Hardware, Software, and Support for Weapons Detection Systems, X-ray Bag Scanners, and Handheld Metal Detector Wands

Upstate Medical University (“Upstate”) intends to make an award under our discretionary authority, which is up to $1,500,000.00, to a New York State certified Minority- and Women-Owned Business Enterprises (“MWBEs”) and/or Service-Disabled Veteran-Owned Businesses (“SDVOBs”) who are manufacturers or authorized Vendors interested in providing hardware, software, and related support for weapons detection systems, x-ray bag scanners, and handheld metal detector wands as set forth in Request for Quote (“RFQ”) S-1625, attached hereto, and issued pursuant to New York State (“NYS”) Education Law §355(5)(a) which authorizes purchases without a formal competitive process in certain circumstances, including purchases from certified Minority or Women-Owned Business Enterprises (M/WBEs); or certified Service-Disabled Veteran-Owned Businesses (SDVOBs), from business certified pursuant to Article 15-A or Article 17-B of the NYS Executive Law. If you are interested in providing a proposal for the above commodity or service, you must contact the appropriately Designated Contact in this advertisement within fifteen (15) business days of this Advertised Notice. A sealed bid will not be held. Scope of Work and Deliverables The scope of work and deliverables are collectively referred to as the “Services.” Services shall be provided in accordance with state and federal regulations and the policies and procedures of Upstate. A. The selected Vendor shall provide leased hardware and software for up to five (5) Weapons Detection Systems and up to three (3) X-Ray Baggage Scanners including any required accessories (e.g. mounts, stands, adapters, stabilizers, power adaptors, screens, or tablets) needed for hardware and software functionality. Additionally, the selected Vendor shall also provide five (5) handheld metal detector wands (“Wands”) for purchase. The equipment breakout is as follows: a. Main Lobby Downtown Hospital: i. One (1) ATHENA-Apollo500-26-CPL Weapons Detection System, or equivalent model ii. One (1) ATHENA-XRAY26-5-5030A Ai Powered Xray, or equivalent model 1. One (1) Infeed table 2. One (1) Outfeed tables b. Upper Lobby Downtown Hospital: i. One (1) ATHENA-Apollo500-26-CPL Weapons Detection System, or equivalent model c. Emergency Department (“ED”) Lobby Downtown Hospital: i. One (1) ATHENA-Apollo500-26-CPL Weapons Detection System, or equivalent model ii. One (1) ATHENA-XRAY26-5-5030A Ai Powered Xray, or equivalent model 1. One (1) Infeed table d. One (1) Outfeed tables Weiskotten Hall: i. One (1) ATHENA-Apollo500-26-CPL Weapons Detection System, or equivalent model e. East Lobby Community Hospital: i. One (1) ATHENA-Apollo500-26-CPL Weapons Detection System, or equivalent model ii. One (1) ATHENA-XRAY26-5-5030A Ai Powered Xray, or equivalent model 1. One (1) Infeed table 2. One (1) Outfeed tables f. Other i. Five (5) Handheld Metal Detector Wands B. The selected Vendor shall provide hardware installation and configuration, software implementation, programming, and onboarding, and training for both hardware and software needed for UPD’s use. For the purposes of this RFQ, Upstate anticipates that each device type will require up to sixteen (16) hours of use training. C. The selected Vendor shall provide required and necessary support for leased hardware and software during the term of the resulting lease agreement and twenty-four/seven (24/7) technical customer support. Upstate acknowledges Vendors are not available to provide in person hardware support twenty-four/seven (24/7); however, Upstate expects responses to service or support requests within (1) business day. D. The Selected Vendor shall provide Upstate access to Athena’s Control Center, accountability and compliance alerts in real-time, advanced analytics and reporting for each Apollo 500 Walk-Thru Metal Detector, or equivalent model identified in Section 4A. E. Delivery: All hardware and required accessories shall be delivered F.O.B. Destination to SUNY Upstate. Any applicable licensing, warranties, service agreement terms, and costs will not begin until delivery and commissioning of equipment as outlined below. a. The selected Vendor shall be capable of providing delivery of outlined equipment and handheld metal detector wands to the designated locations, following execution of the resulting agreement: Main Lobby Downtown Hospital, Upper Lobby Downtown Hospital, East Lobby Community Hospital, and Weiskotten Hall. The actual date of delivery shall be coordinated between Vendor, Upstate, and UPD following contract execution. However, Upstate and UPD retain authority for determination of the final delivery date. b. The selected Vendor shall be capable of providing delivery of outlined equipment for the ED Lobby Downtown Hospital no earlier than October 1, 2027. The actual date of delivery shall be coordinated between Vendor, Upstate, and UPD following contract execution. Minimum Qualifications & Requirements Upstate is seeking proposals from Vendors that can meet the Scope of Work outlined in Section 5, Minimum Qualifications & Requirements, of this RFQ. To be considered for an Agreement, Vendor shall meet the following minimum requirements and provide explanation and evidence of such with Vendor’s proposal. The Vendor must: A. Qualify as a New York State certified (“NYS”) Minority- or Women-Owned Business Enterprise (“MWBE”) or Service-Disabled Veteran-Owned Business (“SDVOB”) and provide evidence of qualification. B. Be an authorized Vendor of Athena Security Inc. products and provide evidence of authorization. C. Provide five (5) ATHENA-Apollo500-26-CPL, or equivalent models, with a compliance platform, on-site hardware installation, configuration and software implementation, onboarding, and training. D. Provide three (3) ATHENA-XRAY26-5-5030A, or equivalent models, with a compliance platform, on-site hardware installation, configuration, software implementation, onboarding, and training. E. Provide two (2), eight (8) hour use training sessions for the hardware and software of the ATHENA-Apollo500-26-CPL, or equivalent model, and the ATHENA-XRAY26-5-5030A, or equivalent model. Please be advised that the use training sessions shall be provided upon installation and commission of the first devices. F. Provide all required accessories for hardware and software functionality. G. Provide hardware and software support during the term of the resulting lease agreement. H. Provide twenty-four/seven (24/7) technical customer support during the term of the resulting lease agreement. I. Complete the excel version of Attachment 10: Cost Proposal as required. IMPORTANT NOTICE Interested firms must review the full scope of work and deliverables by obtaining a complete copy of RFQ S-1625 and the Excel version of Attachment 10: Cost Proposal from the Attachments tab of this Contract Reporter advertisement. This procurement is subject to NYS Finance Law (“SFL”) §§139–j & –k, also known as the Lobbying Law, therefore, vendors are cautioned that the only permissible contact for this procurement is the individual(s) listed below. Contacting any other individuals at Upstate in connection with this advertisement may constitute a violation of SFL. Failure to comply with this requirement can range from no contract award to debarment from sales to any NYS agency. Please refer to the Office of General Services website at http://www.ogs.ny.gov/aboutOgs/regulations/defaultSFL_139j-k.asp for more information on the Lobbying Law. The successful Vendor will be required to submit applicable documents related to Vendor Responsibility, NYS SFL §§139–j & –k and NYS Tax Law Section 5-a. The successful Vendor will be required to submit valid and current NYS Workers’ Compensation and Disability forms. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 100.00% Minority / Women Business Enterprise contracting goals (MWBE) Total MWBE Goals: 100.00%