The New York State Department of Transportation is requesting pricing quotes for RFQ23-023 to purchase Emulsion and Aggregate materials for “Pothole Killer” Machine rented by Region 10. The Department intends to advance this purchase pursuant to its discretionary purchasing authority under State Finance Law section 163(6), which authorizes purchases without a formal competitive process in certain circumstances, including purchases from New York State small businesses, from businesses certified pursuant to Article 15-A of the New York State Executive Law and/or New York State Veterans’ Services Law for service-disabled veteran-owned business enterprises (SDVOB), and, if applicable, from businesses selling commodities or technology that are recycled or remanufactured.
PRODUCT SPECIFICATIONS (commodities)
A cationic rapid setting emulsion manufactured from soft base asphalt which must be compatible with Patch Management’s “Pothole Killer” machine.
Summer Emulsion - CRS2 emulsion
Winter Emulsion - CRS2 Modified proprietary mix for winter use (Usually October through April)
Aggregate is Crushed limestone, 1/4 inch (known as ASTM #9, or B-l0's or rice stone. Triple washed to eliminate most of the fines, angular cut. Meets ASTM #9 spec for gradation.
OR EQUAL/COMPARABLE
“Or Equal” In all Bid Specifications the words “or equal” are understood to apply where a copyrighted, brand name, trade name, catalog reference, or patented Product is referenced. References to such specific Product are intended as descriptive, not restrictive, unless otherwise stated. Comparable Product will be considered if proof of compatibility is provided, including appropriate catalog excerpts, descriptive literature, specifications and test data, etc. The Director of Purchasing’s decision as to acceptance of the Product as equal shall be final.
METHOD OF AWARD
It is the intention of NYSDOT to award a blanket purchase order to the vendor who offers the lowest price including shipping to any of the locations listed for an estimated annual quantity of material. This purchase order is established to allow requester to take multiple deliveries of goods and services on an as needed basis. Specific delivery and contact information will be included when actual orders are placed.
The quantities listed in the request for quotations are estimated only and grand total will be used to determine lowest quote. Contractor will be required to furnish all items actually ordered during the contract period.
DELIVERY LOCATIONS – Individual Requests for shipment to any of the following locations:
Syosset (Headquarters)
500 Robbins Lane
Syosset, NY 11791
Sunnyside (Sub-Yard)
350 Sunnyside Blvd.
Plainview, NY 11803
East Hills (Sub-Yard)
301 Glen Cove Road
East Hills, NY 11576
QUALIFICATIONS
Bidder is advised that the State’s intent in having the requirements listed below is to ensure that only qualified and reliable Contractors perform the work of the resulting Contract. Bidder shall have the burden of demonstrating to the satisfaction of the Department that it can perform the work required.
To the extent that this solicitation seeks manufactured items of commodity, bids will be considered only from established manufacturers or their authorized Dealers/Distributors/Resellers (“DDR’s”). Any DDR must provide verifiable evidence that they have been continuously engaged in the DDR business (though not necessarily as a DDR for any particular manufacturer) for at least two (2) years.
Bidders must also be registered with the NYS Department of State either at the time of Bid Opening or shortly thereafter; either as a resident business entity or under valid DOS authority as a foreign business entity conducting business in New York State in order to be considered for award. To the extent that this Solicitation seeks other than manufactured commodity items, bids will be considered only from established business entities who can demonstrate to the satisfaction of the Department, at least two (2) years verifiable and satisfactory experience the type of work called for herein in a large commercial or governmental environment.
CONTRACT PERIOD
1 Year “Blanket Purchase Order”
DOCUMENT ATTACHMENTS
Quote submissions must include the following:
-Completed Quote Worksheet (included on DOCUMENTS tab)
-Signed Procurement Lobbying Law Form (included on DOCUMENTS tab)
-EO 16 Certification (included on DOCUMENTS Tab)
Interested parties should inquire of the Designated Contact Person(s) identified below to discuss particulars of providing a quotation to this opportunity.
Communication with respect to this procurement initiated by or on behalf of an interested vendor through other than the “Designated Contact Person(s)” identified below may constitute an “impermissible contact” under state law with respect to Procurement Lobbying, which could result in disqualification of that vendor.
DESIGNATED CONTACT PERSONS
(All Communications and Bid Submissions are to be Directed to):
PRIMARY CONTACT
Melanie Martin
+1 (555) 000-0000
contact@example.gov
SECONDARY CONTACT
Jessica Owen
+1 (555) 000-0000
contact@example.gov
The New York State Department of Transportation, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation and Title 23 Code of Federal Regulations, Part 200, Title VI Program and Related 1 of 3 Statutes, as amended, issued pursuant to such Act, hereby notifies all who respond to a written Department solicitation, request for
proposal or invitation for bid, that it will affirmatively insure that in any contact entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age disability/handicap and income status in consideration for an award.
For purposes of this procurement, the NYS Department of Transportation has conducted a comprehensive search and determined this contract does not offer sufficient opportunities to set goals for participation by certified DBE, MWBE, and/or SDVOB firm subcontractors, service providers, and suppliers. This project may present a direct opportunity for certified firms to participate as prime contractors and certified firms are encouraged to submit bids.
BID SUBMISSION DETAILS
The NYSDOT Purchasing Unit will accept inquiries and requests for clarification relative to this RFQ until C.O.B., 5/10/2024 by email to the Designated Contact Persons.
Firm pricing offers from responsible and reliable vendors will be accepted until the Quotation due date. Interested parties should submit a quote to Melanie Martin by 4pm, COB 5/15/24. RFQ responses may be emailed to
contact@example.gov and
contact@example.gov . All quotations must be received by the above due date/time. Late submissions will be considered at the sole discretion of the Director of Contract Management.
Bids submitted shall remain in effect for a period of sixty (60) days. Bids shall remain in effect beyond such period until such time as either an award is made, or the bidder delivers written notice of withdrawal of its bid to the Purchasing Office.
Purchases made by the State of New York are not subject to state or local sales taxes or federal excise taxes. There is no exemption from paying the New York State truck mileage, unemployment insurance, or Federal Social Security taxes. The official NYSDOT purchase order is sufficient evidence to qualify the transaction exempt from sales tax under section 1116(a)(I), Tax Law. For tax-free transactions under the Internal Revenue Code, the New York State registration number is 14740026K.
STANDARD CLAUSES FOR ALL NEW YORK STATE CONTRACTS
STOCK EXHIBIT, which includes NYS Appendix A (Standard Clauses for All NYS Contracts), NYSDOT Title VI (Civil Rights Act of 1964 – as amended) Appendices & NYSDOT Appendix B Publication PUR 102 (General Specifications), is attached hereto and made a part of this Solicitation and of any resulting contract as if set forth fully at length herein.
Service-Disabled Veteran-Owned Set Aside: No
Due date:05/15/2024 4:00 PM
NYSDOT Purchase will accept inquiries and requests for clarification relative to this RFQ until C.O.B., 5/10/2024 by email to the Designated Contact Persons. Contract term: 1 Year “Blanket Purchase Order”
County(ies): Suffolk
Location: NYSDOT Region 10 Business entities awarded an identical or substantially similar procurement contract within the past five years: none
