IFB ARC Flash Coord Lakeview LA25-0004.pdf

Rev. 12/12/2025

KATHY HOCHUL

Governor

DANIEL F. MARTUSCELLO III

Commissioner

IMPORTANT: SEE “NOTICE TO BIDDERS” CLAUSES HEREIN

Email or Facsimile Bid Submissions are NOT Acceptable

Designated Contact Alternate Designated Contact

Name: Gary Hardy Phone: (716)792-7100 ext. 3950 Email: Gary.Hardy@doccs.ny.gov

Name: Jacqueline Pawlak Phone: (716) 792-7100 ext. 3210 Email:Jacqueline.Pawlak@doccs.ny.gov

Lakeview SICF, 9300 Lake Ave, Brocton, New York 14716 ww.doccs.ny.gov

INVITATION FOR BIDS (IFB) # LA25-0004

ARC FLASH/COORDINATION STUDY

Issue Date: 1/23/2026 RSVP for Site Visit By: 2/17/2026 at 3:00 pm. ET Site Visit Date: 2/26/2026 at 9:00 am Bidder Questions Due: 3/6/2026 Bid Due Date & Time: 3/26/2026 at 1:00 pm Contract Period: 1 Year

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 2

BID SIGNATURE PAGE

RETURN THIS PAGE AS PART OF THE BID

The bid must be fully and properly executed by an authorized person. By signing, you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this INVITATION FOR BIDS, Appendix A (Standard Clauses For New York State Contracts), Appendix B (General Specifications), and State Finance Law §139-j and §139-k (Procurement Lobbying), and that all information provided is complete, true and accurate. By signing, bidder affirms that it understands and agrees to comply with DOCCS procedures relative to permissible contacts as required by State Finance Law §139-j(3) and §139-j(6)(b). Bidders are requested to retain Appendix A and Appendix B for future reference.

Procurement Lobbying information may be accessed at: https://ogs.ny.gov/acpl/

Legal Business Name of Company Bidding: NYS Vendor Identification Number:

(See NYS vendor file registration clause

D/B/A – Doing Business As (if applicable):

Federal Tax Identification Number:

(Do Not Use Social Security Number)

Street City State Zip County

If applicable, place an “x” in the appropriate box(es) (check all that apply)

NYS Small Business

# Employees

NYS Certified Minority- Owned Business Enterprise (MBE)

NYS Certified Woman-

Enterprise (WBE)

NYS Certified Service- Disabled Veteran-

(SDVOB)

Vendor Responsibility Questionnaire Filed Online: Yes No If yes, has Bidder certified or recertified the Vendor Responsibility Questionnaire no more than six (6) months prior to the bid opening date? Yes No

Do you understand and is your firm capable of meeting the insurance requirements to enter into a contract with New York State? Yes No

Does your bid proposal meet all the requirements of this solicitation? Yes No

If you are not bidding, place an “x” in the box and return this page only.

WE ARE NOT BIDDING AT THIS TIME BECAUSE:

Phone:

Toll Free Phone:

Email Address: Company Web Site:

Bidder’s Signature:

Date:

Printed or Typed Name:

Title:

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

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 3

INDIVIDUAL, CORPORATION, PARTNERSHIP, OR LLC ACKNOWLEDGMENT

STATE OF

} SS.:

COUNTY OF

On the ____ day of ___________________ in the year 20 ____ , before me personally appeared

_______________________________________ , known to me to be the person who executed the foregoing instrument, who, being duly sworn by me did depose and say that _he resides at

Town of ______________________________________________ , County of _______________________________ , State of ______________________________ ; and further that:

[Check One]

If an individual): _he executed the foregoing instrument in his/her name and on his/her own behalf.

If a corporation): _he is the _________________________________ of

____________________________________ , the corporation described in said instrument; that, by authority of the Board of Directors of said corporation, __he is authorized to execute the foregoing instrument on behalf of the corporation for purposes set forth therein; and that, pursuant to that authority, __he executed the foregoing instrument in the name of and on behalf of said corporation as the act and deed of said corporation.

If a partnership): __he is the ________________________________ of

___________________________________, the partnership described in said instrument; that, by the terms of said partnership, __he is authorized to execute the foregoing instrument on behalf of the partnership for purposes set forth therein; and that, pursuant to that authority, __he executed the foregoing instrument in the name of and on behalf of said partnership as the act and deed of said partnership.

If a limited liability company): __he is a duly authorized member of ________________________________, LLC, the limited liability company described in said instrument; that __he is authorized to execute the foregoing instrument on behalf of the limited liability company for purposes set forth therein; and that, pursuant to that authority, __he executed the foregoing instrument in the name of and on behalf of said limited liability company as the act and deed of said limited liability company.

Notary Public Registration No.

CHECKLIST FOR IFB # LA25-0004

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 4

All bidders must complete the checklist presented below and submit the following forms listed in the checklist as required for each bid submission.

SUBMISSION DOCUMENTS PACKAGE (SIGNATURES REQUIRED)

This Checklist

Completed Bid Signature Page (PAGES 2-3)

Bidder's Federal Tax Identification Number

NYS Vendor Identification Number

Bidder's Signature

Individual, Corporation, Partnership, or LLC Acknowledgement (must be notarized)

MWBE / EEO / SDVOB Forms as applicable (SEE PAGES 60-61)

Forms available at: https://otda.ny.gov/contracts/mwbe/forms.asp https://ogs.ny.gov/veterans/forms

Vendor Responsibility Questionnaire – Check one of the following:

Paper Submission

OR

Electronic Filing - Certified Date:

(Must be certified within the last six months)

Certificate of Insurance

Proof of Compliance with Workers’ Compensation Coverage Requirements

Proof of Compliance with Disability Benefits Coverage Requirements

(Note: If the above three items are not submitted with bid, a tentative awardee shall provide this documentation upon notification from DOCCS)

Bid Price Page (page 48)

Notes to Bidders and Questions (pages 50-51)

Procurement Lobbying Certification (page 54)

NYS Finance Law Certifications: §139-l, and §139-m (page 56)

Executive Orders: EO 16 (page 58)- Prohibiting State Agencies and Authorities from Contracting with Businesses Conducting Business in Russia & EO 177 (page 55)

Vendor Assurance of No Conflict of Interest or Detrimental Effect (page 59)

Contractor Certification Forms (Must Be Notarized) (page 62)

Form ST-220-CA

Signature: Date:

Print Name: Name of Company:

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fotda.ny.gov%2Fcontracts%2Fmwbe%2Fforms.asp&data=05%7C01%7CRandi.Hammond%40doccs.ny.gov%7C94683efe514449b7c7a108db62a51b5e%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638212233486016130%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=9q9RZhUgbVACLbrzU%2FyQQmaXw%2BHCZJUxC1IgxTsRSS0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fogs.ny.gov%2Fveterans%2Fforms&data=05%7C01%7CRandi.Hammond%40doccs.ny.gov%7C94683efe514449b7c7a108db62a51b5e%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638212233486016130%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=YyLlHmX3Hjr4ZvY6UATOnqG2icTw7cnUUHncnkD3KEQ%3D&reserved=0

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 5

Contents

GENERAL INFORMATION

1. NOTICE TO BIDDERS

2. KEY EVENT/DATES

2.1 Mandatory Site Visit

3. INQUIRIES / ISSUING OFFICE

4. SUBMISSION OF QUESTIONS AND CLARIFICATIONS

5. GENERAL REQUIREMENTS

6. DOCCS’ RESERVED RIGHTS

7. GENERAL QUALIFICATION OF BIDDER

7.1 Vendor Responsibility

7.1.1 New York State Vendor File Registration

7.1.2 NYS Vendor Responsibility Questionnaire

7.1.3 Financial Stability

8. REFERENCES

9. PREVAILING WAGE RATES – CONSTRUCTION, PUBLIC WORKS, AND BUILDING SERVICES

CONTRACTS

10. ESIMATED / SPECIFIC QUANTITIES

11. CONTRACT PERIOD AND RENEWALS

12. INFORMATION TO BE FURNISHED WITH BID

12.1 Conflict of Interest

12.2 Pricing

12.3 Forms Pertaining to New York State Finance Law (STFL)

12.4 Forms Pertaining to Executive Orders (EO)

12.5 Tax Law §5-A Amended April 26, 2006

12.6 Freedom of Information Law / Trade Secrets

13. APPENDIX A

14. APPENDIX B

15. CONFLICT OF TERMS AND CONDITIONS

16. CONTRACTOR 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

16.1 Equal Employment Opportunity Requirements

16.1.1 Business Participation Opportunities for MWBEs

17. BUSINESS PARTICIPATION OPPORTUNITIES FOR NEW YORK STATE CERTIFIED SERVICE-

DISABLED VETERAN-OWNED BUSINESSES

17.1 Contract Goals

18. PUBLIC OFFICERS LAW

19. ETHICS REQUIREMENTS

20. SUBCONTRACTING

21. METHOD OF AWARD

21.1 Equal Low Bids (Tie Bids)

21.2 Rejection

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 6

21.3 Preferred Source Note

21.4 Minor Deviation(s) / Minor Technicality

21.5 “Or Equal”

21.6 Debriefing

22. DISPUTE RESOLUTION POLICY

23. PURCHASE ORDERS

24. CONTRACT PAYMENTS

25. BILLING

26. INTEREST

27. INDEMNIFICATION

28. CERTIFICATE OF INSURANCE

29. WORKERS’ COMPENSATION INSURANCE AND DISABILITY BENEFITS REQUIREMENTS

30. USE OF RECYCLED OR REMANUFACTURED MATERIALS

31. EPA ENERGY STAR PROGRAM

32. MERCURY-ADDED CONSUMER PRODUCTS

33. TERMINATION

SCOPE OF WORK

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 7

GENERAL INFORMATION

1. NOTICE TO BIDDERS

Receipt of these bid documents does not indicate the New York State Department of Corrections and Community Supervision (“NYSDOCCS”) – Lakeview Shock Correctional Facility (“Correctional Facility”) has pre-determined your company's qualifications to receive a contract award. Such determination will be made after the bid opening and will be based on our evaluation of your bid submission compared to the specific requirements and qualifications contained in these bid documents. Please Note: The State is not liable for any costs incurred by Bidders in the preparation and production of bids or for any work performed prior to the issuance of a contract.

The Lakeview Shock Correctional Facility Business Office will receive bids pursuant to the provisions of Article XI of the State Finance Law or the provisions of the State Printing and Public Documents Law. The following procedures shall be used for bid submittals:

A. BID PREPARATION

Prepare your bid on this form using indelible ink. Print the name of your company on each page of the bid in the block provided. One (1) copy of the bid is required, unless otherwise specified herein.

a. Bid Envelopes: The envelope containing a bid should be clearly marked "BID ENCLOSED" and state LA-20004, Bid Opening Date, and Time. Failure to complete all information on the bid envelope may necessitate the premature opening of the bid and may compromise confidentiality.

B. BID SUBMISSION

When submitting your bid, please submit complete original bid package, including all bidder questions and required certifications. You are not required to return Appendix A and Appendix B to this office. You may keep those pages for your own reference.

C. BID DELIVERY

Bidders assume all risks for timely, properly submitted deliveries. Bidders are strongly encouraged to arrange for delivery of bids to NYSDOCCS - Correctional Facility prior to the date of the bid opening. LATE BIDS may be rejected.

Bids shall be delivered to:

State of New York

Department of Corrections and Community Supervision Att: Gary Hardy

Lakeview Shock Correctional Facility 9300 Lake Ave, Brocton, New York 14716

a. FAX and Email Transmittals: Facsimile (fax) and/or email transmittals are NOT acceptable submissions for this solicitation and will not be considered.

b. Hand deliveries: Bidders must allow extra time to comply with the security procedures which may be in effect when hand delivering bids or using deliveries by independent courier services.

D. IMPORTANT BUILDING ACCESS PROCEDURES

Bidders attending bid openings must pre-register for building access by contacting Gary Hardy (716) 792-7100 or by email Gary.Hardy@doccs.ny.gov at least 24 hours prior to bid opening.

To access the facility, all visitors must check in by presenting valid photo identification. Vendors who intend to deliver bids should allow extra time to comply with these procedures. Building Access procedures may change or be modified at any time.

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 8

2. KEY EVENT/DATES

The table below outlines the schedule for important action dates. If the State finds it necessary to change any of these dates, notification will be accomplished through an addendum to this IFB.

Invitation for Bids (IFB) Issued 1/26/2026

RSVP Deadline for Site Visit 2/17/2026 at 3:00 pm. ET

Site Visit (Mandatory) 2/23/2026 9:00 a.m. ET

Written Bidders’ Questions Deadline 3/6/26 1:00 p.m. ET

NYSDOCCS Issues Answers to Questions (estimated) 3/14/2026

Bids Due to NYSDOCCS 3/26/26 at 1:00 p.m. ET

Anticipated Contract Start Date 5/1/2026

2.1 Mandatory Site Visit

Each bidder must visit the site prior to the bid opening to familiarize itself with the facilities at the agency. See “Site Inspection” in Appendix B, OGS General Specifications.

Bidders intending to submit a bid will be required to attend a mandatory site visit, which will include an informational meeting and a tour of NYSDOCCS – Correctional Facility on the date and time listed on the cover page of this solicitation. This is the only date and time available for inspection. Alternate dates for additional site inspections will not be available. It is recommended that attendees arrive at least 30 (thirty) minutes prior to scheduled time of the site visit with photo identification.

Due to security restrictions, all Bidders must pre-register for the site visit by contacting Gary Hardy @

(716) 792-700 or via email at Gary.Hardy@doccs.ny.gov by the date and time indicated in the Key Events/Dates table.

Failure to attend the mandatory site visit will result in rejection of the bid. Prospective bidders arriving after the substantive portion of the site visit begins (as reasonably determined by the facility manager) will be precluded from attending the site visit, and therefore unable to submit a responsive bid.

In accordance with State Finance Law §139-j(3)(a)(3), this mandatory site visit is covered by the permissible subject matter authorization. A vendor is authorized to speak with representatives other than Designated Contact(s) for the sole purpose of the site visit (to arrange attendance, during the conduct of the visit and to pose questions regarding the site).

The site visit will provide an opportunity for Bidders to see firsthand the existing equipment, the tasks to be performed, and the special needs of the facility. Questions during the site visit will be permitted.

It is suggested that the bidder note the question and ask at the end of the tour. Completion of the Site Visit Verification Form is required and will be available to sign at the time of the Site Visit.

Questions posed during the site visit will be announced and answered for all in attendance to hear.

Questions raised and verbal responses provided during the mandatory site visit will be incorporated into NYSDOCCS’ official response to questions (responses to both written and mandatory site visit questions) and will be distributed to all attendees of the mandatory site visit. Any questions that cannot be answered during the mandatory site visit will be answered in NYSDOCCS’ official response to questions to be sent to all attendees of the mandatory site visit.

Verbal answers are not official answers. All questions asked at or after the site visit must be submitted via email to the Designated Contact(s) for this solicitation no later than the deadline for submission of

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 9

written questions, as listed on the face page of this solicitation. Only answers provided by addendum are considered official. Vendors should understand that the only official answers or positions of NYSDOCCS are those stated in writing via the official response to questions document. Verbal responses provided during the mandatory site visit (or at any other time) do not represent the official answer or position of NYSDOCCS, and NYSDOCCS shall not be bound in any way by any such verbal answer.

NOTE: If there are any questions Bidders would like addressed at the site visit, Bidders should submit them in writing to the designated contact prior to the date of the site visit. Questions during the site visit will be permitted, however, only official responses answered via addendum will be considered official.

3. INQUIRIES / ISSUING OFFICE

All inquiries concerning this specification will be addressed to the Designated Contacts listed on the face page of this solicitation.

Contacting someone else may result in rejection of bid – see “Procurement Lobbying Act”.

4. SUBMISSION OF QUESTIONS AND CLARIFICATIONS

All questions should be submitted in writing no later than the date indicated in the Key Events/Dates table, citing the particular solicitation section and paragraph number. The prospective bidder should notify the DESIGNATED CONTACT of any term, condition, etc., that precludes the vendor from submitting a compliant, responsive bid. Bidders are cautioned to read this document thoroughly to become familiar with all aspects of the bid. Prospective Bidders should note that all clarifications and exceptions including those relating to the terms and conditions of the contract are to be resolved prior to the submission of a bid.

Bidders entering into a contract with the State are expected to comply with all the terms and conditions contained herein. Answers to all questions of a substantive nature will be given to all Prospective Bidders in the form of a formal addendum which will become part of the ensuing contract.

Official answers to all written questions will be advertised as an addendum and posted in the New York State Contract Reporter (NYSCR) (http://www.nyscr.ny.gov/) on or about the date listed in the Key Events/Dates table. Only answers provided by addendum are considered official. Any amendments, clarifications, responses to questions, and updates to this IFB will be posted on the NYS Contract Reporter. It is each bidder’s responsibility to visit the above website prior to submitting a bid to determine if any addenda have been issued regarding this solicitation.

5. GENERAL REQUIREMENTS

The Bidder agrees:

1. to adhere to all State and Federal laws and regulations in connection with the contract; and,

2. to notify NYSDOCCS of any changes in the legal status or principal ownership of the firm, 45 (forty-five) days in advance of said change.

3. in any contract resulting from this solicitation, it shall be completely responsible for its work, including any damages or breakdowns caused by its failure to take appropriate action; and,

4. any contract resulting from this solicitation may not be assigned, transferred, conveyed or the work subcontracted without the prior written consent of the Commissioner of NYSDOCCS.

http://www.nyscr.ny.gov/

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 10

5. for reasons of safety and public policy, in any contract resulting from this solicitation, the use of illegal drugs and/or alcoholic beverages by the Contractor or its personnel shall not be permitted while performing any phase of the work herein specified.

6. the Commissioner’s interpretation of specifications shall be final and binding upon the

Contractor.

7. the Commissioner of NYSDOCCS will make no allowance or concession to the Bidder for any alleged misunderstanding because of quantity, quality, character, location or other conditions.

8. should it appear there is a real or apparent discrepancy between different sections of specifications concerning the nature, quality or extent of work to be furnished, it shall be assumed that the Bidder has based its bid on the more expensive option. Final decision will rest with the Commissioner of NYSDOCCS.

9. for purposes of any contract resulting from this solicitation, the quality of service is subject to inspection and may be made at any reasonable time by the State of New York. Should it be found that quality of services being performed is not satisfactory and that the requirements of the specifications are not being met, the Commissioner of NYSDOCCS may terminate the contract and employ another contractor to fulfill the requirements of the contract. The existing Contractor shall be liable to the State of New York for costs incurred on account thereof.

10. the Commissioner of NYSDOCCS reserves the right to stop the work covered by any contract(s) resulting from this solicitation at any time that it is deemed the successful Bidder is unable or incapable of performing the work to the state’s satisfaction. In the event of such stopping, NYSDOCCS shall have the right to arrange for the completion of the work in such manner as it may deem advisable and if the cost thereof exceeds the amount of the bid, the successful Bidder shall be liable to the State of New York for any such costs on account thereof. In the event NYSDOCCS issues a stop work order for the work as provided herein, the Contractor shall have 10 (ten) working days to respond thereto before any such stop work order shall become effective.

11. it is the Contractor's responsibility to maintain the equipment and materials provided for the work consistent with applicable safety and health codes.

12. NYSDOCCS reserves the right to reject and bar from the facility any employee hired by the

Contractor.

6. DOCCS’ RESERVED RIGHTS

NYSDOCCS reserves the rights for the following:

1. Reject any and all bids received in response to this Solicitation.

2. Withdraw the IFB at any time, at the agency’s sole discretion;

3. Make an award under the IFB in whole or in part;

4. Disqualify any bidder whose conduct and/or bid fails to conform to the requirements of the IFB;

5. Seek clarifications and revisions of bids;

6. Use bid information obtained through site visits, management interviews and the state’s investigation of a bidder’s qualifications, experience, ability or financial standing, and any material or information submitted by the bidder in response to the agency’s request for clarifying information in the course of evaluation and/or selection under the IFB;

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 11

7. Prior to the bid opening, amend the IFB specifications to correct errors or oversights, or to supply additional information, as it becomes available;

8. Prior to the bid opening, direct bidders to submit bid modifications addressing subsequent

IFB amendments;

9. Change any of the scheduled dates;

10. Eliminate any mandatory, non-material specifications that cannot be complied with by all of the prospective bidders;

11. Waive any requirements that are not material;

12. Negotiate with the successful bidder within the scope of the IFB in the best interest of the state;

13. Conduct contract negotiations with the next responsible bidder, should the Department be unsuccessful in negotiating with the selected bidder;

14. Utilize any and all ideas submitted in the bids received;

15. Every offer shall be firm and not revocable for a period of 90 (ninety) days from the bid opening, to the extent not inconsistent with Section 2-205 of the Uniform Commercial Code. Subsequent to such 90 (ninety) days, any offer is subject to withdrawal communicated in writing and signed by the offerer, and;

16. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of an offerer’s bid and/or to determine an offerer’s compliance with the requirements of the solicitation.

7. GENERAL QUALIFICATION OF BIDDER

Bidder must maintain a business establishment with adequate inventory of the product offered, and must be capable of processing and shipping order.

NYSDOCCS may require a certificate from the bidder showing the number of years the bidder has been active in selling the product offered and the size and location of the inventory regularly maintained.

Bids will be accepted only from established manufacturers or their authorized dealers. Any dealer submitting a bid hereby guarantees that it is an authorized dealer of the manufacturer, that the manufacturer has agreed to supply the dealer with product required by the dealer in fulfillment of its obligation under resultant contract with the State, and that it will provide a certificate from the manufacturer acknowledging this level of support, if requested.

NYSDOCCS reserves the right to investigate or make any inquiry into the capabilities of any bidder to properly perform under any resultant contract. See “Performance Qualifications,” “Disqualification for Past Performance” and “Employees/Subcontractors/Agents” in Appendix B, General Specifications.

7.1 Vendor Responsibility

DOCCS conducts a review of prospective contractors (“Bidders”) to provide reasonable assurances the Bidder is responsive and responsible. The Contractor shall at all times during the contract term remain responsible. The Contractor agrees, if requested by the Commissioner of DOCCS or their designee, to present evidence of its continuing legal authority to do business in New York State, integrity, experience, ability, prior performance, and organizational and financial capacity.

If at any time the Contractor is found to be not responsible or there is a question as to the vendor’s responsibility, any activities pursuant to the contract may be suspended. In the event of such suspension, the Contractor will be given written notice outlining the particulars of such suspension.

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 12

Upon issuance of such notice, the Contractor must comply with the terms of the suspension order.

Contract activity may resume at such time as the DOCCS Commissioner or their designee issues a written notice authorizing a resumption of performance under the Contract. Finally, the contract may be terminated following a finding of non-responsibility.

7.1.1 New York State Vendor File Registration

Prior to being awarded a contract pursuant to this solicitation, the Bidder(s) and any designated authorized resellers who accept payment directly from the State, must be registered in the New

York State Vendor File (Vendor File) administered by the Office of the State Comptroller (OSC).

This is a central registry for all vendors who do business with New York State Agencies and the registration must be initiated by a State Agency. Following the initial registration, unique New York

State ten-digit vendor identification numbers will be assigned to your company and to each of your authorized resellers (if any) for usage on all future transactions with New York State. Additionally, the Vendor File enables vendors to use the Vendor Self-Service application to manage all vendor information in one central location for all transactions related to the State of New York. If Bidder is already registered in the New York State Vendor File, list the ten-digit vendor ID number on the Bid

Signature Page. Authorized resellers already registered should list the ten-digit vendor ID number along with the authorized reseller information.

If the Bidder is not currently registered in the Vendor File and is recommended for award, DOCCS shall request completion of OSC Substitute W-9 Form. A fillable form with instructions can be found at the link below. In addition, if authorized resellers are to be used, an OSC Substitute W-9 form should be completed by each of the designated authorized resellers and submitted to the Office of

General Services Business Services Center. The Office of General Services Business Services

Center will initiate the vendor registration process for all Bidders recommended for Contract Award and their authorized resellers.

Once the process is initiated, registrants will receive an email from OSC that includes the unique ten-digit vendor identification number assigned to the company and instructions on how to enroll in the online Vendor Self-Service application. For more information on the vendor file please visit the following website: http://www.osc.state.ny.us/vendor_management

Form to be completed: https://www.osc.state.ny.us/vendors/forms/ac3237s_fe.pdf

7.1.2 NYS Vendor Responsibility Questionnaire

A Questionnaire is used for non-construction contracts and is designed to provide information to assess a Bidder’s responsibility to conduct business in New York based upon financial and organizational capacity, legal authority, business integrity, and past performance history. By submitting a bid, Bidder agrees to fully and accurately complete the “Questionnaire.” The Bidder acknowledges that the State’s execution of the Contract will be contingent upon the State’s determination that the Bidder is responsible, and that the State will be relying upon the Bidder’s responses to the Questionnaire when making its responsibility determination. To assist the State in determining the responsibility of the Bidder, the Bidder should complete and certify (or recertify) the Questionnaire no more than six (6) months prior to the bid due date

A Bidder’s Questionnaire cannot be viewed by DOCCS until the Bidder has certified the

Questionnaire. It is recommended that all Bidders become familiar with all of the requirements of http://www.osc.state.ny.us/vendor_management https://www.osc.state.ny.us/vendors/forms/ac3237s_fe.pdf

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 13

the Questionnaire in advance of the bid opening to provide sufficient time to complete the

Questionnaire.

DOCCS recommends each Bidder file the required Questionnaire online via the New York State

VendRep System. To enroll in and use the VendRep System, please refer to the VendRep System

Welcome Package for Vendors available at the Office of the State Comptroller’s (OSC) website:

http://www.osc.state.ny.us/vendrep/documents/system/welcome_package.pdf or go directly to the

VendRep System online at https://www.osc.state.ny.us/state-vendors.

OSC provides direct support for the VendRep System through user assistance, documents, online help, and a help desk. The OSC Help Desk contact information is located at:

http://www.osc.state.ny.us/portal/contactbuss.htm.

Bidders opting to complete the paper questionnaire can access this form and associated definitions via the OSC website at: http://www.osc.state.ny.us/vendrep/forms_vendor.htm.

The Bidder agrees that if it is found by the State that the Bidder’s responses to the Questionnaire were intentionally false or intentionally incomplete, on such finding, DOCCS may terminate the contract. In no case shall such termination of the contract by the State be deemed a breach thereof, nor shall the State be liable for any damages for lost profits or otherwise, which may be sustained by the Contractor as a result of such termination.

7.1.3 Financial Stability

The bidder must be financially stable and able to substantiate the financial statements of its company. As per the “Vendor Responsibility Disclosure” clause, bidder may be required to document its ability to service a contract with dollar sales volume similar to scope of this bid through submission of financial statements documenting past sales history.

In addition to sales history, current financial statements may be requested and must be provided within five (5) business days. The state reserves the right to request additional documentation from the bidder and to request reports on financial stability from independent financial rating services. The state reserves the right to reject any bidder who does not demonstrate financial stability sufficient for the scope of this bid.

8. REFERENCES

As per the “Vendor Responsibility Disclosure” clause, bidders may be required to provide references of the bidder's largest customers. References shall be commercial or governmental accounts, and should demonstrate the ability of the vendor to perform jobs similar in scope to the size, nature and complexity of the outlined bid. The references shall include the:

• Name, address, contact person, telephone number, fax number, and number of years bidder has serviced the referenced account;

• Volume of business performed within the past three (3) years for each referenced account.

9. PREVAILING WAGE RATES – CONSTRUCTION, PUBLIC WORKS, AND BUILDING SERVICES

CONTRACTS

Work being bid is subject to the prevailing wage rate provisions of New York State Labor Law. See "Prevailing Wage Rates - Public Works and Building Services Contracts" in Appendix B, General Specifications. Any federal or State determination of a violation of any public works law or regulation, or labor law or regulation, or any OSHA violation deemed "serious or willful" could be grounds for a determination of vendor non-responsibility and rejection of bid. If you have any questions or to obtain http://www.osc.state.ny.us/vendrep/documents/system/welcome_package.pdf https://www.osc.state.ny.us/state-vendors http://www.osc.state.ny.us/portal/contactbuss.htm http://www.osc.state.ny.us/vendrep/forms_vendor.htm

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 14

Prevailing Wage Rates please contact the NYS Department of Labor, Bureau of Public Works at www.labor.ny.gov.

The applicable prevailing wage rate schedule for this project is PRC# 2026000887

10. ESIMATED / SPECIFIC QUANTITIES

The quantities or dollar values listed are estimated only. See "Estimated/Specific Quantity Contracts" in Appendix B, General Specifications.

11. CONTRACT PERIOD AND RENEWALS

It is the intention of the State to enter into a contract for a period of one (1) year as stated on the Invitation for Bids except that the commencement and termination dates appearing on the Invitation for Bids may be adjusted forward unilaterally by the State for any resulting contract for up to two (2) calendar months, by indicating such change on the Contract Award Notification.

The contract dates may be adjusted forward beyond two (2) months only with the approval of the successful bidder. If, however, the bidder is not willing to accept an adjustment of the contract dates beyond the two-month period, the State reserves the right to proceed with an award to another bidder.

If mutually agreed between NYSDOCCS and the contractor, the contract may be renewed under the same terms and conditions for additional period(s) not to exceed a total contract term of five

(5) years.

12. INFORMATION TO BE FURNISHED WITH BID

The bidder shall submit with its bid detailed specifications, circulars and all necessary data on the product to be furnished. If the product offered differs from the provisions listed, such differences must be explained in detail. Failure to submit any of the above data may result in rejection of the bid. The State, however, reserves the right to request any additional information deemed necessary for the proper evaluation of bids.

12.1 Conflict of Interest

Bidder must disclose any existing or contemplated relationship with any other person or entity, including relationships with any member, shareholders of 5% or more, parent, subsidiary, or affiliated firm, which would constitute an actual or potential conflict of interest or appearance of impropriety, relating to other clients/customers of the Respondent or former officers and employees of the Agencies and their Affiliates, in connection with your rendering services enumerated in this solicitation. If a conflict does or might exist, please describe how your company would eliminate or prevent it. Indicate what procedures will be followed to detect, notify the Agencies of, and resolve any such conflicts.

Bidder must disclose whether it, or any of its members, shareholders of 5% or more, parents, affiliates, or subsidiaries, have been the subject of any investigation or disciplinary action by the New York State Commission on Public Integrity or its predecessor State entities (collectively, "Commission"), and if so, a brief description must be included indicating how any matter before the Commission was resolved or whether it remains unresolved.

Additionally, a bidder will be required to submit the Vendor Assurance of No Conflict of Interest or Detrimental Effect form, located in the attachments for this solicitation, as evidence of compliance with the foregoing.

12.2 Pricing

http://www.labor.ny.gov/

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The Bid amounts shall be inclusive of all costs including travel, licenses, insurance, administrative, profit and other ancillary costs regardless of the amount of time required or the number of visits made to the site.

Contractor is to provide an annual Base Bid for all labor, material, equipment, and all other ancillary cost required to service every piece of equipment which requires inspection, testing, maintenance and corrective repairs. In addition, the Contractor will provide a "time and materials" cost for any work not covered in the base bid scope.

The time and materials portion of the bid shall be represented as an hourly rate for labor, and a percent markup over the Contractors cost for parts and materials. For evaluation purposes, an estimated number of hours and an estimated dollar value of materials and parts will be used on the bid price page. These are estimated figures only and the Contractor will be paid only for the actual, fair and reasonable time or materials that are utilized.

Bidder shall submit a completed Bid Price Page. Each item must be complete with no lines omitted.

Bidder shall not provide alternative pricing or deviate from the Bid Price Page. Alternative pricing methodologies will not be considered and may result in the rejection of the bid.

12.3 Forms Pertaining to New York State Finance Law (STFL)

A. Non-collusive Bidding Certification; STFL Section 139-d

Bidders responding to this IFB must submit – Non-Collusive Bidding Certification. See Appendix A, clause 7 for more information.

B. Procurement Lobbying Act; STFL Sections 139-j and 139-k

Bidders responding to this IFB should submit – Procurement Lobbying Certification and Disclosure of Prior Non-Responsibility Determination.

Pursuant to State Finance Law §§139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between NYSDOCCS - Correctional Facility and an Offerer/bidder during the procurement process. An Offerer/bidder is restricted from making contacts from the earliest notice of intent to solicit offers/bids through final award and approval of the Procurement Contract by NYSDOCCS - Correctional Facility, and if applicable, the Office of General Services, and/or 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, is identified on the first page of this solicitation.

NYSDOCCS - Correctional Facility employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Offerer/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two (2) findings within a four-year period, the Offerer/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found on the website: https://ogs.ny.gov/acpl/

C. Sexual Harassment Prevention; STFL Section 139-l

Pursuant to New York State Finance Law §139-l, every bid made on or after January 1, 2019 to the State or any public department 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, and where otherwise required by such public department or agency, shall contain a certification that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention https://ogs.ny.gov/acpl/

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 16

training to all of its employees. Such policy shall, at a minimum, meet the requirements of New York State Labor Law §201-g: https://www.nysenate.gov/legislation/laws/LAB/201-G

New York State Labor Law §201-g provides requirements for such policy and training and directs the Department of Labor, in consultation with the Division of Human Rights, to create and publish a model sexual harassment prevention guidance document, sexual harassment prevention policy and sexual harassment prevention training program that employers may utilize to meet the requirements of New York State Labor Law §201-g. The model sexual harassment prevention policy, model sexual harassment training materials, and further guidance for employers, can be found online at the following URL: https://www.ny.gov/combating-sexual-harassment-workplace/employers

Pursuant to New York State Finance Law §139-l, any bid by a corporate bidder containing the certification required above shall be deemed to have been authorized by the board of directors of such bidder, and such authorization shall be deemed to include the signing and submission of such bid and the inclusion therein of such statement as the act and deed of the bidder.

If the Bidder cannot make the required certification, such Bidder shall so state and shall furnish with the bid a signed statement that sets forth in detail the reasons that the Bidder cannot make the certification.

After review and consideration of such statement, NYSDOCCS may reject the bid or may decide there are sufficient reasons to accept the bid without such certification.

D. Gender Violence in the Workplace Prevention; STFL Section 139-m

Pursuant to New York State Finance Law § 139-M, every bid made on or after November 5, 2025 to the State or any public department 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 the following statement subscribed by the bidder and affirmed by such bidder as true under the penalty of perjury:

"By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing gender-based violence and the workplace and has provided such policy to all of its employees, directors and board members. Such policy shall, at a minimum, meet the requirements of subdivision 11 of section five hundred seventy-five of the executive law."

https://www.nysenate.gov/legislation/laws/EXC/575

The statement required by New York State Finance Law § 139-M subdivision 1.a – Gender-Based

Violence Prevention Policy Certification) may be submitted electronically in accordance with the provisions of New York State Finance Law § 163 subdivision 7.

A bid shall not be considered for award, nor shall any award be made to a bidder who has not complied with this section; provided, however, that if the bidder cannot make the foregoing certification, such bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor.

Any bid hereafter made to the state or any public department, agency or official thereof, by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where such bid contains the statement required by this section, shall be deemed to have been https://www.nysenate.gov/legislation/laws/LAB/201-G https://www.ny.gov/combating-sexual-harassment-workplace/employers https://www.ny.gov/combating-sexual-harassment-workplace/employers https://www.nysenate.gov/legislation/laws/EXC/575

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 17

authorized by the board of directors of such bidder, and such authorization shall be deemed to include the signing and submission of such bid and the inclusion therein of such statement as the act and deed of the corporation.

E. Consultant Disclosure Provisions; STFL Section 163(4)(g)

In accordance with New York State Finance Law §163(4)(g), State agencies must require all contractors, including subcontractors, that provide consulting services for State purposes pursuant to a contract to submit an annual employment report for each such contract.

The successful bidder for procurements involving consultant services must complete a "State Consultant Services Form A, Contractor's Planned Employment from Contract Start Date through End of Contract Term" in order to be eligible for a contract.

The successful bidder must also agree to complete a "State Consultant Services Form B, Contractor's Annual Employment Report" for each state fiscal year included in the resulting contract. This report must be submitted annually to the Department of Health, the Office of the State Comptroller, and Department of Civil Service.

State Consultant Services Form A Contractor’s Planned Employment and Form B Contractor’s Annual Employment Report may be accessed electronically at:

http://www.osc.state.ny.us/agencies/forms/ac3271s.doc and http://www.osc.state.ny.us/agencies/forms/ac3272s.doc

12.4 Forms Pertaining to Executive Orders (EO)

A. EO Number 16

Bidders must review Executive Order 16 prior to submitting bids. You may access the executive order on the Governor’s website: https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting

Pursuant to Executive Order 16, all Bidders responding to this solicitation shall complete the Certification form located within this IFB certifying the status of their business operations in Russia, if any.

B. EO Number 177

Bidders must review Executive Order 177 prior to submitting bids. You may access the executive order on the Governor’s website:

https://www.governor.ny.gov/sites/governor.ny.gov/files/atoms/files/EO177.pdf

Bidders shall complete the EO177 Certification form located within this IFB as evidence of compliance with the foregoing and submit with bid.

12.5 Tax Law §5-A Amended April 26, 2006

Tax Law §5-a, as amended on April 26, 2006, requires certain contractors who are awarded state contracts for commodities and/or services valued at more than $100,000 (over the full term of the contract, excluding renewals) to certify to the Department of Taxation and Finance (DTF) they are registered to collect New York State (NYS) and local sales and compensating use taxes. The law applies to contracts where the total amount of the contractor’s sales delivered into NYS exceed

$300,000 for the four (4) quarterly periods immediately preceding the quarterly period when the http://www.osc.state.ny.us/agencies/forms/ac3271s.doc http://www.osc.state.ny.us/agencies/forms/ac3272s.doc https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting https://www.governor.ny.gov/sites/governor.ny.gov/files/atoms/files/EO177.pdf

IFB # LA 25-0004TITLE: ARC FLASH/COORDINATION STUDY PAGE 18

certification is made; and with respect to any affiliates and subcontractors whose sales delivered into

NYS also exceed $300,000 in the same manner as noted above for the contractor.

This law imposes upon certain contractors the obligation to certify whether or not the contractor, its affiliates, and its subcontractors are required to register to collect state sales and compensating use tax. The contractors must certify to DTF that each affiliate and subcontractor exceeding the sales threshold is registered with DTF to collect such State and local sales and compensating use taxes.

The law prohibits the Comptroller, or other approving agency, from approving a contract to a vendor who is not registered in accordance with the law.

There are two (2) Contractor certification forms, with instructions, required for this bid. Form ST-220-

TD is to be submitted directly to DTF. Submission to DTF is a one-time occurrence. If you have already submitted this form to DTF for other bidding opportunities, you do not need to submit the form attached to this bid. If, however, any certification information changes, a new ST-220-

TD must be filed with DTF. Form ST-220-CA must be completed and submitted with this bid.

This form certifies to the procuring agency that the contractor has filed ST-220-TD with DTF in compliance with the law.

Bidders should complete and submit the certification forms within two business days of request (if the forms are not submitted to DTF and/or and returned with bid). Bidders shall take the necessary steps to provide properly certified forms within a timely manner to ensure compliance with the law, as failure to do so may render a bidder non-responsive and non-responsible.

Vendors may call DTF at 1-800-698-2909 for any and all questions relating to Tax Law §5-a and relating to a company's registration status with DTF. For additional information and frequently asked questions, please refer to the DTF web site: http://www.tax.ny.gov

12.6 Freedom of Information Law / Trade Secrets

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).