SBU/IFB - Research Vessel

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 a new research vessel for the State University of New York at Stony Brook, Stony Brook, NY 11794 , as herein described and in the attached technical specifications delivered NET FOB Destination in accordance with SUNY at Stony Brook 25/26-056MC 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 SDVOB (Service-Disabled Veteran-Owned Business), Exhibit R (Certification Under Executive Order No.16), 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. 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 over 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. Additional information about Stony Brook University and its students can be found at the following website: http://www.stonybrook.edu/ Key Events: EVENT DUE DATE/TIME Bidders Questions 2/20/2026 12:00PM EST Mandatory Zoom Pre-Bidders Conference 1/6/2026 2:00PM EST Answers to Bidders Questions 2/27/2026 5:00PM EST Proposals Due (Any proposal received after the deadline will not be considered) 3/10/2026 5:00PM EST Project Overview: Stony Brook University’s School of Marine and Atmospheric Sciences (SoMAS) seeks proposals for a new research vessel to support the ongoing research projects performed by SUNY Stony Brook University (SBU) faculty in the Northern Atlantic and Southern New England areas. This will include coastal waters extending out to offshore waters as far as 100 nmi offshore. Refer to each of the specified Groups under the Questions Section of this IFB for all Detailed Requirements. Group 1 - Bidder Summary Information: Complete and submit the Bidder Submission Form which includes company information on the Bidder. Group 2 - Company Information: Complete and submit an executive summary including a brief over of Bidder's proposal as well as the Bidder's Company background as requested. Group 3 -Vessel Technical Specifications - The vessel must be built as a United States Coast Guard (USCG) Inspected Passenger Vehicle as per the Detailed Technical Specifications included herein. The vessel is to be built and operated as a USCG Inspected Passenger Vessel, of less than 100 GRT. The vessel will operate beyond the boundary line, without a loadline assignment. The builder will be responsible for obtaining a USCG Certificate of Inspection as a Passenger Vessel. The vessel Owner will obtain a USCG letter of designation as an Oceanographic Research Vessel The primary area of operation for the vessel will be the marine waters off of New Jersey/New York, extending east to the waters south of Cape Cod, Mass. The vessel will operate year-round and shall be capable of operating in the extremes of summer and winter up to 100 nmi offshore in the northern MidAtlantic/Southern New England region. The vessel and its systems shall be fully capable within air temperatures of 0 to 110 deg F and water temperatures from 28 to 90 deg F. Group 4 - Bidder's Specifications/Financial Statements: Bidder must provide a minimum of three (3) references as specified in this section. Read and agree to the Financial Statements requirements as listed. Group 5 - Required Certifications & Adherence to Regulatory Requirments - Bidder must confirm adherence to obtain all licenses/certifications as specified. Group 6 - Bidder Insurance Requirements - Bidder must confirm that all required insurance will be provided when requested. Group 7 - Required Personnel Certifications - Bidder must confirm and supply the required certifications as specified. Group 8 - Pricing Page - Bidder must complete and upload the pricing page submission form. The Bidder may include a more detailed bid. This detailed bid can be submitted in the Supplier attachments section of this IFB. Group 9 - Warranty of Vessel - Bidder must provide the warranty they are extending on the vessel. This information must be uploaded in this section. Group 10 - Other Terms - Bidder must accept and/or upload agreement to the terms as speficied in this section. Group 11 - Exhibits & Forms - Bidder must complete and upload all exhibits and forms included in this section. Group 12 - Diversity Requirments - Bidder must complete and upload their EEO staffing plan. Group 13 - Subcontractor Requirements - Bidder must acknowledge and/or complete and upload the requirements regarding subcontractors and the use of Group 14 - Vendor Responsibility Requirement - Bidder must acknowledge and complete and upload the Vendor Responsibility information/form as specified. Group 15 - Amendments - SUNY will upload any amendments to this IFB. Instructions to acknowledge/confirm receipt of the amendments will be provided in this section. 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: Thomas Ferrari Contracts Officer +1 (555) 000-0000 Or Backup Lynn Meyer Assistant Director Strategic Sourcing +1 (555) 000-0000 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. Mandatory Zoom Pre-Bid Conference The Mandatory Zoom Pre-Bid Conference is scheduled for May 31, 2024, at 11: 00 AM. Bidders are required to attend via ZOOM. Zoom Topic: Research Vessel Mandatory Zoom Pre-Bid Conference Time: Jan 6, 2026 02:00 PM Eastern Time (US and Canada) Join Zoom Meeting https://stonybrook.zoom.us/j/97332353512?pwd=3xOAcumJxanHEaO5Dg4vsixAwZszj9.1 Meeting ID: 973 3235 3512 Passcode: 511076 --- One tap mobile +16462551997,,97332353512# US +12122258997,,97332353512# US --- Dial by your location • +16462551997 US • +12122258997 US • +14042012656 US • +1 (555) 000-0000 US • +14805624901 US Meeting ID: 973 3235 3512 Find your local number:https://stonybrook.zoom.us/u/aehvXlebs9 Failure to attend the Mandatory Zoom Pre-Bid Conference will result in rejection of your proposal. 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: 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. Price Adjustment: Prices must remain fixed for 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. 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 one hundred twenty (120) 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), Exhibit L (Procurement Lobbying Law), 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), Exhibit R (Certification Under Executive Order No.16), 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. 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. 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. 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. 10. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. 11. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY. 12. 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. In order to access the bid documents you will need to register your company on our web-based solution powered by Jaggaer: Jaggaer Supplier Registration: https://solutions.sciquest.com/apps/Router/SupplierLogin Public Site URL: https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=SUNY Tutorial Video on registration process https://www.youtube.com/watch?v=EPwSanSotkw Current Bid Opportunities/Vendor Database Portal https://www.asa.stonybrook.edu/Procurement/CurrentBidOpportunities/Vendors/Account/LogIn