Higher EducationNY
Posted
Oct 26, 2026
Nov 19, 2026
AV Upgrade Math 1-125 SBU IFB AV IT Category
This Invitation for Bid ("IFB") is issued by the State University of New York at Stony Brook (hereinafter referred to as "SUNY") to solicit bids for AV Upgrade for Math 1125 for the State University of New York at Stony Brook, NY 11794 services, as herein described delivered NET FOB Destination in accordance with SUNY at Stony Brook IFB 222692510 and Exhibits and attachments attached hereto and made part of this proposal. Background: The State University of New York ("SUNY") is the largest comprehensive university system in the United States, educating more than 467,000 students in more than 7,500 degree and certificate programs on 64 campuses with nearly 3 million alumni around the globe. SUNY is committed to reduce administrative costs, maximize efficiencies and move resources toward academics and student services. SUNY Stony Brook is Long Island's premier academic medical center, Stony Brook Medicine represents Stony Brook University's entire medical enterprise and integrates all of Stony Brook's health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children's Hospital, the six Health Sciences schools - Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare - as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's scenic 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. Stony Brook University offers more than 200 undergraduate programs, more than 100 master's programs and more than 40 doctoral programs. Notable facts about Stony Brook University's student population (Fall 2025): Total students- 27,000+: Undergraduates - 18,500+ Graduates - 8,500+ Additional information about Stony Brook University and its students can be found at the following website: [URL removed] Scope of Work (OPTIONAL) Key Events: IFB Opens October 26, 2026 Bid Conference Date and Time November 5, 2026 at 12:00pm (noon) Bidder Questions Due Date and Time November 12, 2026 Proposal due date and time (any proposals received after the November 19, 2026 deadline will not be considered) Anticipated Notification of Award to Successful Bidder November 25, 2026 Anticipated Contract start date January 4, 2026 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. 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. 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. DESIGNATED CONTACT: NAME: Teri Sentowski TITLE: Senior Buyer Email: teri.sentowski@stonybrook.edu PH: 631-632-6056 Bidder Questions: Questions regarding the electronic bidding process should be directed to designated contact. All questions should be submitted on the Q&A Board within the Jaggaer platform 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. Pre-Bid Conference: November 5th, 2026 (Thursday) at 12:00 noon at the Math Tower Room 1125, map attached under Buyer Attachments [URL removed] 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. Method of Award (IFB): The process is designed to serve the best interests of 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. The bidder must respond as requested. Administrative Review: Each proposal received by the due date and time will be screened for completeness and conformance with the 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, Information Security, and Accessibility Reviews: Following the Administrative Review, the lowest-cost responsive proposal will be advanced for evaluation by a committee. This evaluation will include: Bidder's References - The information provided in the proposal will be used to validate the Bidder's prior experience. SUNY reserves the right to contact client references directly to verify past performance and confirm the qualifications described in the proposal. 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 the 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 bidder must respond to all items within the Jaggaer platform 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. Bidders are encouraged to seek clarification during the question period. Items: Price shall be in accordance with the items listed 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. Travel: All travel and per diem expenses (if any) are responsibility of awarded Bidder and SUNY will not reimburse separately for these charges. Cost Adjustments: There will be no price escalation allowed 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 120 days from the event close date. Subsequent to 120 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. 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 [URL removed]. The University's Protest Officer is Assistant Vice President Procurement Services, RSS Bldg., Stony Brook, NY, 11794-6000. The Appeals Officer is Vice President for Finance & Administration, Administration Bldg., Rm 221, Stony Brook NY, 11794-1002. 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 the 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 631-632-6345 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. The successful bidder will abide by all the applicable rules and regulations of the University, and breach whereof shall make the vendor liable under such rules and regulations. Proper Bidder Identification: The successful Bidder is required to obtain authorized identification badges or cards ("Contractor Identification") for his/her employees issued by the University directly through the Campus Card Office at the Contractor's expense. The contractor identification badge/card shall be worn by the employee at all times while doing work on campus. The campus cards may be renewed each year. Bidder Personnel: All Bidder personnel assigned to any requirements of a contract award must be fully qualified and cognizant of the required and applicable laws, rules and regulations pertaining to such contract award and the safety requirements which contractor must adhere to. Use of University Name/Logo: Bidders agree not to use the name/Logo of the University, or to quote any employees of the University, without obtaining prior written consent of the University. Early Pay Discount: Where the 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). Reserved Rights: SUNY Reserves the right to: 1. Reject any and all proposals received in response to this IFB, and make a contract award in whole or in part. 2. Make no contract award. 3. Reject any or all portions of any proposal, negotiate terms and conditions consistent with this IFB, and make an award for any or all remaining portions. 4. Withdraw the IFB at any time, at SUNY's sole discretion. 5. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the IFB. 6. 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. 7. Prior to the bid opening, amend the IFB specifications to correct errors or oversights, or to supply additional information, as it becomes available. 8. 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. 9. 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. 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 the contractor to familiarize him/herself with each separate location will not relieve the 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: The security of the contractor's material and equipment shall be the responsibility of the contractor. Payroll Documentation: SUNY and the New York State Department of Labor (NYS DOL) reserve the right to request Certified Payroll documentation for any work performed on this contract from the Contractor. SUNY does not require submittal of Certified Payroll documentation with invoicing; however, the Contractor shall provide such documentation immediately upon request. Substitutions: During the contract, substitutions will not be made without the approval of the University.
