IFB 8.19.26.docx

Invitation for Bid (IFB)

FOR

Rice Hall AV Equipment

IFB-MSS7-27-002

I. General Information

IFB MSS7-27-002

Cornell University’s main campus is located in Ithaca, New York. It is a member of the Ivy League and a partner of the State University of New York. It is a private endowed university and the land-grant institution of New York State.

The main campus consists of seven undergraduate units and four graduate and professional units. In addition to more than 400 departments, Cornell University has approximately 2,700 faculty, 7,400 staff and 23,600 students.

Cornell also maintains the Weill Cornell Medical College in New York City and Qatar, the Cornell Tech campus on Roosevelt Island in New York City, as well as the Cooperative Extension Associations located throughout New York State, Cornell AgriTech, an agriculture experiment station in Geneva, NY, affiliates, and several other smaller facilities located throughout the United States and abroad.

Cornell University has a need to acquire Integrated Audiovisual Systems as per the requirements outline within the IFB.

Answers to all questions on the following pages are required. Answers should be presented as follows:

1. Specific -- For any questions requesting specific information, such as numbers, names, locations, etc., please answer directly or indicate a reason for not answering (e.g., "company policy prohibits release of this information"). Although optional materials may be submitted, answers to direct questions should contain all specific information requested rather than making extensive cross-reference to supporting material.

2. General -- For questions requesting more general information, answer directly to highlight important items or refer to supporting materials, as appropriate. If supplier takes exception with a question/statement as written, a response explaining the exception must be detailed in writing with the corresponding section reference.

3. Order and Numbering -- Answer questions in the order of appearance in this document. Number each answer as the questions are numbered.

Questions unanswered as specified above will be considered as a comply response.

Any questions or clarifications of this IFB should be directed through the ProcureWare bid tool. The following Cornell University Procurement Agent is the administrator on this project:

Melinda Sweazey Cornell University Procurement Services 377 Pine Tree Rd.

Ithaca, N.Y. 14850 email. Mss7@cornell.edu

Cornell will not be responsible for comments or inquiries directed elsewhere, either written or oral. This IFB shall in no way be modified by anyone other than the responsible agent in conjunction with the requisitioning department, and in no way be construed as a commitment to purchase the identified goods and/or services.

II. pROPOSAL INSTRUCTIONS

SPECIFICS

1. Address Instructions Suppliers should prepare one (1) electronic copy. All responses should be uploaded to Cornell’s ProcureWare bid tool. If you have technical questions or issues uploading your bid please click on the “Help” link at the top of the ProcureWare webpage. Response must be received by the due date and time. Responses are to be valid for acceptance for 120 days from due date.

OPTIONAL FOR STATE BIDS: If you choose to attend in public instead of submitting through the ProcureWare bid system, please bring your sealed IFB to the Contract Management Office 121 Humphreys Service Building Ithaca NY 14853. Please notify Melinda Sweazey at mss7@cornell.edu or 607-255-0898 if you will be attending the public bid opening. Your IFB must be sealed with the solicitation number prominently displayed on the outside of the envelope. Responses will be opened publicly at the above address on the date and time specified that the responses are due. Do not submit copies or originals to any other person or location.

2. Delivery Proposals must be submitted to ProcureWare bid tool before 2:00 p.m. EST on September 9, 2026. FAX transmissions are not acceptable. Proposals submitted or received after the specified due date and time cannot be entered into the bid tool and will not be accepted or considered. In the event of a 'No Response' reply, state the reasons for not submitting a response. Authorized Signature must be a person able to bind/authorize your company for the proposal submitted. The Authorized IFB Submission Form must also be included in the response.

3. Alterations of Specifications Any alterations and/or deletions to this document form as received by Cornell University shall be grounds for rejection of solicitation, in whole or in part. In completing the solicitation documents, supplier should not add, delete or vary any of the terms or conditions of any documents prepared by Cornell. If the supplier makes any substantial changes in any of the documents, Cornell may, in its discretion, either reject the response/proposal or waive the discrepancy and, the changes shall be accepted only to the extent that they are consistent with the original solicitation documents. Supplier warrants that all goods and services described by supplier in its response/proposal and all samples submitted by supplier to Cornell shall conform to the specifications. The Purchasing Agent may waive insubstantial errors in the response/proposal and specifications.

4. Decisions Regarding Proposals Cornell University reserves the right to:

· Make all decisions regarding this proposal, including, without limitation, the right to decide whether a proposal does or does not substantially comply with the requirements of this Invitation for Bid;

· Accept, reject, or negotiate modifications in any terms of suppliers’ proposals or any parts thereof;

· Reject any or all proposals received.

The University shall not be responsible for any cost incurred by the Supplier in the preparation of this proposal. It must be specifically understood that this Invitation for Bid does not create any obligation on the part of Cornell University to enter into any contract or undertake any financial obligation with respect to the program referred to herein. Any supplier who expends time or money prior to award does so at the supplier’s own risk and expense. The Supplier understands that, if selected, Cornell reserves the right to provide its opinion publicly and privately regarding the Supplier’s performance.

5. Supplier Inquiries No negotiations, decisions, or actions shall be executed by any Supplier as a result of any oral discussions with any University employee. Only those transactions that are in writing shall be considered valid. All inquiries are to be submitted using eBid Systems. All inquiries concerning this IFB must be submitted on or before July 24, 2026..

Answers to a Supplier’s inquiry will be made available via eBid Systems to all suppliers.

DO NOT CONTACT ANY OTHER UNIVERSITY EMPLOYEE, REPRESENTATIVE, OR STUDENT REGARDING THIS IFB UNLESS SPECIFICALLY INDICATED OTHERWISE IN THIS IFB OR INSTRUCTED TO DO SO IN WRITING BY THE PERSON DESIGNATED ABOVE.

Proprietary Information Information provided in your response to this IFB will be held in confidence and will not be revealed or discussed with competitors. All proposals submitted will be considered to be proprietary and confidential by Cornell and will not be released to any outside party, in part or in total unless required by law. Neither the transmission of this solicitation to a prospective bidder nor the acceptance of a reply shall imply any obligation or commitment on the part of Cornell University. If vendor needs to take exception to anything under the solicitation, these exceptions must be clearly identified on the solicitation response. All prices and conditions must be shown. Proposals submitted become the property of the University and may be reviewed and evaluated by any person except for competitors at the discretion of the University, regardless of statements contained within the Supplier’s response to the contrary. The University has the right to use any or all concepts presented in any reply to the IFB. Selection or rejection of the proposal does not affect this right.

Information provided by the University to the requesting Supplier for the purpose of providing a response to the IFB is the property of the University. As such, said information is to be kept in confidence and used only for the intended use of this IFB. Supplier shall not distributE this IFB to others without the University’s permission.

III. BACKGROUND & SCOPE, Objectives and CRiteria Background & SCOPE OF IFB Cornell University is soliciting this Invitation for Bid (IFB) to identify a supplier(s) to purchase Audiovisual equipment/systems and related control systems & programming for Rice Hall.

Review & Evaluation Criteria All proposals will be evaluated jointly by the Procurement Services and department staff. Evaluation and selection of suppliers to provide products and services as defined in this IFB to Cornell will be based on various factors.

The selection and evaluation process may require a formal presentation by the supplier and/or site visits by University personnel to the supplier's facilities.

The University will review all accepted proposals with particular emphasis on:

· Completeness of information provided in response to this IFB

· Supplier’s record of performance and service in higher education

· Supplier’s conformance to IFB’s specifications, requirements, terms, conditions, and provisions

· Extent of Supplier’s experience, stability, supporting resources, references and management

· Supplier’s overall financial package and cost of services to be purchased by the University

· Innovative offering and solutions to further enhance the partnership

· Supplier’s financial stability

· Product breadth, ease of ordering, quality of product and service, price, warranty and technical evaluation

· Overall ability to service the Cornell Community and willingness to take extra steps to assure customer satisfaction Procurement Services reserves the right to accept or reject any or all solicitations received.

IV. GENERAL REQUIREMENTS

1. Purchase Order Terms and Conditions Cornell's purchase order terms and conditions, as provided with this solicitation, along with the vendor’s final proposal response will be the controlling documents with regards to terms and conditions. Any exceptions to these terms and conditions must be submitted in writing. (If vendor requires completion of any additional agreements, software licenses or order forms, a complete copy of those must be provided with your response.) See Cornell's Terms and Conditions of Purchase Order

2. Pricing Quote FOB CORNELL UNIVERSITY to include all shipping and insurance charges, and provide itemized pricing to meet or exceed specifications as requested. If vendor is permitted to quote alternates, specify the manufacturer’s name and number. Any alternates must meet or exceed original item specifications.

3. Quantities All quantities are estimated. Cornell University makes no guarantee to the minimum or maximum number of items or services ordered as a result of this solicitation. Additional items or services may be added to any resultant order using the same vendor formula computation for pricing.

4. Termination Cornell may terminate this Agreement at any time without cause, upon written notice or immediately for non-performance. Personnel identified by Cornell as deficient will be removed in a manner to least affect the progress of the project.

5. Invoice terms Invoice terms will be Net 30 days upon receipt of equipment and receipt of vendor's invoice.

6. Delivery In the event of the issuance of a purchase order, all items will be delivered F.O.B. Cornell University, freight and insurance prepaid and absorbed by vendor, at the address as specified on the purchase order. All should be marked for "inside delivery."

7. Solicitation Preparation Costs Cornell assumes no responsibility or liability for any cost the respondent may incur in responding to this solicitation.

8. Commercial Vehicle Size Guidelines All commercial vehicles making pickups or deliveries on the Cornell campus must not exceed the following dimensions:

· Width: 96” unless the traffic lane is ten or more feet wide, then 102” is allowed.

· Height: 13’ 6”.

· Length: 40’ – Single Vehicle

· 65’ – Combination of Vehicles

· Semi-trailer or Trailer-48’ maximum

· No 53’ trailers allowed

9. Cornell Police Escort Policy The Cornell Police will escort all properly permitted oversized commercial vehicles to job sites and buildings on campus. This includes cranes, girders, poles and other objects of great length.

7:00 AM to 9:00AM and 3:00PM to 5:30PM arrival times should be avoided, as these are peak traffic times on campus. Please try to arrange escorts in advance. ALL commercial vehicles and their drivers escorted onto campus by the Cornell Police are subject to a safety inspection. At no time will the Cornell Police knowingly escort a commercial vehicle, which is operating in violation of any local, state or federal law.

To arrange for an escort or for further information on commercial vehicle regulations, contact: Cornell University Police, G-2 Barton Hall, Ithaca, NY 14853-1701, by Phone: 607-255-1111 or by Fax: 607-255-5916.

10. Cornell names, logos, artwork, trademarks If items in this IFB package are specified to include imprints of any Cornell name, logo, artwork, or trademark, the manufacturer must be licensed by the Collegiate Licensing Company (CLC) of Atlanta, GA, or be authorized directly by Cornell University's Product Licensing Office. Such license or authorization must be in the process of being approved, or already approved, prior to the awarding of the IFB. Use of Cornell names, logos, artwork, trademarks, etc., may involve royalty fees. Contact the Office of University Communications 308 Day Hall, Ithaca, NY 14853-2801, or by telephone at (607) 255-1573 to obtain information regarding licensing and related procedures.

11. Parking/Use of Facilities It will be the vendor's responsibility to contact Cornell to determine accessibility to any buildings, including parking proximity and the use of loading docks, elevator(s), etc. for the purpose of delivery and installation. Parking permits and fees for campus parking will be the vendor's responsibility. Specific information can be obtained from Cornell Transportation Services, 116 Maple Avenue, phone 607-255-4600. Any service charges resulting from the use of building facilities shall be billed directly to the vendor.

12. Asbestos Policy Supplier may be required to perform work in buildings suspected or known to contain asbestos. Notification will be made appropriately by Cornell (when known) and the requirements regarding the replacement of building materials. Supplier agrees to work with EH&S and Facilities Services to ensure asbestos-free materials are specified.

13. Length of Response Validity Responses to solicitations are to be valid for acceptance for a minimum of one hundred twenty (120) days from due date. Modifications of this time period may be stipulated on individual solicitation specifications and shall take precedence.

V. ADDITIONAL STANDARD TERMS

The following sections are divided into components that require an affirmative response from the Supplier. Please indicate your acceptance for each requirement by checking the “Agree” box. Should you take exception to any of these requirements, you are required to check the “Disagree” box and note your exception directly below each of the respective terms in question. If Agree/Disagree does not apply, describe in ‘Response:’ how the proposed solution addresses each requirement.

Example:

|_| Agree |_| Disagree (If disagree, explain here.)

|_| Agree |_| Disagree (If disagree, explain here.) This is an example of ‘Disagree’ with the response text included within the statement.

Response: This is an example of how an agree/disagree does not apply and the response text is to be included within the statement.

1) Business Profile

1.1 Additional Information

Please provide the name, phone number and e-mail address of the principal person to be contacted in the event Cornell has additional questions with regards to your response.

Response:

1.2 Delivery

All products will be delivered F.O.B. Cornell University at the address as specified on the purchase order. All should be marked for 'inside delivery.' |_| Agree |_| Disagree (If disagree, explain here.)

1.3 Failure to Meet Reasonable Delivery

Cornell reserves the right to purchase from other suppliers in the event the awarded supplier cannot supply our requirements in a reasonable period.

|_| Agree |_| Disagree (If disagree, explain here.)

1.4 Insurance requirements

All suppliers whose responsibilities require service to Cornell University must provide the Procurement Services with evidence of adequate insurance coverage PRIOR to performance of work or services, commencing under any contract subject to these requirements. The standard minimum insurance coverage levels required are indicated below. In direct response to this question, supplier must state willingness to comply with these specifications and agree to provide a current Certificate of Insurance when requested. Annual automatic renewals of the certificate of insurance must be requested from the Vendor’s Insurance carrier and sent to Cornell upon the annual expiration date of the insurance certificate. When deemed necessary, these coverage levels may be superseded by the inclusion of an additional document specifying alternate required coverage levels. Insurance is to be placed with insurers duly licensed or authorized to do business in the State of New York and with an “A.M. Best” rating of not less than A- Class VII or better in the most recently published edition of Best’s Reports.

|_| Agree |_| Disagree (If disagree, explain here.)

(1) Statutory workers’ compensation: Insurance under the laws of the State of New York and any other laws that may be applicable thereto. Coverage “B,” Employer’s Liability, must have limits of at least $500,000. The coverage shall include waiver of rights of recovery against the additional insured This coverage is required for all service providers providing Services on the Cornell campus or Cornell owned property. Coverage from other States may be substituted by individuals, who are residents of other states but working on a temporary basis in New York. Individuals providing Services on harbor fronts or the water should provide proof of US Longshoremen and harbor workers insurance and/or Jones Act insurance.

|_| Agree |_| Disagree (If disagree, explain here.)

(2) Commercial General Liability Insurance: Subject to limits of not less than $1,000,000 for each occurrence or the full limits on the policy whichever is greater Coverage must be provided for bodily injury liability, broad form property damage liability, contractual liability, and products/completed operations coverage. Completed operations coverage is to be maintained for a minimum period of two years after the completion of the Cornell contract. High risk activities may require higher insurance limits. Consult Cornell Risk Management and Insurance if Services being provided could be considered high risk. Aircraft or watercraft travel that is not a ticketed event (e.g. charters) requires higher insurance limits and pre-approval from Cornell Risk Management and Insurance.

|_| Agree |_| Disagree (If disagree, explain here.)

(3) Automobile liability insurance: Subject to a combined single limit of $1,000,000 for each occurrence for bodily injury and property damage. Such automobile liability insurance shall be for the contractor’s owned, non-owned, and hired vehicles. Cornell requires limits of $5 million for any Bus charter.

|_| Agree |_| Disagree (If disagree, explain here.)

(4) Cornell University must be added to the vendor’s commercial general liability insurance policy as an “additional insured,” and evidence of such will be provided in all certificates of insurance. The insurance shall be considered to be primary for allegations of negligence for the acts or performance of the vendor in fulfilling the work order. These minimum requirements of the University shall not limit the liability or responsibility of the vendor. Cornell’s failure to enforce the requirements shall not be considered to be a waiver of the requirement. Any changes to these requirements shall only be made in writing and agreed upon by all parties.

|_| Agree |_| Disagree (If disagree, explain here.)

(5) All liability policies should be issued on an 'occurrence' basis. A Certificate of Insurance for all policies required must be issued to Cornell University and received by the Procurement Services prior to any work commencing under this business award. Suppliers must indemnify Cornell University as stated in the Purchase Order Terms and Conditions. Vendor must indemnify Cornell University as stated in section Terms and Conditions of a Purchase Order. All Certificates of Insurance will provide a minimum of 30 days’ notice to Cornell University prior to the cancellation of, non-renewal of, or a change in policy, terms and/or conditions.

|_| Agree |_| Disagree (If disagree, explain here.)

(6) All Risk Property Insurance providing replacement cost coverage for any property damage to contractor's property which is caused by a loss of any kind and description to any property brought onto Cornell University premises. Contractor agrees to waive on behalf of itself and its insurance company subrogation against Cornell for any loss or damage, which is covered or should be covered by this insurance.

|_| Agree |_| Disagree (If disagree, explain here.)

(7) Technological Errors and Omissions ("with a minimum of $2,000,000 per occurrence covering actual or alleged acts, errors or omissions committed by the vendor, its agents, or employees, arising out of the performance of this Agreement.

|_| Agree |_| Disagree (If disagree, explain here.)

(8) Comprehensive Crime Insurance: with a minimum of $1,000,000 per occurrence providing coverage for dishonest acts of vendor employees and independent contractors involving the information, funds, or other material supported by platform/application regardless whether acting alone or in collusion with others.

1.5 Order change/cancellation

Cornell must be able to change or cancel orders at any time before shipment without penalty.

|_| Agree |_| Disagree (If disagree, explain here.)

1.6 Returns

Cornell must be able to return items within 30 days if found that the item is not needed or doesn't suit Cornell requirements. If there is a restocking fee associated with this situation, please advise fee.

|_| Agree |_| Disagree (If disagree, explain here.)

1.7 139J and 139K Supplier to provide signed documents with response. https://www.suny.edu/sunypp/documents.cfm?doc_id=430#forms |_| Agree |_| Disagree (If disagree, explain here.)

1.8 Vendor Responsibility

Supplier to provide certification with their response.

https://www.osc.ny.gov/state-vendors/vendrep/vendrep-system

2) Products and Pricing

2.1 Price

The Supplier should respond with pricing per the specifications attached. Pricing to be added to the Pricing tab and attach a copy of the quote.

2.2 FOB Terms

All items purchased against this contract shall be FOB destination with cost of freight included in the price of the product.

|_| Agree |_| Disagree (If disagree, explain here.)

2.3 Price Certification

Provide a statement as to how pricing was determined (i.e. educational pricing, NYS contract pricing, catalog or standard list prices). A catalog or price list must then be provided with items and pricing clearly identified to match original auction quotation. A detailed explanation is required in order to determine that your price is fair and reasonable. At a minimum, the supplier must certify that the ‘prices offered are equal to or lower than those offered to any government agency or private institution for both like items/services and quantities.' |_| Agree |_| Disagree (If disagree, explain here.)

2.4 New York State Contract Pricing

If bidding on items that are on New York State Contracts, please specify by indicating NYS Contract No. and identifying such items on the solicitation.

|_| Agree |_| Disagree (If disagree, explain here.)

2.5 Prevailing Wage

Prevailing Wage applies as stated in New York State EXHIBIT A, or when a vendor is required to pay prevailing wage when performing services in a state-owned facility on the campus. A listing of the facilities can be found at this link, . For rates on prevailing wage, contact New York State Department of Labor, Bureau of Public Works at Building 12, W.A. Harriman Campus, Albany, NY 12240 (phone 518-457-9000, 888-469-7365), http://www.labor.ny.gov/formsdocs/wp/pwformsandpublications.shtm.

2.6 Wages

Vendor certifies to adhere to all state and local labor laws, resolutions and ordinances.

3) Warranty and Service Profile

3.1 Defective Materials

Please advise how product which is defective upon receipt will be handled.

Response:

3.2 Warranty

Provide warranty period and terms of warranty.

Response:

3.3 Warranty Type

Please identify if warranty quoted is on site, return to supplier or return to manufacturer. If on site, identify who is providing service and the guaranteed response time. If return to supplier, advise procedure for repair and guaranteed response time, if any. If return to manufacturer, advise procedure for repair.

Response:

VI. AUTHORIZED IFB SUBMISSION (Form) Please fill in the information below as requested, sign and return this form with the overall IFB response by the designated IFB closing due date. The Authorized Signature must be a person able to bind/authorize your company for the proposal submitted.

INVITATION FOR BID (IFB) MSS7-27-002 - AUTHORIZED IFB SUBMISSION

Signature section

Authorized Signature

Print Name:__________________________________________________________________________

Title: ___________________________________________ Date:___________________________

Phone: __________________________________________ Email:___________________________

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