NOTICE OF CONTRACT AWARD

Transcription

1 NOTICE OF CONTRACT AWARD NYS Department of Corrections and Community Supervision GREAT MEADOWCORRECTIONAL FACILITY GROUP NO./COMMODITY: 36501/LIQUID LAUNDRY INJECTION SYSTEMS Contract No. Contractor Contact Information Federal ID# PA Service Tech Ronald Rizio, Owner SS# on file 104 Fourth Street Phone: (315) Rome, New York Toll Free: N/A Fax: N/A Vendor ID# Contract Period: August 1, 2012 through July 31, 2014 (with option to extend) Invitation For Bids (IFB) No.: 876 (Replaces Award No ) Bid Opening Date: April 26, 2012 Direct inquiries regarding this contract to: Linda Mitchell Purchasing Officer NYS Department of Corrections and Community Supervision 550 Broadway Albany, NY Telephone: (518) Ext Fax: (518) Contract Approval Date: September 4, 2012 NYS Department of Corrections and Community Supervision (Corcraft) By: Nancy Abraham Supervisor CI Purchasing FOR TAX FREE TRANSACTIONS UNDER THE INTERNAL REVENUE CODE, THE NEW YORK STATE REGISTRATION NUMBER IS K. TERMS AND CONDITIONS AS APPLIED TO THIS CONTRACT ARE AS PER THE REFERENCED INVITATION FOR BIDS, PROCUREMENT LOBBYING ACT, CONTRACTOR CERTIFICATION (Tax Law 5-a, ST-220 Form) AND THE ATTACHED PAGES.

2 GROUP36501 LIQUID LAUNDRY INJECTION SYSTEMS PAGE 2 PRICE: Price shall include all customs, duties and charges and be net, F.O.B. destination any point in New York State as designated by the ordering agency including unloading, moving to point of use, uncrating, assembling, complete installation, adjusting, connecting all services and leaving ready to operate to the full extent of its design capabilities. Authorized user is responsible for bringing all services to within 6' of installation site. Also, upon mutual agreement, delivery locations may be expanded per the "Extension of Use" clause. BRAND & MODEL TO BE SUPPLIED AND INSTALLED: To supply and install automatic liquid laundry injection system(s) for use on top loader and/or 30 pound capacity washers in various New York State, county and municipal facilities. Shall be Beta "Alpine" Unit(s) shall be private labeled per Agency requirements. Artwork will be supplied by Agency. DESCRIPTION LOT I ITEM #1 Liquid Laundry Injection Unit Each Unit Shall be a Dual-Pump Injector for Each Washing Machine Install Price Upstate NYS LOT II ITEM #2 Liquid Laundry Injection Unit Each Unit Shall be a Dual-Pump Injector for Each Washing Machine Install Price 5 Boroughs of NYC EST. ANNUAL QTY. PRICE EACH UNIT 120 units $ units $ units $ units $ INSTALLATION: Contractor shall be responsible for placing and installing the Product in the required locations. All materials used in the installation shall be of good quality and shall be free from any and all defects that would mar the appearance of the Product or render it structurally unsound. Installation includes the furnishing of any equipment, rigging and materials required to install or place the Product in the proper location. The Contractor shall protect the site from damage for all its work and shall repair damages or injury of any kind caused by the Contractor, its employees, officers or agents. If any alteration, dismantling or excavation, etc. is required to effect installation, the Contractor shall thereafter promptly restore the structure or site. Work shall be performed to cause the least inconvenience to the Authorized User(s) and with proper consideration for the rights of other Contractors or workers. The Contractor shall promptly perform its work and shall coordinate its activities with those of other Contractors. The Contractor shall clean up and remove all debris and rubbish from its work as required or directed. Upon completion of the work, the building and surrounding area of work shall be left clean and in a neat, unobstructed condition, and everything in satisfactory repair and order.

3 GROUP36501 LIQUID LAUNDRY INJECTION SYSTEMS PAGE 3 COMPLETE INSTALLATION OF LIQUID LAUNDRY INJECTION SYSTEM(S): The BETA ALPINE dispenser (Contractor furnished) and security enclosure, including Liquid Laundry Products, (Agency provided) shall be responsibility of the contractor for unloading, moving to point of use, uncrating, assembling, adjusting, connecting all services and leaving ready to operate to the full extent of its design capabilities. The system shall also include all components (i.e., wiring, tubing, fittings, hangers, conduits, etc.) required for fully functional operation per specified herein. The control wiring for the system(s) shall be at least PVC coated (covered) THNN # 14 stranded. The system and all components supplied shall be compatible with liquid laundry chemicals currently supplied by New York State Correctional Industries (Corcraft Products). The entire system shall be installed in protective enclosures and/or secured areas which are inaccessible to residents of Correctional Facilities, Office of Child and Family Services, or other like secure facilities. All tubing and wiring shall be installed in water tight armored conduits from each secured enclosure to each respective washer. Separate conduit runs must be installed to house tubing and wiring. All security conduits shall be clamped to walls at intervals of no more than twenty four (24) inches. The security conduits shall be a continuous run without access and must terminate, at both ends, within the secured areas. All fasteners shall be tamper resistant. The contractor assumes full responsibility for the proper installation of the equipment and that the installation meets the requirements noted herein. Contractor will be required to arrange an installation date with the receiving Agency, in addition to providing written acknowledgement of the installation date, at least two weeks' notice prior to the installation. AGENCY-PROVIDED MATERIALS: Security enclosures and start up liquid laundry products necessary for each installation shall be provided by the Agency; however, it will be the contractor s responsibility to arrange for the pickup of "Agency-Provided Materials" (security enclosures and startup liquid laundry chemicals). Pick up location is: Great Meadow Correctional Facility State Route 22 Comstock, New York INSTRUCTION OF PERSONNEL: Within five (5) business days of delivery of product and installation, the Contractor will provide sufficient training to facility personnel to ensure that the equipment is operated and maintained so as to perform to the full extent of its design capabilities. The installation facility shall be responsible to designate what personnel are to receive instruction. INSTRUCTION MANUALS: Included at the time of installation, the Contractor shall furnish a complete instruction manual for the equipment installed. Manual shall include complete instructions for inspecting, installing, adjusting, aligning, and operating the unit. Also included shall be preventive and corrective maintenance procedures, complete parts lists with manufacturer's catalog numbers and ordering information, if applicable. MINIMUM ORDER: One (1) unit.

4 GROUP36501 LIQUID LAUNDRY INJECTION SYSTEMS PAGE 4 DELIVERY TO: As described in "Detailed Specifications," pricing shall be net F.O.B. destination and include furnishing equipment, unloading, moving to point of use, uncrating, assembling, etc. Delivery and installation shall be expressed in 30 calendar days after receipt of a purchase order. Delivery shall be made in accordance with instructions on Purchase Order from each agency. If there is a discrepancy between the purchase order and what is listed on the contract, it is the contractor s obligation to seek clarification from the ordering agency and, if applicable, from the Department of Corrections and Community Supervision,. If installation will not be made within the specified time frame; the Contractor is required to notify the Agency in writing at least two weeks prior to the latest date of the original installation obligation. This notification must include the reasons for the delay and an updated accurate revised delivery schedule. Should the delay be intolerable to the installation facility, the Agency reserves the right to authorize installation be performed from an alternate vendor (at Contractor's expense). Failure to supply timely installation or timely written notification of delay may be cause for default proceedings. DELIVERY RESTRICTIONS AND NOTIFICATION: Contractor must perform on-site visits prior to installation at each facility. Contractor shall provide proof of installation when submitting invoice for work provided. Contractor shall furnish the Agency with written acknowledgement of the shipping date at least two weeks prior to shipment. Failure to comply may be cause for the initiation of contract default proceedings. REQUEST FOR CHANGE: Any request by the agency or contractor regarding changes in any part of the contract must be made in writing prior to effectuation. Such requests are subject to approval of the State Comptroller. APPENDIX A: The contractor agrees to comply with Appendix A, New York State Standard Contract clauses. CONTRACT PAYMENTS: Payments cannot be processed by Great Meadow Correctional Facility,, until the contract items have been delivered in satisfactory condition. Contractor shall provide complete and accurate billing invoices to the Agency in order to receive payment. Billing invoices submitted to the Agency must contain all information and supporting documentation required by the Contract, the Agency and the State Comptroller. Payment for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner s sole discretion, due to the extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The contractor shall comply with the State Comptroller s procedures to authorize electric payments. Authorization forms are available at the State Comptroller s website at by at epunit@osc.state.ny.us, or by telephone at (518) Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above. Properly completed vouchers are required to be forwarded to the Office of the State Comptroller for audit and payment. Agencies are urged to process vouchers expeditiously.

5 GROUP36501 LIQUID LAUNDRY INJECTION SYSTEMS PAGE 5 VENDOR RESPONSIBILITY DISCLOSURE: Any finding of non-responsibility may be sufficient cause for Termination of the contract. It is the sole responsibility of the resultant contractor, at any time throughout the contract period, to promptly notify the of any changes to its original responses in the questionnaire. Failure to do so may be sufficient cause for termination of the contract. PROCUREMENT LOBBYING TERMINATION: In accordance with the Vendor Responsibility Disclosure clause and/or Termination for Cause in Appendix B, General Specifications and/or New York State Finance Law Section 139-k and/or Tax Law 5-a, the reserves the right to terminate a contract by providing ten (10) days written notification to the Contractor, for cause in the event of determination made after an award with respect to vendor non-responsibility, or in the event of determination that certification filed in accordance with State Finance Law Section 139-k and/or Tax Law 5-a was intentionally false or intentionally incomplete. CONTRACTOR'S NOTES: 1. Contractor shall furnish the agency with written acknowledgement of the shipping date at least two weeks prior to shipment. Failure to comply may be cause for the initiation of contract default proceedings. 2. If shipment will not be made within the guaranteed delivery time, the contractor is required to notify the agency in writing at least two weeks prior to the latest date of the original delivery obligation. This notification must include the reasons for the delay and the latest date the material will be shipped. Should the delay be not acceptable to the using agency, appropriate contract default proceedings will be initiated. Failure to supply timely written notification of delay may be cause for default proceedings. All correspondence for the aforementioned two points shall be directed to: Dept. of Corrections & Community Supervision Great Meadow Correctional Facility 550 Broadway and State Route 22 Soap Shop Albany, NY Comstock, NY Attn: Linda Mitchell Attn: Kenneth McKeighan Linda.Mitchell@doccs.ny.gov Kenneth.McKeighan@doccs.ny.gov ESTIMATED QUANTITIES: The quantities or dollar values listed are estimated only. Unless otherwise stated the estimated quantities are annual usage. See "Estimated/Specific Quantity Contracts" in Appendix B, General Specifications. CONTRACT PERIOD AND RENEWALS: Prices or discounts quoted are to be firm for the entire period of the contract. Price escalation or discount reduction will not be allowed and is specifically excluded from the terms and conditions of the Invitation for Bid, its specifications and subsequent contract award. Price decreases or discount increases are permitted at any time. If mutually agreed between the and the contractor, the contract may be renewed under the same terms and conditions for additional period(s) not to exceed a total contract term of five (5) years.

6 GROUP36501 LIQUID LAUNDRY INJECTION SYSTEMS PAGE 6 CANCELLATION FOR CONVENIENCE: The State of New York retains the right to cancel this contract, in whole or in part without reason provided that the Contractor is given at least sixty (60) days notice of its intent to cancel. This provision should not be understood as waiving the State's right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. Any such cancellation shall have no effect on existing Agency agreements, which are subject to the same 60 day discretionary cancellation or cancellation for cause by the respective user Agencies. WARRANTIES: See "Warranties" in Appendix B, General Specifications. EMERGENCY PURCHASING: In the event that a disaster emergency is declared by Executive Order under Section 28 of Article 2-B of the Executive Law, or that the Commissioner determines pursuant to his/her authority under Section 163(10)(b) of the State Finance Law that an emergency exists requiring the prompt and immediate delivery of products or services, the Commissioner reserves the right to obtain such products or services from any source, including but not limited to this contract, as the Commissioner in his/her sole discretion determines will meet the needs of such emergency. Contractor shall not be entitled to any claim or lost profits for products or services procured from other sources pursuant to this paragraph.