10-15-2021-TNH263R-2021- Copier Leases - Due November 3, 2021, 11AM

Agency: Town of North Hempstead
State: New York
Type of Government: State & Local
NAICS Category:
  • 532420 - Office Machinery and Equipment Rental and Leasing
Posted Date: Oct 15, 2021
Due Date: Nov 3, 2021
Solicitation No: TNH263R-2021
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
10-15-2021-TNH263R-2021- Copier Leases - Due November 3, 2021, 11AM

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TOWN OF NORTH HEMPSTEAD
Request for Sealed Bids
IMPORTANT: SEE “NOTICE TO BIDDERS” and “INSTRUCTIONS TO BIDDERS”
CLAUSES HEREIN BIDS MAY BE SENT TO THE ADDRESS LISTED BELOW ONLY
(Fax and/or E-Mail Bid Submissions Will NOT Be Accepted)
BID OPENING INFORMATION
Date: Time: November 3, 2021 at 11AM
NAME OF BID:
TNH263R-2021-Copier Leases
INVITATION FOR BIDS NUMBER:TNH263R-2021 Specification Reference: As Incorporated in the Invitation For Bids
CONTRACT PERIOD: The term of this contract/lease will be for sixty months from the date of delivery. The Town
may extend any term for a period of up to 90 days.
The bid must be fully and properly executed by an authorized person.
By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full
knowledge and acceptance of this INVITATION FOR BIDS, Town of North Hempstead General Conditions, and that all
information provided is complete, true and accurate.
Legal Business Name of Company Bidding:
Bidder's Federal Tax Identification #:
(Do Not Use SS#)
D/B/A - : Doing Business As (if applicable)
Street
City
State
Zip
If you are not bidding, place an “x” in the box and return this page only. WE ARE UNABLE TO BID AT THIS TIME
BECAUSE__________________________________________________________________________________________.
Bidder’s Signature:
______________________________
Title:
_________________________________________
Phone: (
)
-
Fax: (
)
-
ext (
)
Printed or Typed Name:
___________________________________
Date:
_________________________________________________
E-mail Address: _______________________________________
Company Web Site: ____________________________________
Department of Finance - Purchasing Division
220 Plandome Road • Manhasset, New York 11030 • (516) 869-2403 (P) • (516) 869-2919 (F)
Contracts@northhempsteadny.gov • www.northhempsteadny.gov
Page 1 of 38
TOWN OF NORTH HEMPSTEAD
Request for Sealed Bids
THIS BID
CONTAINS THE FOLLOWING:
Notice to Bidders/Proposers
Instruction to Bidders/Proposers
Bid Specifications/Items List
General Conditions
Bidders’ Qualifications Statement
(includes bidders statement, non-collusion statement, insurance forms)
Moira La Barbera, Director of Purchasing
Georgina Carr, Procurement Coordinator
Viviana Trabulsi, Buyer
Vonda Henderson, Buyer
Department of Finance - Purchasing Division
220 Plandome Road • Manhasset, New York 11030 • (516) 869-2403 (P) • (516) 869-2919 (F)
Contracts@northhempsteadny.gov • www.northhempsteadny.gov
Page 2 of 38
IMPORTANT NOTE TO POTENTIAL BIDDERS: Receipt of these bid documents does not indicate that the Town of North Hempstead
has pre-determined your company's qualifications to receive a contract award. Such determination will be made after the bid opening
and will be based on our evaluation of your bid submission compared to the specific requirements and qualifications contained in these
bid documents.
NOTICE TO BIDDERS
SEALED BIDS will be received by the Department of Finance – Purchasing Division of the Town of North Hempstead in the Office of
the Purchasing Division located on the lower level of Town Hall, 220 Plandome Road, Manhasset, New York 11030, on the 3rd day of
November, 2021, at 11:00, AM at which time they will be publicly opened and read and the Contract awarded as soon thereafter as
practicable for:
TNH263R-2021-Copier Leases
Bids may be mailed or delivered to the Purchasing Division, 220 Plandome Road, Manhasset, New York 11030, provided the Bid is
actually received by the Purchasing Division prior to the time of public opening; or Bids may be delivered to the place of public opening
(i.e., the Office of the Purchasing Division) immediately prior to the time of public opening.
All Bids must be sealed and submitted in an envelope with the Identification Label provided in the Bid Documents affixed to the front
of the envelope.
In accordance with General Municipal Law, Article 5-G, Paragraph 103(16), any contract awarded under this bid shall be made
available to all other governmental entities in New York State, which may purchase off this bid by separate agreement made directly
with the bidder/contractor in accordance with Section 69 of the Terms and Conditions of this bid.
All BIDDERS MUST complete the required Bidder’s Disclosure Statement, Non-Collusion Declaration, and must provide a copy of the
required Statement of Financial Conditions, even if a Bidder is currently executing work for the Town.
It is the policy of the Town of North Hempstead to encourage the participation of DBE and M/WBE; by bidding on this project, the
contractor acknowledges its understanding and support of this policy and pledges to fully cooperate with the Town in meeting the
requirements as set forth in the bidding and contract documents.
The Town reserves the absolute right to reject any and all Bids, and to waive any informalities therein.
A Bid/Proposal submitted by a bidder who is not in full compliance with the provisions of the Town of North Hempstead, Town Code at
the time of submission will be denied.
The Town will not accept Bids from, nor award a Contract to, anyone who cannot prove to the satisfaction of the Town that the bidder
has sufficient experience and/or is financially able and organized to successfully comply with the requirements set forth herein.
Moira La Barbera
Director of Purchasing
DATED: Manhasset, New York
Date: October 15, 2021
Page 3 of 38
INSTRUCTIONS TO BIDDERS/PROPOSER’S
Please take Notice; for the purposes of this Request for Proposals (“RFP”), the term “Bid” and “Proposal” shall be interchangeable and
shall be used synonymously.
ITB-1
BID/PROPOSAL PREPARATION
Prepare your bid/proposal on this form using indelible ink. One copy of the bid is required, unless otherwise specified herein.
ITB-2
BID DOCUMENTS
Failure to fully comply with any of the requirements or instructions contained within the bid document may constitute sufficient cause
for rejection of the Bid/Proposal. Such rejections will be subject to the discretion of the Director of Purchasing.
Invitations for Bids will consist of the following documentary components:
a. Notice to Bidders/Proposers
b. Instructions to Bidders/Proposers
c. General Conditions
d. Standard Specifications (as defined in General Conditions)
e. Proposal Form with Schedule ‘A’
f. Bidder’s Qualifications Statement
g. Addendum to Bid Documents
Invitations for Bids Involving Public Work or Building Services Pursuant to Articles 8 and 9 of the New York State Labor Law
(as specified in the Proposal Form) will also include the following documentary component:
a. New York State Department of Labor Wage Rate Schedule(s).
ITB – 3
EXAMINATION OF BID DOCUMENTS AND FAMILIARITY WITH SITE
BEFORE SUBMITTING A BID/PROPOSAL, ALL BIDDERS ARE ADVISED TO CAREFULLY EXAMINE THE BID
DOCUMENTS; WHERE THE CONTRACT IS FOR PUBLIC WORK OR INSTALLATION THE BIDDER IS ADVISED TO VISIT
THE SITE OF THE PROPOSED WORK TO BECOME COGNIZANT OF CONDITIONS AND LIMITATIONS ASSOCIATED
WITH FULFILLING REQUIREMENTS OF THE BID DOCUMENTS, INCLUDING BUT NOT LIMITED TO PLANS AND
SPECIFICTIONS.
Pleas of ignorance or misunderstanding of conditions that exist, or that may hereafter exist, or of conditions or difficulties that may be
encountered in the execution of the work under this Contract, as a result of negligence by failing to make the necessary examinations and
investigations as may be expected of a reasonably prudent Bidder, will NOT be accepted as grounds for any excuse on the part of a
Contractor to fulfill in every respect all of the requirements of the Bid Documents, nor will such excuses be accepted by the Town as a
basis for any claims whatsoever for extra compensation, or for an extension of Contract completion time.
ITB-4
INTERPRETATION OF BID DOCUMENTS
If any prospective Bidder is unsure of, or has any reservations about, the precise and true meaning of any written or drawn material
contained within any of the Bid Documents, or finds apparent discrepancies therein, or possible omissions therefrom, s/he shall promptly
submit to the Director of Purchasing, a written request, fully describing the material in question, for an interpretation, explanation or
revision thereto. The response to each request for clarification will be made only by an Addendum to the Bid Documents. Neither the
Town nor the Director of Purchasing may be held responsible or liable for any other explanations or interpretations of these Bid
Documents.
ITB-5
ADDENDUM TO BID DOCUMENTS
Any Addendum issued during the bidding period shall become an integral part of the Bid Documents and shall be incorporated in the
Bidder's Bid/Proposal. All Addendum shall be acknowledged in the Bidder’s Bid/Proposal, by entering the title, date and signature of
the person signing the Bid/Proposal.
ITB-6
MODIFICATIONS TO BID DOCUMENTS
Bids/Proposals shall not take exception to, or request modifications for, any item described in the Bid Documents. Oral Bids/Proposals
will not be considered.
ITB-7
ITB-8
RIGHTS OF TOWN BOARD
The Town Board reserves the right to reject any and all Bids/Proposals and to waive any informalities in the Bids/Proposals received,
and to accept the Bid/Proposal most favorable to the interests of the Town, after all Bids/Proposals have been analyzed, checked and
verified.
TAX EXEMPTION
The Owner is exempt from payment of Sales and Compensating Use Taxes of the State of New York and of cities and counties on all
materials and supplies sold to the Town pursuant to the provisions of this Contract. These taxes are not to be included in Bids/Proposals.
ITB-9
FORM OF BID/PROPOSAL
EACH BID/PROPOSAL MUST BE MADE ON THE "PROPOSAL FORM" ATTACHED HERETO AND SHALL REMAIN
ATTACHED HERETO AS ONE OF THE BID DOCUMENTS AND SHALL BE SUBMITTED IN A SEALED ENVELOPE
BEARING THE NAME OF THE BID, BID NUMBER, AND THE NAME OF THE BIDDER.
Page 4 of 38
ITB-10
ITB-11
ITB-12
ITB-13
ITB-14
ITB-15
ITB- 16
THE TOWN HEREBY RESERVES THE ASBOLUTE RIGHT TO REJECT ANY BID/PROPOSAL THAT IS NOT MADE ON
THE “PROPOSAL FORM”.
DELIVERY OF BIDS/PROPOSALS
BIDS/PROPOSALS MUST BE DELIVERED BY THE TIME AND TO THE PLACE STIPULATED IN THE ADVERTISEMENT. IT
IS THE SOLE RESPONSIBILITY OF THE BIDDER TO SEE THAT HIS BID/PROPOSAL IS RECEIVED IN THE PROPER TIME.
ANY BIDS/PROPOSALS RECEIVED AFTER THE SCHEDULED CLOSING TIME FOR RECEIPT OF BIDS/PROPOSALS SHALL
BE RETURNED TO THE BIDDER/PROPOSER UNOPENED.
CORRECTIONS TO BIDS/PROPOSALS
Erasures or other corrections in the Bid/Proposal must be initialized by the person signing the Bid/Proposal.
WITHDRAWAL OF BIDS/PROPOSALS
Any Bidder may withdraw his/her Bid/Proposal, either personally, or by telegraphic or written request, if such a request is received by
the Purchasing Division at any time during normal working hours prior to the scheduled closing time for receipt of Bids/Proposals. If a
Contract is not awarded within 45 calendar days after opening of the Bids, all Bids will be considered to have been rejected for cause,
unless, at the Town's request the low Bidder agrees to hold his Bid valid for an additional stipulated length of time.
MULTIPLE BID/PROPOSAL SUBMITTALS
Any person, firm or corporation will not be permitted to make more than one Bid/Proposal for the product or service. If a person is a
partner, officer or director of more than one firm interested in bidding for the product or services, only one of the firms may submit a
Bid/Proposal.
NON-COLLUSIVE BIDDING CERTIFICATION
In accordance with § 103-d of the General Municipal Law, by submission of this Bid/Proposal, each bidder and each person signing on
behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of
perjury, that to the best of its knowledge and belief:
(1) The prices in this bid/proposal have been arrived at independently without collusion, consultation, communication, or agreement,
for the purpose of restricting competition, as to any matter relating to such prices with any other bidder/proposer or with any
competitor;
(2) Unless otherwise required by law, the prices which have been quoted in this bid/proposal have not been knowingly disclosed by
the bidder/proposer and will not knowingly be disclosed by the bidder/proposer prior to opening, directly or indirectly, to any other
bidder or to any competitor; and
(3) No attempt has been made or will be made by the bidder/proposer to induce any other person, partnership or corporation to submit
or not submit a bid for the purpose of restricting competition.
QUALIFICATIONS OF BIDDERS
A BIDDER'S QUALIFICATIONS STATEMENT IS REQUIRED. The forms attached hereto indicate all the information required.
Each Bidder/Proposer shall be responsible for submitting his current Disclosure Statement with his Bid/Proposal. The Town retains the
right to investigate, verify the information submitted in the Disclosure Statement, and interview all bidders prior to award of the
Contract. THE TOWN HEREBY RESERVES THE ASBOLUTE RIGHT TO REJECT ANY BID/PROPOSAL THAT DOES NOT
INLCUDE A DISCLOSURE STATEMENT.
IDENTIFICATION LABEL
To properly expedite the receipt and processing of bids submitted, the following “Identification Label” must be affixed to the outer
envelope of the sealed bid. Bids shall be delivered by U.S. Mail, public carrier (e.g. UPS, FedEx), or by hand. THE TOWN HEREBY
RESERVES THE ASBOLUTE RIGHT TO REJECT ANY BID/PROPOPOSAL THAT DOES NOT CONFORM TO THIS SECTION.
Page 5 of 38

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