RFB-OUB-02-2026 Custom Design Emblems.pdf

53 Gibson Road Goshen, New York 10924

REQUEST FOR BIDS FOR:

Custom Design Emblems

BID NUMBER:

RFB-OUB-02-2026

BIDS DUE:

Thursday, July 10th, 2025

@2:00 PM

Orange-Ulster Board of Cooperative Educational Services Administration Office 53 Gibson Road Goshen, New York 10924

Custom Design Emblems BID NUMBER RFB-OUB-02-2026

Release 2009A

IMPORTANT NOTICE TO POTENTIAL BIDDERS

It is important to review the terms and conditions of this and any Request for Bids, as the format of our RFB documents as well as some terms and conditions may have changed. Specifically, the following changes should be noted with respect to the packaging and delivery of your bid documents:

1. All physical bids MUST be submitted in DUPLICATE. You should enclose one original document that contains original signatures in blue ink, as well as a copy of the original document.

2. If bids are submitted as a paper copy, bids must be received and/or hand delivered to the address indicated on this RFB no later than the date and time as listed in the bid documents and/or any amendments that may be issued accordingly. Late bids cannot be accepted.

3. If a physical submission, bids must be presented in a sealed envelope clearly marked with the title of the bid, bid number, date and time. This includes marking the outside of any express envelope that may be used. Faxed or email submissions are not acceptable and will be disposed of upon arrival.

4. Bids are encouraged to be submitted on a flash drive. Electronic submission MUST be accompanied by a scanned hard copy of all signature requirement pages. Only pages requiring completion need to be returned.

5. Bids can be submitted electronically at Bidnetdirect.com.

6. The Certification of Compliance with the Iranian Divestment Act, and the Non-Collusive Certification, must be notarized.

7. The Conflict-of-Interest Certificate must be notarized.

8. The Bidder’s Statement on Sexual Harassment must be notarized.

9. Provide W9

10. Refer to checklist of bid documents at end of bid documents.

By submitting this Request for Bids, you are asking Orange Ulster BOCES and/or its participating school districts to accept your offer for the sale of goods or services. It is important that you READ and UNDERSTAND all terms and conditions contained herein, as well as understand the laws that govern Municipal Purchasing in the State of New York. Once the BOCES has opened bids, there can be no changes to price or terms, unless clearly specified in this document.

53 Gibson Road Goshen, New York 10924

In addition, there are no provisions to cancel after an award is made, except by the BOCES, which maintains a unilateral right to cancel or extend in accordance with the terms of this RFB.

Quantities are not a guarantee, they are listed based on past or anticipated usage, and are as accurate as we can ascertain.

The contract, if awarded, will be to the lowest responsive/responsible bidder(s) in part on an item-by-item basis or group, or in whole taking into consideration the reliability of the bidder, the quality of the materials, equipment or supplies to be furnished, their conformity with the specifications, purpose for which required and the terms of delivery. Orange-Ulster BOCES guarantees no minimum or maximum purchases or contracts as a result of award of this bid.

If you do not agree with these terms, you should not submit a bid.

Penalties for non-performance under this RFB are contained on page 16.

In addition to these penalties, you may:

1. Be listed as non-responsible, and be ineligible for future bid awards if you fail to perform.

53 Gibson Road Goshen, New York 10924

NOTICE TO BIDDERS

The Board of Cooperative Educational Services, Sole Supervisory District of Orange and Ulster Counties, popularly known as B.O.C.E.S. (in accordance with Section 103 of Article 5-A of the General Municipal Law), hereby invite the submission of sealed bids for:

Custom Design Emblems Bid No. RFB-OUB-02-2026

For the Sole Supervisory District of Orange and Ulster Counties. The Bids will be received until 2:00 p.m. on Thursday the 10th of July 2025, at OU BOCES, Business Office, Attn: Laurie Catal, 53 Gibson Rd, Goshen, NY 10924-9777 at which time the bids will be opened and read.

BOARD OF COOPERATIVE EDUCATIONAL SERVICES SOLE SUPERVISORY DISTRICT OF ORANGE

AND ULSTER COUNTIES.

By: Laurie Catal, Purchasing Coordinator

BID DISTRIBUTION

Bid documents are distributed through Empire State Purchasing Group official website at www.empirestatebidsystem.com. Vendors are encouraged to visit this site to register in order to ensure that they receive future bids and addenda. If you have not registered on this site, you may not receive addenda that could be vital to your bid submission.

The only sources of “official” distribution of bid documents are through the Business Office of Orange Ulster BOCES or Bid Net’s national website. If you’ve obtained this bid from a source other than those listed, you are encouraged to contact BOCES to receive an “official” copy. You are not guaranteed to receive important addenda or information regarding this bid if not registered with BOCES or have obtained copies of this RFB officially.

Failure to respond to a bid on “official” proposal copies may result in disqualification.

ACCEPTABLE METHODS OF BID SUBMISSIONS

Bid Documents can be accessed and submitted electronically through www.empirestatebidsystem.com.

Bids in response to this RFB may also be submitted through a common carrier. DROP OFFS OR WALK INS ARE PERMITTED, Monday-Friday, 8am to 2pm only. Envelopes must come in sealed and marked with the appropriate Bid name and number.

An approved mail carrier exclusively includes either (1) the United States Postal Service (the “USPS”); (2) FedEx, or (3) UPS.

Failure to comply with the forgoing procedures may result in a delay in the BOCES receiving the bid submission. All bid submissions must be received by 2pm on July 10th, 2025. Any bid received after 2pm, July 10th, 2025, for any reason, will be deemed untimely and will not be opened or considered in the contract award process.

53 Gibson Road Goshen, New York 10924

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List"). Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date at which time it will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the School District receive information that a Bidder/Contractor is in violation of the above-referenced certification, the School District will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the School District shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default. The School District reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, ___________________________________________, being duly sworn, deposes and says that he/she is the

___________________________ of the __________________________________ Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

SWORN to before me this _______________ day of _______________ 20___

___________________________________(Notary)

53 Gibson Road Goshen, New York 10924

OR (Please only fill this page if previous page is not filled)

DECLARATION OF BIDDER’S INABILITY TO PROVIDE CERTIFICATION OF COMPLIANCE WITH THE IRAN

DIVESTMENT ACT

Bidders shall complete this form if they cannot certify that the bidder/contractor or any proposed subcontractor is not identified on the Prohibited Entities List. The District reserves the right to undertake any investigation into the information provided herein or to request additional information from the bidder.

Name of the Bidder: __________________________________________________________

Address of Bidder ____________________________________________________________

Has bidder been involved in investment activities in Iran? ____________________

Describe the type of activities including but not limited to the amounts and the nature of the investments (e.g.

banking, energy, real estate):

If so, when did the first investment activity occur? _________________________

Have the investment activities ended? ________________________________________

If so, what was the date of the last investment activity? ____________________

If not, have the investment activities increased or expanded since April 12, 2012?

Has the bidder adopted, publicized, or implemented a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran?

If so, provide the date of the adoption of the plan by the bidder and proof of the adopted resolution, if any and a copy of the formal plan. ________________

In detail, state the reasons why the bidder cannot provide the Certification of Compliance with the Iran Divestment Act below (additional pages may be attached):

53 Gibson Road Goshen, New York 10924

REQUEST FOR SAFETY DATA SHEETS

In accordance with amendments to the New York State Labor Law and the OSHA Hazard Communication Standard, we hereby request that you provide us with the following information on any and all substances that you will supply to us as a result of this bid. Further, if in the future you should supply us with any substances, either as a part of this bid or as an individual order, we also request that you provide us with the same following information at the same time you provide such substances.

The information we request that you provide us with dated Material Safety Data Sheets, which include at a minimum the following:

1. The name of any hazardous ingredients, including the generic or chemical name.

2. The CASE Registry Number of the chemical ingredients and physical and chemical characteristics of the mixture in total.

3. The level at which exposure to the substance is determined to be hazardous, by OSHA, ACGIH, NFPA, NIOSH, IARC, NTP.

4. The acute and chronic health effects of exposure and primary routes of entry into the body.

5. The potential for flammability, explosion, reactivity, and other hazards of such substances.

6. Appropriate emergency/first aid procedures.

7. Proper precautions for safe handling and recommended engineering control.

8. Procedures for clean-up of leaks and spills.

With respect to any substance for which you do provide us the foregoing information, we request that you also provide us with all updated information as it becomes available. We will hold you liable for any failure on your part to comply with this request.

We look forward to your anticipated cooperation and we thank you for helping us keep our employees informed about the toxic substances they come into contact with at work.

53 Gibson Road Goshen, New York 10924

I. GENERAL INFORMATION

All invitations to bid issued by the Board of Cooperative Educational Services will bind bidders and successful bidders to the conditions and requirements set forth in these general conditions and such conditions shall form an integral part of each purchase contract awarded by the Board of Cooperative Educational Services.

1. Sealed proposals for the furnishing and delivery, and installing, where called for, of the services, materials, equipment and/or supplies, as required by the Board of Cooperative Educational Services, and as set forth in the following specifications prepared under the direction of said Board of Cooperative Educational Services, will be opened in the Office of the Business Administrator of the Board of Cooperative Educational Services, on the day and hour stated on “Notice to Bidders” page.

2. The person, firm or corporation making such proposal shall submit it in a sealed envelope to the

Coordinator of Purchasing , or his duly designated representative at the place herein mentioned on or before the hour and day stated on “Notice to bidders” page, and the envelope shall be endorsed on the face thereof, with the name of the person, firm or corporation making such proposal, the date of the bid opening, the bid identification number and the title of the services, materials, equipment and/or supplies for which such proposal is made.

3. It is the bidder’s responsibility to ensure that their bid is received by the Purchasing Department in a timely manner. All bids received after the time stated in the “Notice to Bidders” may not be considered and will be returned unopened to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the Board of Cooperative Educational Services. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified. The bid proposal shall be delivered in a sealed envelope, clearly marked with the name of the bidder and the Bid # and Title on the outside of the envelope.

4. Bids must not be attached to or enclosed in packages containing bid samples. Telephoned quotations or amendments will not be accepted at any time.

5. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, materials, or equipment required and a representation that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete compliance with the specifications.

6. No alteration, erasure or addition is to be made in the typewritten or printed matter. Deviations from the specifications must be set forth in a “substitute bid list” submitted by the bidder.

7. Prices and information required, except signature of bidder, should be type-written for legibility. Illegible or vague bids may be rejected. All signatures must be written in BLUE INK. Facsimile, printed or typewritten signatures are not acceptable.

53 Gibson Road Goshen, New York 10924

8. The bidder shall insert the price per stated unit and the extension against each item in the schedules hereto annexed, which he proposes to furnish, deliver and install, where called for. In the event of a discrepancy between the unit price and the extension, the unit price will govern.

9. The price bid for each item must be net and must include all delivery charges fully prepaid by the successful bidder to the destination indicated in the proposal, installation, preparation, clean up or other charges. Title shall not pass until items have been delivered and accepted.

10. All specifications are minimum standards and accepted bid samples do not supersede specifications for quality unless bid sample is superior, in which case deliveries must be the same identity and quality as accepted bid sample.

11. No interpretation of the meaning of the specifications or other contract document will be made to any bidder orally. Every request for such interpretation should be in writing using Page 19 in accordance with the instructions contained on that page. Notice of any and all such interpretations and any supplemental instructions will be sent to all bidders of record by the Board of Cooperative Educational Services in the form of addenda to the specifications. All addenda so issued shall become a part of the contract documents.

12. No charge will be allowed for federal, state, or municipal sales and excise taxes, in that the Board of

Cooperative Educational Services is exempt there from. The price bid shall be net and shall not include the amount of any such tax. Exemption Certificate, if required, will be furnished on forms provided by the bidder.

13. No charge will be allowed for cases, boxes, carboys, bottles, etc. nor for freight expenses, expressage, or cartage. No empty packages cases, boxes, carboys, bottles, etc., will be returned to the bidder or contractor and none will be paid for by the Board of Cooperative Educational Services. Such empty cases, boxes, etc., must be removed by the bidder or contractor at his own expense.

NO ADDITIONAL SHIPPING CHARGES AND/OR SURCHARGE (INCLUDING BUT NOT LIMITED TO, FUEL

SURCHARGE) will be paid by the BOCES or any of its Component School Districts. All shipping charges must be included in the bid prices, additional shipping charges will result in rejection of bid.

14. Bidders are requested to notify immediately the BOCES Business Office of any discrepancies found in these specifications. Phone Goshen, New York (845) 291-0180.

15. Each bidder must state that their proposal, bid, and/or quotation is made without any connection with any other person of firm making any proposal, bid and/or quotation for the materials and/or installation listed. Each bidder must also state that no officer or member of the Board of Cooperative Educational Services is directly or indirectly interested therein or in the supplies to which it relates, or to any portion of the profits thereof.

16. The Board of Cooperative Educational Services reserves the right to accept this bid by item or as a whole or, in its discretion, reject any and all bids and re-advertise in the manner provided by Section 103 of the General Municipal Law. Also reserved is the right to reject, for cause any bid in whole or in part; to waive

53 Gibson Road Goshen, New York 10924 technical defects, qualifications, irregularities, and omissions if, in its judgment, the best interests of the Board of Cooperative Educational Services will be served. Also reserved is the right to reject bids and to purchase items on New York State, County or cooperative Contracts, if such items can be obtained on the same terms, conditions, specifications, and at a lower price.

17. All bidders must agree that, pursuant to Section 103A and 103B of the General Municipal Law, this bid and any subsequent bid award will be terminated and canceled on failure of the contractor or its principals to sign a waiver of immunity or answer any relevant questions, before a Grand Jury, concerning any bid award, contract, or purchase order, as the case may be and which may be a result of this bid.

18. These instructions and general requirements are to be considered an integral part of all proposals.

19. Forty-Five (45) days after the date of the bid opening, in the event that no awards have been made, all bids shall become null and void.

20. Awards will be made to the lowest responsible bidder, as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, equipment or supplies to be furnished, their conformity with the specifications, purpose for which required and the terms of delivery.

21. Each bid will be received with the understanding that the acceptance thereof in writing by the Board of

Cooperative Educational Services, to furnish any of all items described therein shall constitute a contract between the successful bidder and the Board of Cooperative Educational Services, approved by the Board of Cooperative Educational Services, to furnish any of all items described therein shall constitute a contract between the successful bidder and the Board of Cooperative Educational Services. The contract shall bind the successful bidder on his part to furnish and deliver at the prices and in accordance with the conditions of this bid. The contract shall bind the Board of Cooperative Educational Services on its part to order from such successful bidder (except in the case of emergency) and to pay for at the contract prices all items ordered and delivered.

22. In the case of a Force Majeure/State of Emergency situation that falls on a bid opening day, we will reschedule for the next business day at the same time as was stated in the bid. We will post all of the delay bid opening information on our website www.ouboces.org to publicly notify all bidders about this specific bid situation and stating the new bid opening time.

23. Verbal explanations or instructions given by a BOCES employee to a proposer in regard to this solicitation will not be binding. Formal requests for clarification of this Bid/RFP or questions regarding the terms of this Bid/RFP are to be directed in writing (see Page 24). Any information given to a proposer in response to a formal request will be furnished to all proposers as an amendment to this solicitation, if such information is deemed necessary for the preparation of proposals, or if the lack of such information would be detrimental to submission of uniform proposals. Only such amendments, when issued by the Orange-Ulster BOCES Purchasing Department, will be considered as being binding.

24. Purchases must also be compliant with any funding source requirements. See, for example, the requirements of Title 2: Grants and Agreements, of the Code of Federal Regulations (CFR), Part 200 – Uniform Administrative Requirements, cost Principles, and Audit requirements for Federal Awards (“Uniform Guidance”) §200.318.200.326 and any updates therein

53 Gibson Road Goshen, New York 10924

II. COMPLETION OF BID FORM

25. Where items or articles of equipment or supplies are designated as manufactured by a specific manufacturer, it is to be understood that the article as specified represents an accepted standard. Where certain brands of materials, apparatus, or equipment are specified, such goods have been selected in order to establish a standard for the particular service required; but it is not the intention to limit competition thereby.

26. All bids must be submitted on and in accordance with the forms provided by the Board of Cooperative

Educational Services.

A. If the bidder proposes to furnish the article which is specified, he is to fill in the amount on the line indicated.

B. If the bidder desires to bid on an “or equal” for the article specified, which is claimed to be equivalent to the standard specified, the bidder must enter the price on the “or equal” line and indicate the Item Number, Brand Name, The Quantity, and give a complete description of the item, the unit price and the extension price.

C. If the bidder proposes to furnish a substitute item the bidder must furnish a complete description of the item, which shall include, but not be limited to: make, model, size, color, dimensions, gage, etc. In addition, the bidder must indicate how the substitute item differs from the specified item.

SUBSTITUTE ITEMS MUST BE CLEARLY MARKED IN SUBSTITUTE COLUMN.

D. Where “or equal” is quoted on the vendor for items stated in the specifications as “or equal” it shall mean the approval by the board of Cooperative Educational Services. In cases where the bid is based upon an “or equal” item, the bidder may be asked to submit a sample; and a complete catalog description of the item should accompany the bid. Samples will be returned, if so desired, as soon as award is made.

E. Where substitute bids are submitted by the vendor the decision to accept the substitute shall be the sole decision of the Board of Cooperative Educational Services. The bidder may be asked to submit a sample; and a complete catalog description of the item should accompany the bid.

Samples will be returned, if so desired, as soon as award is made.

F. All items not clearly labeled as “or equal” or a substitute will be deemed to be as specified and must be exactly as specified in the description.

27. Unless the schedule contains a complete specification, items listed in the schedule must be equal to the sample on exhibition at the office of the Business Administrator or the same as the sample provided by the vendor. Items delivered by successful bidder must be equal in all respects to the sample or to those referred to by catalog number on the bid specifications.

53 Gibson Road Goshen, New York 10924

28. All prices quoted must be “per unit” as specified (e.g. do not quote “per case” when “per dozen” is requested; otherwise the bid may be rejected).

29. The vendor must complete ALL information required on the bid form. Failure to fully complete all parts of any line item may cause the bid to be rejected (e.g. if the bid calls for a “per quart” item and also requires that “per ounce” cost be indicated you should show BOTH costs).

III. SUBSTITUTE OR “OR EQUAL” ITEMS

30. It is the bidder’s responsibility to demonstrate that the items they are bidding are equal to the bid specifications. Therefore, when a bidder is proposing an “or equal” item or a substitute item the bidder must provide sufficient documentation and/or samples to allow the Board of Cooperative Educational Services to make a determination.

A. The documentation or samples must be clearly labeled as to the line-item number and bid.

B. Documentation must include size, weight, chemical composition or other such information so that it may be compared to our bid specification.

C. Failure to provide sufficient documentation may result in the substitute or “or equal” item not being considered.

IV. QUANTITIES

31. All quantities listed are approximate and may be increased or decreased by the Board of Cooperative

Educational Services at the time of purchase. The quantity indicated represents only our estimate and is not intended to be an exact quantity. The Board of Cooperative Educational Services reserves the right to increase or decrease their portion of the total estimated quantities, as is in the best interest of the Board of Cooperative Educational Services.

V. SAMPLES

32. When samples are required, they must be clearly labeled with bid number, and line-item number.

Samples must be provided at the bidder’s expense.

33. If a sample is for more than one line item the samples must clearly identify each line item. If the sample is not exactly as will be provided any difference must be clearly identified.

34. Samples must be provided for all “or equal” or substitute items.

35. Samples will be returned to all bidders upon request at the bidder’s expense. Samples may be used as part of the evaluation process and may not be returned in original or usable condition.

36. It is the bidder’s responsibility to provide all samples by the specified time and date to the proper location otherwise the bid may not be considered.

53 Gibson Road Goshen, New York 10924

37. Samples, when required, must be submitted strictly in accordance with instructions; otherwise, the bid may not be considered. Samples must be furnished free of charge and must be accompanied by descriptive memorandum invoices indicating if the bidder desires their return and specifying the address to which they are to be returned, provided they have not been used or made useless by tests. Award samples may be held for comparison with deliveries. The Board of Cooperative Educational Services will not be responsible for any samples destroyed or mutilated by examination or testing. Samples shall be removed by the bidder at his expense. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned and the Board of Cooperative Educational Services shall have the right to dispose of them as its own property.

VI. INSURANCE

38. In contract and/or purchase order, involving delivery and installation or any material and equipment, the successful bidder shall take out and maintain, until the accepted completion of the work. Workman’s Compensation Insurance for all of its employees employed on the site of the project, and in case any work is sublet, the successful bidder shall require the sub-contractor similarly to provide Workman’s Compensation Insurance for all of the latter’s employees so as to keep the Board of Cooperative Educational Services free from blame in any one and/or series of occurrences involving sickness and/or personal injury.

39. Please note new insurance requirements** (Insurance does not apply to this bid)

a. Commercial General Liability Insurance

$1,000,000 per Occurrence/$2,000,000 Aggregate $2,000,000 Products and Completed Operations $1,000,000 Personal and Advertising Injury $ I 00,000 Fire Damage $10,000 Medical Expense The general aggregate shall apply on a per-project basis

b. Automobile Liability

$1,000,000 combined single limit for owned, hired, borrowed and non-owned motor vehicles.

c. Workers' Compensation and NYS Disability Insurance

Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB- 120.1) for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers' Compensation Board. ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200 Form with the state.

The form can be completed and submitted directly to the WC Board online.

d. Umbrella/Excess Insurance $3,000,000 each Occurrence and Aggregate coverage.

$10,000,000 each Occurrence and Aggregate for high-risk construction, work at elevation (> 1

53 Gibson Road Goshen, New York 10924 story or 10 feet) and/or for project values greater than $1,000,000.

Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the General Liability and Auto Liability coverages.

Orange-Ulster BOCES requires that insurance shall be procured with the specified coverage amounts required and an insurance declaration page and/or copy of the policy prior to a purchase order or payment. The declaration page or policy provided must name “Orange-Ulster BOCES” as a named additional insured. In addition, if the service being provided is considered a “Professional Service”, a “Certificate of Professional Liability” must be provided naming Orange-Ulster BOCES as a named insured.

Network Security and Privacy Error Liability: A policy including but not limited to coverage for privacy and network security liability: 1st and 3rd party liability, wrongful disclosure of data, disclosure of HIPAA protected health information $1,000,000 each occurrence or claim and $3,000,000 in the annual aggregate.

In contracts and/or purchase orders involving the providing of services, the installation of any materials and/or equipment, the successful bidder shall take out and maintain, until the accepted completion of the work, Public Liability and Property Damage Insurance as shall protect him, any sub-contractor performing work covered by these specifications and the board of Cooperative Educational Services, from claims for damages for personal injury, including accidental death, as well as from claims for property damage which may arise from any operation in connection with these specifications, whether such operation be by himself, any sub-contractor or by anyone directly or indirectly employed by them

Orange-Ulster BOCES requires that insurance shall be procured with the specified coverage amounts required and an insurance declaration page and/or copy of the policy provided prior to a purchase order or payment. The declaration page or policy provided must name “Orange-Ulster BOCES” as a named additional insured. In addition, if the service being provided is considered a “Professional Service”, a “Certificate of Professional Liability” must be provided naming Orange-Ulster BOCES as a named insured.

53 Gibson Road Goshen, New York 10924

VII. INSPECTION OF SITE

40. At the time of the opening of the bids, each bidder will be presumed to have inspected the site and to have examined and to be thoroughly familiar with the drawings, general requirements and specifications (including all addenda thereto). The failure and/or omission of any bidder to receive or examine any drawings, forms, instructions, or documents shall in no way relieve such bidder from any obligation in respect to his bid.

VIII. ADDENDUM

41. Any addenda sent to the contractors shall be as binding and take precedence over the original part of the specifications to which they refer. Interpretations and clarifications of all parts of the specifications may be had at the Office of the Business Administrator on or before the date of the opening of the bids. After the opening of the bids, all interpretations and meanings of the specifications will be made by the Board of Cooperative Educational Services.

IX. INSTALLATION

42. The contractor shall furnish, deliver, and install completely, unless otherwise noted, material and equipment described in the specifications, with all appurtenances, parts or accessories not specifically mentioned in the articles described but necessary to render the equipment complete and ready for operation. All these parts and/or accessories shall be included in the bid price.

43. All of the furnishings and/or equipment furnished and installed under this contract shall be guaranteed by the contractor, in writing, for one (1) year after completion against any and all defects which are the result of improper design, materials, construction or installation, if called for. Immediately upon notice by the owner (at any time during the guarantee period), the contractor shall fully make good such defects by replacing same with new work, without cost to the owner.

Prior to installation it is the responsibility of the vendor to be familiar with the site.

The vendor must bid a fixed price for installation.

The time and date of installation must be approved by the School District prior to starting any installation.

X. TERM OF CONTRACT

44. This contract will be valid for One (1) year beginning July 10th, 2025 through July 9th, 2026. Orange-Ulster

BOCES reserves the right to extend the contract or up to four (4) additional, (1) one-year periods, at the sole option of the purchasing agent’s recommendation, the Board of Education’s approval, and under all terms and conditions of the original RFB with mutual consent of the awarded vendor(s).

The term of the contract to the selected bidder will be for a one-year period (12) months. After the initial contract period, the contract may be extended by BOCES and the contractor; however, any increase may not exceed the current price plus the Consumer Price Index (CPI) no more than 30 days prior to the

53 Gibson Road Goshen, New York 10924 contract renewal date, as published by the New York State Education Department, unless regulations relative to contract renewals are modified during the term of the contract.

XI. NOTICE OF AWARD

45. The placing in the mail of a notice of award or purchase order to a successful bidder to the address given in his bid will be considered sufficient notice of acceptance of contract.

46. Each vendor shall receive a notice of items recommended to be awarded to their firm. However, quantities are only estimated. The Board of Cooperative Educational Services is responsible for placing its own order. The successful vendor shall only ship items upon the receipt of a properly executed purchase order from the Board of Cooperative Educational Services.

XII. FAILURE TO PERFORM OR DELIVER

47. If the successful bidder fails to deliver within the time specified in the bid specifications or on the purchase order or within reasonable time as interpreted by the Board of Cooperative Educational Services (normally 30 days from receipt of purchase order) or fails to make replacement of rejected articles when so requested immediately or as directed by the Board of Cooperative Educational Services, the Board of Cooperative Educational Services may purchase from other sources to take the place of the item rejected or not delivered. The Board of Cooperative Educational Services reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases the successful bidder agrees to reimburse the Board of Cooperative Educational Services promptly for excess costs occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity.

48. If the successful bidder fails to deliver as ordered, the board of Cooperative Educational Services reserves the right to cancel the contract and purchase the balance from other sources at the successful bidder’s expense.

XII. CANCELLATION AND TERMINATION

49. A contract may be canceled at the successful bidder’s expense upon non-performance of contract.

50. Cancellation of contract for any reason may result in the Board of Cooperative Educational Services classifying your firm as non-responsible following an appropriate responsibility hearing.

51. The right is reserved by the Board of Cooperative Educational Services to cancel any purchase order or part thereof if said order is not filled within the contract time or stated in the bid document, or on the purchase order issued by the Board of Cooperative Educational Services.

52. Forty-Five (45) working days after the date of the opening, in the event that no awards have been made, all bids shall become null and void.

53 Gibson Road Goshen, New York 10924

XIV. ASSIGNMENT OR TRANSFER OF BID AWARD

53. It is mutually understood and agreed that the successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute such contract, to any person, company or corporation without the previous written consent of the Board of Cooperative Educational Services.

XV. PERIOD OF THE BID

54. Bid prices must be honored by the vendor for the period indicated in these specifications. The bid award may be extended beyond the bid period by mutual consent of the successful bidder and the Board of Cooperative Educational Services. The length of the extension will be determined by mutual consent of the participating parties for up to one year.

XVI. DELIVERY – FOB DESTINATION, FREIGHT PAID

55. Delivery will be required to be made to the Board of Cooperative Educational Services as follows unless otherwise noted. All equipment and material shall be delivered and placed where directed inside the building, unless the schedules or purchase order issued to the successful bidder thereon indicated otherwise. The contractor will be required to furnish proof of delivery in every instance. No help for unloading will be provided. Suppliers should notify their truckers accordingly. Deliveries shall be made between the hours of 9:00 a.m. to 3:00 p.m., Monday through Friday unless otherwise noted by the Board of Cooperative Educational Services. Notice of delivery shall be made twenty-four (24) hours in advance.

All materials and supplies must be securely packed in uniform containers, adequately marked as to contents and delivered without damage or breakage in such units specified in schedules.

56. Each purchase order shall constitute an order. Under NO circumstances will the vendor or contractor be paid without a purchase order. Items contained therein should be shipped by the vendor within ten (10) business days of the receipt of each purchase order. Items not delivered on a timely basis shall be dealt with in accordance with the provisions outlined in the failure to perform section.

57. The Board of Cooperative Educational Services reserves the right to order additional quantities of equipment including installation for other locations.

58. The Board of Cooperative Educational Services will not schedule any deliveries for Saturdays, Sundays, or legal holidays.

59. Items shall be securely and properly packed for shipment, storage and stocking in new shipping containers and according to accepted commercial practice, without extra charge for packing cases, baling or sacks.

60. The successful bidder shall be responsible for delivery of items in good condition at point of destination.

He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The Board of Cooperative Educational Services will note for the benefit of successful bidder when packages are not received in good condition.

53 Gibson Road Goshen, New York 10924

61. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain the following information for each item delivered:

Purchase Order Number

Names of Articles Item Number Quantity Name of Successful bidder

62. Cartons shall be labeled with purchase order number, successful bidder’s name and general statement of contents. Failure to comply with this condition shall be considered reason for refusal to accept the goods.

63. Successful bidders will be notified by receipt of a purchase order. The purchase order number MUST appear on the outside of all packages, on invoices, packing slips, claims, and correspondence.

64. The right is reserved by the board of Cooperative Educational Services to cancel any purchase order or part thereof, if said order is not filled within the time stated in the bid document or on the purchase order or within a reasonable time if not stated in the bid document or on the purchase order.

XVII. PAYMENT

65. Payment will be made only upon successful completion of the purchase order issued by the Board of

Cooperative Educational Services.

66. Payment will be made only after the proper presentation of invoices or claim forms as required by the

Board of Cooperative Educational Services.

67. Payment for the used portion of an inferior delivery will be made by the Board of Cooperative Educational

Services on an adjusted price basis.

68. Payments of any claim shall not preclude the Board of Cooperative Educational Services from making claim for adjustments on any item found not to have been in accordance with general conditions and specifications.

69. No payment shall be made until all equipment is installed and operating to the satisfaction of the School

District.

XVIII. MODIFICATION AND WITHDRAWAL OF BIDS

70. If, prior to awarding of the contract or within three days after opening, whichever period is shorter, any bidder files a duly signed written notice with Orange-Ulster BOCES and promptly thereafter demonstrates to the reasonable satisfaction of the BOCES that there was a material and substantial mistake in the preparation of its bid, that bidder may withdraw its bid and, if applicable, the bid security will be returned.

53 Gibson Road Goshen, New York 10924

XIX. OWNERSHIP

71. Ownership of equipment shall not transfer until all equipment is completely installed and operating to the satisfaction of the School District.

XX. UNIFORM GUIDANCE

The contractor is responsible for the settlement of all contractual and administrative issues arising out of this request for proposal (bid).

Contractors who drafted or developed the specifications and requirements of the bid (or proposal) are excluded from submitting a bid (or proposal).

Each contractor submitting a proposal or bid shall comply with Title VI, Title VII, Title IX, the American with Disabilities Act, and regulations of the United States Department of Education issued thereunder. In addition, each contractor submitting a proposal or bid shall comply with contract provisions for non-Federal entity contracts under Federal awards, where applicable. Furthermore, each contractor shall comply with New York State and Local laws and regulations, including but not limited to the New York State Department of Education Laws and Regulations. Each contractor shall comply with relevant policies of the BOCES and any school districts acquiring goods or services under the contract with BOCES, including the Dignity for All Students Act, anti-harassment and anti-discrimination policies, and Education law 2-d, and agrees to assist with any investigation into a breach of BOCES or applicable school district policies.

53 Gibson Road Goshen, New York 10924

XXI. SAVINGS CLAUSE

72. The successful bidder shall not be held responsible for any losses resulting if the fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, acts of God or for any other acts not within the control of the successful bidder and which by the exercise of reasonable diligence he is unable to prevent.

SIGNATURE OF AUTHORIZED OFFICER

TYPED NAME AND TITLE

FIRM

ADDRESS

STATE, CITY, ZIP CODE

FEDERAL IDENTIFICATIOIN NUMBER (FEIN)

TELEPHONE NUMBER

EMAIL ADDRESS

DATE

53 Gibson Road Goshen, New York 10924

BID CERTIFICATIONS

FIRM NAME:______________________________________________________________________

BUSINESS ADDRESS:______________________________________________________________

PHONE NUMBER:____________________________DATE OF BID:_________________________

I. General Bid Certification

The bidder certifies that he will furnish, at the prices herein quoted, the materials, equipment and/or services as proposed on this bid.

II. Iran Divestment Act

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 is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law.

III. Non-Collusive Bidding Certification

By submission of this bid proposal, the bidder certifies that he is complying with Section 103-d of the General Municipal Law as follows:

1. State of non-collusion in bids and proposals to political subdivision of the State. Every bid or proposal hereafter made to a political subdivision of the State or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation, or local law, 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 penalties of perjury: non-collusive bidding certification.

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 knowledge and belief:

1. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose 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 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 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.”

53 Gibson Road Goshen, New York 10924

b. A bid shall not be considered for award nor shall any award be made where (a) (1) (2) and (3) above have not been complied with provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where (a) (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency of official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder (a) has published price lists, rates or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning sub-paragraph one (a).

2. Any bid hereafter made to any political subdivision of 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 competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of the section, shall be deemed to have been authorized by the Board of Directors or the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion…