RFB 2024-01, Outdoor LED Digital Illuminated Signage.pdf

SUNY Schenectady Outdoor Digital LED Illuminated Signage

PROCUREMENT NUMBER:

RFB-2024-01

RELEASE DATE:

January 29, 2024

DUE DATE/TIME:

February 26, 2024 2:00 pm EST.

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

TIMETABLE OF KEY EVENTS

RFB Release Date January 29, 2024 Site Visit (Recommended) To Be Scheduled with the Director of Facilities

February 5-February 14, 2024 9:00 am – 2:00 pm

Deadline for Submission of Bidder Questions February 16, 2024

Issuance of Response to Bidder Questions February 20, 2024

DEADLINE FOR SUBMISSION OF BIDS

February 26, 2024 2:00 pm

Board of Trustees Review March 18, 2024

Anticipated Contract Award March 19, 2024

Completion of Project Services May 31, 2024

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 2 of 99

RFB 2024-01

Table of Contents

TIMETABLE OF KEY EVENTS

LEGAL NOTICE

NON-BIDDER RESPONSE

1. Introduction and Background

2. General Comments

3. Site Visits

4. Disclaimers

5. Errors in the RFB

6. Addenda

7. Questions Regarding the RFB

8. Withdrawal and Resubmission/Modification of Bids

9. Bid Deadline

10. Debriefing of Unsuccessful Bidders/Protests

11. Rejection of Bids

12. Award and Execution of Contract

13. Project Completion

14. Notice

15. Publicity

16. Use and Release of Bidder Submissions

17. Freedom of Information Law

18. College Facilities ATTACHMENT 1: Scope of Services ATTACHMENT 2: Bid Submission ATTACHMENT 3: Evaluation of Bid 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. ELECTRIC AND INFORMATION TECHNOLOGY CONFORMANCE ... 25

EXHIBIT F. IRANIAN ENERGY SECTOR DIVESTMENT

EXHIBIT G. PERSON AUTHORIZED TO RECEIVE NOTICE

EXHIBIT H. REFERENCES

EXHIBIT I. RECEIPT OF ADDENDA

ATTACHMENT 4: Contract Terms and Conditions ATTACHMENT 5: Current Schedule of Prevailing Wage Rates

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 3 of 99

SUNY SCHENECTADY COUNTY COMMUNITY COLLEGE

Outdoor Digital LED Illuminated Signage

RFB 2024-01

LEGAL NOTICE

SUNY Schenectady (College) is accepting bids from contractors to provide materials and service to design, manufacture and install two (2) dual-sided electronic digital signs with cabinet housing to contain two-sided Watchfire 6mm pixel high-resolution screens, with up to 60 frames/second; Forty

(40) 12” x 12” LED tiles totaling a 4’ H x 10’ W screen size. Bids shall cover all labor and materials to perform services in conformity with this Request for Bids (RFB).

The Request for Bids 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 Office of Administration, Elston 502, SUNY Schenectady at 78 Washington Avenue, Schenectady, NY 12305. All proposals must be delivered in a sealed envelope/package and marked “Bid: RFB 2024-01, “Outdoor Digital LED Illuminated Signage” not later than 2:00 p.m. EST. on February 26, 2024 to the following address:

SUNY Schenectady County Community College ATTN: Division of Administrative Services Elston Hall, Suite 502 78 Washington Avenue Schenectady, NY 12305

Site Visits are to be scheduled with the Director of Facilities for the weeks of February 5 through February 14, 2024 between 9:00 am to 2:00 pm. Contact Mr. Anthony Schwartz at 518-381-1256 to arrange a time to inspect the site.

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

The College 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 College will be in the best interest of the College.

January 28, 2024 http://www.bidnetdirect.com/ https://www.nyscr.ny.gov/

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 4 of 99

CONTRACTOR’S NAME: ________________________________________________

NON-BIDDER RESPONSE

For the purpose of facilitating your firm’s response to our request for proposal, SUNY Schenectady County Community College is interested in ascertaining reasons for prospective bidders’ failure to respond to this RFB. 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: Division of Administrative Services, SUNY Schenectady County Community College, Elston Hall, Suite 502, 78 Washington Avenue, Schenectady, NY 12305 or forward electronically to purchasing@sunysccc.edu with the PROJECT NUMBER and “Non-Bidder Response” in the subject line.

We are not responding to this “Request for Proposal” 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:purchasing@sunysccc.edu

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 5 of 99

SUNY SCHENECTADY COUNTY COMMUNITY COLLEGE

Outdoor Digital LED Illuminated Signage

RFB 2024-01

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

1. Introduction and Background The intention of this Request for Bids (RFB) is to obtain the services of a responsive and responsible Contractor to provide design, materials and services to manufacture and install two (2) dual-sided electronic digital signs with cabinet housing to contain two-sided Watchfire 6mm pixel high-resolution screens, with up to 60 frames/second; Forty (40) 12” x 12” LED tiles totaling a 4’ H x 10’ W screen size.

The anticipated contract term will be for the period commencing March 19, 2024 and expiring May 31, 2024 or upon new signage manufacture, installation, testing, and staff training.

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 work here. 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 College be liable for any costs incurred by the contactors in preparation and/or production of a proposal nor for any work performed prior to SUNY Schenectady’s written authorization to proceed on the contract.

The contractor selected should be independent and not have any interest that would constitute a conflict of interest involving the 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 contractor shall not assign, transfer, or subcontract the project without the express prior written approval of the College.

The selected contactor 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.

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 6 of 99

3. Site Visits Site Visits are to be scheduled with the Director of Facilities for the weeks of February 5 through February 14, 2024, between the hours of 9:00 am and 2:00 pm. Contact Mr. Anthony Schwartz at 518- 381-1256 to arrange a time to inspect the site. Please limit the number of persons attending to two (2).

The main campus is located at 78 Washington Avenue, Schenectady, New York 12305. Directions may be found on the website: www.sunysccc.edu. Upon arrival, attendees should report to the Security Desk in Elston Hall by the Casola Dining Room Entrance for further direction.

Attendees are expected to comply with campus COVID protocols.

Bidders will be afforded the opportunity to ask questions concerning this procurement through February 16, 2024. All questions must be submitted in writing and sent via email to purchasing@sunysccc.edu.

Responses to questions may be deferred until later. SUNY Schenectady will be bound only by written responses, which will be contained in addenda to the RFB published during the time the solicitation remains open.

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

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

If prior to the date fixed for submissions, a bidder knows of or should have known of an error in the RFB but fails to notify SUNY Schenectady 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.

6. Addenda SUNY Schenectady may modify the RFB 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/.

Bidders are STRONGLY advised to verify the existence of addenda BEFORE submitting a bid.

7. Questions Regarding the RFB Questions regarding this solicitation should be sent to purchasing@sunysccc.edu. All inquiries should include the title and number of the solicitation in the subject line. All questions and answers will be http://www.sunysccc.edu/ mailto:purchasing@sunysccc.edu http://www.bidnetdirect.com/ https://www.nyscr.ny.gov/

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 7 of 99 published. No communication should be had with SUNY Schenectady, its employees, agents, or assigns concerning this solicitation in any other manner than by written inquiry to this email address.

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

All questions and answers regarding the RFB 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, conspicuously marking it as “CONFIDENTIAL.” With the question, the bidder must submit a statement explaining why the question is confidential. If SUNY Schenectady 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 SUNY Schenectady 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, SUNY Schenectady may contact the bidder for clarification of any portion of its proposal.

8. Withdrawal and Resubmission/Modification of Bids A proposal may be withdrawn at any time prior to the deadline for submitting proposals by notifying SUNY Schenectady in writing of its withdrawal. The notice must be signed by the Bidder. The Bidder may thereafter submit a new or modified bid, provided that it is submitted to SUNY Schenectady no later than the deadline. Modifications offered in any other manner, oral or written, will not be considered. Bids cannot be changed or withdrawn after the deadline.

9. Bid Deadline Bids must be received by the Division of Administrative Services of SUNY Schenectady 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 College reserves the right to postpone the proposal deadline for any reason.

10. Debriefing of Unsuccessful Bidders/Protests Upon request, a debriefing conference will be scheduled with an unsuccessful proposer. The request for a debriefing conference should be sent to purchasing@sunysccc.edu with the words “Request for Debriefing” in the subject line within five (5) business days after the notification that the bid 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 bids or evaluations of the other bids will not be allowed. Debriefing conferences may be conducted in person, telephone or via Microsoft Teams for a maximum of one hour.

11. Rejection of Bids SUNY Schenectady reserves the right in its sole discretion to reject any or all bids 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 RFB, if it is incomplete, or contains irregularities, the proposal may be rejected.

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 8 of 99

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

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

12. Award and Execution of Contract Upon the Board’s adoption of a resolution awarding a contract, a written notice of contract award will be sent electronically to the awardee and a contract will be executed.

No contract or agreement, express or implied, shall exist or be binding on SUNY Schenectady 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 college in its sole discretion), SUNY Schenectady may enter into negotiations and sign a contract with another firm.

13. Project Completion The term of the contract shall be for length, to completion, of the project to fulfill the bid’s requirements, and to be noted in the bid, at the cost set forth in the proposal plus or minus any actual changes to the prevailing wage rate. No additional price escalations will be allowed.

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

Notice to SUNY Schenectady shall be to:

Office of Administrative Services SUNY Schenectady 78 Washington Avenue, Elston 502 Schenectady, NY 12305

(518) 381-1210 purchasing@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 (Exhibit G).

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

16. Use and Release of Bidder Submissions All materials submitted by the Bidder become the property of SUNY Schenectady and may be returned to Bidder at its sole discretion. One copy of each proposal will be retained for the college’s official files.

Submissions may be reviewed and evaluated by any person, other than one associated with a competing Bidder, designated by SUNY Schenectady.

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 9 of 99

17. Freedom of Information Law SUNY Schenectady is required to comply with the New York State Freedom of Information Law (Public Officer’s Law Article 6). Should any member of the public request a copy of a proposal, the College will review the request and may disclose the requested bid in whole or in part. If a bidder believes that its bid or any portion thereof should be exempt from disclosure, it is incumbent that the bidder identify, AT THE TIME OF ITS PROPOSAL SUBMISSION, each page of the bid for which exemption will be claimed.

The bidder may indicate same with the words “Confidential,” “Proprietary,” or “Trade Secret” written or stamped on the page.

18. 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 Welcome Center, 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 – 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 of the educational program.

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 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.

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 10 of 99

Mill Lane SUNY Schenectady leases space on the ground floor of 10 Mill Lane, Schenectady, New York for a Confectionary Laboratory.

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

Schenectady County Airport SUNY Schenectady owns a hangar with a classroom at the Schenectady County Airport in Glenville, NY.

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 11 of 99

ATTACHMENT 1: Scope of Services

SUNY Schenectady (College) is accepting bids from contractors to manufacture and install two (2) new dual-sided, outdoor digital LED illuminated signs. Bids shall cover all labor and materials to perform services in conformity with this Request for Bids (RFB).

The Successful Bidder will be required to provide all the equipment stated, removal of existing signage (where applicable),installation services, licenses, permits, 4G of 5G data service plan, software and other equipment necessary to support the equipment requested.

Electrical service currently exists at both signage locations.

Objective To design and provide the materials and service to manufacture and install two new illuminated digital signs, for the purpose of displaying the College’s name and multiple scrolling dynamic digital text, image, and/or full-motion video information/messaging placed at both entrances to the college’s main campus.

Design

• Two (2) dual-sided digital signs and cabinet housing

• Each cabinet housing to contain Watchfire 6mm pixel high-resolution screens, with up to 60 frames/second; Forty (40) 12” x 12” LED tiles totaling a 4’ H x 10’W screen size for each side of the signs.

• Contractor will professionally design and manufacture the dual-sided cabinet to house the LED digital array panels and provide the technology and access to services to run the signs. The design concept will be provided by the College and the contractor will verify or adjust the concept in accordance with the physical site and structural needs of the cabinets to properly house the digital sign boards.

• The cabinet will be designed using the College’s royal blue color for the cabinet and should as closely match the SUNY Schenectady branded blue color: Pantone PMS 653 - CMYK

100/62/0/20 - RGB 0/82/149.

• Bidder will provide information in their response that outlines the software or application that will be needed to run the digital messaging, the network security that their solution provides or is required by the College IT for the transfer of data (creative) to the sign through the 4G or 5G data service plan, and expected service or maintenance response plan.

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 12 of 99

Placement and Installation Bidders shall propose a cost for the design, manufacture, equipment, installation/hookup materials, and installation of two Commercial dual-sided outdoor digital LED illuminated signs. One sign to be installed on a new pre-existing masonry pedestal and the other installed on a current masonry pedestal that supports a static molded-plastic interior-lit sign. The old lit sign will need to be removed and the new dual-sided outdoor digital LED will sit on top of the existing masonry pedestal. The other dual-sided outdoor digital LED illuminated sign will be placed on top of a new masonry pedestal. Construction and fabrication of the masonry pedestals are not part of the scope of work for this RFB. Both pedestals currently have 110 volt electrical service in place.

All parts, equipment, electrical hook up, onsite training to be warrantied and supported for a period of five

(5) years from the date of the College’s acceptance.

Equipment Bidders shall propose a cost list and provide product warranty information for the following equipment.

• The purchase of all hardware and components to install the equipment listed above,

• The application to run the digital sign software, and the 4G or 5G wireless data service plan necessary to run the signage, and

• Update creative/messaging on the signs.

Installation Services Bidders shall propose a cost list and provide product warranty information for the following:

• The cost for installation of all equipment, hardware, and components, to include;

o Any on-site programming, o Operational testing, o Training and travel to and from site (NYS Prevailing Wage).

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 13 of 99

IMPORTANT

Under New York State Labor Law, contractors and subcontractors must pay the prevailing rate of wage and supplements (fringe benefits) to all workers under a public work contract. Employers must pay the prevailing wage rate set for the locality where the work is performed. Prevailing wage is the pay rate set by law for work on public work projects. This applies to all laborers, workers or mechanics employed under a public work contract.

U.S. Department of Labor (DOL) Regulations at 29 C.F.R. § 5.5 (a) (3) (ii) require contractors to submit weekly a copy of all payrolls to the College for or financing the construction project, accompanied by a signed "Statement of Compliance" indicating that the payrolls are correct and complete and that each laborer or mechanic has been paid not less than the proper prevailing wage rate for the work performed.

Work Site The jobsite shall be kept free from accumulation of waste materials or rubbish during the project and the premises restored to the original condition as found when the project commenced.

Project Completion and Final Acceptance Final acceptance of the signage shall be defined to be final acceptance by the College after the installation of the illuminated signs, removal of the one existing sign and successful completion of the following examinations: electrical hookup, power connectivity up/down, programing and performance acceptance and documentation, training, and receipt of all applicable warranty documentation and maintenance agreements.

Installation Location Main Campus entrances, Washington Avenue and Columbus Drive off of Route 5 eastbound. Bidders are advised to bring a qualified technicians when visiting the site prior to the bid.

East Bound Route 5 and Columbus Avenue – New Sign

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 14 of 99

Corner of Columbus Drive and Washington Avenue – Replacement Sign

The Successful Bidder will work with the College’s Executive Director of Marketing and Public Relations and installation services overseen by the Director of Facilities. The project scope shall include the following:

1. Respond to specific issues, and make recommendations about modifications to the installation when requested by the Director of Facilities.

2. Notify the Director of Facilities of supply chain issues, or potential supply chain issues, and work out potential solutions or alternatives as they arise.

3. Ensure that any change to equipment or existing structure will be coordinated with the Director of Facilities, and the Executive Director of Marketing and Public Relations, at an agreed time and date to insure no break in scheduled utilization or campus disruptions

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

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 15 of 99 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.

IMPORTANT:

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

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 16 of 99

ATTACHMENT 2: Bid Submission

General Bid Requirements The submission requirements for this RFB are set forth below. A bid 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 RFB shall mean business days unless otherwise specified.

SUNY Schenectady is a public institution of higher education and is bound by New York State Freedom of Information Law (FOIL). Please take note of FOIL law impacts set forth in Section 18.

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

• RFB 2024-01

• Outdoor Digital LED Illuminated Signage

• Bidder name

• Bidder senior officer responsible for the bid

• Bidder address and contact information, including email address

• Attention: SUNY Schenectady Department of Administrative Affairs

All bids 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:

Department of Administrative Affairs Schenectady County Community College Elston Hall, Suite 502 78 Washington Avenue Schenectady, NY 12305

Bids or any portions thereof received after the bid due date/time will not be accepted and may be returned to the submitting entity at SUNY Schenectady’s discretion. The College will accept amendments to a Bidder’s Bid only if the amendments are received prior to the bid due date and time. Bids 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 “RFB 2024-01, Outdoor Digital LED Illuminated Signage - Proposal” by the due date specified in the Timetable of Key Events.

The cost proposal should be based on the cost of the design, manufacturing and installation. Please note that the Successful Bidder agrees to submit the final invoice at the time of completion and acceptance by the College to the Director of Facilities.

The bidder should base its bid for the design and manufacture of the sign, plus labor for installation and support solely on the hourly rate. Hourly pay rate minimums are dictated by prevailing wage rates for

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 17 of 99

New York State. This project has been assigned Prevailing Rate Case Number # 2023014780 by the New York State Department of Labor. More information about prevailing wage rates for this project may be found at www.labor.ny.gov. The proposed hourly rates must include all additional costs, overhead, administration and profit. Certified payroll documentation must be submitted.

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

If applicable, the bidder will provide technical specifications and warranty information.

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: Iranian Energy Sector Divestment EXHIBIT G: Person Authorized to Receive Notice (If Applicable) EXHIBIT H: References EXHIBIT I: Receipt of Addenda W-9 Completed

(THIS SPACE INTENTIONALLY LEFT BLANK)

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 18 of 99

ATTACHMENT 3: Evaluation of Bid

Bid Evaluation Bidders must submit a completed Form of Bid 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 RFB. The bid must include the total, not-to-exceed cost of the Outdoor LED Digital Illuminated Signage, installation, software, labor, warranties and support.

The contract will be awarded to the lowest responsible bidder, providing the most or widest selection of services.

A contract may be awarded on the basis of which bid the College deems best suited to fulfill the requirements of the RFB. The College also reserves the right not to make an award if it is deemed that no single bid fully meets the needs of the College.

The College’s Board of Trustees will make the final selection of the contract awardee.

(THIS SPACE INTENTIONALLY LEFT BLANK)

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 19 of 99

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 for a period of six

(6) months from the bid due date and for the duration of the project, once awarded.

Bidders must submit this Cost Proposal in a separately sealed envelope clearly labeled on the outside “RFB 2024-01, Outdoor Digital LED Illuminated Signage - Proposal” by the due date specified and signed by an authorized representative of the Bidder.

For evaluation purposes, the cost proposal should be based on the current cost of equipment and installation, based on the Prevailing Wage Schedule set forth at the end of this request. Proposals for services that deviate from these specifications may be considered invalid.

Bidder Name

Please specify Cost Per Each Sign, its installation, and electrical/data hook up.

Sign 1 Location: 78 Washington Avenue Entrance Description Total Cost

Design & Manufacture of Sign Cabinet and LED Sign Board

Labor to Remove Existing Illuminated Sign _____Hours X $______per Hour

Labor to Install, Program, and Electrical Hook Up

4G or 5G Wireless Data Service Plan (5-year) to Control Sign

Total Equipment, Hardware, and Labor $

Sign 2 Location: Route 5 Eastbound Entrance Description Total Cost

Design & Manufacture of Sign

Labor to Installation, Program-, and Electrical Hook Up

4G or 5G Wireless Data Service Plan (5-year) to Control Sign

Total Equipment, Hardware, and Labor $

GRAND TOTAL

(Total Bid: All Signage, Installation, and Support –All-Inclusive-Not-to- Exceed Price)

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 20 of 99

Submitted by:

Bidder Organization Phone

Street Address Fax

City State Zip

Signature Title

Printed Name Email

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 21 of 99

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 Schenectady County Community College/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 Schenectady County Community College/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 Outdoor Digital LED Illuminated Signage Page 22 of 99

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 Outdoor Digital LED Illuminated Signage Page 23 of 99

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 Outdoor Digital LED Illuminated Signage Page 24 of 99

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 held on the _______day of ___________, 20___.

(Secretary)

(SEAL)

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 Outdoor Digital LED Illuminated Signage Page 25 of 99

EXHIBIT E. ELECTRIC AND INFORMATION TECHNOLOGY CONFORMANCE

Certification Pursuant to Federal Law Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended in 1998 - IT Accessibility and Policies SUNY Schenectady is committed to providing an accessible, usable, and integrated experience for all its students, staff and community. Electronic and Information Technology (“EIT”) consists of 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 that will be deployed in connection with such technology, equipment or systems. Further, EIT includes, but is not limited to, telecommunications products, information kiosks and transaction machines, Internet and Intranet websites, web-delivered content, software, electronic books and electronic book reading systems, search engines and databases, multimedia, classroom technology, and office equipment.

A. 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 to the best of its knowledge and belief that each bidder conforms with Federal Law Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended in 1998 - IT Accessibility and Policies, and has supplied, with their bid proposal, a copy of their VPAT (Voluntary Product Accessibility Template) or ACR (Accessibility Conformance Report), and the contact information of the person responsible for accessibility within their organization/s.

B. Contractor warrants that (i) Web-based EIT products provided under this Agreement shall conform to Web Content Accessibility Guidelines (“WCAG”) 2.0 AA and (ii) non-web-based EIT products provided under this Agreement shall meet or exceed the applicable accessibility requirements of section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794d), and its implementing regulations set forth at Title 36, Code of Federal Regulations, Part 1194.

C. Contractor agrees to provide evidence of compliance with these requirements before this Agreement becomes effective and any other time upon reasonable request of the College. Contractor will provide accessibility testing results and written documentation verifying accessibility, and to promptly respond to and resolve accessibility complaints. In the event EIT provided under this Agreement does not fully conform to the standards set forth above, the Contractor will promptly advise the College in writing of the non-conformance and provide detailed information regarding the plans to achieve conformance, including but not limited to an intended timeline. Contractor agrees to promptly respond to and resolve any complaint regarding accessibility of its products or services.

D. Failure to comply with these accessibility standards shall constitute a breach of this Agreement.

Contractor agrees to indemnify and hold harmless SUNY Schenectady from any claims arising out of its failure to comply with the foregoing accessibility standards.

Organization/s Accessibility Contact Person:

Name Signature

Title Date

Phone Number Email

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 26 of 99

EXHIBIT F. IRANIAN ENERGY SECTOR DIVESTMENT

Certification Pursuant to Section 103-g of the New York State General Municipal Law

A. By submission of this bid/proposal, each bidder/proposer and each person signing on behalf of any bidder/proposer certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the New York State Finance Law.

B. A Bid/Proposal shall not be considered for award, nor shall any award be made where the condition set forth in Paragraph A above has not been complied with; provided, however, that in any case the bidder/proposer cannot make the foregoing certification set forth in Paragraph A above, the bidder/proposer shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor. Where Paragraph A above cannot be complied with, the Purchasing Unit to the political subdivision, public department, agency or official thereof to which the bid/proposal is made, or his designee, may award a bid/proposal, on a case by case business under the following circumstances:

1. The investment activities in Iran were made before April 12, 2012, the investment activities in

Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

2. The political subdivision makes a determination that the goods or services are necessary for the political subdivision to perform its functions and that, absent such an exemption, the political subdivision would be unable to obtain the goods or services for which the contract is offered.

Such determination shall be made in writing and shall be a public document.

Company Name

Signature

Title

Date

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 27 of 99

EXHIBIT G. PERSON AUTHORIZED TO RECEIVE NOTICE

(COMPLETE IF DIFFERENT THAN PERSON SUBMITTING BID FORM)

Name: ______________________________________________

Title: _______________________________________________

Address: ____________________________________________

Phone: ___________________________________________

Fax: ____________________________________________

Email: ____________________________________________

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 28 of 99

EXHIBIT H. REFERENCES

List four (4) organizations for which you currently provide the same or similar service. Include names, addresses, email, and phone numbers of the person most familiar with your services.

Name

Address

Phone

Email

Address

Address

Address

SUNY Schenectady Outdoor Digital LED Illuminated Signage Page 29 of 99

EXHIBIT I. RECEIPT OF ADDENDA

BIDDER hereby acknowledges receipt of the following Addenda and has included these requirements in the Bid. (If none, so state and affix signature).

Addendum No. ___________, Dated ________________________

Ad…