Rubber Insulated Glove Testing

CONTRACT REPORTER ADVERTISEMENT TEMPLATE for DISCRETIONARY RFQs ($50,000 - $85,000)     The New York State Department of Transportation is requesting pricing quotes for RQ24-003 Rubber Insulated Safety Glove Testing Services. 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.   SCOPE OF WORK NYSDOT seeks bids for high voltage testing of rubber insulating gloves used by NYSDOT’s Traffic Signal Technicians. Successful bidder (testing facility) shall be an accredited laboratory capable of providing high voltage testing services confirming to all ATSM/ANSI, NFPA and applicable industry standards.  Testing Facility will provide regular testing and return of electrical safety gloves and replace any failure gloves with brand new electrical safety, rubber insulating gloves. One statewide contract, covering all Regions, shall be awarded.                            Region Pairs Tested Per Year (Primary + Secondary Set) 1 28 2 16 3 22 4 26 5 30 6 12 7 14 8 32 9 16 10 52 Lab 10 Total 258     NYSDOT’s Traffic Signal Technicians will use electrical safety, rubber insulating gloves on a six (6) month rotation basis. Technicians will utilize black gloves (primary set) from January through June and a color other than black (secondary set) from July through December. The set not in use will be sent for testing. The Services provided under the resulting contract will be maintained and paid for through the Main Office. The vendor shall work directly with each regional contact for shipping and receiving gloves.   Scope of Services The vendor (Testing Facility) shall provide electrical testing of insulated gloves bi-yearly (every six months). The Testing Facility shall stamp the test date on all gloves, regardless of whether a left-handed glove or a right-handed glove or whether certified as a pair. Markings shall be confined to the cuff and applied in such a manner as not to impair the insulating qualities of the glove.  The Testing Facility shall supply a test/certification report for each glove, whether left or right-handed, or certified as a pair. The report shall be provided electronically.   If the Testing Facility determines that a glove or gloves are untestable, non-certifiable, or otherwise unfit, then the Testing Facility shall notify the regional contact and issue a replacement of the same class, size and color. If a replacement is indicated, the Testing Facility shall include the rejected glove pair in the same box as the original pair with a report. The Testing facility shall provide one new pair of gloves when returning the failed pair of gloves. The Testing Facility shall be capable of processing all NYSDOT orders concerning testing, certifying, and replacing of insulating rubber gloves within a 60-calendar day turnaround.               METHOD OF AWARD It is the intention of NYSDOT to award to the lowest responsive and responsible bidder. Award of a contract will be made on the basis of lowest grand total bid amount.   In order for a bid to be considered for award, it must: a) Be responsive (i.e. conforms in all material respects to the terms, conditions, specifications, and other requirements of the Invitation for Bids), and;   b) Have been submitted by a responsible bidder (i.e. has the capacity in all respects to perform all contract requirements in full, specifically the financial capacity, legal authority, integrity and past performance).   DELIVERY LOCATIONS Below are the NYSDOT Regions that will utilize  the electrical safety glove testing service:   REGION SIGNAL SHOP ADDRESS LOCATIONS 1 21 Ninth Street Waterford, NY 12188 2 2436 Chenango Road Utica, NY 13502 3 143 Sand Road North Syracuse, NY 13212 4 1155 Scottsville Rd. Suite 300 Rochester, NY 14624 5 75 Evans Street Hamburg, NY 14075 6 30 W. Main St. Hornell, NY 14843 7 23019 CR 51/Rte 12 (Murrock Circle), Watertown, NY 13601 8 610 Dutchess Turnpike Poughkeepsie, NY 12603 9 97 Barlow Road, BLDG#1 Binghamton, NY 13904 10 140 Nicon Ct Hauppauge, NY 11788   LAB   16 Avis Drive Latham, NY 12110   DELIVERABLES The Services provided under the resulting contract will be maintained and paid for through the Main Office. The Testing Facility shall work directly with each regional contact for shipping and receiving gloves.  Deliverables are the testing and shipping of 258 pairs of gloves twice per year, and the replacement of gloves that are deemed untestable or non-certifiable.   QUALIFICATIONS The successful bidder (Testing Facility) shall be an accredited laboratory capable of providing high voltage testing services confirming to all ATSM/ANSI, NFPA and applicable industry standards.  The Testing Facility will provide regular testing and return of electrical safety gloves and replace any failure gloves with brand new electrical safety, rubber insulating gloves. One statewide contract, covering all Regions, shall be awarded.”   CONTRACT PERIOD The contract period will cover a period of three (3) years which is expected to begin on November 1. 2024 (or upon the date of OSC approval, whichever occurs later), and may be extended by mutual agreement under the same terms and conditions, at the original pricing plus any allowable price adjustments, for one (1) additional two (2) year period beyond the original three-year term not to exceed an aggregate of five (5) years.    QUALIFICATION OF BIDDERS 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.  Bids will be considered only from established business entities who can demonstrate to the satisfaction of the Department, at least two (2) years of verifiable experience for the type of work called for herein, and the decision of the Department as to whether a firm meets the qualification criteria will be final.   Bidders must also be registered with the NYS Department of State as an entity authorized to conduct business in New York State. If not registered with the NYS Department of State, the bidder must provide proof of Good Standing from their Department/Secretary of State from their State of principal place of business.  Workers’ Compensation Law (WCL) §57 and §220 requires the heads of all municipal and state entities to ensure that businesses applying for permits, licenses or contracts document it has appropriate workers’ compensation and disability benefits insurance coverage.  These requirements apply to both original contracts and renewals, whether the Department is having the work done or is simply issuing the permit, license or contract. Failure to provide proof of such coverage or a legal exemption will result in a rejection of your bid or renewal of contract.   Proof of Compliance with Workers’ Compensation Coverage Requirements: An ACORD form is NOT acceptable proof of workers’ compensation coverage. In order to provide proof of compliance with the requirements of the Workers’ Compensation Law pertaining to workers’ compensation coverage, a contractor shall:   A)          Be legally exempt from obtaining Workers’ Compensation insurance coverage; or B)           Obtain such coverage from an insurance carrier; or           C) Be a Workers’ Compensation Board-approved self-insured employer or participate in an authorized self-insurance plan.          A Contractor seeking to enter into a contract with the State of New York shall provide one of the following forms to the Department of Transportation (Office of Contract Management Purchasing Office) at the time of bid submission or shortly after the opening of bids:   A) Form CE-200, Certificate of Attestation for New York Entities with No Employees and Certain Out of State Entities, that New York State Workers’ Compensation and/or Disability Benefits Insurance Coverage is Not Required, which is available on the Workers’ Compensation Board’s website (www.wcb.ny.gov).  Reference applicable IFB/RFQ # on the form.   B) Certificate of Workers’ Compensation Insurance:                                            1)           Form C-l05.2 (9/07) if coverage is provided by the contractor’s insurance carrier, contractor must request its carrier to send this form to the DOT Office of Contract Management Purchasing Office, or                                            2)           Form U-26.3 if coverage is provided by the State Insurance Fund, contractor must request that the State Insurance Fund send this form to the DOT Office of Contract Management Purchasing Office.   C) Form SI-l2, Certificate of Workers’ Compensation Self-Insurance available from the New York State Workers’ Compensation Board’s Self-Insurance Office. D) Form GSI-105.2, Certificate of Participation in Workers’ Compensation Group Self-Insurance available from the contractor’s Group Self-Insurance Administrator.   Proof of Compliance with Disability Benefits Coverage Requirements: In order to provide proof of compliance with the requirements of the Workers’ Compensation Law pertaining to disability benefits, a contractor shall:   A) Be legally exempt from obtaining disability benefits coverage; or B) Obtain such coverage from an insurance carrier; or           C) Be a Board-approved self-insured employer.   A Contractor seeking to enter into a contract with the State of New York shall provide one of the following forms to the DOT Office of Contract Management Purchasing Office at the time of bid submission or shortly after the opening of bids:   A) Form CE-200, Certificate of Attestation for New York Entities with No Employees and Certain Out of State Entities, That New York State Workers’ Compensation and/or Disability Benefits Insurance Coverage is Not Required, which is available on the Workers’ Compensation Board’s website (www.wcb.ny.gov). Reference applicable Solicitation or Contract # on the form.   B) Form DB-120.1, Certificate of Disability Benefits Insurance. Contractor must request its business insurance carrier to send this form to the DOT Office of Contract Purchasing Office; or C) Form DB-120.2, Certificate of Participation in Disability Benefits Group Self-Insurance. Contractor must obtain, complete and send this form to the DOT Office of Contract Management Purchasing Office; or   D) Form DB-155, Certificate of Disability Benefits Self-Insurance. The Contractor must call the Board’s Self-Insurance Office at +1 (555) 000-0000 to obtain this form.   ALL OF THE ABOVE REFERENCED FORMS, EXCEPT CE-200, SI-12 & DB-155 MUST NAME: the New York State Department of Transportation / the People of the State of New York (50 Wolf Road, Albany, NY 12232) as the Entity Requesting Proof of Coverage (Entity being listed as the Certificate Holder).   WORKERS’ COMPENSATION LAW (WCL) CONTRACTOR DEBARMENT For any public work contract subject to Article 8 of the New York State Labor Law, such contract, including amendments or renewals that extend the term of an existing contract, cannot be awarded to a vendor or any substantially owned affiliate of a vendor, that is debarred pursuant to WCL Section 141-b.  Additionally, a contractor shall be required to replace any subcontractor, at no additional cost to the State, found to be debarred pursuant to WCL Section 141-b during the course of the contract.     DOCUMENT ATTACHMENTS Quote submissions must include the following signed documents: - Completed and signed Bidders Worksheet - Procurement Lobbying Law form (PLL Form included under Documents Tab) - EO16 (Included under Documents Tab)   DESIGNATED CONTACT PERSONS 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   Debra Tremont +1 (555) 000-0000 contact@example.gov   SECONDARY CONTACT   Barbara Sonenberg +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., 8/6/24 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 Debra Tremont and Barbara Sonenberg by 8/20/24 COB.  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 Minority Owned Sub-Contracting Goal: 0% Women Owned Sub-Contracting Goal: 0% Service-Disabled Veteran-Owned Business Contracting Goal: 0% Disadvantaged Owned Sub-Contracting Goal: 0% Due date:08/20/2024 4:00 PM Contract term: 3 years County(ies): All NYS counties Location: NYSDOT regions 1-10 Business entities awarded an identical or substantially similar procurement contract within the past five years: none