RFP 26-189 Physicial Inventory - RFP Released on 08.12.26.pdf

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SUMMARY INFORMATION FORM

Request for Proposals (“RFP”)

THIS PAGE MUST BE SIGNED AND RETURNED WITH PROPOSER’S RESPONSE

RFP #: 26-189 RFP Title: Physical Inventory of

Downstate Health Sciences University Movable and Fixed Capital Assets

RFP Release Date: August 11, 2026 Electronic copies of this RFP are available online and upon request from SUNY Downstate staff listed below.

(Primary and Secondary Contacts Only)

Key Events Summary Information Form (Intent to Submit/No Intent to Submit)- Scanned copy requested ASAP and original must be submitted with Proposal

Scanned copy ASAP. Original with Proposer Response (Proposal)

Mandatory Walk-through, if applicable September 23, 2026 at 10:00 AM (EST) Questions/Requests for clarification due September 28, 2026 by 2:00 PM (EST) Response to questions/requests for clarifications issued October 7, 2026 at 2:00 PM (EST) Proposal Due Date and Time October 14, 2026 at 2:00 PM (EST) Presentation, Demonstration, Interview TBD Anticipated Notification of Award TBD Anticipated Contract Start Date TBD Anticipated Term Length of Contract Five (5) Years SUNY reserves the right, in its sole discretion, to modify the above schedule. Proposers will be notified via email of any changes in a timely manner Contact Information Primary Contact:

Name Sophia Brinnius Title Contracts Officer, Contracts & Procurement Email sophia.brinnius@downstate.edu 718-270-3109

Secondary Contact:

N/A

Other Contact: MWBE and SDVOB Alicia Saleh, MWBE Coordinator, Contracts & Procurement Alicia.Saleh@Downstate.edu 718-780-1498

Restricted Period In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through the State University of New York’s designated contacts only, whose names and contact information are set forth above.

Proposer Information Legal Business Name of Company Submitting: D/B/A – Doing Business As (if applicable):

Proposer’s Federal Tax Identification Number:

Contact Name:

Email Address:

Telephone Number:

NYS Vendor ID Number:

Street Address:

City/State: Zip Code:

If applicable, place an “x” in the appropriate box: (check all that apply) � Small Business (if checked, provide # of employees ____) � Disabled Veteran Owned Business � Minority Owned Business (NYS Certified) � Women Owned Business (NYS Certified)

If you are not submitting, place an “x” in the box and return this page only. � We are unable to submit at this time because:

Proposer’s Signature:

Title:

Printed Name: Date:

THIS PAGE MUST BE SIGNED AND RETURNED WITH PROPOSER’S RESPONSE

By signing this form, proposer acknowledges (a) that the RFP instructions are understood; (b) that the proposer is committed to servicing SUNY’s needs in the required time period; and (c) that all information required by this RFP has been included in proposer’s proposal.

mailto:Alicia.Saleh@Downstate.edu

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TABLE OF CONTENTS

SUMMARY INFORMATION FORM ........................................................................................................................................... - 1 -

Section 1: OVERVIEW .................................................................................................................................................................. - 4 -

Section 2: PROJECT SPECIFICATIONS ................................................................................................................................... - 6 -

A. Scope of Services .................................................................................................................................................................. - 6 -

B. Mandatory Requirements and Detailed Specifications .................................................................................................. - 6 -

C. Method of Award ................................................................................................................................................................ - 6 -

1. Administrative Review ....................................................................................................................................................... - 6 -

2. Review of Proposer Qualifications and Technical Proposal .......................................................................................... - 6 -

3. Financial Evaluation ............................................................................................................................................................ - 7 -

4. Presentation, Demonstration, Interview ........................................................................................................................... - 7 -

5. Selection ................................................................................................................................................................................ - 8 -

Section 3: PROPOSER REFERENCES ....................................................................................................................................... - 8 -

A. Proposer References ............................................................................................................................................................ - 8 -

Section 4: PROPOSAL SUBMISSION REQUIREMENTS .................................................................................................... - 9 -

A. Proposal Submission Requirements .................................................................................................................................. - 9 -

B. Proposer Questions ........................................................................................................................................................... - 11 -

C. Pre-Submission of Proposals Meeting ............................................................................................................................ - 11 -

D. Site Visit .............................................................................................................................................................................. - 11 -

E. Bid Opening ........................................................................................................................................................................ - 11 -

F. Minor Irregularities ........................................................................................................................................................... - 12 -

G. Extraneous Terms .............................................................................................................................................................. - 12 -

Section 5: GENERAL INFORMATION ................................................................................................................................... - 12 -

A. Electronic RFP .................................................................................................................................................................... - 12 -

B. SUNY-DHSU’S Reserved Rights ..................................................................................................................................... - 12 -

C. Contract Award ................................................................................................................................................................. - 13 -

D. Post Award Procedures .................................................................................................................................................... - 13 -

Section 6: GENERAL TERMS AND CONDITIONS ............................................................................................................ - 14 -

1. Free and Open Competition ............................................................................................................................................. - 14 -

2. Notification of Errors, Inquiries and Interpretation ...................................................................................................... - 14 -

3. No Claims or Rights .......................................................................................................................................................... - 14 -

4. Conflict of Interest ............................................................................................................................................................. - 15 -

5. Acceptance of RFP Content .............................................................................................................................................. - 15 -

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6. Services Outside Scope of the Contract Awarded......................................................................................................... - 15 -

7. Standard Contract Clauses ............................................................................................................................................... - 15 -

8. Binding Effect ..................................................................................................................................................................... - 15 -

9. Confidentiality/Freedom of Information Law ............................................................................................................... - 15 -

10. Data Privacy and Security ................................................................................................................................................ - 16 -

A. Data Privacy ....................................................................................................................................................................... - 16 -

B. Data Security ...................................................................................................................................................................... - 16 -

C. New York Information Breach and Notification Requirements .................................................................................. - 17 -

D. Service Levels (Applicable to Cloud Based, Remotely Hosted or Technology as A Service Contracts) ............... - 18 -

E. Disaster Recovery .............................................................................................................................................................. - 18 -

F. Data Portability .................................................................................................................................................................. - 18 -

11. Diversity Contracting Requirements .............................................................................................................................. - 18 -

12. Encouraging Use of New York State Businesses in Contract Performance ............................................................... - 22 -

13. Office of Federal Contract Compliance Programs ........................................................................................................ - 22 -

14. Governing Law .................................................................................................................................................................. - 22 -

16. Determination of Vendor Responsibility ........................................................................................................................ - 22 -

17. Requirements of New York State’s Recycling Program ............................................................................................... - 23 -

18. State Consultant Services Reporting ............................................................................................................................... - 23 -

19. Tax Law ............................................................................................................................................................................... - 23 -

20. Electronic Payment Authorization .................................................................................................................................. - 24 -

21. Timeliness of Payment and Interest ................................................................................................................................ - 25 -

22. Payment and Taxes ............................................................................................................................................................ - 25 -

23. Exhibits ................................................................................................................................................................................ - 25 -

24. Independent Contractor.................................................................................................................................................... - 25 -

25. Subcontracting (if applicable) .......................................................................................................................................... - 26 -

26. Compliance ......................................................................................................................................................................... - 26 -

27. Indemnification .................................................................................................................................................................. - 27 -

28. Liability ............................................................................................................................................................................... - 27 -

29. Insurance ............................................................................................................................................................................. - 28 -

30. Travel ................................................................................................................................................................................... - 30 -

31. Termination ........................................................................................................................................................................ - 30 -

32. Procurement Lobbying Act – State Finance Law §§ 139-j and 139-k .......................................................................... - 31 -

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33. Restrictions on the Activities of Current and Former State Officers and Employees .............................................. - 32 -

34. Diesel Emissions Reduction Act of 2006 ......................................................................................................................... - 32 -

35. Smoke Free SUNY ............................................................................................................................................................. - 32 -

36. Piggybacking ...................................................................................................................................................................... - 32 -

37. Executive Order 177 .......................................................................................................................................................... - 32 -

38. 139 I Certification ............................................................................................................................................................... - 33 -

39. 139m Certification .............................................................................................................................................................. - 33 -

Notary Acknowledgement ............................................................................................................................................................ - 34 -

Attachment 1: Proposal Submission Checklist

Attachment 2: Proposer Reference Submission Form

Attachment 4: Non-Collusive Bidding Certification

Attachment 5: Diversity Practices Questionnaire

Attachment 6: Service Level Agreement

Attachment 7 – NYS Business Subcontractor Identification Form

Exhibit A – State University of New York Standard Contract Clauses

Exhibit A-1 – State University of New York Affirmative Action Clauses

Exhibit B – Mandatory Requirements and Detailed Specifications

Exhibit C – Cost/Price Proposal

Exhibit D – Business Associates Agreement (“BAA”)

Exhibit E – Deficit Reduction Act (“DRA”)

Exhibit F –SUNY Downstate HR On-Boarding Policy

Exhibit G – The State of New York General Terms and Conditions

Exhibit H – Questions and Answers Form

Exhibit I – Executive Order 177

Exhibit J – 139 I

Exhibit K – 139m

Section 1: OVERVIEW This Request for Proposals (“RFP”) solicits offers from qualified vendors (alternatively “Proposer”, “Offeror”), of which complete physical inventory of Downstate Health Sciences University’s movable and fixed Capital assets, reconciling all inventory results and update all asset data records in the existing Real Asset Management System.

This RFP outlines the terms and conditions and all applicable information for submitting a proposal. Proposers should pay strict attention to the proposal submission date and time, and all other requirements set forth herein, so as to prevent disqualification due to failure to comply herewith.

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About SUNY Downstate Health Sciences University Located on an urban campus in Brooklyn, New York, the SUNY-DHSU, also known as SUNY Health Science Center at Brooklyn and HSC – Brooklyn, is one of four academic medical center campuses of the 64-unit State University of New York system. SUNY-DHSU traces its roots back to 1860, when a school of medicine was founded at the Long Island College Hospital. SUNY-DHSU is comprised of four colleges: the College of Medicine, the College of Nursing, the College of Health- Related Professions and the School of Graduate Studies.

SUNY-DHSU’s goal is to educate the next generation of physicians, nurses, other health care professionals and researchers, and train them to deliver health care in a densely populated, multi-cultural, multi-ethnic urban community of diverse economic levels. In keeping with its unique history of being the first medical school in the United States to bring teaching to the bedside of hospitalized patients, SUNY-DHSU attends to the health care needs of the 5.0 million residents of Brooklyn, Queens, and Staten Island through the University Hospital of Brooklyn and a network of educational affiliates.

SUNY-DHSU’s facilities provide exceptional opportunities for those individuals who are committed to promoting health in urban communities, and addressing the complex challenges of investigating and preventing diseases that confront clinicians, educators, and researchers in such an environment. This special aspect of SUNY-DHSU’s unique mission is reflected in the students it attracts and selects, the vast majority of whom are drawn from Brooklyn and the New York City region. Many of these students are members of minority groups and/or come from families of first-generation immigrants or economically disadvantaged backgrounds.

Beyond formal degree-granting programs, SUNY-DHSU engages in world-class research and supports advanced medical education in both its graduate and continuing education offerings. Downstate’s grant rank it the fourth largest grants funded research program in the SUNY system, and among the National Science Foundation’s top third of colleges and universities receiving federal research funds. SUNY-DHSU and its regional affiliates also prepare over 900 residents and fellows in fifty-two specialty and sub-specialty programs of three to eight years in length, and offer a full continuing education program to health professionals in the region. In addition to contributing to the local economy through its role in education, research, and business development, Downstate is one of the top six employers in Brooklyn and created an Advanced Biotechnology Incubator and Biotechnology Park to spur the development of a community of technology companies and medical services in Brooklyn.

The Campus. SUNY-DHSU has an enrollment of approximately 1,600 students, employs approximately 4,800 faculty and staff members, provides dormitory space for approximately 400 students and operates a nurse’s residence of 107 apartments.

The Hospital. SUNY-DHSU’s component, University Hospital of Brooklyn (“UHB”), is a 376-bed teaching hospital serving as the regional referral center for the New York City boroughs of Brooklyn, Queens, and Staten Island. UHB currently operates four satellite clinics, all located within five miles of SUNY-DHSU’s Clarkson Avenue campus. UHB treats approximately 18,000 inpatients, as well as provides 9,600 ambulatory-surgery visits and 250,000 outpatient visits on an annual basis.

Community Outreach. The neighborhoods that comprise the immediate UHB service area include high numbers of under-represented minorities and high concentrations of poverty with residents who bear a high health burden. SUNY-DHSU has over sixty educational outreach, community outreach, and HIV prevention and care activities that address the special needs of the community.

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Section 2: PROJECT SPECIFICATIONS

A. Scope of Services

SUNY Downstate intends to procure the services of a qualified consultant to conduct a complete physical inventory of Downstate Health Sciences University’s movable and fixed Capital assets.

This RFP outlines the terms and conditions and all applicable information for submitting a proposal. Proposers should pay strict attention to the proposal submission date and time, and all other requirements set forth herein, so as to prevent disqualification due to failure to comply herewith.

Submission of a proposal is an affirmation by the Proposer that its organization complies with all the requirements and qualifications set forth in this RFP and that it is both financially and operationally capable of providing and performing the services required hereunder in a manner consistent with the terms hereof.

B. Mandatory Requirements and Detailed Specifications

Please see Exhibit B (“Mandatory Requirements and Detailed Specifications Grid”).

Attached hereto as Exhibit B are the Mandatory Requirements and Detailed Specifications for the services called for hereunder. Proposing vendors MUST SUBMIT EXHIBIT B filled out according to the instructions, along with their written proposal.

C. Method of Award

This RFP is part of a competitive procurement process designed to serve the best interests of, SUNY-DHSU, the State University of New York and the People of the State of New York. It is also designed to provide all proposers with a fair and even opportunity to have their services considered. SUNY-DHSU will conduct a comprehensive review of each responsive proposal submitted in accordance with the terms of this RFP. Proposals will be evaluated on the basis of “best value” by an evaluation committee comprised of SUNY-DHSU representatives, and shall be conducted in the following steps:

1. Administrative Review Each proposal received by the due date and time will be screened for completeness of submission in accordance with Section 4, Proposal Submission Requirements and the Proposer Submission Checklist (Attachment 1).

Read instructions carefully to ensure that the proposal is submitted as requested and all responses to questions and requested information are included in your proposal.

2. Review of Proposer Qualifications and Technical Proposal Each proposal remaining after the Administrative Review will be advanced to the evaluation committee for determination of whether Proposer has met the requirements of Section 2, Project Specifications. The evaluation will be conducted individually by each member of the evaluation committee.

During the technical evaluation, the evaluation committee will review all mandatory requirements and detailed specifications. The committee will cease its evaluation of a proposal if said proposal does not adequately meet even a single mandatory requirement. A vendor response of “No” or a response that

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RFP.

Mandatory Definition: A requirement which is Mandatory represents a requirement which must be met by the Proposer or the Proposer will be eliminated from consideration. Proposers should provide evidence of compliance with each mandatory requirement.

3. Financial Evaluation The Cost Proposals of each proposal remaining after the technical evaluation will be independently evaluated and scored by the designated Contract Officer.

The Contract Officer will examine the cost proposal documents. The cost proposals will be opened and reviewed for responsiveness to cost requirements. If a cost proposal is found to be non-responsive (including but not limited to: failure to follow instructions or provide requested pricing), that proposal may not receive a cost score and may be eliminated from consideration.

The cost proposals will be scored based on a maximum cost score of 25 points. The maximum cost score will be allocated to the proposal with the lowest all-inclusive cost. All other responsive proposals will receive a proportionate score based on the relation of their financial proposal to the proposals offered at the lowest final cost, using this formula:

Financial points awarded = 25 potential points x (Lowest Cost of Proposal) Being Evaluated - see example below based on three hypothetical prices submitted by Vendors X, Y and Z:

Vendor X Total Proposal Price = $260,000

Vendor Y Total Proposal Price = $285,000

Vendor Z Total Proposal Price = $320,000

Vendor X cost points = 25 X (260,000/260,000) = 25

Vendor Y cost points = 25 X (260,000/285,000) = 27.37

Vendor Z cost points = 25 X (260,000/320,000) = 24.37

The cost evaluation is 25% (up to 25 points) of the final score.

4. Presentation, Demonstration, Interview Proposers receiving the three (3) highest combined Technical and Financial scores may be invited to make a presentation, demonstration, interview (“presentation”) to discuss their proposal. If such presentations are to be held, SUNY-DHSU will notify the Proposers and schedule the time and location. Presentations may not be held if for example only one Vendor has advanced to this point of the evaluation or if a Vendor is far ahead in assigned points that the presentation, demonstration, interview is deemed moot. In the event the presentation does not occur, points will be tallied without the presentation, demonstration, interview points, and the vendor with the highest total points will be awarded the contract.

The presentation will provide an opportunity for these proposers to elaborate on their proposals, provide demonstrations of any features covered in the technical evaluation, discuss how support is provided, introduce

- 8 -the project manager and key staff, run through the implementation and assessment plan and provide the Evaluation Committee an opportunity to ask questions on any of the items listed. Vendors shall in no way change any aspect of their original proposals. The presentation will be evaluated and scored by the Evaluation Committee. All costs associated with the proposer’s attendance will be borne by the proposer.

Please note: During this portion of the evaluation, should the proposing vendor clarify any aspect of its technical proposal or provide a response to the evaluation committee questions regarding a requirement or specification in the RFP Exhibit B; the evaluation committee reserves the right to re-score the related technical proposals as appropriate.

5. Selection Proposals will be evaluated on the basis of “best value” by an evaluation committee comprised of SUNY- DHSU representatives, utilizing an evaluation methodology that considers the following factors:

Technical Proposal Points %

Mandatory Requirements 50 50%

Vendor References 5 5%

Total Technical Proposal 55 55%

Cost Proposal 25 25%

Presentation, Demonstration, Interview 20 20%

Total 100 100%

The Proposer earning the highest final composite score (technical, financial and presentation/demonstration/interview) will be selected to contract with SUNY-DHSU and will be notified by SUNY-DHSU. Tentative award of the contract shall consist of written notice of the contract award by SUNY- DHSU to the successful proposer, who shall thereupon be obligated to execute a formal contract.

In the event that two (or more) proposals are tied, then the proposal with the lowest proposed price is the winner. If two or more Vendors remain tied after this point, the selection will be made by a drawing by vendor name, limited to those remaining vendors. A representative of each remaining vendor will be permitted to attend to witness the drawing. The drawing will be conducted by a contracts officer and will be witnessed by no less than three (3) persons.

Section 3: PROPOSER REFERENCES

A. Proposer References

All Vendors must complete and submit Attachment 2: Proposer Reference Submission Form. [Detailed Instructions].

The reference will be determined not reachable if it does not return SUNY-DHSU’s call or e-mail within two (2) business days. SUNY-DHSU will make every attempt to reach at least three (3) references for each Proposer. If the evaluator is unable to reach all required references, information obtained from references that responded will be used to determine a score. If the evaluator cannot obtain at least one reference from the clients listed, Proposer will receive a zero when being evaluated for this criterion. SUNY Downstate Health Sciences University CANNOT be used as a reference.

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SUNY-DHSU reserves the right to:

I. Request and contact additional references;

II. Reject any proposal that contains false or misleading statements, or that provides references that do not support an attribute, condition, or qualification claimed by the Proposer; and III. SUNY Downstate Health Sciences University may reach out to additional vendor references on its own.

Section 4: PROPOSAL SUBMISSION REQUIREMENTS

A. Proposal Submission Requirements

1. A vendor’s written proposal shall address the proposer’s ability and methodology for providing SUNY- DHSU with the requested services. To be deemed “responsive” to this RFP, a Proposer must meet all mandatory requirements and qualifications and its written proposal must address all points and questions appearing in this RFP. In the event a Proposer’s proposal is determined by SUNY-DHSU to be “non-responsive,” SUNY-DHSU is required by its contracting procedures to disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award. To facilitate SUNY- DHSU’s review of proposals, Proposers must address all points and questions that appear in this RFP, and should do so in the order that they appear. Responses should be labeled to correspond to the numbers/letters of the sections and subsections of this RFP. Proposals should include a table of contents with all pages, including attachments, clearly numbered and labeled.

2. Prepare a clearly readable proposal that includes all required information.

3. Proposers must submit all information requested by SUNY-DHSU in written form. Proposals must be complete, accurate, and in the form requested.

4. Proposals must be submitted electronically via e-mail to CPBidsProposals@Downstate.edu. Vendors must clearly indicate on the Subject Line of the email the RFP number, Title and Vendor’s full legal name:

“RFP 26-189 – Title – [Insert Full Legal Name].” Proposing Vendor’s Financial Proposal (Exhibit C) must be attached separately (completed Excel Worksheet). Proposing Vendor MUST complete their price proposal in Excel, and must submit the excel worksheet with their submission. Proposing Vendors must also attach a copy of their signed and notarized Financial Proposal (Exhibit C).

Proposals must be received on or before October 14, 2026 at 2:00PM (EST) via EMAIL at CPBidsProposals@Downstate.edu.

a. Submission of all electronic proposals must be made at 2:00PM (EST) on the due date mentioned above. A grace period of five (5) minutes will be afforded to proposing vendors.

b. IMPORTANT: Proposing Vendors MUST request a “read receipt” when sending submissions via email. The CPBidsProposals@Downstate.edu mailbox is only utilized for proposals submission purposes, and thus, vendors will not receive a confirmation email from this address. Proposing Vendors must not send any other emails to this address. Any questions or inquiries must be sent to the Primary Contact as outlined in the Summary Information Page.

c. All proposals must be received on or before the due date listed on the calendar

(Summary Information Form). A Late Proposal is one that is not received by the due mailto:CPBidsProposals@Downstate.edu mailto:CPBidsProposals@Downstate.edu mailto:CPBidsProposals@Downstate.edu

- 10 -date and time specified in this RFP. Any Proposal received via e-mail after the due date will be considered a Late Proposal. A Late Proposal shall not be considered for award unless: (i) no timely Proposals meeting the requirements of this RFP are received, or; (ii) in the case of a multiple award, an insufficient number of timely proposals were received to satisfy the multiple award; (iii) and acceptance of the Late Proposal is in the best interest of SUNY-DHSU. Determinations relative to proposal timeliness shall be at the sole discretion of the SUNY -DHSU President or the designee.

d. As indicated above, proposing vendors MUST clearly indicate, in the subject line of the email, the RFP number, Title and Vendor’s full legal name: “RFP 29-189 – RFP Title – [Insert Full Legal Name].”

e. Proposing Vendors must include a copy of their proposal, Exhibit B, Mandatory Requirements and Detailed Specifications, and their Exhibit C – Cost Proposal Grid as separate attachments (in Excel format). Proposing Vendors must also include a signed and notarized scanned PDF copy of their Cost Proposal.

5. The proposal must be fully and properly executed by an authorized person, and the authorized person’s signature must be notarized. By signing, you certify (i) your express authority to sign on behalf of yourself, your company, or other entity; (ii) your full knowledge and acceptance of this RFP, Exhibit A (State University of New York Standard Contract Clauses), Exhibit A-1 (State University of New York Affirmative Action Clauses), State Finance Law §139-j and §139-k (Procurement Lobbying Certification);

and (iii) that all information provided is complete, true and accurate. By signing you further affirm that you understand and agree to comply with the procedures on permissible contacts relating to this procurement as required by State Finance Law §139-j (3) and §139-j (6) (b). These procedures may be accessed at: Procurement Lobbying: https://ogs.ny.gov/acpl

6. The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of one hundred and fifty (150) days from proposal due date. After one hundred and fifty (150) days, the proposal may remain in effect, subject to withdrawal communicated in writing signed by the Proposer. If this RFP is for the sale of goods pursuant to §2-205 of New York State Uniform Commercial Code, the proposal shall be firm, binding and not revocable for a period of ninety (90) days.

7. Proposing vendor is responsible for all costs that it incurs, direct or indirect, related to the preparation and submission of a proposal in response to this RFP.

https://ogs.ny.gov/acpl

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8. Each copy of the proposal must be accompanied by the following:

- Summary Information Form (page 1 of this RFP)

- Notary Acknowledgement Form (follows the last page of this RFP)

- Attachment 1: Proposal Submission Checklist and the documents indicated thereon

- Attachment 2: Proposer Reference Submission Form

- Attachment 3: Procurement Lobbying Law 139 J&K – Vendor’s Affirmation of Understanding

- Attachment 4: Non-Collusive Bidding Certification

- Attachment 5: Diversity Practices Questionnaire

- Attachment 6: Service Level Agreement

- Attachment 7: NYS subcontractor Identification Form

- Equal Employment Opportunity documentation as set forth in Section 6(11)(C)

- Any additional forms listed as required on the Proposal Submission Checklist (Attachment 1)

B. Proposer Questions

If a Question-and-Answer period is provided for this solicitation, the schedule will be shown on the Summary Information Form, “Key Events,” provided on the first page of this RFP. All questions must be submitted in writing, citing the particular RFP page, section, and paragraph numbers where applicable. Questions must be EMAILED to arrive no later than the time and the date indicated on the calendar and should be directed to the Designated Contacts shown on the Summary Information Form. Questions received after the closing date for inquiries will not be answered. Only written answers are official. All Questions and Answers will be issued as an addendum to this RFP and will be provided in writing to all potential Proposers. Propose questions must be submitted in Excel. Excel format for questions has been provided via Exhibit H.

C. Pre-Submission of Proposals Meeting

No pre-submission of proposals meeting will be required for this procurement.

D. Site Visit

Mandatory Walkthrough:

Wednesday, September 23, 2026 at 10am.

450 Clarkson Avenue Brooklyn, NY 11203

We will meet at the 450 Clarkson Avenue Lobby.

Parking is limited—plan to arrive early to allow time for parking.

Kindly make every effort to arrive in the building by 9:50 AM. If you anticipate being late, please notify Sophia Brinnius via email at sophia.brinnius@downstate.edu.

mailto:sophia.brinnius@downstate.edu

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E. Bid Opening

Not Applicable. Proposers must submit proposals electronically, as indicated above.

F. Minor Irregularities

Proposals that contain minor irregularities, such as those submitted without a proper Bid Security (if applicable), or in the wrong form, or executed improperly, shall be considered informal. Such proposals may be considered in selecting a lowest offer/proposal where, in SUNY-DHSU’s sole discretion, the public interest will be promoted thereby.

G. Extraneous Terms

Proposals must conform to the terms set forth in this RFP. Extraneous terms or material deviations (including additional, inconsistent, conflicting or alternative terms) may render the Proposal non-responsive and may result in rejection of the Proposal. Extraneous term(s) submitted on standard, pre-printed forms (including but not limited to: product literature, order forms, license agreements, contracts or other documents) that are attached or referenced with submissions shall not be considered part of the Proposal or resulting Contract, but shall be deemed included for informational or promotional purposes only, and any terms or other content therein shall in no way be binding on SUNY-DHSU under any contract that may be awarded. The DRA (Exhibit F), SUNY Contract Clauses (Exhibit A), SUNY Affirmative Action Clauses (Exhibit A-1) are not subject to change.

If a proposing vendor has any issues with RFP terms, SUNY HR On-Boarding Policy (Exhibit D), the BAA (Exhibit E) or terms found in the attachments to this RFP, said issues MUST be raised during the question-and-answer period(s) identified on the RFP calendar or will be deemed accepted.

No extraneous term(s), whether or not deemed “material,” shall be incorporated into a Contract or Purchase Order unless submitted in accordance with the above and SUNY-DHSU expressly accepts each such term(s) in writing.

Acceptance and/or processing of the Proposal shall not constitute such written acceptance of Extraneous Term(s).

Section 5: GENERAL INFORMATION

A. Electronic RFP

Electronic copies of this RFP and related forms are available upon request from SUNY-DHSU’s designated primary or secondary contacts listed on summary form, and on the New York State Contract Reporter.

B. SUNY-DHSU’S Reserved Rights

SUNY-DHSU reserves the right to:

1. Reject any and all proposals received in response to this RFP.

2. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this RFP and to make an award for any or all remaining portions.

3. Withdraw the RFP at any time, at SUNY-DHSU’s sole discretion.

4. Make an award in whole or in part.

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5. Disqualify any Proposer whose conduct and/or proposal fails to conform to the requirements of the RFP.

6. Use proposal information obtained through site visits, management interviews and the state’s investigation of a Proposer’s qualifications, experience ability or financial standing, and any material or information submitted by the Proposer in response to SUNY-DHSU’s request for clarifying information, in the course of evaluation and/or selection under the RFP.

7. Prior to the proposal due date, amend the RFP specifications to correct errors of oversights, or to supply additional information, as it becomes available.

8. Request certified audited financial statements for the past two (2) completed fiscal years and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports.

9. Request references, or additional references if needed, and contact any or all references.

10. Adjust or correct cost or cost figures with the concurrence of the Proposer if mathematical or typographical errors exist.

11. Advise the Successful Proposer of an objectionable employee(s) and/or subcontractor(s), and require the successful Proposer to remove such employee or subcontractor from performing under the contract.

12. Waive requirements or amend this RFP upon notification to all Proposers. Mandatory requirements may, in SUNY-DHSU’s sole discretion, be eliminated if unmet by all Proposers.

13. Negotiate with Proposers responding to this RFP within the requirements necessary to serve the best interests of

SUNY-DHSU.

14. Begin contract negotiations with another Proposer in order to serve the best interests of SUNY-DHSU should contract negotiations with the Successful Proposer be unsuccessful within a time frame acceptable to SUNY-

DHSU.

15. Request clarifications from Proposers for purposes of assuring a full understanding of responsiveness, and permit revisions from all potential awardees prior to award.

16. Award no contract.

C. Contract Award

Receipt of this RFP does not indicate that SUNY-DHSU has predetermined Proposer’s qualifications to receive a contract award. A contract award, if made, shall be based on evaluation of the proposal in accordance with the criteria set forth in this RFP. The successful Proposer will be notified by SUNY-DHSU by telephone and confirmed by letter.

D. Post Award Procedures

1. Debriefing

Proposers who responded to this RFP will be given written notice as to whether their proposal was successful or unsuccessful. Upon being notified of their unsuccessful proposal, Proposers may request a debriefing in writing within 15 calendar days of such notice. The 15-day period starts once unsuccessful Proposers are notified. Upon a Proposer’s request for a debriefing:

a. SUNY-DHSU will schedule the debriefing within a reasonable time of such request.

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b. The debriefing will be conducted in person with the Proposer, unless SUNY-DHSU and the Proposer mutually agree to use another method such as by telephone, video conference or another type of electronic communication.

c. Proposers’ written request must state whether the Proposer will be attending with counsel, to allow the SUNY-DHSU to arrange for SUNY-DHSU counsel attendance if so determined.

d. The debriefings will cover, but will not be limited to the following:

(i) The reason why the proposal was unsuccessful.

(ii) The quantitative and qualitative analysis that was used by the campus to assess the relative merits of the bid, proposal or offer.

(iii) How the selection criteria were applied to the unsuccessful proposal.

(iv) If the request for debriefing is made prior to contract award, the debriefing shall be limited to review of that Proposer’s proposal.

(v) If the debriefing is held after the final award (which means OSC approval, if applicable) it, may cover the reason for the selection of the winning proposal.

(vi) To the extent practicable, general advice and guidance on the ways the Proposer can improve future proposal submission or be more responsive.

2. Contract Award Protest Procedures

Proposers wishing to protest a contract award may do so in accordance with the SUNY-DHSU procedures, available at: http://www.suny.edu/sunypp/documents.cfm?doc_id=699.

Section 6: GENERAL TERMS AND CONDITIONS

1. Free and Open Competition

SUNY-DHSU encourages free and open competition. Whenever possible, terms, specifications, and conditions are designed to accomplish this objective, consistent with the necessity to satisfy SUNY-DHSU’s needs.

2. Notification of Errors, Inquiries and Interpretation

Proposer is responsible to bring to SUNY-DHSU’s attention any deviations in the technical specifications and to make recommendations for any additional requirements deemed necessary as standard, or for work indicated in the specifications contained in this RFP. If SUNY-DHSU in its discretion finds the deviations to be significant so as to require a change in the necessary specifications for the work, SUNY-DHSU will notify all Proposers in writing of the change in specifications. No deviations from the technical specifications provided herein shall be made without written approval of SUNY-DHSU.

3. No Claims or Rights

By submitting a proposal, Proposer agrees that it will not make any claims for, or have any right to damages because of any misinterpretation or misunderstanding of the specifications or because of any misinformation or lack of information.

http://www.suny.edu/sunypp/documents.cfm?doc_id=699

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4. Conflict of Interest

Proposer may be requested to provide evidence that the award of a contract will not result in (i) a conflict of interest with regard to other work performed by Proposer; or (ii) a potential conflict of interest among Proposer’s staff.

Failure to disclose a known conflict or misrepresentation of such information may result in disqualification from consideration, termination of any resulting contract, and/or other appropriate remedies. The Contractor shall, prior to execution of the Award and throughout the term of the Agreement, disclose in writing to SUNY Downstate any actual, potential, or perceived conflict of interest, including but not limited to: (i) any financial relationship, ownership interest, investment, compensation arrangement, or other transaction between the Contractor (including its affiliates, officers, directors, employees, or owners) and any employee, officer, or director of SUNY Downstate, or any of their immediate family members; (ii) any situation that may impair, or appear to impair, the impartial performance of the Contractor’s obligations under this Agreement; or (iii) any other circumstance that a reasonable person would view as creating a conflict of interest.

5. Acceptance of RFP Content

The terms and conditions included in this RFP as well as the applicable portions of Proposer’s proposal shall become contractual obligations if a contract is awarded. PROPOSER’S FAILURE TO ACCEPT THESE TERMS

AND CONDITIONS AND OBLIGATIONS SHALL RESULT IN REJECTION OF PROPOSER’S PROPOSAL

(except as provided in Section 4).

6. Services Outside Scope of the Contract Awarded

SUNY-DHSU shall not be responsible for any services provided by the successful Proposer that are outside the scope of the contract awarded. SUNY-DHSU shall not be responsible for any additional costs other than the costs for the services outlined herein, or for any work performed that has not been properly authorized in writing by

SUNY-DHSU.

7. Standard Contract Clauses

Any contract awarded resulting from this RFP will include Exhibit A (State University of New York Standard Contract Clauses) and, for contracts in excess of $25,000, Exhibit A-1 (State University of New York Affirmative Action Clauses). The provisions of Exhibit A and Exhibit A-1 shall take precedence over any provision in this RFP or any provisions in the contract awarded. Exhibits A and A-1 are attached to this RFP.

8. Binding Effect

The contract awarded shall be binding upon its execution by both parties and, if required by New York State law, upon the written approvals of the Attorney General and the Office of the State Comptroller.

9. Confidentiality/Freedom of Information Law

All proposals submitted for SUNY-DHSU’s consideration will be held in confidence and will become the property of SUNY-DHSU. However, the resulting contract is subject to the New York State Freedom of Information Law (FOIL), contained in Article 6 of the New York State Public Officer’s Law. Therefore, if a Proposer believes that any information in its proposal constitutes a trade secret, should be treated as confidential and should not be disclosed upon a request pursuant to FOIL, Proposer shall submit with its proposal a separate letter addressed to: FOIL@Downstate.edu specifically (i) identifying the page number(s), line(s) or other appropriate designation(s) containing such information; (ii) explaining in detail why such information is a trade secret or confidential; and (iii) formally request that such information be held as confidential. Proposer’s failure to

- 16 -submit such a letter with its proposal will constitute a waiver by the Proposer of any rights it may have under Section 89(5) of the Public Officers' Law relating to protection of trade secrets. The proprietary nature of the information designated confidential by the Proposer may be subject to disclosure if ordered by a court of competent jurisdiction. A request that an entire proposal be kept confidential is not advisable, because a proposal cannot reasonably consist exclusively of proprietary information.

10. Data Privacy and Security

A. Data Privacy

(i) Contractor will use any information it creates, receives, maintains or transmits on behalf…