

BIDDER SHALL SO STATE AND SHALL FURNISH BELOW A SIGNED STATEMENT WHICH

SETS FORTH IN DETAIL THE REASONS THEREFORE:

IF BIDDER(S) (IS/ARE) A SOLE PRACTITIONER, A PARTNERSHIP OR A LIMITED LIABILITY

COMPANY, COMPLETE THE FOLLOWING:

NAMES OF PARTNERS LEGAL RESIDENCE

IF BIDDER(S) (IS/ARE) A CORPORATION(S), COMPLETE THE FOLLOWING:

NAME LEGAL RESIDENCE

President: ______________________ __________________________________

Secretary: ______________________ __________________________________

Treasurer: ______________________ __________________________________

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 22 of 23

NON-COLLUSIVE BIDDING CERTIFICATION (CONTINUED)

FIRM IDENTIFYING INFORMATION

Organization Name: _______________________________________

Address: _______________________________________

Phone: _______________________________________

Title: _______________________________________

Name: _______________________________________

Signature: _______________________________________

SIGNED: _______________________________________

PRINTED: _______________________________________

TITLE: _______________________________________

Subscribed to under penalty of perjury under the laws of the State _____________________, this

_______ day of _____________________, 20____ as the act and deed of said individual, corporation or partnership.

Notary Public, State of ____________________

SUNY Schenectady Foundation Indoor Temperature-Controlled Smart Lockers Page 23 of 24

EXHIBIT D: RESOLUTION AUTHORIZING SIGNATURES

(FOR CORPORATE BIDDERS ONLY)

Attention Bidder: If your company is incorporated, this form must be signed before a notary public.

RESOLVED that _____________________________________________________________ is (Name of Corporation) authorized to sign and submit the bid or proposal of this corporation for the following project:

and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under penalties and perjury.

The foregoing is a true and correct copy of the resolution adopted by

__________________________________________________ Corporation at a meeting of its Board of

Directors…