SBU/Baseball and Softball Equipment

Overview: This Event is issued by the State University of New York at Stony Brook (herein after referred to as "SUNY”) to solicit proposals to provide Baseball and Softball equipment, at various locations on main campus and at offsite locations belonging to, owned, operated or managed by the State University of New York at Stony Brook, NY 11794 in accordance with the terms of 25/26-083MC and Exhibits A (Standard Contract Clauses), A-1 (Affirmative Action Clauses), Exhibit D (Non-Collusive Bidding Certification), Exhibit E (EO 177 Certification), Exhibit H (N.Y. State Finance Law §139-l Certification), Exhibit N (Subcontracting Form), Exhibit L (Procurement Lobbying Law), Exhibit R (Certification Under Executive Order No.16), Exhibit T (ST-220) and Exhibit V (Vendor Responsibility) attached hereto and made part of this proposal. It is SUNY's intent to award a three-year contract to the qualified low bidder. The contract is expected to begin on or about July 1, 2026. A list of the baseball and softball products anticipated to be purchased is listed in the Bidder Summary Information Section (Group 2.2) and on the Pricing Page located in the Pricing Page section of this IFB. 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 26,000 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: Bidder’s Questions Due Date and Time: Note: All questions must be posted on the Q&A Board to be considered. Only questions on the Q&A Board will be answered. April 10, 2026, at 12:00 PM EST Proposals Due Date and Time (After this date and time bidders will be locked out of the Sourcing System and will be unable to submit a bid. Bids may be submitted early and will sit in system lock box.) May 6, 2026, at 12:00 PM EST 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. 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. Bidder Questions: Questions regarding the electronic bidding process should be directed to: DESIGNATED CONTACT: Michele Rindos Buyer +1 (555) 000-0000 contact@example.gov OR Lynn Meyer Assistant Director, Strategic Procurement +1 (555) 000-0000 contact@example.gov 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 that substantially 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. 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. The 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 required equipment. 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. 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 Pricing Page 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. Price Adjustment: Percentage discount must remain fixed for the life of the contract. The University will not accept any fuel surcharges or increases based on fuel. The Department of Procurement, Purchasing Section, will be the interpreter of all contract documents. 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. 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 L (Procurement Lobbying Law), Exhibit T (ST-220), Exhibit V (Vendor Responsibility Questionnaire), Exhibit E (EO 177 Certification), Exhibit H (N.Y. State Finance Law §139-l Certification), Exhibit R (Certification Under Executive Order No.16), and 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. Compliance: The successful Bidder shall comply, and shall cause each of its employees, agents, subcontractors and the employees and agents of such subcontractors, if any, to comply, with all applicable laws, ordinances, rules, orders, regulations, and requirements of Federal, State and Municipal governments, and all applicable rules, regulations and policies of SUNY, including the policies of Stony Brook University. University policies may be found at https://www.stonybrook.edu/policy/. 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. Contract Term: The term of this agreement shall be for a period of Three (3) years commencing on or about July 1, 2026 through and including June 30, 2029 with optional two (2) 1 year renewals subject to the approval of both parties. 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. Parking and Other Regulations of the University: It will be the responsibility of the successful contractor to contact the Traffic Office at +1 (555) 000-0000 to make arrangements for parking passes or permits if required. Illegally parked vehicles are subject to ticketing and/or towing. Bidder will operate vehicles responsibly under campus rules and regulations and will not park vehicles in unauthorized areas. Illegally parked vehicles will be towed. Successful bidder will abide by all the applicable rules and regulations of the University, and breach whereof shall make vendor liable under such rules and regulations. Report of Contract Purchases: Contractor shall furnish quarterly data and contract spend reports to the Michele Rindos Buyer. 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 2nd Quarter (July 1 – Sept 30) Due Oct 3rd Quarter (Oct 1 – Dec 31) Due Jan 4th Quarter (Jan 1 – March 31) Due April 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 to contact@example.gov 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 contact@example.gov or by telephone at +1 (555) 000-0000. 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: Reject any and all proposals received in response to this IFB, make a contract award in whole or in part. Make no contract award. 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. Withdraw the IFB at any time, at SUNY’s sole discretion. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the IFB. 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. Prior to the bid opening, amend the IFB specifications to correct errors of oversights, or to supply additional information, as it becomes available. Upon University request, Prospective Bidder shall provide certified and/or non-certified audited financial statements with a letter from a CPA firm that GAAP was followed and they are not aware of any material misstatements for the past three (3) completed fiscal years, 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. Request references and contact any or all references and perform other related due diligence. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY. 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: 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 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. Substitutions: During the contract, substitutions will not be made without the approval of the University. 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