RFQ Bollywood Fredonia.docx

August 15, 2024

REQUEST FOR QUOTE: Bollywood Classical Night and Masterclass Workshop

RFQ-ARTS-08152024

SPECIFICATIONS

Statement of Need:

The State University of New York at Fredonia (SUNY Fredonia), seeks a vendor to provide the college with a Bollywood music rehearsal, performance and one-hour masterclass.

Top of Form Statement of work: This RFQ is for a two-hour Bollywood music rehearsal, 90-minute Bollywood music performance, and one-hour masterclass workshop of Bollywood music to be performed by: one lead vocalist, one backup vocalist, a drummer, and a keyboardist. These musicians will need to provide lead sheets or comparable resources to student and faculty musicians from SUNY Fredonia who will join them in the two-hour rehearsal and 90-minute performance. The two-hour masterclass should include an interactive presentation about navigating the Bollywood industry and include ample time for Q&A.

Credentials SUNY Fredonia seeks a Bollywood genre artist in style of Sonak (Sonakshi Kar) for this two day event. The successful vendor should be able to demonstrate a portfolio of professional experiences related to preforming Bollywood style concerts and performances. The artist should be trained in Indian Classical songs, Hindistani style, have his/her own band, and have experience being a finalist in Indian Idol, Saragamepa or similar Bollywood concert venue. Visa sponsorship is not available from SUNY Fredonia. All musicians must have pre-approved P5 working visas.

Deliverables (expected performance length, workshop topics, duration, topic expectations):

A one-hour masterclass on Thursday, October 24, 2024 for students from School of Music and School of Business; a two-hour late-morning rehearsal with School of Music faculty and students on Friday (10/25/24); and a 90-minute performance with School of Music faculty and students on Friday, October 25, 2024 from 8:00 PM – 9:00 PM

Performers will supply and transport their own instruments and equipment, with the exception of the following:

· 24-channel mixing board (Soundcraft GB4 or comparable)

· Two main speakers (JBL SRX 725/728 or comparable)

· 4 monitor speakers

· Wireless vocal microphones (Shure SLX4 or comparable) and stands

· Two DI boxes

· Two keyboard stands

· Two music stands

· 1 laptop stand

· 2 cymbal stands

· 1 octapad stand

· Necessary cables

SUNY Fredonia is not supplying travel, lodging, food, or other expenses. SUNY Fredonia will sell tickets for this event through their Campus Ticket Office. All rights are reserved by SUNY Fredonia for the copyright agreements, rights to record, use or sell the performance. SUNY Fredonia will be responsible for the copyright agreements for the scores performed.

If you are interested in providing a proposal for the above commodity/product or service you must download the documents in this advertisement and submit them by the September 6, 2024, 3pm deadline.

This procurement is subject to New York State Finance Law §139-j-k, also known as the Procurement Lobbying Law. Therefore, vendors are cautioned that the only permissible contact for this procurement is the individual listed as the designated contact. Contacting any other individual at SUNY Potsdam in connection with this advertisement may constitute a violation of the New York State Finance Law. Failure to comply with this requirement can range from no contract award to debarment from sales to any New York State Agency.

Vendors responding to this advertisement shall be required to complete and submit applicable documents related to Vendor Responsibility, New York State Finance Law §139-j-k.

Vendors responding to this advertisement must submit valid and current New York State Worker’s Compensation and New York State Disability insurance forms, upon request.

QUOTE CONTENT AND FORMAT

· Vendors should address all the requirements stated herein, especially those stated on pages 1-2. Additionally, vendors are encouraged to submit information with their quote which they feel is pertinent to their quote. This can include, but is not limited to, past client list, company history, and any information which the vendor thinks is relevant and/or which speaks to the company’s qualifications as they pertain to this opportunity.

· This is a sealed bid process. Vendors must submit their bid in a sealed envelope, separate from the proposal, marked with the RFQ number (RFQ-ARTS-08152024). For electronic submissions, the bid amount must be sent in a separate file that includes the RFQ number.

· Vendors must complete and submit the following forms with their quote:

· Procurement Lobbying Law forms. Specifically, Forms B and C.

· Public Officers Law Form

· Encouraging use of New York State Vendors Form

· SFL-139 L

· EEO documentation detailed below in section #7.

· Address the documentation pertaining to section #8 below.

· Vendors should provide a complete quote package, to be sent to Janet Mayer, Director of Contracts at mayer@fredonia.edu, by the Quote Due Date and Time stated in section #2 below.

GENERAL INFORMATION AND INSTRUCTIONS

1. Method of Award A sealed bid will be held. Any vendor who believes they can provide this product or equivalent is invited to review the bidding specifications document attached to this ad under the “Documents” tab and submit a bid for this procurement event.

2. Quote Due Date and Time Friday, September 6, 2024 at 3:00 PM E.S.T Quote packages must be received by this day and time in order to be considered.

3. SUNY Fredonia General information about SUNY Fredonia can be found at the campus’s website, www.fredonia.edu . Of particular usefulness to interested vendors may be the “Fast Facts” section found at: https://www.fredonia.edu/about/fredonia-fast-facts.

4. Question and Answer Period All substantive questions pertaining to this opportunity should be submitted in writing to Janet Mayer, Director of Contracts via e-mail at mayer@fredonia.edu.no later than close of business, August 30, 2024. Questions regarding basic format of quote (how to complete a form, for ex.) may be asked up until noon, August 30, 2024, but vendors are advised to allow sufficient time for questions to be received and answered. All questions and answers will be included in the documents section and updated as new information is shared.

5. Communication/State Finance Law §§ 139-j and 139-k Prior to approval by SUNY Fredonia, or, if applicable, the Office of the State Comptroller, of the contract for which this solicitation has been issued, a Vendor shall not communicate with SUNY Fredonia other than with the persons identified in this solicitation as Designated Contacts, or with a person who the Designated Contact has advised the Vendor is also a Designated Contact. The Designated Contacts for this RFQ are: Primary Contact is Janet Mayer, Director of Contracts, (716) 673-4828, or via e-mail at mayer@fredonia.edu.

6. Standard Contract Clauses Any Purchase Order or Contract which results from this RFQ shall include SUNY Exhibit A (Standard Contract Clauses, State University of New York, dated June 21, 2023) and SUNY Exhibit A-1 (Affirmative Action Clauses, State University of New York, dated March 31, 2020) and SUNY Exhibit B, dated October 1, 2021, the provisions of which shall take precedence over any provision in the RFQ. These clauses relate to, among other things, assignment of the contract, availability of funds, non-discrimination, affirmative action, non-collusion, and worker’s compensation. SUNY Exhibits A, A-1 and B are hereby incorporated and attached for vendors’ reference.

7. Equal Employment Opportunity Requirements By submission of a quote in response to this solicitation, the Vendor agrees with all of the terms and conditions of SUNY Exhibit A-1 including Clause 12 - Equal Employment Opportunities for Minorities and Women. The Vendor is required to ensure that it and any subcontractors awarded a subcontract over $25,000 for the construction, demolition, replacement, major repair, renovation, planning or design of real property and improvements thereon (the "Work") except where the Work is for the beneficial use of the Vendor, shall undertake or continue programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation. This requirement does not apply to: (i) work, goods, or services unrelated to the Contract; or (ii) employment outside New York State.

Vendor further agrees, where applicable, to submit with its quote an EEO staffing plan (utilizing MWBE form 108) to identify the anticipated work force to be utilized on the Contract. Forms are available in SUNY Procurement Policies and Procedures Document 7557 online at: http://www.suny.edu/sunypp/documents.cfm?doc_id=611. If the Vendor is awarded a Contract, Vendor will, upon request, submit to SUNY, a workforce utilization report identifying the workforce actually utilized on the Contract if known.

Further, pursuant to Article 15 of the Executive Law (the “Human Rights Law”), all other State and Federal statutory and constitutional non- discrimination provisions, the Contractor/Vendor and sub-contractors will not discriminate against any employee or applicant for employment because of race, creed (religion), color, sex, national origin, sexual orientation, military status, age, disability, predisposing genetic characteristic, marital status or domestic violence victim status, and shall also follow the requirements of the Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

8. Encouraging Use of New York State Businesses in Contract Performance New York State businesses have a substantial presence in SUNY contracts and strongly contribute to the economies of New York and the nation. In recognition of their economic activity and leadership in doing business in New York State, Proposers/Contractors for this contract for commodities, services or technology are strongly encouraged and expected to consider New York State businesses in the fulfillment of the requirements of the contract. Such partnering may be as subcontractors, suppliers, protégés or other supporting roles. Proposers/Contractors need to be aware that to the maximum extent practical and consistent with legal requirements, they are strongly encouraged to use responsible and responsive New York State businesses in purchasing commodities that are of equal quality and functionality and in utilizing services and technology. Furthermore, Proposers/Contractors are reminded that they must continue to utilize small, minority and women-owned businesses, consistent with current State law. Utilizing New York State businesses in SUNY contracts will help create more private sector jobs, rebuild New York’s infrastructure, and maximize economic activity to the mutual benefit of the Contractor and its New York State business partners. New York State businesses will promote the contractor’s optimal performance under this contract, thereby fully benefiting the public sector programs that are supported by associated procurements. Public procurements can drive and improve the State’s economic engine through promotion of the use of New York businesses by its Contractors. SUNY therefore expects Proposers/Contractors to provide maximum assistance to New York businesses in their use of the contract. The potential participation by all kinds of New York businesses will deliver great value to New York State and its taxpayers.

Proposers can demonstrate their commitment to the use of New York State businesses by responding to the question below in their Quote package:

Will New York State Businesses be used in the performance of this contract?

(YES NO )

If YES, identify New York State Business(es) that will be used. (Provide in Quote package identifying information, e.g., contact information, dollar value of the subcontract or supply contract.)

9. Additional Terms and Conditions

a. Award shall be made to a qualified and responsible vendor. SUNY Fredonia reserves the right to reject any or all quotes, or any part thereof, if deemed in the best interest of SUNY Fredonia and the State of New York.

b. Any terms that are attached or referenced with a submission shall not be considered part of the quote, but shall be deemed included for informational purposes only.

c. Proposed prices should reflect all discounts including educational discounts.

d. Every quote shall be firm and not revocable for a period of 120 days after the deadline for submission and will continue thereafter until the Successful Vendor notifies SUNY Fredonia otherwise, in writing. Such deadline may be further extended by mutual agreement.

e. SUNY Fredonia reserves the right to reject any and all quotes received in response to this solicitation in part or entirely.

f. SUNY Fredonia reserves the right to reject any or all portions of any quote, to negotiate terms and conditions consistent with the solicitation, and to make an award for any or all remaining portions.

g. SUNY Fredonia reserves the right to request references and to contact any or all references, and to request from the vendor any additional information pertaining to the vendor’s capability and qualifications, including requesting a completed vendor Responsibility Questionnaire, as it deems necessary to properly qualify a vendor. Any vendor failing to submit, in whole or part, any requested information or statements attesting to its qualifications may result in a rejection of the vendor’s quote.

h. SUNY Fredonia reserves the right to request clarification from vendors for purposes of assuring a full understanding of responsiveness and further reserves the right to permit revisions from all vendors determined to be eligible to being selected for award, prior to award.

i. SUNY Fredonia reserves the right to waive requirements or amend this RFQ upon notification to all vendors. Mandatory requirements may be eliminated if unmet by all vendors.

j. SUNY Fredonia reserves the right to modify or amend the requirements of the RFQ after its release. All vendors will receive written notification of any modification to the requirements of this RFQ as an Addendum. If any modifications make compliance with the original Procurement Timetable impractical, SUNY Fredonia will adjust the timetable accordingly.

k. Any work initiated by the successful vendor outside the scope of this solicitation or without prior appropriate authorization documented by a fully executed SUNY Fredonia purchase/change order or fully executed agreement shall be done so at the vendor’s own risk.

l. Please note that the company poised to win the contract award associated with this process will be required to sign will be required to sign an agreement prepared by SUNY Fredonia. The agreement will outline additional contractual requirements. Additionally, the company poised to win the contract award will also need to provide EEO documentation that complies with SUNY guidelines (see #7 and #8 above), Vendor Responsibility Questionnaire, and appropriate insurance, including the appropriate cybersecurity insurance coverage for a moderate risk implementation per NYS OGS standards.

m. Governing Law: This agreement shall be governed by, and interpreted according to, the laws of the State of New York. Contractor shall comply with all laws, rules, orders, regulations, and requirements of federal, state, and municipal governments applicable hereto, including the provisions of Exhibits A, A-1 and B attached and fully incorporated herein.

List of Attachments for Request for Quote:

Exhibit A – SUNY Standard Clauses Exhibit A-1 – SUNY Affirmative Action Clauses Exhibit B – SUNY Standard Contract Clauses Procurement Lobbying Law Forms Public Officers Law Form Encouraging the use of New York State Vendors SFL-139 L Form EO 177 Form MWBE Utilization Plan – Form 7557-107 (rev. 7/2024) Vendor Responsibility Questionnaire – AC 3290-SC (rev. 3/2022)

We appreciate your interest in this opportunity, and we look forward to receiving your quote.

Sincerely, Janet Mayer Director of Contracts SUNY Fredonia

University Services 280 Central Ave 406 Maytum Hall Fredonia, NY 14063 T 716.673.4828 fredonia.edu image1.png