Fire Protection Services, Water Based Sprinkler, Sprinkler Testing and Fire Hydrant Testing

Overview: This Event is issued by the State University of New York at Stony Brook (herein after referred to as "SUNY”) to solicit proposals for Fire Protection Testing Services to the State University of New York at Stony Brook, Stony Brook, NY 11794 services, as herein described delivered NET FOB Destination in accordance with SUNY at Stony Brook 25/26-147MC and Exhibits A (Standard Contract Clauses), A-1 (Affirmative Action Clauses), Exhibit D (Non-Collusive Bidding Certification), Exhibit M (MWBE Forms), Exhibit N (Subcontracting Form), Exhibit L (Procurement Lobbying Law), Exhibit R (Contracting w/ Russia), Exhibit SDVOB (Service-Disabled Veteran-Owned Business), Exhibit T (ST-220) Exhibit V (Vendor Responsibility), Exhibit E (EO 177 Certification) and Exhibit H (N.Y. State Finance Law §139-l Certification), attached hereto and made part of this proposal. The State University of New York at Stony Brook intends to enter in to a concurrent five (5) year agreement with a qualified vendor to begin on or about September 1, 2026 and end on August 31, 2031. Background: Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's North Shore. Our 1,100-acre campus is home to almost 27,252 undergraduate, graduate, and doctoral students and more than 14,500 faculty and staff. Stony Brook University is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU). It consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. The University consists of approximately 4,962,878 square feet of building space and over 16 miles of roadway. KEY EVENTS: BID OPENING WEDNESDAY, JUNE 4, 2026 12:00 PM BIDDERS' QUESTIONS MONDAY, JUNE 22, 2026 12:00 PM All questions need to be asked through the Q&A Board located in this IFB PROPOSAL DUE DATE & TIME WEDNESDAY, JULY 8, 2026 12:00 PM Any proposal received after this deadline will not be considered ANTICIPATED CONTRACT START DATE SEPTEMBER 1, 2026 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 Stony Brook University’s “Designated Contacts” ONLY. See Exhibit L for additional information. Please see below for the DESIGNATED CONTACT. DESIGNATED CONTACT: Eric Nelson Contracts Officer 631-632-6014 E-mail: eric.nelson.1@stonybrook.edu OR Lynn Meyer Assistant Director of Strategic Sourcing 631-632-6019 E-mail: lynn.meyer@stonybrook.edu SCOPE OF WORK: The awarded Contractor shall provide fire protection services to include testing of the University's water based sprinkers and fire hydrants as described herein. Detailed information related to the services to be performed and a complete listing of the equipment to be tested is located in the Bidder Summary Information - Group 1.2 of this IFB. Please submit your pricing on the pricing page found in Group 4.1 of this IFB. The term of the awarded contract shall be for a period of five (5) years commencing upon September 1, 2026 through and including August 31, 2031. For the contract to be effective, the contract requires the approval of the New York State Attorney General and Office of the State Comptroller. BIDDERS' QUESTIONS: All questions should be submitted on the Q & A Board citing the particular event section where applicable. Bidders should make efforts to ensure all questions are submitted no later than the date listed in the Key Events section as questions received after the closing date for questions may not be responded to prior to the proposal due date. Bidder identifying information will not be included in the response. Only answers posted on the Q&A Board are official. Responses to inquiries thatsubstantially change or clarify the event in a substantial manner will be posted as an addendum. It is the responsibility of the Bidder to inquire about any requirement of this event that is not understood. SUNY will not be bound by oral responses to inquiries or written responses other than addenda. No Mandatory Pre-Bid Conference or Site Visit: Since there is no pre-bid conference or site visit it is very important bidders seek clarification during the question period. Official responses to all questions posed will be answered through the Q&A Board. Customer/Public Relations and Notification: Stony Brook University is completely committed to providing the utmost service and quality workmanship to its customers and in view of the general public. The Contractor is to follow these same principles in conducting work for Stony Brook University, by maintaining safe and clean job sites, being responsive and courteous to customers and the general public and, reporting to Stony Brook University any issue that is escalating and requires resolution. Stony Brook University demands the highest respect and integrity of its contractors in dealing with customers or the general public. Any infraction of this rule could result in the immediate barring of any contractor employee deemed in the wrong by Stony Brook University representatives from performing any work for Stony Brook University. The Contractor is also responsible for maintaining an acceptable appearance of all its vehicles and equipment related costs are to be done by the contractor. The Contractor is required to properly notify appropriate Stony Brook University representatives before testing or property is to be impacted by the testing, including that by equipment, materials, vehicles stored on the University. SBU shall notify and/or schedule with, SBU facilities and building managers that may be affected by the testing, in advance of the Contractor's work. Safety: The Contractor shall provide a safe work area for its crew and the public as part of the testing. The Contractor shall adhere to all safety requirements as well as Occupational Safety and Health Administration (OSHA). All required safety equipment shall be at contractors cost. The contractor is responsible for ensuring a safe work atmosphere on all job sites for its employees, Stony Brook University employees, residences, students, surrounding public, etc., in accordance with all OSHA guidelines. Contractor employees are to follow OSHA guidelines for wearing and use of personal protective equipment where appropriate. Traffic Control and Job Site Maintenance: The Contractor shall maintain adequate traffic flow control around the testing site at all times and maximize safety. The Contractor shall not completely block a road unless the Contractor obtains prior approval from the SBU Fire Department. Prior to the commencement of testing requiring the complete blockage of a road, the SBU Fire Department shall notify Campus police. Accidents: The Contractor shall supply the SBU Fire Department with two (2) copies of all accident reports within 24 hours of when accident occurs. SBU/Contractor Incident Reports: On the same day of the occurrence of any incident, as described herein, the Contractor shall furnish to the SBU Fire Department, incident report(s) in duplicate for all incidents that result in damage to the property of others (including SBU), personal injury, or for any incident which may give rise to any other claim against SBU. End of Day Restoration: All systems worked on the date tested are to be placed back in service by the close of business. The Contractor shall restore the test site to a safe condition or its original condition. General Conditions: • The Contractor shall not allow waste materials or rubbish caused by its employees to accumulate at the test site location but shall promptly remove waste materials at the completion of each day's testing. • The Contractor shall take necessary precautions to avoid the spillage of fuels, chemicals, or similar substances at the testing job site, complying with Department of Transportation and environmental regulations. • It is the Contractor's responsibility to promote the safety of the Contractors operations on the Campus. The Contractor is expected to communicate with SBU Fire Department in advance of and during all testing operations. • The contractor and the University will implement, “Testing Authorizations” by means of verbal, written and/or electronic notifications. • A representative needs be assigned to SUNY's account who will be responsible for implementation of this contract including making on-site visits upon request by SUNY. • Contractor shall provide documentation for all materials purchased. Contractor shall provide SUNY net unit pricing for all items. • Orders shall be placed by purchase order. Only a SUNY authorized representatives will be allowed to place orders. Acceptance of Bid Content: The contents of the Bid and the Bidder’s response to this Bid shall become contractual obligations if a contract ensues. Failure of the Bidder to accept these obligations may result in the rejection of the Bidder’s response. Any additional vendor terms which are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only. SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified via email of any changes in a timely manner. ons at the time of the site visit and advise SUNY of any discrepancies to specifications provided by SUNY prior to bid submittal. Bid Opening: SUNY reserves the right to not hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified. If a public bid opening is not held, the University will release the names of the companies that submitted a bid and the unaudited total of each bid. Method of Award (IFB): This IFB is part of a competitive procurement process designed to serve the best interests of the SUNY and the People of the State of New York. It is also designed to provide all bidders with a fair and even opportunity to have their products and services considered. SUNY will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this IFB. Award will be by grand total to the lowest responsible, qualified bidder who meets all qualifications and specifications. Bidder must respond as requested. Administrative Review: Each proposal received by the due date and time will be screened for completeness and conformance with requirements for proposal submission as set forth in this IFB. Cost Evaluation Phase: The lowest cost proposal needs to meet the bidder’s references and will be evaluated. The responsive and responsible Bidder submitting the proposal with the lowest prices/rates will be selected to contract with SUNY. The award shall be made by issuance of an award notice. SUNY contracts may be subject to approval by the New York State Attorney General and the Office of the State Comptroller. Bidder’s References Review: The lowest cost proposal after Administrative Review will advance to a committee to review the response to the Bidder’s References. Information provided in the proposal will be used to validate Bidder’s References and SUNY reserves the right to contact client references to validate required experience. If review of responses and reference checks determine the Bidder does not meet the Bidder’s References, the proposal will be deemed inadequate and will not be considered further. Finalist Review: In accordance with Section 163 (9) f of the NYS Finance Law, prior to making a contract award each contracting agency shall make a determination of responsibility of the proposed Contractor as discussed in Vendor Responsibility Section. SUNY will conduct a review of vendor responsibility for the Bidder earning the highest final composite score, and any proposed subcontractors. SUNY will consider any information that raises issues concerning the vendor’s responsibility, with consideration given to its relevance to the scope of work. The review will include factors such as financial and organizational capacity, legal authority, integrity and previous contract performance. Pricing Page Submission Instructions: The quantities/amounts are estimated based on the University’s anticipated needs for future projects. The successful bidder will be assigned projects as the need arises during the term of the contract. Estimated amounts will be used for evaluation purposes in determining the low qualified bidder. The quantities/amounts listed in this bid proposal are estimated and will be used for the evaluation purposes only in determining the grand total lowest responsible, qualified bidder. When applicable: Hourly rates are to be inclusive of all travel and per Diem. Bidder must respond to all items as requested with a numerical value, otherwise the University reserves the right to consider the bid submission as non-responsive. No modifications may be made to the Pricing Page Submission Form. Bidders are encouraged to seek clarification during the question period. Modifications to the Pricing Page Response Form may result in disqualification. • Items: Price shall be in accordance with the items listed or on the Cost Proposal Submission Form, if provided. No other charges, other than those listed in the items or on the Financial Proposal Submission Form shall be allowable under the agreement. • Cost Adjustments: There are no cost adjustment during the life of the contract. Prices must remain fixed during the life of the contract. • FOB: Price shall be FOB (Free on Board) Destination, Freight Prepaid. • Preparation Costs: Bidder is responsible for all costs, direct or indirect, that it incurs related to the preparation and submission of a proposal in response to this event. • Prevailing Wage: Bidder agrees that their bid shall be submitted with the requirement that all wages paid to the workers shall be no less than the minimum prescribed by the New York State Department of Labor for the specific crafts used in the area where the work is performed. The NYS prevailing wage rate schedule is PRC# 2021006518 and is included in these specifications. See https://labor.ny.gov/workerprotection/publicwork/PWContents.shtm. • OSHA 10-hour Construction Safety and Health Course – S1537-A: This provision is an addition to the existing prevailing wage rate law, Labor Law §220, section 220-h. It requires that on all public work projects of at least $250,000.00, all laborers, workers and mechanics working on the site, be certified as having successfully completed the OSHA 10-hour construction safety and health course. • Pricing: All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected. • Quote Hold: 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 ninety (90) days from event close date. Subsequent to such ninety (90) days, the proposal is subject to withdrawal communicated in writing and signed by the Bidder. • Tax Exempt: SUNY is exempt from sales tax. All prices should be quoted without the sales tax. Standard Clauses:Any contract resulting from this Proposal shall include Exhibit A (Standard Contract Clauses), Exhibit A-1 (attached - the Affirmative Action Clauses), Exhibit D (Non-Collusive Bidding Certification), Exhibit M (MWBE Forms), and Exhibit L (Procurement Lobbying Law), Exhibit R (Contracting with Russia) Exhibit T (ST-220), Exhibit V (Vendor Responsibility Questionnaire), Exhibit E (EO 177 Certification), and Exhibit H (N.Y. State Finance Law §139-l Certification), the provisions of which shall take precedence over any provision in the Proposal. These clauses relate to, among other things, assignment of the contract, availability of funds, non-discrimination, affirmative action, non-collusion, worker’s compensation and contracting with Russia. Award Protest: Upon notification of the selection and award of the contract, the bidder or offeror whose bid or proposal was not selected as the successful bid or proposal is entitled to submit a Bid Protest in accordance with SUNY’s Contracts Award Procedure (Document # 7561). The SUNY’s Protest Procedure is available at http://www.suny.edu/sunypp/documents.cfm?doc_id=699. The University's Protest Officer is Assistant Vice President Procurement Services, RSS Bldg., Stony Brook, NY, 11794-6000. The Appeals Officers is Vice President for Finance & Administration, Administration Bldg., Rm 221, Stony Brook NY, 11794-1002. Legislature Changes: In the event any governmental restrictions are imposed which would necessitate alteration of the material, quality, workmanship or performance of the items and/or services offered in this proposal whatsoever, prior to their delivery or thereafter, it shall be the responsibility of the successful bidder to immediately notify the University in writing of the specific regulation which requires alteration. Upon acceptance of such alteration by the University, it shall be the responsibility of the successful bidder to give effect to such alterations in accordance with terms and conditions of the agreement entered into hereinafter. Any price adjustments occasioned due to any alterations shall be subject to the approval of the University. Report of Contract Purchases: Contractor shall furnish quarterly data and contract spend reports to Eric Nelson, Contract Officer. Reports shall be broken out to match the items contained on the pricing page of this solicitation and shall be delivered in accordance with the following schedule: 1st Quarter (April 1 – June 30) Due July 05 2nd Quarter (July 1 – Sept 30) Due Oct 05 3rd Quarter (Oct 1 – Dec 31) Due Jan 05 4th Quarter (Jan 1 – March 31) Due April 05 The report is to be submitted electronically in Microsoft Excel and shall reference the Contract Number, sales period, and contractor's, subcontractor (or other authorized agent) name. The outlined sales report is the minimum information required. Additional related sales information, such as monthly reports, and/or detailed user purchases may be required and must be supplied upon request. Reports are a deliverable of the contract. The University reserves the right to withhold payment if a vendor is delinquent in report submittal. Recycle Clause: In accordance with the provisions of Section 177 of the State Finance Law, the State University is required to purchase recycled products, if available, made with significant recycled content in accordance with standards established by the State Department of Environmental Conservation. The law provides that if the price of a recycled product is within 10% of the price of a comparable product made without significant recycled content, or within 15% of such comparable product if the recycled materials used in such products are generated in New York State, the recycled product must be purchased. If you believe any products you will provide hereunder should be considered as qualifying recycled products under this law, please attach a copy of the authorization from the Department of Environmental Conservation confirming that such product has been approved for inclusion in the State recycling program. In the absence of such written confirmation, the product(s) will not be considered as qualifying for purposes of determining the selected vendor hereunder. Payment Terms: Payments under the resulting contract award shall be made to the Contractor, upon receipt of goods/services and properly approved and completed valid and proper invoice/s (Go to attached link to ensure you are meeting New York State proper invoicing requirements: https://osc.state.ny.us/agencies/guide/MyWebHelp/Content/files/XII.4.Fatt.pdf) and State of New York Department of Labor, Bureau of Public Works, Certified Payroll submitted to the attention of Accounts Payable, SUNY at Stony Brook. Payment may be withheld if a contractor has outstanding data, sales or MWBE reports. The Contractor shall provide complete and accurate billing valid and proper invoice/s to the University in order to receive payment for its services. Billing valid and proper invoice/s submitted to the University must contain all information and supporting documentation required by the University and OSC (All valid and proper invoice/s must be submitted with contractor’s Federal ID number). Payment for valid and proper invoice/s submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Vice President for Administration or designee, in her/his sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary New York state procedures and practices. The Contractor shall comply with the OSC procedures to authorize payments. Authorization forms are available at the OSC website at www.osc.state.ny.us/vendors/index.htm, by email at HelpDesk@sfs.ny.govor by telephone at 518-457-7717. The Contractor acknowledges that it will not receive payment on any valid and proper invoice/s submitted under this contract if it does not comply with the OSC’s electronic payment procedures, except where the Vice President or designee has expressly authorized payment by paper check as set forth above. Customs Clearance: If the product is being manufactured in another country and will require customs service, the cost of such service and any applicable importation fees shall be born by the vendor and incorporated in the price bid. Early Pay Discount: Where Contractor generally offers more advantageous special price promotions or special discount pricing to other customers during the Contract term for a similar quantity, and the maximum price or discount associated with such offer or promotion is better than the discount or net pricing otherwise available under this Contract, such better price or discount shall apply for similar quantity transactions under this Contract for the life of such general offer or promotion. If the Contractor offers an early payment discount, at any point in time, that is more advantageous to the State than the terms that are contractually obligated, the Contractor shall include the payment terms of the discount on the applicable valid and proper invoice/s (s). Date/Time Warranty:Contractor warrants that Product(s) furnished pursuant to this Contract shall, when used in accordance with the Product documentation, be able to accurately process date/time data (including, but not limited to, calculating, comparing, and sequencing) transitions, including leap year calculations. Where a Contractor proposes or an acquisition requires that specific Products must perform as a package or system, this warranty shall apply to the Products as a system. Where Contractor is providing ongoing services, including but not limited to: i) consulting, integration, code or data conversion, ii) maintenance or support services, iii) data entry or processing, or iv) contract administration services (e.g., billing, invoicing, claim processing), Contractor warrants that services shall be provided in an accurate and timely manner without interruption, failure or error due to the inaccuracy of Contractor’s business operations in processing date/time data (including, but not limited to, calculating, comparing, and sequencing) various date/time transitions, including leap year calculations. Contractor shall be responsible for damages resulting from any delays, errors or untimely performance resulting therefrom, including but not limited to the failure or untimely performance of such services. This Date/Time Warranty shall survive beyond termination or expiration of this contract through: a) ninety (90) days or b) the Contractor’s or Product manufacturer/developer’s stated date/time warranty term, whichever is longer. Nothing in this warranty statement shall be construed to limit any rights or remedies otherwise available under this Contract for breach of warranty. Reserved Rights: SUNY Reserves the right to: 1. Reject any and all proposals received in response to this IFB, make a contract award in whole or in part. 2. Make no contract award. 3. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this IFB and to make an award for any or all remaining portions. 4. Withdraw the IFB at any time, at SUNY’s sole discretion. 5. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the IFB. 6. Use proposal information obtained through site visits, management interviews and the state’s investigation of a Bidder’s qualifications, experience ability or financial standing, and any material or information submitted by the Bidder in response to SUNY’s request for clarifying information, in the course of evaluation and/or selection under the IFB. 7. Prior to the bid opening, amend the IFB specifications to correct errors of oversights, or to supply additional information, as it becomes available. 8. Prospective Bidder shall provide certified and/or non-certified audited financial statements and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports as evidence of its ability to meet the service and requirements of the SUNY Stony Brook. 9. Request references and contact any or all references and perform other related due diligence. 10. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist. 11. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. 12. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY. 13. Require clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and permit revisions from all Bidders determined to be susceptible to contract award prior to award. Miscellaneous Instructions (if applicable): Delivery: Deliveries made to the University departments must be pre-established with the departments prior to orders being submitted to suppliers. Locations: Failure of contractor to familiarize him/herself with each separate location will not relieve contractor from responsibilities under the resulting contract award Installation: Delivery shall include unloading, moving to point of use, uncrating, assembling, complete installation, adjusting, connecting all services, testing, demonstrating and leaving ready to operate to the full extent of its design capabilities. Debris Removal: All accumulated debris, cartons, packing, etc. stemming from the installation shall be removed and disposed daily in the Contractor’s trash receptacles. Use of SUNY trash receptacles will not be allowed. Ordering: SUNY must be able to return, change, or cancel orders at any time before shipment without penalty or up to seven (7) days of receipt of delivery for any reason including, but not limited to, contractor error, damaged goods, “decided we don’t need,” etc. The terms of goods returned after seven (7) days will be mutually agreed upon by both parties. The Contractor shall honor all manufacturers’ guarantees. Inventory: The Contractor shall stock adequate inventories to service SUNY. Material and Equipment: Security of contractor’s material and equipment shall be the responsibility of the contractor. Payroll Documentation: SUNY and the New York State Department of Labor (NYS DOL) reserve the right to request Certified Payroll documentation for any work performed on this contract from the Contractor. SUNY does not require submittal of Certified Payroll documentation with invoicing; however, the Contractor shall provide such documentation immediately upon request. Substitutions: During the contract, substitutions will not be made without the approval of SUNY Facilities. Definitions/Glossary: In addition to the terms defined elsewhere in the Event, the terms set forth in this section shall have the following meanings: "Affiliates" shall mean any entity which directly or indirectly controls, is controlled by or is under common control with the subject entity. "Authorized Users" shall mean (i) SUNY employees, contractors, subcontractors and outsourcing vendors and (ii) employees, contractors, subcontractors and outsourcing vendors of any Affiliates or other entities designated in an Order Form as being authorized by SUNY to access and use the Contractor’s Applications and Services, in each case who have been supplied user identification numbers and passwords by SUNY. "Best Value" shall mean the basis for awarding a contract for services to the Bidder which best optimizes quality, cost and efficiency among Responsive and Responsible Bidders. See State Finance Law § 163(1)(j). "Business Day" shall mean Monday through Friday, excluding NYS Holidays, between the hours of 8 am - 4:30 pm EST. "Client Data" shall mean data generated, uploaded or transmitted by SUNY or their respective Authorized Users using the Contractor’s Applications. "M/WBE" shall mean a business certified with Empire State Development (ESD) as a Minority and/or Woman-Owned Business (M/WBE). "Professional Services" shall mean any implementation, training, consulting, data migration, conversion, integration or other services provided by the Contractor to SUNY. All Professional Services shall be detailed in a Statement of Work (or "SOW"). "Selected or Successful Bidder" shall mean the responsive and responsible Bidder submitting the proposal with the highest composite score (RFP) or lowest cost (IFB). "Services" shall mean the Support Services and Professional Services. "SDVOB" shall mean businesses certified as a New York State Service-Disabled Veteran-Owned Business (SDVOB). "Subscription" shall mean the right of SUNY and Authorized Users to access the Contractor’s Applications and certain Services during the Subscription term, as set forth in an Order Form, applicable. "SUNY Institution" shall mean institutions listed in the Exhibit, SUNY Institutions may be subsequently added or removed by Contractor and SUNY upon mutual written agreement. "Support Services" shall mean the maintenance and support services described in the Terms of Service and provided in connection with the Contractor’s Applications. "SBE" shall mean a Small Business Enterprise. A "New York State Small Business" is defined as a company that is a resident to New York State, independently owned and operated, with 100 or fewer employees, and not dominant in its field. See State Finance Law §160(8).