RFB-UC25-068 LENOVO THINKPADS.pdf

COUNTY OF ULSTER – DEPARTMENT OF GENERAL SERVICES

100 DEVELOPMENT COURT, KINGSTON, NY 12401

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/purchasing

BID NAME: LENOVO THINKPADS BID NO. RFB-UC25-068 - 1 -

INVITATION TO BID AND NOTICE TO BIDDERS

DATE: September 18, 2025

NOTICE IS HEREBY GIVEN THAT SEALED BIDS ARE SOUGHT AND REQUESTED FOR

THE FOLLOWING:

BID NAME: LENOVO THINKPADS

BID NUMBER: RFB-UC25-068

PLACE OF OPENING: Ulster County Department of General Services

100 Development Court Kingston, NY 12401

DATE OF OPENING: October 9, 2025

TIME OF OPENING: 3:00 P.M.

CONTACT PERSON: Brenden Boughton; Principal Buyer Phone: 845-340-3999 Email: bbou@co.ulster.ny.us

BIDDERS MUST SUBMIT BID IN SEALED ENVELOPE.

PLEASE PRINT ON THE FACE OF OUTSIDE/ MAILING ENVELOPE:

1) NAME & ADDRESS OF BIDDER

2) BID NAME & NUMBER

It is the bidder's responsibility to read the attached Bid Specifications and GENERAL CONDITIONS, which outline bidding rules of the Ulster County Department of General Services. Upon submission of bid, it is understood that the bidder has read, fully understands and will comply with said GENERAL CONDITIONS and specification requirements.

IMPORTANT NOTICE: Bid distribution - Copies of Bid Documents obtained from any source other than directly from Ulster County are not considered official copies. Only those bidders who obtain bidding documents from Ulster County Department of General Services or the Ulster County website are guaranteed to receive addendum information if issued. If you have obtained this document from a source other than Ulster County Department of General Services or its website, it is recommended that you obtain an official copy.

By: Edward Jordan, Director of General Services

PLEASE RETAIN THE BID DOCUMENT FOR YOUR RECORDS

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GENERAL CONDITIONS

BIDS

1. Any reference to the words bid(der), quote(r), proposal, or proposer in this document should be considered interchangeable.

2. All proposals shall be made upon forms furnished by the Director of General Services for the County of Ulster and shall be contained in sealed envelopes addressed to Ulster County Director of General Services, 100 Development Court, Kingston, NY 12401.

3. Form of proposal as issued by the County Director of General Services shall be completely filled in black ink or typed. No bid will be accepted which contains any changes, additions, omissions, or erasures, unless otherwise stated.

4. Bidder must submit with bid detailed specifications, circulars, and all necessary data on items he proposes to furnish.

This information must show clearly that the item offered meets all detailed specifications herein. The Director of General Services reserves the right to reject any bid if its compliance with the specifications is not clearly evident. If item offered differs from the provisions contained in these specifications such differences must be explained in detail, and bid will receive careful consideration if such deviations do not depart from the intent of these specifications and are to the best interests of the County of Ulster as interpreted by the Director of General Services of the County of Ulster.

5. All prices quoted must be "per unit" as specified, e.g., do not quote "per case" when "per dozen" is requested;

otherwise, bid may be rejected.

6. Bidder must insert the price per unit and the extensions against each item in this bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions. If a price is written in numbers and alpha - the alpha will govern.

7. The prices submitted shall be exclusive of Federal and State taxes and must not include any tax for which the bidder may claim exemption because of doing business with the County.

8. Prices shall be net, including transportation and delivery charges fully prepaid by the successful bidder to destination indicated in the proposal. If award is made on any other basis, transportation charges must be prepaid by the successful bidder and added to the invoice as a separate item.

In any case, title shall not pass until items have been delivered and accepted by the County.

9. Prices shall be net FOB any point in the County of Ulster, New York. Price quoted shall include all delivery costs.

10. Where a bidder is requested to submit a bid on

Individual items and/or on a total sum or sums, the right is reserved to award bids on individual items or on total sums.

The County reserves the right to award in whole or in part based on the lowest responsible bid.

11. All bids received after the time stated for the opening 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 County. 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.

12. In all specifications, the words "or equal" are understood after each article giving manufacturer's name or catalog reference, or on any patented article. The decision of the Director of General Services as to whether an alternate or substitution is in fact "equal" shall be final. If bidding on items other than those specified, bidder must in every instance give the trade designation of the article, manufacturer's name, and detailed specifications of item he proposes to furnish, otherwise, bid will be construed as submitted on the identical item as specified

13. 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, material, equipment, and services required and a representation that the bidder can furnish the supplies, materials, equipment, and services satisfactorily in complete compliance with the specifications.

14. If two or more bidders submit identical bids as to price, the decision of the Director of General Services to award a Contract to one of such identical bidders shall be final. (General Municipal Law, Sec. 103. sub. 1)

15. It is the responsibility of the bidder to offer a product that meets the specifications of the manufacturer model as listed. The bidder must submit with his bid detailed specifications, circulars and all necessary data on the commodity to be furnished. If the commodity offered differs from the provisions listed, such differences must be explained in detail. Failure to submit any of the above data may result in rejection of the bid. The County, however, reserves the right to request any additional information deemed necessary for the proper evaluation of bids.

16.See attached insurance requirements. Liability, workers compensation and disability coverage statements are required of all bidders. Automobile coverage is required from those who provide delivery. Bidders who use common carriers for delivery do not need automobile coverage statements.

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17. In the event satisfactory bids are not received, the

Director of General Services reserves the right to consider alternative proposals containing deviations from County specifications. Bidders shall explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

18. Bidder must fill in all applicable spaces on bid form.

All lines must have an indication of bidder's response whether it is "o", "N/A", "--", or a dollar figure. All lines must be filled in to indicate bidder's acknowledgment of the request.

Bids that do not have all applicable lines filled in on bid sheet may be disqualified as a non-responsive bid. The County cannot assume there is "no charge" when lines are left empty.

19. The following two items will automatically render a bid unacceptable to Ulster County:

a. Failure to sign Certification and Signature Form

b. Failure to include necessary bid deposit (as required).

It shall be fully understood that any deviations from the inclusion of the above items will be grounds to see the bid as non-compliant and will not be considered for award.

20. Faxed or emailed bids will not be accepted.

21. The County reserves the right to purchase items included in these specifications on New York State Contracts, when available.

SAMPLES

22. Samples, when required, must be submitted strictly in accordance with instructions, otherwise, bid may not be considered. If samples are requested subsequent to bid opening, they shall be delivered within ten (10) days of the request, or as directed, for bid to have consideration. 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 County 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 County shall have the right to dispose of them as its own property.

23. All window envelopes/mailers must conform to current U.S. Postal regulations. It is the responsibility of the bidder to be familiar and adhere to these regulations.

AWARD

24. The Director of General Services reserves the right to

(a) reject any and all bids not deemed in the best interest of the County, and (b) reject as informal such bids, as in his/her opinion, that are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced bids.

By an unbalanced bid, it is meant one in which the amount bid for one or more separate items is substantially out of line with the current market prices for the materials and/or work covered thereby.

25. The Director of General Services for the County of Ulster reserves the right to waive any informality or to reject any or all bids.

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

27. No contract hereunder shall, either in whole or in part, be assigned, transferred, conveyed, sublet, or otherwise disposed of to any other person, company or corporation unless approval is first obtained in writing from the County Director of General Services.

28. Should the successful bidder fail to meet a delivery date required by the specifications, the County Director of General Services has the discretion to cancel the order and terminate the contract. In such event, the County will assume no responsibility for any expense or loss to the successful bidder because of such cancellation or termination.

29. Should any material or equipment delivered fail to meet the specifications, the County Director of General Services has the discretion to require the successful bidder to replace the same with material or equipment which does meet the specifications and, at the successful bidder's expense, to remove the rejected material or equipment from wherever delivered or stored and in the event that such proper replacement and removal is not made by the successful bidder within 30 days, to cancel the order and terminate the contract, in which event the County will assume no responsibility for any expense or loss to the successful bidder because of such cancellation or termination.

30. If the successful bidder fails to deliver within the time specified, or within reasonable time as interpreted by the County, or fails to make replacement of rejected articles, when so requested, immediately or as directed by the County, the County may purchase from other sources to take the place of the item rejected or not delivered. The County 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 County 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

BID NAME: LENOVO THINKPADS BID NO. RFB-UC25-068 - 4 -

contract quantity.

31. A contract may be canceled at the successful bidder's expense for non-performance or poor performance of contract upon ten calendar days written notice to the successful bidder.

The County reserves the right to cancel the contract at any time during the contract term by written thirty (30) day notice mailed to the address of vendor.

32. Payments cannot be processed by County facilities until contract items have been delivered in satisfactory condition and a properly completed Invoice has been submitted to the ordering agency by the successful bidder.

33. Extension of Prices - Political subdivisions and districts and others authorized by law including certain non-profit post-secondary, secondary, and elementary educational institutions may participate in contracts resulting from this bid. Upon request, non-County agencies must furnish contractor(s) with the proper tax exemption certificate.

34. It should be noted that the extension of this contract to certain political subdivision and non-public elementary and secondary schools may cause the estimated quantities to vary considerably. However, the contractor must furnish all quantities actually ordered.

35. The County of Ulster may require the successful bidder to confirm in writing, within ten days of the County's request, that said bidder will perform the contract in accordance with its bid. The failure of the bidder to so confirm may result in the cancellation of the contract by the County in its sole discretion.

36. Any errors in the bid award which are the fault of the County must be forwarded, in writing, to the Ulster County Department of General Services within five (5) working days of the notification of award. No corrections will be made beyond that date. If errors on the part of the County are discovered too late to be corrected, we will issue a "no award" on those affected items and rebid or quote at a later date.

37. If a successful bidder exhibits a history of back orders or delayed deliveries the County of Ulster reserves the right to rescind their award and to disqualify them from future bidding.

38. Any and all awards resulting from this bid shall be final and shall be for the complete term of the contract. No rescinding of awards will be made because of bidder error or inability to supply them.

39. Title shall not pass until items have been delivered to the County and accepted by the requesting Department.

40. Executory Clause. It is understood by the parties that this agreement shall be executory only to the extent of the monies available to the County of Ulster and appropriated therefore, and that no liability on account thereof shall be incurred by the County beyond the monies available and appropriated for the purpose thereof.

41. The County of Ulster reserves the right to extend the term of the contract resulting from this bid for any length of time up to sixty (60) days beyond the time therein specified as the expiration date of the contract at identical terms and conditions. Written notice will be given to the contractor.

42. The County of Ulster reserves the right to cancel this contract on 30 days written notice to the contractor(s).

DELIVERY

43. Delivery must be made in accordance with the instructions to bidders and the specifications. If delivery instructions do not appear on order, it will be interpreted to mean prompt delivery. The decision of the Director of General Services as to reasonable compliance with delivery terms shall be final.

44. The County must be notified twenty-four (24) hours in advance of delivery.

The County reserves the right to deny acceptance of delivery if this notice is not given, at no cost to the County.

45. The Director of General Services will not accept any deliveries on Saturdays, Sundays or legal holidays, except commodities required for daily consumption or where the delivery is for an emergency.

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

47. The successful bidder shall be responsible for delivery of items in good condition at point of destination. It shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The Receiving Department will note for the benefit of successful bidder when packages are not received in good condition.

Carton shall be labeled with purchase order or contract number, successful bidder's name and general statement of contents.

Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods.

48. Unless otherwise stated in the specifications, all items must be delivered into and placed at a point within the building as directed by the shipping instructions or the Director of General Services. The successful bidder will be required to furnish proof of delivery in every instance.

49. Unloading and placing of equipment and furniture is the responsibility of the successful bidder, and the County accepts no responsibility for unloading and placing of equipment. Any costs incurred due to the failure of the successful bidder to comply with this requirement will be charged to it. No help for unloading will be provided by the County, and suppliers should notify their truckers accordingly.

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

Contract Number and/or Purchase Order Number Name of Article Item Number (if applicable) Quantity Name of the Successful Bidder

51. Successful bidder may be requested to acknowledge, in writing, receipt of order.

52. No items are to be shipped or delivered until receipt of an official purchase order from the Ulster County Department of General Services.

INSTALLATION OF EQUIPMENT

53. The successful bidder shall clean up and remove all debris and rubbish resulting from its work from time to time as required or directed. Upon completion of the work, the premises shall be left in a neat, unobstructed condition, and the buildings broom cleaned, and everything in perfect repair and order.

54. Equipment, supplies, and materials shall be stored at the site only on the approval of the Director of General Services and at the successful bidder's risk. In general, such on-site storage should be avoided to prevent possible damage or loss of the material.

55. Work shall be progressed so as to cause the least inconvenience to the County and with proper consideration for the rights of other successful bidders or workmen. The successful bidder shall keep in touch with the entire operation and install its work promptly.

56. Bidders shall acquaint themselves with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required.

57. Equipment for trade-in shall be dismantled by the successful bidder and removed at its expense. The condition of the trade-in equipment at the time it is turned over to the successful bidder shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply "as is." Equipment is available for inspection only at the delivery point unless otherwise specified.

GUARANTEES BY THE SUCCESSFUL BIDDER

58. The successful bidder guarantees:

(a) Its products against defective material or workmanship and to repair or replace any damages or marring occasioned in transit.

(b) To furnish adequate protection from damage for all work and repair damages of any kind for which it or its workmen are responsible, to the building or equipment, to its own work, or to the work of other successful bidders.

(c) To carry insurance as required to protect the County from loss in case of accident, fire, theft, etc. (See Insurance Requirements)

(d) That all deliveries will be equal to the accepted bid sample.

(e) That the equipment delivered is standard, new, latest model of regular stock product or as required by the specifications;

also that no attachment or part has been substituted or applied contrary to manufacturer's recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the County. Any merchandise provided under the contract which is or becomes defective during the guarantee-period shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the County.

SAVING CLAUSE

59. 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 it is unable to prevent.

GOVERNING LAWS & RULES

60. Section 167b of the State Finance Law prohibits the purchase of tropical hardwood products. Any bid which included products containing tropical hardwoods shall be deemed non-responsive. Exceptions shall be from an approved source or sole source where no approved equal is available.

Section 167b shall apply.

61. The Contractor shall comply with all the provisions of the laws of the County of Ulster, the State of New York and of the United States of America which affect municipalities and municipal contracts, and more particularly the Labor Law, the General Municipal Law, the Workmen's Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Law, Rules and Regulations, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein. The bidder's special attention is called to those laws which are set forth below:

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62. Section 103-d of the General Municipal Law of the State of New York which reads as follows:

1. 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 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.

(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 therefor. 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 General Services unit of the political subdivision, public department, agency or official thereof which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

2. 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 of sub-paragraph one (a).

3. 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 this section, shall be deemed to have been authorized by the Board of Directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

63. All vendors must comply with provisions of the Toxic Waste Right To Know Law and provide the County with any and all information as required by law. All regularly manufactured stock electrical items must bear the label of the Underwriters' Laboratories, Inc.

64. Bids on equipment must be on standard new equipment of latest model and in current production, unless otherwise specified. All supplies, equipment, vehicles and materials must meet the provisions of the New York State Public Employee Safety and Health Act of 1980, as amended from time to time.

65. The Certification and Signature Form/Affidavit of Non–collusion and Certification of Compliance with the Iran Divestment Act must be executed by the bidder and submitted with its bid.

66. Bidders must complete the attached Ulster County forms, which include but are not limited to the Information Sheet and Vendor Reference Sheet. These forms must be submitted with the proposal.

ADDENDA AND INTERPRETATIONS

67. No verbal interpretation of the intent of any of the specifications or other Contract Documents will be made before receipt of bids. Requests for interpretations prior to receipt of bids must be presented, in writing, to the Director of General Services, 100 Development Court, Kingston, NY 12401, and to be given consideration must be received by the Director of General Services at least seven (7) days prior to the date set for the opening of bids.

68. Any interpretation, and any additional information or instruction will, if issued, be in the form of a written Addenda sent to all holders of this RFB, who have made the County

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aware of their intent to submit a bid, at the addresses furnished therefore, at least five (5) days prior to date set for the opening of bids.

69. Failure of any bidder to receive any Addenda shall not relieve such bidder from any obligation under this bid as submitted. All Addenda so issued shall become a part of the Contract Documents

QUALIFICATIONS OF BIDDERS

70. The County reserves the right to make such investigation as it may deem necessary or advisable to determine any bidder's ability to do the work, and the bidder shall furnish to the County, on request, all data and information pertinent thereto. The County reserves the right to reject any bid if such investigation fails to satisfy the County that the bidder is fully qualified to do the work. Financial instability of a bidder may be cause for non-award.

71. Conditional bids will be considered informal and will be rejected.

EXCEPTIONS TO GENERAL CONDITIONS

72. All of the above statements shall hold true to all bids unless superseded by specific information included in the Specifications or Product Specifications in the bid document.

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GENERAL SPECIFICATIONS

1.0 PURPOSE

The purpose of this bid is to establish a price for the purchase and delivery of Fifty (50) Lenovo Thinkpads, T16 Gen 3, Manufacturer Part Number: 21MQS08T00, with three-year Premier Support warranty, or approved equal, by Ulster County Information Services. Lift Gate/Ground-Floor Inside Delivery will be required to 25 S Manor Ave, Kingston, NY 12401.

2.0 BID OPENING TIME

Bid will be opened on October 9, 2025 at 3:00 P.M. at the Ulster County Department of General Services located at 100 Development Court, Kingston, N.Y. 12401.

Bidders are urged to mail their bid in early. Late bids will not be accepted and will be returned unopened to the bidder.

3.0 METHOD OF AWARD

Items will be awarded in whole, based on the lowest responsive, responsible bid. The bidder must state individual prices for all units bid.

When there is a discrepancy between unit price and total price, unit price shall prevail.

It is understood by the bidder that a contract resulting from this bid shall be executed only to the extent of monies available to the County of Ulster for the purpose hereof.

4.0 UNBALANCED BIDS

The Director of General Services reserves the right to reject any and all bids not deemed for the best interest of the County and to reject as informal such bids, as in his opinion, are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced bids. By an unbalanced bid, it is meant one in which the amount bid for one or more separate items is substantially out of line with current market prices for the materials and/or work covered thereby.

5.0 RESCIND OF AWARD

After an award has been made by General Services, and all participating agencies notified, there will be a $250.00 item charge to bidders who then discover a mistake in their bid and want the award revised or rescinded. It is costly for the County to refigure bid awards, notify all agencies involved and change all our records.

Bidders should be more careful in figuring bids prior to submission. A bidder requesting a bid item revised or rescinded will be billed by General Services. If the bidder does not pay the bill, the entire award may be rescinded, and the bidder’s responsibility will be questioned for future bids.

6.0 PERSONNEL IDENTIFICATION

All personnel must carry on their person photo identification (e.g., an employee identification badge, valid driver’s license, etc.), while on Ulster County property and promptly show such identification when requested by any Ulster County employee. The County reserves the right to reject and bar from County property, for good and sufficient reason in the sole discretion of the County, any employee hired by the successful bidder or its subcontractors.

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7.0 ERRORS

Any errors in the bid award that are the fault of the County must be forwarded, in writing, to the Ulster County Department of General Services within five (5) working days of the notification of award. No corrections will be made beyond that date. If errors on the part of the County are discovered too late to be corrected, we will issue a “no award” on those affected items and rebid or quote at a later date.

8.0 CONTRACT PERIOD

This bid will result in a One-Time Purchase of the products specified.

9.0 BID RESERVATIONS

Bids submitted shall remain in effect forty-five (45) days past the date of bid opening.

10.0 CANCELLATION CLAUSE

The County reserves the right to cancel the contract at any time during the contract term by written thirty (30) day notice mailed to the address of vendor.

A contract may be canceled at the successful bidder's expense for non-performance or poor performance of contract upon ten calendar days written notice to the successful bidder.

11.0 ASSIGNMENT OF CONTRACT/SUBCONTRACTING

No contract may be assigned, nor may any right, title or interest therein be assigned, transferred, conveyed, sublet, or disposed of without the written consent of the Ulster County Director of General Services.

12.0 INSURANCE

Bidders must review the insurance requirements in this solicitation before submitting a bid response to make sure that they can meet all the requested limits and supply the required certifications.

The successful bidder shall, at his own expense, maintain in effect at all times during the performance of the work under the contract at least the insurance coverage specified in the attached County of Ulster Standard Contract Insurance Requirements. The successful bidder shall file with Ulster County General Services, within ten (10) business days of Award, evidence of insurance certifying the required coverage.

13.0 CERTIFICATION

The submission of this bid certifies that the bidder has read, is familiar with, and will comply with any and all segments of these specifications, to include but not limited to: Cover Letter, General Conditions, Insurance Requirements, Product Specifications and Conditions, Delivery and Backorder Requirements (as applicable).

14.0 NON-COLLUSIVE STATEMENT

The submission of this statement certifies that 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 with or any competitor.

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15.0 INDEMNIFICATION

To the maximum extent permitted by law and except to the extent caused by the sole negligence of Ulster County, the successful bidder shall indemnify and hold harmless Ulster County, its officers, agents and employees, from and against any and all suits, claims, actions, losses, costs, penalties and damages of whatsoever kind or nature arising out of, in connection with, or incident to the facilities and/or services provided by or on behalf of the successful bidder, including the content or nature of advertising.

In addition, the successful bidder shall assume the defense of Ulster County and its officers and employees in all legal or claim proceedings arising out of, in connection with, or incident to such facilities and/or services, shall pay all defense expenses, including reasonable attorneys' fees, expert fees and costs incurred by Ulster County on account of such litigation or claims, and shall satisfy any judgment rendered in connection therewith or pay or reimburse Ulster County's payment of any sums reasonable to settle such litigation or claims.

16.0 CONFLICT OF INTEREST

The successful bidder, by entering into a contract with Ulster County to perform or provide services or materials, covenants that it has no direct or indirect pecuniary or proprietary interest, and that it shall not acquire any such interest which conflicts in any manner or degree with the services or materials required to be performed and/or provided under the contract and that it shall not employ any person or agent having any such interests. In the event that the successful bidder or its agents, employees or representatives hereafter acquires such a conflict of interest, it shall immediately disclose such interest to Ulster County and take action immediately to eliminate the conflict.

17.0 DISCLOSURE OF OWNERSHIP INTEREST

Pursuant to Resolution Number 8 of 2023, the Ulster County Legislature approved a requirement of full transparency and disclosure of the name(s) of individual(s) and business entities holding ownership interest in business entities that enter into contract(s) with Ulster County. Therefore, the following information shall be disclosed, in writing, to the Ulster County Department of General Services and then be provided to the Chair of the Legislature and the Chair of the Ways and Means Committee, at the time a business entity submits a bid to the Ulster County Department of General Services, or, prior to entering into written contract for such work, whichever is sooner:

1. The names of all individuals with an interest in, ownership or control of 10% or more of the profits or assets of such business entity, or of 10% of the stock in the case of a business entity that is a corporation for profit.

2. The names of all principals, partners, officers, or directors of the business entity and their immediate family members, and members of household as defined by Section 2(K) of the Ulster County Ethics Law.

3. The names of any subsidiary business entities directly or indirectly controlled by the business entity.

4. For business entities holding 10% or more of the profits or assets of a business entity seeking to do business with Ulster County, the names of all principals, partners, officers, or directors of the business entity and their immediate family members and members of household; and, be it further

BID NAME: LENOVO THINKPADS BID NO. RFB-UC25-068 - 11 -

RESOLVED, that the names of the individuals as set forth above shall be entered into the Ulster County financial software system, and shall be included when any resolution or contract is presented by any Ulster County department for approval by the Ulster County Legislature; and, be it further

RESOLVED, that nothing contained in this policy shall be construed as affecting the eligibility of any business entity to perform a public contract because that entity made a contribution to any committee during the one-year period immediately preceding the effective date of this act.

This information must be provided in the Disclosure of Ownership Interest Certification Form, which is included in the required forms section at the end of this solicitation.

18.0 GUARANTEED TIME OF DELIVERY

County Departments have individual delivery preferences. It is required that vendors set up a regular delivery schedule that meets department needs.

The County must receive all products ordered not later than 30 days After Receipt of Order (A.R.O).

19.0 NOTICE OF DELIVERY

The County must be notified twenty-four (24) hours in advance of delivery. The County reserves the right to deny acceptance of delivery if this notice is not given. This notice is to be given to the ordering department at no charge to the County.

20.0 BACKORDERS

No backorders will be allowed. If product is not deliverable the vendor must advise County immediately. The County will purchase from the next available source. The difference in cost will be documented and deducted from subsequent bill submitted by non-responsive vendor.

All items which are back ordered for more than 10 business days will be purchased from the next available source.

If the successful vendor exhibits a history of backorders or delayed deliveries the County of Ulster reserves the right to rescind their award and the vendor’s responsibility will be questioned for future bids.

21.0 PRICE

Prices shall be net FOB any point in the County of Ulster, New York. Price quoted shall include delivery costs.

All items are to be billed at the Bid price in effect as of the date of the Purchase Order or at the time the order is placed, even if items are not delivered until after the end of the contract period.

22.0 PAYMENT

PAYMENT PROCESSING: Payments cannot be processed by the County until contract items have been delivered in satisfactory condition with an invoice referring to the Purchase Order Number and mailed to “bill to” address indicated on the Purchase Order. The County will pay the proper amounts due within sixty (60) days of receipt by the County of the invoice with any requested supporting documentation and approval of the invoice by the Ulster County Comptroller.

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23.0 EXTENSION OF PRICES

Political sub-divisions, including the City of Kingston and others authorized by law, including certain non-profit independent post-secondary, secondary, and elementary educational institutions may participate in contracts resulting from this bid opening.

24.0 NYS CONTRACTS

The County reserves the right to purchase items included in this bid from New York State Contracts when available.

25.0 REGULATIONS

All products must meet all applicable Local, State and Federal regulations.

26.0 BRAND NAME

The specifications of the requested items are based on manufacturer specifications of a specific model. The Lenovo Thinkpad specifications provided do not mean to exclude other manufacturers of equal compatibility. Alternate “or equal” items must be equal in quality, design, and performance.

If bidding on another brand, all pertinent catalogs and specifications must be submitted with bid. The County’s decision as to the acceptance of the product as equal will be final.

27.0 INFORMATION TO BE FURNISHED WITH BID

It is the responsibility of the bidder to offer a product that meets the specifications of the manufacturer model as listed.

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

The bidder must indicate in the space provided, the manufacturer’s name and the catalog references or model number of the item or items offered.

28.0 SAMPLES – N/A

29.0 WARRANTY

Unless otherwise stated in the Product Specifications, standard limited warranty will be required of the manufacturer that shall be: (1) not less than ninety (90) days from the date of acceptance; (2) all defective parts and labor are the obligation of the contractor during this period.

30.0 GUARANTEE

The bidder guarantees that the item offered is standard new equipment. Unless otherwise stated in the Product Specifications, all items shall be guaranteed for a minimum period of one (1) year against defective parts and workmanship. If defects occur during this time, the defective equipment shall be replaced or corrected by the successful bidder without cost to the County, except where it shall be clearly shown that the defect is due to misuse and not to faulty manufacture, or installation, BID NAME: LENOVO THINKPADS BID NO. RFB-UC25-068 - 13 -construction, or workmanship.

31.0 QUALIFICATION OF BID

Any qualification of a bid such as requiring that a specific quantity must be purchased or any other restriction that is placed on the County by the bidder will be considered an Exception to the Bid and the bid may be rejected by the County.

32.0 COMPLETION OF REQUIRED INFORMATION

Bidder must fill in all applicable spaces on bid form. All lines must have an indication of bidder’s response whether it be “0”, “NA”, “—” or a dollar figure. All lines must be filled in to indicate the bidder’s acknowledgment of the request. The information must be in typed figures or use black ink, printed legibly.

Bids that do not have all applicable lines filled in on bid sheet may be disqualified as non-responsive.

33.0 ALTERNATE PROPOSALS

In the event that satisfactory bids are not received, the Director of General Services reserves the right to consider alternative proposals containing deviations from the County specifications. Bidders shall explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

34.0 SUSPENSION AND DEBARMENT

Each bidder warrants that neither it nor any of its officers, employees, subcontractors, or agents is excluded or in any other manner barred from doing business with any federal, state, or local agency, municipality, or department. Any misrepresentation or false statement related to a bidder’s status in this regard will result in rejection of such bidder’s submission.

In addition, if the successful bidder or any of its officers, employees, subcontractors, or agents become excluded or barred in any manner from doing business with any federal state, or local agency, municipality, or department, during the period in which goods and/or services are provided pursuant to this bid, the successful bidder agrees to immediately notify the County Attorney of such status.

Any misrepresentation or false statement related to the successful bidder’s status in this regard, or any failure by the successful bidder to immediately notify the County Attorney of any change in such status, shall result in immediate termination of County’s business relationship with the successful bidder, in addition to such other remedies as may be provided by law, in equity, pursuant to the terms and conditions of this bid document, or the conditions of the Award.

35.0 PREVAILING WAGE – N/A

36.0 SAFETY DATA SHEETS

Bidders must submit Safety Data Sheets with Bid on all applicable products.

37.0 ADDENDA AND INTERPRETATIONS

No verbal interpretation of the intent of any of the specifications or other Contract Documents will be made before receipt of bids. Requests for interpretations prior to receipt of bids must be presented, in writing, to the Director of General Services, 100 Development Court, Kingston, NY 12401, and to be given consideration must be received by the Director of General Services at least

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seven (7) days prior to the date set for the opening of bids. Requests can be faxed to 845-340-3434 or emailed to ejor@co.ulster.ny.us.

Any interpretation, and any additional information or instruction will, if issued, be in the form of a written Addenda sent to all known holders of Contract Documents at the addresses furnished therefore, at least five (5) days prior to date set for the opening of bids.

Failure of any bidder to receive any Addenda shall not relieve such bidder from any obligation under this bid as submitted. All Addenda so issued shall become a part of the Contract Documents.

38.0 COMPLIANCE WITH LAWS, LICENSES AND PERMITS

The responder(s) agree that they will fully comply with all applicable Federal, State and County policies, procedures, standards and laws, rules and regulations.

Vendor must submit construction documents, stamped plans, and/or specifications where required and in accordance with Title 19 NYCRR Part 1203 to the Authority Having Jurisdiction (Ulster County Safety Office).

39.0 SUSTAINABILITY REQUIREMENTS

Ulster County is firmly committed to sustainability and environmental responsibility. As directed by Executive Order #1 of 2023 (https://ulstercountyny.gov/environment/department-environment) issued by the County Executive, adherence to GreenNY sustainability requirements is now a fundamental aspect of our procurement process.

Ulster County has qualified to achieve certification as a New York State Green Purchasing Community. The County’s sustainability initiative is designed to apply across a broad range of products and services. Suppliers are advised to review the GreenNY sustainability requirements (https://ogs.ny.gov/greenny-purchasing-requirements-and-tools), familiarize themselves with the County’s initiatives aimed at mitigating the environmental footprint of its operations, and embrace the principles of environmental stewardship.

40.0 PRODUCT DESCRIPTION

The purpose of this bid is to establish a price for the purchase and delivery of Fifty (50) Lenovo Thinkpads, T16 Gen 3, Manufacturer Part Number: 21MQS08T00, with three-year Premier Support warranty, or approved equal, by Ulster County Information Services. Lift Gate/Ground-Floor Inside Delivery will be required to 25 S Manor Ave, Kingston, NY 12401.

The specifications of the requested item are based on manufacturer specifications of a specific model.

The Lenovo Thinkpad specifications provided do not mean to exclude other manufacturers of equal compatibility. Alternative “or equal” item must be equal in quality, design, and performance. It is the responsibility of the bidder to offer a product that meets the specifications of the manufacturer model as listed.

If bidding on another brand, the bidder must submit with their bid detailed specifications, circulars, and all necessary data on the commodity to be furnished. The County’s decision as to the acceptance of the product as equal will be final. The bidder must indicate in the space provided, the manufacturer’s name and model number of the item offered.

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CONFIGURATION DETAILS

Part Number Component Description

21MQS08T00 ThinkPad T16 G3, Intel® Core™ Ultra 5 125U (E-cores up to 3.60GHz, 12MB) 16 1920 x 1200 Non-Touch, Windows 11 Pro 64, 16.0GB, 1x256GB SSD M.2 2280 PCIe Gen4 TLC Opal, Intel® Graphics, BT5.1 or BT5.3,Intel®AX211vPro, Wired Ethernet, 5MP RGB, 4 Cell Li-Pol 52.5Wh, 3YR Premier NBD,Backlit, Black with Number Pad-English (US)

5WS0U26641 SERVICE WARRANTY 3Y Premier Support

21MQ_SBB0R38263 Fingerprint Reader No Fingerprint Reader

21MQ_SBB1L80113 Display Shell 16" WUXGA…