NOTICE OF CONTRACT AWARD http:// Wallkill Correctional Industries GROUP NO./COMMODITY: 28000/Ophthalmic Frames and Cases CONTRACT NO. CONTRACTOR CONTACT INFORMATION PA-17003 Shannon Johnson, Vice President 5000 New Horizons Blvd. Phone: 800-221-6966 Amityville, NY 11701 Toll Free: 800-221-6966 Fax: 800-221-2068 M/WBE: MBE Goal: 0% WBE Goal: 0% Exclusion: NO Chartfield 2: 11252 SFS CONTRACT ID# 0000000000000000000023056 E-Mail: Vendor ID# 1000005709 Federal ID# 112535305 shannon.johnson@newyorkeye.net PA-17004 Avalon Eyewear, Inc. Brenda Richards, Key Accounts Manager 103 Stonehurst Court. Phone: 201-784-3377, Ext.1235 M/WBE: Northvale, NJ 07647 Toll Free: 888-767-0383 MBE Goal: 0% Fax: 201-767-5613 WBE Goal: 0% Toll Free Fax: 800-627-7280 Exclusion: NO E-Mail: brichards@avaloneyewear.com Chartfield 2: 11252 Vendor ID# 1100005200 Federal ID# 222731481 SFS CONTRACT ID# 0000000000000000000023109 Contract Period: March 1, 2017 through February 29, 2020 (with option to extend) Invitation For Bids (IFB) : 1034 (Replaces Award 860) Bid Opening Date: October 27, 2016 Direct inquiries regarding this contract to: Susan Dinan, Contract Management Specialist I NYS Department of Corrections and Community Supervision 550 Broadway Albany, NY 12204-2802 Contract Approval Date: March 14, 2017 NYS Department of Corrections and Community Supervision (Corcraft) By: Kathleen Gallagher Supervisor CI Purchasing Telephone: (518) 436-6321 Ext. 2513 Fax: (518) 434-7434 E-Mail: Susan.Dinan2@doccs.ny.gov FOR TAX FREE TRANSACTIONS UNDER THE INTERNAL REVENUE CODE, THE NEW YORK STATE REGISTRATION NUMBER IS 14740026K. 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.
GROUP 28000 OPHTHALMIC FRAMES & CASES PAGE 2 PRICE: Price includes all customs duties and charges and be net, F.O.B. destination Wallkill Correctional Facility,, Optical Shop, Route 208, Wallkill, NY 12589 DELIVERY TO: Wallkill Correctional Facility, Optical Shop Route 208 Wallkill, NY 12589 LOT I: ( #1- #15) Plastic Frames for Men, Women and Children As per Detailed Specifications Annual Net Est. Price Quantity Each Spring-Hinge Temple Yes/No 1 Hart R-3802 (Black, Tortoise) 1,500 $3.45 Yes EN3849 2 Hart J-5698 (Brown, Gray) 1,100 $3.45 Yes EN3901 3 Hart R-3826 (Black/Crystal, Burgundy) 2,300 $3.45 Yes EN3956 4 Hart B-2139 (Black Cider, Gray Fade, Tortoise) 2,300 $3.45 Yes EN3926 5 Hart B-2120 (Black, Tortoise) 1,100 $1.95 No B2120 6 Hart J-5765 (Black, Brown Smoke) 9,800 $3.45 Yes EN3937 7 Hart B-2144 (Black Cider, Black Rose) 6,000 $3.45 Yes EN3928 8 Hart J-5793 (Black/Crystal, Brown/Crystal, Purple) 3,200 $3.45 Yes EN3947 9 Hart B-1060 (Brown Fade, Gray Fade) 5,100 $3.45 Yes EN3982 10 Hart J-5716 (Brown Fade, Gray Fade) 1,700 $2.95 Yes J5716 11 Hart J-5717 (Brown Fade, Gray Fade) 4,000 $2.95 Yes J5717 12 Hart J-5774 (Black, Brown, Burgundy) 1,000 $3.45 Yes EN3958 13 Hart B-1061 (Brown Fade, Gray Fade) 3,000 $3.45 Yes EN3945 14 Hart E-3934 (Brown Fade, Gray Fade, Lilac Fade) 50/18, 52/18, 54/18 15 Mainstreet Looker Half Eye (GrayAmber, Brown Fade, Gray Fade, Pink Fade, Blue Fade, Black, DemiAmber) 50/22 1,000 $3.45 Yes EN3908 2,000 $1.95 No Hart Looker 100 Frames Each Price for Sample Kit (Approximately 250 sample Kits per Year): $288.59 each Number of Frames per Sample Kit: 88 Price for addition/subtraction of Frames from Sample Kit: N/A
GROUP 28000 OPHTHALMIC FRAMES & CASES PAGE 3 LOT II: ( #16 - #19) Smaller Children s Plastic and Metal Frames As per Detailed Specifications Annual Net Estimated Price Quantity Each Plastic or Metal Frame 16 Hart J-5737 (Blue, Brown) 2,800 $2.95 Metal J5737 17 Hart B-4171 (Shy Brown, Shy Gold, Shy Gun, Matt Burgundy, Matt Coffee, Matt Blue) 300 $2.95 Metal B4171 18 Hart M-415 (Light Blue, Light Brown, Pink 200 $5.28 Plastic M415 19 Hart J5700 (Blue, Gray) 200 $2.95 Plastic J5700 100 Frames Each Price for Sample Kit (Approximately 250 sample Kits per Year): $45.34 per kit Number of Frames per Sample Kit: 13 Price for addition/subtraction of Frames from Sample Kit: N/A LOT III: ( #20 - #21) Soft Cases Carrying Cases for Adult Eyeglasses, No Clip As Per Detailed Specifications Annual Estimated Quantity/Each Net Price Manufacturer and 20 Medium / Colors: Black, Brown, Navy, 54,000 $0.27 M112, M116 Burgundy, Red, Tan, Light Blue 21 Large / Colors: Black, Brown, Navy, Burgundy, Red, Tan, Light Blue 46,000 $0.27 L111, L114 Avalon Eyewear, Inc. 100 Cases Each LOT IV: ( #22) Hard Cases Carrying Cases for Children s Eyeglasses 5 Assorted Colors As Per Detailed Specifications Annual Estimated Quantity/Each Net Price Manufacturer and 22 Colors: Blue, Pink, Rose, Purple, Peach 10,000 $0.44 Hart S67 100 Cases Each
GROUP 28000 OPHTHALMIC FRAMES & CASES PAGE 4 MINIMUM ORDER: Minimum order shall be 100 pieces each (frames or cases), per LOT. Contractor may elect to honor orders for less than the minimum order. For such orders, at the contractor s option, shipping costs from the contractor s address (as stated in bid) may be added to invoice with a copy of the freight bill. Shipping costs are to be prepaid by contractor and such orders are to be shipped on an F.O.B. destination basis. All such orders must be shipped by the most economical method for the proper delivery of the product unless special instructions are stated on the order by the agency. DELIVERY: Delivery shall be expressed in number of calendar days required to make delivery after receipt of a purchase order. Guaranteed Delivery is three (3) business days after receipt of order. Deliveries will be between the hours of 8a.m. 11:00 a.m. and 12:00 p.m. 2:00 p.m. business days, a business day is defined as Monday through Friday except Saturday and Sunday, and New York State observed holidays. 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 Services,. 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 until the contract items have been delivered in satisfactory condition. Contractor shall provide complete and accurate billing invoices to the specified Agency in order to receive payment. Billing invoices submitted to the specified 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 www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at (518) 474-4032. 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.
GROUP 28000 OPHTHALMIC FRAMES & CASES PAGE 5 BILLING: Unless otherwise directed, invoices should be submitted by email to AccountsPayable@ogs.ny.gov, attention: Accounts Payable. Payment will be based on an invoice used in the supplier s normal course of business. Invoices must contain the PA-Contract, description of materials, quantity, unit and price per unit as well as the Federal Identification Number and New York State Vendor ID. If unable to email invoices, mail them to the Business Services Center address at: Department of Corrections and Community Supervision Business Unit COR01 Unit ID: 3260212 c/o OGS BSC Accounts Payable Building 5, 5 th Floor 1220 Washington Avenue Albany, NY 12226-1900 INTEREST: Interest on late payment is governed by State Finance Law, Section 179-M VENDOR RESPONSIBILITY: 1. General Responsibility The Contractor shall at all times during the Contract term remain Responsible. The Contractor agrees, if requested by the Department of Corrections and Community Supervision, (CORCRAFT) or his or her designee, to present evidence of its continuing legal authority to do business in New York State, integrity, experience, ability, prior performance, and organizational and financial capacity. 2. Suspension of Work (for Non-Responsibility) The Department of Corrections and Community Supervision, (CORCRAFT) or his or her designee, in his or her sole discretion, reserves the right to suspend any or all activities under this Contract, at any time, when he or she discovers information that calls into question the responsibility of the Contractor. In the event of such suspension, the Contractor will be given written notice outlining the particulars of such suspension. Upon issuance of such notice, the Contractor must comply with the terms of the suspension order. Contract activity may resume at such time as the Department of Corrections and Community Supervision, (CORCRAFT) or his or her designee issues a written notice authorizing a resumption of performance under the Contract. 3. Termination (for Non-Responsibility) Upon written notice to the Contractor, and a reasonable opportunity to be heard with appropriate (CORCRAFT) officials or staff, the Contract may be terminated by Department of Corrections and Community Supervision, (CORCRAFT) or his or her designee at the Contractor's expense where the Contractor is determined by the Department of Corrections and Community Supervision, (CORCRAFT) or his or her designee to be non-responsible. In such event, the Department of Corrections and Community Supervision, (CORCRAFT) or his or her designee may complete the contractual requirements in any manner he or she may deem advisable and pursue available legal or equitable remedies for breach. 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.
GROUP 28000 OPHTHALMIC FRAMES & CASES PAGE 6 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: Department of Corrections Wallkill Correctional Facility and Community Supervision Optical Shop 550 Broadway Route 208 Albany, NY 12204-2802 Wallkill, NY 12589 Attn: Susan Dinan, Attn: William Cardone Contract Management Specialist I Industrial Superintendent 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. 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) day 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.
GROUP 28000 OPHTHALMIC FRAMES & CASES PAGE 7 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.