Award Document
Contents
1. continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE 10 Explosion Detection Systems Smiths State of New York Office of General Services PROCUREMENT SERVICES GROUP Contract Performance Report Please take a moment to let us know how this contract award has measured up to your expectations If reporting on more than one contractor or product please make copies as needed This office will use the information to improve our contract award where appropriate Comments should include those of the product s end user Contract No Contractor Describe Product Provided Include Item No if available Note Product is defined as a deliverable under any Bid or Contract which may include commodities including printing services and or technology The term Product includes Licensed Software po Excellent Good Acceptable Unacceptable e Product meets your needs a E e Product meets contract specifications ig i _____ __ CONTRACTOR po Excelent Good Acceptable Unacceptable _Timeliness of delivery ee e Completeness of order fil rate o o o o e e Responsiveness to inquiries e Employee courtesy e_Problem resolution Ee ean eer eee Comments over Agency Prepared by Address Title Date Phone E mail Please detach or photocopy this form amp return by FAX to 518 474 2437 or mai2. The contract prices may be subject to increase or decrease during the contract period in accordance with changes which may be made by the distributor in their established nationally distributed price list or published catalog Catalog or price lists may indicate increases or decreases in pricing but the percentage discount originally accepted for award shall not be decreased during the contract period GSA pricing will be updated when copy of GSA notice and approval is sent to OGS and shall be binding under any contract five 5 days following written notification to the contractor from the Office of General Services Procurement Services Group that the price revision as submitted for approval has been accepted New products will be considered for inclusion provided they are pertinent to the award category description and offered to the State under the same terms conditions and discount structure or pricing deemed to be reasonable as in the original bid The price revisions new lists or supplements to an original list shall be submitted to the Office of General Services Procurement Services Group Attention Group 38232 Purchasing Officer in duplicate for approval before ordering agencies will be bound to any such revisions Price increases or decreases shall be binding under any contract five 5 days following written notification to the contractor from the Office of General Services Procurement Services Group that the price revision as submitted
3. IN WRITING MUST STATE THE REASONS WHY THE INFORMATION SHOULD BE EXCEPTED FROM DISCLOSURE AND MUST BE PROVIDED AT THE TIME OF SUBMISSION OF THE SUBJECT INFORMATION REQUESTS FOR EXEMPTION OF THE ENTIRE CONTENTS OF A BID PROPOSAL FROM DISCLOSURE HAVE GENERALLY NOT BEEN FOUND TO BE MERITORIOUS AND ARE DISCOURAGED KINDLY LIMIT ANY REQUESTS FOR EXEMPTION OF INFORMATION FROM DISCLOSURE TO BONA FIDE TRADE SECRETS OR SPECIFIC INFORMATION THE DISCLOSURE OF WHICH WOULD CAUSE A SUBSTANTIAL INJURY TO THE COMPETITIVE POSITION OF YOUR FIRM continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE6 Explosion Detection Systems Smiths Manufacturers Product Line Smiths Detection Equipment Offered See attached price list for equipment offered and discount Note New York State Pricing Trace Equipment DETECTION PRODUCTS List Price Discount NYS Price Sentinel II Walk through Explosives Narcotics Detection 180 000 00 25 135 000 00 Sentinel II Compressor 12 000 00 25 9 000 00 Centurion HVAC TIC s and Chemical Weapons Detection 50 000 00 25 37 500 00 Includes Computer Mail Sentry Bio Detection Mail Screening System 204 540 00 25 153 405 00 Bio seeq Portable Biological Detection Device 42 000 00 25 31 500 00 Includes Bio Seeq data logging with software amp cable rechargeable battery and charger adapter users manual and transit case Bio seeq Access
4. an electronic payment authorization form visit the OSC website at www osc state ny us or contact them by e mail at epunit osc state ny us or by phone at 518 474 4032 NOTE TO CONTRACTOR This Contract Award Notification is not an order Do not take any action under this contract except on the basis of purchase order s from the agency or agencies OVERLAPPING CONTRACT ITEMS Products services available in this contract may also be available from other New York State contracts Agencies should select the most cost effective procurement alternative that meets their program requirements and maintain a procurement record documenting the basis for the selection PSG s DISPUTE RESOLUTION POLICY It is the policy of the Office of General Services Procurement Services Group PSG to provide vendors with an opportunity to administratively resolve disputes complaints or inquiries related to PSG bid solicitations or contract awards PSG encourages vendors to seek resolution of disputes through consultation with PSG staff All such matters will be accorded impartial and timely consideration Interested parties may also file formal written disputes A copy of PSG s Dispute Resolution Procedures for Vendors may be obtained by contacting the person shown on the front of this document or through the OGS website www ogs state ny us Click on For Government Contracts and Purchasing then Seller Information then Dispute Resolution Procedures for Vendors
5. for approval has been accepted CONTRACT PAYMENTS Payments cannot be processed by State facilities until the contract products have been delivered in satisfactory condition or services have been satisfactorily performed Payment will be based on any invoice used in the supplier s normal course of business However such invoice must contain sufficient data including but not limited to contract number description of product or service quantity unit and price per unit as well as federal identification number State facilities are required to forward properly completed vouchers to the Office of the State Comptroller for audit and payment All facilities are urged to process every completed voucher expeditiously giving particular attention to those involving cash discounts for prompt payment If the contract terms indicate political subdivisions and others authorized by law are allowed to participate those entities are required to make payments directly to the contractor Prior to processing such payment the contractor may be required to complete the ordering non State agency s own voucher form See Contract Billings in Appendix B OGS General Specifications continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE9 Explosion Detection Systems Smiths ELECTRONIC PAYMENTS The Office of the State Comptroller OSC offers an electronic payment option in lieu of issuing checks To obtain
6. in accordance with manufacturer s standard warranty Where accessories are to be supplied they must be compatible with the rest of the product RESERVATION The State reserves the right to negotiate lower pricing or to advertise for bids any unanticipated excessive purchase PRICE SHEETS AND CATALOGS Contractor shall be required to furnish without charge catalog and price lists identical to those accepted with their bid including any changes additions deletions etc pursuant to the contract to authorized users which request them Catalogs and price lists provided must reflect all products excluded from the resultant contract either through the omission of those portions or by obvious indications within the catalogs and price lists Catalogs and price lists may be furnished in either hard copy or electronic format If available in both formats they shall be furnished in the format preferred by the requesting authorized user Upon request the contractor shall assist authorized users in the use of catalogs and price lists INTERNET ACCESS TO CONTRACT amp PRICING INFORMATION Access by Authorized Users to Contract products services and pricing information may be made available and posted on the Internet The state reserves the right to post a contractor s contract pricing on the OGS web site INSTRUCTION MANUALS Simultaneous with delivery the contractor s shall furnish to the authorized user a complete instruction manual for the
7. RGENCY PURCHASING In the event that a disaster emergency is declared by Executive Order under Section 28 of Article 2 B of the Executive Law or that the Commissioner determines pursuant to his her authority under Section 163 10 b of the State Finance Law that an emergency exists requiring the prompt and immediate delivery of products or services the Commissioner reserves the right to obtain such products or services from any source including but not limited to this contract as the Commissioner in his her sole discretion determines will meet the needs of such emergency Contractor shall not be entitled to any claim or lost profits for products or services procured from other sources pursuant to this paragraph FREEDOM OF INFORMATION LAW During the evaluation process the content of each bid proposal will be held in confidence and details of any bid proposal will not be revealed except as may be required under the Freedom of Information Law or other State law The Freedom of Information Law provides for an exemption from disclosure for trade secrets or information the disclosure of which would cause injury to the competitive position of commercial enterprises This exception would be effective both during and after the evaluation process SHOULD YOU FEEL YOUR FIRM S BID PROPOSAL CONTAINS ANY SUCH TRADE SECRETS OR OTHER CONFIDENTIAL OR PROPRIETARY INFORMATION YOU MUST SUBMIT A REQUEST TO EXCEPT SUCH INFORMATION FROM DISCLOSURE SUCH REQUEST MUST BE
8. State of New York Executive Department Office Of General Services Procurement Services Group Corning Tower Building 38th Floor Empire State Plaza Albany New York 12242 http www ogs state ny us CONTRACT AWARD NOTIFICATION Group 38232 Hazardous Incident Response Equipment Narcotic Hazardous Materials and Explosives Detection Systems Smiths Classification Code s Award Number C 19660 Replaces Award PGB 18440 Contract Period March 18 2005 January 31 2009 9 Bid Opening Date 3 January 4 2005 Date of Issue March 18 2005 Specification Reference As Incorporated In The Request for Quotation Contractor Information Appears on Page 2 of this Award Address Inquiries To State Agencies amp Vendors Political Subdivisions amp Others Sue Wolslegel l Customer Services Purchasing Officer I Phone 518 474 6717 518 473 9441 Fax 518 474 2437 518 486 6867 E mail customer services ogs state ny us susan wolslegel ogs state ny us The Procurement Services Group values your input Complete and return Contract Performance Report at end of document Description Narcotic drug hazardous materials chemical biological and explosives detection equipment manufactured by Smiths Detection Inc EXECUTIVE ORDER NO 127 EO127 The Office of General Services has determined that New York State Executive Order No 127 EO127 applies to this contract s Detailed information about the oblig
9. ations under EO127 can be found on the OGS website at http www ogs state ny us legal ExeOrder127 overview asp Covered agencies and authorities must ensure compliance with EO127 for purchases in excess of 15 000 The contract incorporates by reference as though fully set forth in the contract all requirements and obligations required by EO127 continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE2 Explosion Detection Systems Smiths NOTE See individual contract items to determine actual awardees CONTRACT CONTRACTOR amp ADDRESS TELEPHONE FED IDENT PC61619 SMITHS DETECTION INC 973 830 2117 223552823 30 Hook Mountain Rd Alan Martin Pinebrook NJ 07058 Fax 973 830 2200 E mail alan m martin smithsdetection com Website www smithsdetection com Cash Discount If Shown Should be Given Special Attention INVOICES MUST BE SENT DIRECTLY TO THE ORDERING AGENCY FOR PAYMENT See Contract Payments and Electronic Payments in this document AGENCIES SHOULD NOTIFY THE PROCUREMENT SERVICES GROUP PROMPTLY IF THE CONTRACTOR FAILS TO MEET DELIVERY OR OTHER TERMS OF THIS CONTRACT PRODUCTS OR SERVICES WHICH DO NOT COMPLY WITH THE SPECIFICATIONS OR ARE OTHERWISE UNSATISFACTORY TO THE AGENCY SHOULD ALSO BE REPORTED TO THE PROCUREMENT SERVICES GROUP SMALL MINORITY AND WOMEN OWNED BUSINESSES The letters SB listed under the Contract Number indicate the contractor is a NYS sma
10. by New York State law may participate in contracts These include but are not limited to local governments public authorities public school and fire districts public and nonprofit libraries and certain other nonpublic nonprofit organizations See Participation in Centralized Contracts in Appendix B OGS General Specifications For purchase orders issued by the Port Authority of New York and New Jersey or any other authorized entity that may have delivery locations adjacent to New York State the terms of the Price clause shall be modified to include delivery to locations adjacent to New York State Upon request all eligible non State agencies must furnish contractors with the proper tax exemption certificates and documentation certifying eligibility to use State contracts A list of categories of eligible entities is available on the OGS web site www ogs state ny us Click on For Government Contracts and Purchasing then About Procurement then Non State Agency Legal References Questions regarding an organization s eligibility to purchase from New York State Contracts may also be directed to OGS Procurement Services Group s Customer Services at 518 474 6717 EXTENSION OF USE Any contract resulting from this bid solicitation may be extended to additional States or governmental jurisdictions upon mutual written agreement between New York State the lead contracting State and the contractor Political subdivisions and other authorized e
11. e Disposable Air Purification Tube Qty 2 294 00 25 220 00 Transportation Case 800 00 25 600 00 Cal Stick Explosives or Narcotics 167 00 25 125 00 Inlet Liner Kit 107 00 25 80 00 PC Workstation with IM Software 4 267 00 25 3 200 00 Interactive Training CD ROM 1 842 00 25 1 381 50 Sample Cards and Rings 267 00 25 200 00 Filters 187 00 25 140 00 Printer Paper Ribbon 1 114 00 25 835 00 Explosives Swabs Qty 200 107 00 25 80 00 Onsite Training Class 1 600 00 25 1 200 00 Sabre 4000 Single Mode Explosives or Narcotics Detection GSA GSA 22 955 00 Sabre 4000 Dual Mode Explosives Narcotics Detection GSA GSA 24 210 00 Sabre 4000 Tri mode Explosives Narcotics Chem Weapons GSA GSA 25 466 00 amp TICS Detection Sabre 4000 Includes Handheld Detector Battery 4 hrs Carrying Case Charger Accessory Kit Operators Manual Sabre 4000 Accessories Samples Swabs Qty 200 80 00 25 60 00 Spare Battery 2 hour 626 00 25 469 00 Spare Battery 4 hour 1 327 00 25 995 00 Air purification cartridges Qty 3 200 00 25 150 00 Membranes Qty 3 87 00 25 65 00 Upgrade for DC Operation 507 00 25 380 00 Vapor Card Qty 5 67 00 25 50 00 Vesitics Explosive Mode 167 00 25 125 00 Vesitics Natcotics Mode 167 00 25 125 00 Vesitics Chemical Mode 100 00 25 75 00 For those items receiving GSA Customer pricing should the GSA contract expire prior to this contract award those items wil
12. l be deleted from this offering If they are required by the State new pricing will be negotiated and if approved will be added to the contract at a later time Standard Warranty 365 Days Guaranteed Delivery 60 90 Days A R O Note Vendor will accept NYS procurement card for orders under 10 000 00 Vendor will not honor orders for less than 100 00 continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE8 Explosion Detection Systems Smiths Volume Discounts available See Note See short term discount offered on APD 2000 above Also the following volume discounts will be offered Equipment NYS price offered Additional volume discount Volume discounted cost Centurion 37500 5 or more on one order 3 36 000 additional Bio Seeq Mail Sentry 153 405 5 or more on one order 3 147 269 additional Contact vendor for additional volume discounts If available demo or refurbished equipment may be offered Discount will be a minimum of an additional 7 Person to contact for expediting NYS contract orders or in the event of an emergency Alan Martin 973 830 2117 Fax 973 830 2200 E mail alan m martin smithsdetection com REQUEST FOR CHANGE Any request by the agency or contractor regarding changes in any part of the contract must be made in writing to the Office of General Services Procurement Services Group prior to effectuation PRICE CHANGE
13. l to OGS PROCUREMENT SERVICES GROUP Customer Services Room 3711 Corning 2 Tower Empire State Plaza Albany New York 12242 Ck Kk k gt continued 19660a doc TO7dm
14. ll business Additionally the letters MBE and WBE indicate the contractor is a Minority owned Business Enterprise and or Woman owned Business Enterprise RECYCLED REMANUFACTURED AND ENERGY EFFICIENT PRODUCTS The Procurement Services Group supports and encourages the purchase of recycled remanufactured energy efficient and energy star products If one of the following codes appears as a suffix in the Award Number or is noted under the individual Contract Number s in this Contract Award Notification please look at the individual awarded items for more information on products meeting the suffix description RS RP RA Recycled RM Remanufactured SW Solid Waste Impact EE Energy Efficient E EPA Energy Star ES Environmentally Sensitive NOTE TO AUTHORIZED USERS When placing purchase orders under the contract s the authorized user should be familiar with and follow the terms and conditions governing its use which usually appears at the end of this document The authorized user is accountable and responsible for compliance with the requirements of public procurement processes The authorized user must periodically sample the results of its procurements to determine its compliance In sampling its procurements an authorized user should test for reasonableness of results to ensure that such results can withstand public scrutiny The authorized user when purchasing from OGS contracts should hold the contractor acco
15. ntities within each participating State or governmental jurisdiction may also participate in any resultant contract if such State normally allows participation by such entities New York State reserves the right to negotiate additional discounts based on any increased volume generated by such extensions DELIVERY Delivery shall be expressed in number of calendar days required to make delivery after receipt of a purchase order Product is required as soon as possible Delivery shall be made in accordance with instructions on Purchase Order from each agency If there is a discrepancy between the purchase order and what is listed on the contract it is the contractor s obligation to seek clarification from the ordering agency and if applicable from the Office of General Services Procurement Services Group CONTRACT PERIOD AND RENEWALS It is the intention of the State to enter into a contract for the term as stated on this award Discounts quoted are to be firm for the entire period of the contract Discount reduction will not be allowed and is specifically excluded from the terms and conditions of the Invitation for Bid its specifications and subsequent contract award Price decreases or discount increases are permitted at any time If mutually agreed between the Procurement Services Group and the contractor the contract may be renewed under the same terms and conditions for additional periods CANCELLATION FOR CONVENIENCE The State of Ne
16. ories Sample Prep Kits box of 10 Anthrax 400 00 25 300 00 Sample Prep Kits box of 10 Tularemia 400 00 25 300 00 Sample Prep Kits box of 10 Plague 400 00 25 300 00 Sample Prep Kits box of 10 Orthopox 400 00 25 300 00 Sample Prep Kits box of 10 Ricin Castor Bean DNA 400 00 25 300 00 Sample Prep Kits box of 10 Training 266 67 25 200 00 Lithium Ion battery 793 33 25 595 00 APD 2000 Portable 12 267 00 25 9 200 00 Includes APD 2000 with Gamma Detector Data Logger Training CD batteries filter nozzles user manual quick user guide carrying strap confidence sample annual preventative maintenance and a carrying case APD 2000 Accessories Extra APD Training CD 414 00 25 310 00 Extra Confidence Sample 167 00 25 125 00 Filtered Nozzle Standoff 6 filters per pack min order 5 packs 27 00 25 20 00 Annual Preventative Maintenance 420 00 25 315 00 1 year Maintenance Agreement 1 134 00 25 850 00 Ionscan 400B Explosives Narcotics Detection GSA GSA 39 460 00 Includes Consumables Kit Spares Kit Maintenance Kit Swabs Qty 200 Verification Standard Swab Sampler Operators Manual Shipping and Handling 19660a doc TO7dm continued GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE7 Explosion Detection Systems Smiths Ionscan 400B Accessories Condensor Tubes 47 00 25 34 75 Ionscan 400B Accessories Continued List Price Discount NYS Pric
17. product and for each component supplied The manual shall include complete instructions for unpacking inspecting installing adjusting aligning and operating the product together with layout and interconnection diagrams preventive and corrective maintenance procedures and complete parts lists manufacturer s catalog numbers and ordering information if applicable continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE5 Explosion Detection Systems Smiths REPORT OF CONTRACT PURCHASES Contractor shall furnish report of purchases made from contract the fifteenth of the month following the end of each six month period The reports shall be in the following format Item Product or Product SubItem Catalog Service Total Total Number Number Description Quantity Shipped Value The report is to be submitted to the Office of General Services Procurement Services Group Tower Bldg Empire State Plaza Albany NY 12242 to the attention of the individual shown on the front page of the Contract Award Notification and shall reference the Group Number the Invitation for Bids Number Contract Number sales period and contractor s name Additional related sales information such as monthly reports and or detailed user purchases may be required and must be supplied upon request Failure to submit the required report may be cause for disqualification of contractor for future contracts EME
18. untable for contract compliance and meeting the contract terms conditions specifications and other requirements Also in recognition of market fluctuations over time authorized users are encouraged to seek improved pricing whenever possible Authorized users have the responsibility to document purchases particularly when using OGS multiple award contracts for the same or similar product s service s which should include e a statement of need and associated requirements e a summary of the contract alternatives considered for the purchase e the reason s supporting the resulting purchase e g show the basis for the selection among multiple contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE3 Explosion Detection Systems Smiths PRICE Price shall include all customs duties and charges and is net F O B destination any point in New York State as designated by the ordering agency including tailgate delivery Where installation is supplied authorized user is responsible for bringing all services to within 6 of installation site In addition upon mutual agreement delivery locations may be expanded per the Extension of Use clause NON STATE AGENCIES PARTICIPATION IN CENTRALIZED CONTRACTS New York State political subdivisions and others authorized
19. w York retains the right to cancel this contract in whole or in part without reason provided that the Contractor is given at least sixty 60 days notice of its intent to cancel This provision should not be understood as waiving the State s right to terminate the contract for cause or stop work immediately for unsatisfactory work but is supplementary to that provision Any such cancellation shall have no effect on existing Agency agreements which are subject to the same 60 day discretionary cancellation or cancellation for cause by the respective user Agencies continued 19660a doc TO7dm GROUP 38232 Hazardous Incident Response Equipment Narcotic and AWARD PAGE4 Explosion Detection Systems Smiths SHORT TERM EXTENSION In the event the replacement contract has not been issued any contract let and awarded hereunder by the State may be extended unilaterally by the State for an additional period of up to one month upon notice to the contractor with the same terms and conditions as the original contract including but not limited to quantities prorated for such one month extension prices and delivery requirements With the concurrence of the contractor the extension may be for a period of up to three months in lieu of one month However this extension terminates should the replacement contract be issued in the interim WARRANTIES See Warranties in Appendix B OGS General Specifications Normal wear and tear items shall be warranted
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