RFB Package Non-FoodPaperProd O2025-A2026.pdf

Columbia County Central Services Non-Food/Paper Products

Bid #25-014

Columbia County Central Services

401 State St.

Hudson, NY 12534

Prepared By: Columbia County Central Services

401 State Street, Hudson, NY 12534

Phone: 518-828-2031

Marissa.hogencamp@columbiacountyny.com

Date: July 2, 2025 mailto:Marissa.hogencamp@columbiacountyny.com

LEGAL NOTICE

COUNTY OF COLUMBIA

NOTICE TO VENDORS

PLEASE TAKE NOTICE that sealed bids will be received for

Non-Food/Paper Products at the office of Columbia County Central Services, 401 State St., Hudson, New York 12534 until

2:00 P.M., Tuesday, August 5, 2025. Bids shall be contained in a sealed envelope, clearly marked

“Non-Food/Paper Products Bid”. Bids will be publicly opened and read at the Columbia County

Office Building, Committee Room, 401 State Street, Hudson, New York, at 2:15 P.M., Tuesday, August 5, 2025.

Bid packages can be obtained by any bidder at the Columbia County Department of Central Services, 401 State Street, Hudson, New York, and shall be prepared in accordance with the forms contained in the bid package.

No bid may be withdrawn for a period of forty-five (45) days from the date of the bid opening. The

County of Columbia reserves the right to reject any and all bids.

Bid#: 25-014

Dated: July 2, 2025

GENERAL

1. The date, time and place of bid opening will be given in the Notice to Vendors.

2. All bids must be submitted in accordance with instructions provided in the bid package. All bids received that are not in accordance with these instructions will NOT be considered.

3. All bids received after the time stated in the Notice to Vendors will NOT be considered. The

Bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of

Columbia County.

4. All information required by the Notice to Vendors, Instructions to Bidders, Specifications, etc., must be given to constitute a bid. Incomplete bids will be rejected.

5. Vendors are limited to 1 (one) bid. Prices and information required must be legible. Illegible or vague bids may be rejected. All signatures must be written. Facsimile, printed or typewritten signatures are not acceptable.

6. Purchases by the County of Columbia for its use are not subject to any sales, use or federal excise taxes, and exemption certificates will be executed upon request.

7. Purchases by the County of Columbia shall not be subject to any late or interest charges.

8. Price shall be net and shall include delivery (no fuel surcharges) of the material or item to the location(s) specified regardless of order size (no minimum order requirement). All transportation and delivery charges will be prepaid by the successful bidder to the point of delivery.

9. The County of Columbia guarantees no minimum or maximum purchases.

10. The County of Columbia reserves the right to waive any formalities or reject any and all bids, or to accept any bid which it deems in the best interest of the County of Columbia.

11. Award of the contract shall be made according to law as soon as practicable after the public opening of bids. No bidder may withdraw a bid for a period of forty-five (45) days from the date of the bid opening.

12. All addenda issued subsequent to the original issuance of the bid shall become a part of the total bid document.

13. The Bidder’s Certification of Compliance with Iran Divestment Act, pursuant to Section 103-g of the General Municipal Law, must accompany each bid.

14. The Non-Collusive Bidding Certificate as required by Chapter 956 of the Laws of New York

State, pursuant to Section 103-d of the General Municipal Law, must accompany each bid.

PROJECT SCOPE AND SPECIFICATIONS

A contract term from October 1, 2025 thru March 31, 2026 for the delivery of various Non-

Food/Paper Products to participating departments, facilities and/or agencies of the County made on an order-to-order basis.

The awarded vendor(s) will deliver the products as specified in the attached Specifications

Worksheet to areas inside each County building/department as is designated by the respective

County department/agency.

During the life of the contract, all awarded products will be delivered and invoiced at the contract price. The contract price shall be net and include delivery regardless of order size with no minimum order requirements. Orders are placed on a need-by basis by our individual departments and order sizes may vary greatly. Order sizes may, on occasion, be as small as one case or as large as 20 cases. Responding vendors are expected to be able to provide for any and all quantities that may be ordered. All transportation and delivery charges will be prepaid by the successful bidder to the point of delivery.

Vendors shall supply with their bid all MSDS forms as well as their required lead times.

Invoices shall be typed or computer generated and submitted by the vendor on an order to order basis. Invoices must itemize the quantities, product being invoiced, unit and total cost by the department/agency receiving services. The vendor shall be paid only when the County has given their satisfactory approval that services have been delivered in accordance with this Bid.

All products shall be distributed in accordance with all applicable state and federal regulations as well as those outlined within this Request for Bid.

QUESTIONS

Questions regarding this RFB must be provided in writing only to Marissa Hogencamp by emailing marissa.hogencamp@columbiacountyny.com no later than 4:00 pm on Friday, July

18, 2025. All questions must make specific reference to the section(s) from this RFB where applicable. Only answers issued in writing will be binding. Oral interpretations or clarifications will be without legal effect.

The County reserves the right to amend the RFB based on questions and issues raised at any time prior to the RFB submission deadline.

SUBMISSION OF BIDS

An original and one (1) USB Flash drive in PDF format of each Bid Response is to be submitted at the date, time, and location specified in the Notice to Vendors. Electronic Bids will not be accepted. All bids received after the time stated in the Notice to Vendors will NOT be considered. The Bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of Columbia County. All required forms MUST be submitted in the original bid package.

mailto:marissa.hogencamp@columbiacountyny.com

INFORMATION FURNISHED WITH THE BID

Bidder must submit with their bid, detailed specifications, illustrated circulars and all other necessary data on the materials or items they propose to furnish. Any attachments other than those specified within or provided by Columbia County must be typed on 8 ½ x 11 paper and signed by the responding vendor.

MSDS forms are required to be submitted with this bid

Bidders must indicate their required lead times

COUNTY INQUIRIES

The County may make such inquiries it deems necessary to determine the ability of each

Contractor to provide the products and perform the services required and outlined within this

Request for Bid. Contractors shall promptly furnish all information and data for this purpose as may be subsequently requested by the County.

DELIVERY

All merchandise shall be delivered in good condition, in compliance with the specifications.

All damaged merchandise or merchandise which does not comply with the bid specifications will not be accepted by Columbia County Agencies. The successful bidder must replace such damaged or non-compliance items at his expense, and prior to receiving payment.

Orders are placed on a need-by basis by our individual departments and order sizes may vary greatly. Order sizes may, on occasion, be as small as one case or as large as 20 cases.

Responding vendors are expected to be able to provide for any and all quantities that may be ordered.

Please Note: Deliveries are required to be made to all participating County Departments and their affiliated sites. The Office for the Aging Nutrition Site, 93 Main Street, Philmont, NY can only accept deliveries between the hours of 7am-1pm Monday-Friday. All other County

Buildings can receive deliveries between the hours of 9am-3pm Monday-Friday. For a full directory of our departments and their locations please visit:

https://www.columbiacountyny.com/department-contact-information.html

INVOICING

Invoices shall be typed or computer generated and submitted by the vendor on an order to order basis. Vendors shall distribute paper invoices to the Bill-To address indicated on the Purchase Orders or as is otherwise specified by the ordering individual. The County of Columbia will only fill out and/or produce one credit application or other required documentation to the awarded vendors. The responsibility to create the appropriate accounts and deliver products and paper invoices to the varying locations will fall on the awarded vendor. Invoices must itemize the quantities, product being invoiced, unit and total cost by the department/agency receiving services. The vendor shall be paid only when the

County has given their satisfactory approval that goods and/or services have been delivered in accordance with this Bid.

AWARD

Award of the bid shall be made by the Columbia County Board of Supervisors. In cases where two or more responsible bidders submit identical bids as to price, the Contract may be awarded to either of such bidders. The award shall be made on the most advantageous bid, on a quality versus price basis, taking into consideration the responsibility of the bidder and materials of items deemed to be best adapted to the uses of Columbia County. Failure on the part of the successful bidder to comply with all the terms of the Contract and Specifications as set forth herein may result in disqualification of the bidder from future bidding, and/or termination of the Contract.

Columbia County reserves the right to award the Non-Food/Paper Products Bid by line item.

The estimated date of Notice of Award is September 10, 2025.

BID PRICES & PRICE INCREASES

If the vendor considers a revision in pricing they will be required to notify the Central

Services department and provide backup documentation as to the reason(s) for such an increase before County approval for price increase is granted. The County reserves the right to decline such requests for price increases and/or re-award to the next low bidder.

EXCEPTIONS

Unless explicitly stated in the Bid response, the County shall assume that all responses are in full compliance with all specifications, without exception. All items in the Bid response that are not in full compliance or that vary from any of the specifications shall be clearly defined as exceptions. Specific reference to the relevant section(s) in the specifications and the precise nature of the variance or non-compliance shall be clearly stated in the Bid response.

The County reserves the right to accept any and/or all/none of the exceptions(s) substitution(s) deemed to be in the best interest of the County.

Non-compliance or variance with any items in the specifications shall not necessarily result in rejection of a bid.

CONTRACT

The Contract shall bind the successful bidder on his part to furnish and deliver at the prices and in accordance with the conditions of his bid.

A copy of Columbia County’s General Contract Form is available upon request

NOTICE: 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 other person, company, or corporation, without consent of Columbia County.

CONTRACT PERIOD

The contract period will be for six (6) months beginning on October 1, 2025 and expiring on

March 31, 2026.

If, during the Contract period, the Contractor is unable or unwilling to meet contractual requirements it shall immediately notify the Central Services Department in writing. Such notification shall not relieve the Contractor of its responsibilities under the Contract. The

County may, but is not required to, consider an equitable adjustment in the Contract terms, pricing, or price structure.

TERMINATION

(a) Without Cause. The County may terminate this Contract upon (10) days’ prior written notice to the Contractor of its intent to terminate without cause.

(b) With Cause. The County may terminate this Contract effective immediately, with subsequent written notice to be given to the Contractor of termination with cause.

NEW YORK LAW AND VENUE

The contract/agreement resulting from this Bid shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract/agreement shall be brought in the Supreme Court of New York, Columbia County.

In addition, all County contractors not incorporated in the State of New York shall produce a

Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the County.

INSURANCE REQUIREMENTS

The successful company must furnish the County with Certificates of Insurance prior to commencement of work. The required coverage shall not be less than the following:

• Workers Compensation Statutory Requirements

• New York State Disability Coverage Statutory Requirements

• Commercial General Liability insurance with minimum limits of $1,000,000.00 per occurrence, subject to a $2,000,000.00 annual aggregate. Coverage shall include bodily injury, property damage, personal injury, and blanket contractual liability.

• Automobile Liability insurance with minimum limits of $1,000,000.00 each accident.

Coverage shall provide for any vicarious liability of the County of Columbia and be applicable to all owned, non-owned, hired, borrowed, or temporarily used vehicles by the Contractor.

Insurance certificates shall name the County of Columbia as additional insured party.

FREEDOM OF INFORMATION LAW (FOIL)

New York State's Freedom of Information Law (generally referred to as “FOIL”) entitles the public to access state and local government records. Any member of the public can request a government agency's records. Additionally, the Freedom of Information Law defines a record to be any information kept, held, filed, produced or reproduced by, with, or for an agency or the state legislature, in any physical form whatsoever. Under the law, all records are accessible, except records or portions of records that fall within one of nine categories of deniable records as stated in §87(2) of the Public Officer’s Law.

FALSE CLAIMS AND WHISTLEBLOWER PROTECTIONS POLICY

COLUMBIA COUNTY (sometimes referred to as “Columbia County” or “the Columbia

County”) is committed to prompt, complete, and accurate billing of all services provided to service recipients. COLUMBIA COUNTY and its employees, interns and contractors shall not make or submit any false or misleading entries on any claim forms. No employee or contractor shall engage in any arrangement or participate in such arrangement at the direction of another person, including any supervisor or manager that results in the submission of a false or misleading entry on claims forms or documentation of services that result in the submission of a false claim.

This policy applies to all Board members, all employees including the Chairman of the Board, members of the Board of Supervisors, Department Heads, Managers, Supervisors and

Contractors.

PURCHASING FROM ALTERNATE SOURCES

The County reserves the right to purchase items included in this proposal from another County

Contract or NYS OGS Contract, NYS Industries for the Disabled, Department of Correctional

Services, Industries for the Blind of NYS, Inc., or the NYS Office of Mental Health or

National Cooperative when available or required by law. The County also reserves the right to obtain quotes from other vendors on large quantity orders, and/or items with a substantial cost, and purchase those items from other vendors, if it is in the best interest of the County. In the event of a declared emergency, the County reserves the right to obtain such products and/or services from any source, including but not limited to this contract, as the County in its sole discretion determines what will meet the needs of such emergency.

PARTICIPATION BY POLITICAL SUBDIVISIONS

The successful bidder shall upon order by a political subdivision, fire district or district in such political subdivision, located in whole or in part within Columbia County, provide the goods or services bid upon to such upon the same terms and conditions as such bidder supplies same to

Columbia County. The successful bidder shall be paid by each purchaser; and Columbia

County shall not be liable to the successful bidder for any such purchases made pursuant to this paragraph. The County of Columbia shall not be liable to any purchaser for non-performance of this Agreement in any manner and for any reason.

TITLE VI

Title VI of the Civil Rights Act of 1964 and related statutes and regulations, as amended, require that no person in the United State shall, on the grounds of race, color, sex, national origin, age, or disability be excluded from the participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which it receives

Federal financial assistance.

CONTRACTOR’S ASSURANCE OF EQUAL EMPLOYMENT OPPORTUNITY

The undersigned assures Columbia County that it will comply with all applicable laws and regulations prohibiting discrimination in employment on the grounds of race, religion, creed, color, national origin, sex, disability, marital status and other non-merit factors. The undersigned understands and agrees that the contract understanding or agreement to which this assurance relates can be terminated upon a finding by any governmental agency that the undersigned is in violation of applicable discrimination laws and that such finding will also disqualify the undersigned for future contracts with the County. The undersigned certifies to the County of Columbia that there is no pending or outstanding decision, ruling or order against it finding the undersigned in violation of the laws against discrimination.

STATEMENT OF NON-COLLUSION

By submission of this proposal, each Vendor and each person signing on behalf of any Vendor, certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his knowledge and belief:

1) The prices in this proposal have been arrived at independently without collusion, consultation, communications oral agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Vendor or with any competitor;

2) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Vendor and will not knowingly be disclosed by the

Vendor prior to opening, directly or indirectly, to any other Vendor or to any competitor; and

3) No attempt has been made or will be made by the Vendor to induce any other person, partnership or corporation to submit or not to submit a proposal 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 forgoing certification, the bidder shall so state and shall furnish below a signed statement which sets forth in detail the reasons therefore:

[AFFIX ADDENDUM TO THIS PAGE IF SPACE IS REQUIRED FOR STATEMENT]

FIRM BY

PRINTED NAME DATE

IRAN DIVESTMENT ACT COMPLIANCE RIDER FOR COLUMBIA COUNTY, NY

CONTRACTORS

The Iran Divestment Act of 2012, effective as of April 12, 2012, is codified at State Finance

Law (“SFL”) §165-a and General Municipal Law (“GML”) §103-g. The Iran Divestment Act, with certain exceptions, prohibits municipalities, including the County, from entering into contracts with persons engaged in investment activities in the energy sector of Iran. Pursuant to the terms set forth in

SFL §165-a and GML §103-g, a person engages in investment activities in the energy sector of Iran if:

(a) the person provides goods or services of twenty million dollars or more in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or liquefied natural gas, for the energy sector of Iran; or

(b) The person is a financial institution that extends twenty million dollars or more in credit to another person, for forty-five days or more, if that person will use the credit to provide goods or services in the energy sector in Iran and is identified on a list created pursuant to paragraph (b) of subdivision three of Section 165-a of the State

Finance Law and maintained by the Commissioner of the Office of General Services.

A bid or proposal shall not be considered for award nor shall any award be made where the bidder or proposer fails to submit a signed and verified bidder’s certification.

Each bidder or proposer must certify that it is not on the list of entities engaged in investment activities in Iran created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the State

Finance Law. In any case where the bidder or proposer cannot certify that they are not on such list, the bidder or proposer shall so state and shall furnish with the bid or proposal a signed statement which sets forth in detail the reasons why such statement cannot be made. The County of Columbia may award a bid to a bidder who cannot make the certification on a case by case basis if:

(1) The investment activities in Iran were made before the effective date of this section (i.e., April 12, 2012), the investment activities in Iran have not been expanded or renewed after the effective date of this section and the person 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 County makes a determination that the goods or services are necessary for the

County to perform its functions and that, absent such an exemption, the County 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.

BIDDER’S CERTIFICATION OF COMPLIANCE WITH IRAN DIVESTMENT ACT

Pursuant to General Municipal Law §103-g, which generally prohibits the County from entering into contracts with persons engaged in investment activities in the energy sector of Iran, the bidder/proposer submits the following certification:

[Please Check One]

BIDDER’S CERTIFICATION

By submission of this bid or 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/proposer is not on the list created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the

State Finance Law.

I am unable to certify that my name and the name of the bidder/proposer does not appear on the list created pursuant to paragraph (b) of subdivision 3 of Section

165-a of the State Finance Law. I have attached a signed statement setting forth in detail why I cannot so certify.

Dated: _______________________, 20___ ______________________________

SIGNATURE

PRINTED NAME

TITLE

Sworn to before me this

______ day of _________, 20___

Notary Public

The undersigned, being experienced and responsible for the performance of same, agrees to furnish and deliver to Columbia County at the location(s) specified herein, the following described item(s), material(s), or service(s) in accordance with the attached contract documents and Bid Specifications and described in Detail below (attach additional materials to Proposal, if necessary):

Proposal: Non-Food/Paper Products __________

Guaranteed Delivery Date: October 1, 2025 thru March 31, 2026

CONTACT PERSON PERSON, FIRM, OR CORP.

TELEPHONE EMAIL ADDRESS

ADDRESS

AUTHORIZED SIGNATURE

ADDENDA PAGE

The bidder acknowledges receipt of the following addenda to the Documents (provide number and date of each):

Addendum No._______________________, dated_______________________

Failure to acknowledge receipt of all amendments may cause the bid to be considered not responsive, which would require rejection of the bid.