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Additional Questions |
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Please provide the name, phone number and e-mail address of the
principal person to be contacted in the event Cornell has additional
questions with regards to your response. |
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Business Summary |
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Please provide a brief business summary (one page or less) on your
company. The summary should include whether you are public or privately
held, how many years you have been in business, what your annual sales
are, how many full time employees you have, examples of any business you
have done with Cornell, your D&B number and your web site address if
available. |
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Delivery Date Specified |
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Required delivery date is no later than _______.
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Delivery/Stocking Level |
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All equipment will be delivered F.O.B. Cornell University at the
address as specified on the blanket purchase order. All should be marked
for 'inside delivery.' Vendor must agree to stock at least 25% of
Cornell's estimated annual usage specifically for Cornell purchases to be
shipped immediately upon request. Vendor must guarantee delivery not to
exceed one week. If unable to comply, Cornell reserves the right to remove
item(s) from the award or cancel the award in its entirety. |
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Delivery/Stocking Level/Primary &
Secondary Source Vendors |
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All equipment will be delivered F.O.B. Cornell University at the
address as specified on the blanket purchase order. All should be marked
for 'inside delivery.' Primary source vendors must agree to stock at least
25% of Cornell's estimated annual usage specifically for Cornell purchases
to be shipped immediately upon request AND must guarantee delivery not to
exceed one week. In the unlikely event that primary source vendors cannot
meet this delivery, Cornell will have the option to source through
secondary source vendors. |
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Environmentally Preferable
Purchasing |
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Cornell University's pledge of support and participation from all
levels of the campus in protecting the environment and building a
sustainable future (one in which its environment, natural resource base,
and the functions and viability of natural systems is protected) is a
challenging yet desirable and attainable goal. The Office for Purchasing
Services recognizes the positive impact that it can make on the
environment through its purchasing decisions. It is our goal to increase
our acquisition of environmentally preferable products and services to the
extent feasible, consistent with price, performance, availability and
safety considerations. In direct response to this question, vendors should
comment on how they are integrating these same principles into their
manufacturing processes as well as the goods and services that they are
producing. Some examples of the areas in which vendors may wish to provide
comments: recyclable content, pre- and post- consumer waste use and
content, recycling of used customer products, energy efficiency,
biodegradability, hazardous waste minimization, resource conservation,
renewable power. |
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Equipment Information Sheet
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Please complete in full the enclosed Cornell University Equipment
Information Sheet. |
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Failure to Meet Reasonable
Delivery |
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Cornell reserves the right to purchase from other vendors in the event
the awarded vendor cannot supply our requirements in a reasonable period
and/or do not have a competitive price with a New York State Contract.
Cornell Purchasing will limit, where possible, the purchase of products
from other vendors when an awarded vendor is able to supply product of
same manufacture, quality, and specifications. |
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Government Orders/PO Assignment
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For government funded orders, delete the Assignment Clause of Cornell's
purchase order terms and conditions and replace it with the following:
'Neither this order, nor any interest therein, shall be assigned by either
party without the express written consent of the other party, with the
exception of government funded orders that Cornell University's interest
may be assigned at any time to an agency of the U.S. Government, or its
designee.' |
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Independent Contractor (Review of
Status) |
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If your organization is (1) not organized as a corporation under state
law, and (2) you will be providing services to Cornell; you may be
required to go through a review process to determine if Cornell should
classify you as an employee or as an independent contractor. This review
will need to be done in consultation with the service recipient and your
organization, the service provider. A copy of the 'Request for Independent
Contractor Approval' is available at
http://www.univco.cornell.edu/forms/policy/ICapp.html. Once you have been
notified by the service recipient that Independent Contractor review is
required, an approved form must be on file before any services are
performed. |
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Independent Contractor |
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In the performance of this work hereunder, vendor ('Contractor' within
the terms of this paragraph) shall be an independent contractor and not an
employee of Cornell. Contractor is not an agent of, or authorized to
transact business, enter into agreements, or otherwise make commitments on
behalf of Cornell unless expressly authorized in writing by an office of
Cornell. Cornell will not pay or withhold federal, state, or local income
tax or other payroll tax of any kind on behalf of Contractor or his
employees. Contractor is not eligible for, not entitled to, and shall not
participate in any of Cornell's pension, health, or other benefit plans.
Contractor is responsible for the payment of all required payroll taxes,
whether federal, state, or local in nature, including, but not limited to
income taxes, Social Security taxes, Federal Unemployment Compensation
taxes, and any other fees, charges, licenses, or payments required by law.
Contractor indemnifies Cornell and holds it harmless against any fines,
damages, assessments, or attorney fees in the event a court or
administrative agency shall find that Contractor is an employee of
Cornell. |
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Installation/Date Specified
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Required installation date is no later than _______. |
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Insurance requirements |
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All vendors whose responsibilities may require performing
work on Cornell University premises must provide the Office for Purchasing
Services with evidence of adequate insurance coverage PRIOR to performance
of work or services, and release of the purchase order. The standard
minimum insurance coverage levels required are indicated below. In direct
response to this question, vendor must state willingness to comply with
these specifications and agree to provide a current Certificate of
Insurance when requested. When deemed necessary, these coverage levels may
be superceded by the inclusion of an additional document specifying
alternate required coverage levels.
- Statutory Workmen's Compensation Insurance under the laws of the
State of New York and any other laws that may be applicable thereto.
Coverage "B", Employers Liability, must have limits of at least
$100,000.
- Comprehensive General Liability Insurance, subject to limits to
$1,000,000 each occurrence. Coverage must be provided for Bodily Injury
Liability, Broad Form Property Damage Liability, Contractual Liability
and Products / Completed Operations coverage. Completed Operations
coverage is to be maintained for a minimum period of two years after
completion of the Cornell contract.
- Automobile Liability Insurance, subject to combined single limit of
$1,000,000 each occurrence for Bodily Injury and Property Damage. Such
Automobile Liability Insurance shall be for contractor's owned,
non-owned and hired vehicles.
- Cornell University MUST BE ADDED to the contractor's Comprehensive
General Liability Insurance policy as an "ADDITIONAL INSURED" and
evidence of such will be provided in all Certificates of Insurance.
All liability policies should be issued on an 'occurrence'
basis. A Certificate of Insurance for all policies required must be issued
to Cornell University and received by the Office for Purchasing Services
prior to any work commencing under any contract subject to these
requirements. Vendors must indemnify Cornell University as stated in
section "12" of the Purchase Order Terms and Conditions. All Certificates
of Insurance will provide for a minimum of 30 days notice to Cornell
University prior to cancellation, non-renewal or change in policy terms
and/or conditions. |
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Inventory |
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Where is the nearest vendor inventory location from which the items
quoted will be shipped? What size is that inventory in dollars? What is
the line fill rate for this location? How many lines do you stock at this
location? |
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Inventory Price Protection
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If vendor lowers prices, a credit must be issued to Cornell for
equipment purchased into inventory but not yet resold or leased to
end-users. Please provide a statement with regards to your policy on
inventory price protection. |
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Inventory Product Protection
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If the technology of the product changes to the point that
the product is no longer viable to Cornell's application, Cornell must be
able to return products for credit or exchange. Please provide a statement
with regards to your policy on inventory product protection. |
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Key Contacts |
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Please provide a sheet detailing vendor key contacts to include their
responsibilities, phone number, fax number, address, e-mail address, etc.
with regards to support of this agreement. At a minimum this list should
include those person(s) responsible for taking orders, expediting orders,
outside sales, repair calls, return of goods, and accounts receivable.
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Order change/cancellation
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Cornell must be able to change or cancel order releases against this
agreement or blanket order any time before shipment without penalty.
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Ownership |
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(a) Cornell shall own all data, information, and other
work developed or obtained by vendor ('Contractor' within the terms of
this paragraph) pursuant to this agreement.
(b) Cornell shall at all
times have access to review the ongoing work of Contractor or purposes of
inspecting same and determining that work is being performed in accordance
with the terms of this agreement.
(c) Immediately upon termination of
this agreement for any reason, all such data, information, and other work,
in whatever form, shall be turned over to Cornell.
(d) For purposes of
this agreement, any copyrightable work ('Work') developed in the course of
performance under this agreement shall be deemed 'work made for hire'
under federal copyright law and all ownership rights to such Work belong
to Cornell.
(e) Should such Work not constitute a 'work made for hire'
under copyright law, Contractor hereby grants, transfers, assigns, and
conveys to Cornell and its successors and assigns, the entire right,
title, and interest in the Work or any part thereof, including but not
limited to the right to reproduce, prepare derivative works, distribute by
sale, license or other transfer; to perform publicly, to display and to
secure copyrights or patents and renewals, reissues, and extensions of any
such copyrights or patents in the United States of America or any foreign
country.
(f) Any patentable invention conceived or reduced to practice
in the course of performance under this agreement shall be the property of
Cornell.
(g) Whether a copyright or patent in the Work will be
maintained or registered in the United States of America or any foreign
country shall be at the sole discretion of Cornell.
(h) Contractor
agrees to cooperate fully with Cornell in the preparation and execution of
all documents necessary or incidental to this assignment and the
protection and preservation of rights herein granted to Cornell. |
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Processing of orders |
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It is intended that individual purchase orders will be issued to cover
order requirements by departments as they arise. Cornell must be able to
place orders verbally or by fax, with confirming paperwork to follow.
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Processing of orders/Blanket
Orders |
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It is intended that a blanket order will be issued to
cover order requirements. Cornell must be able to release in any way
against this blanket order including verbal and fax, without having to
send in any confirming paperwork. Releases will be made periodically as
required. |
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Procurement Card |
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Cornell University sponsors a VISA procurement card program that allows
designated employees to make business-related purchases for specific goods
and services of less than $500. Vendors will comply with the following
procedures for purchases made with procurement cards:
(a) Vendor will
accept VISA as a method of payment.
(b) Each transaction on the card
will be supported by an invoice. At no time will the total of one invoice
be separated into two or more transactions on the card.
(c) All
invoices will be mailed directly to the holder of the VISA card tendered
as payment.
(d) It is not necessary to mail an invoice to the
cardholder if a detailed packing slip (including item description, item
pricing, shipping charges and total price) is included with the goods
purchased. |
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Quarterly Reports |
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Participating vendors will be required to supply the following
information every quarter:
(a) Total dollar sales net Total dollar
sales list price
(b) Total dollar sales per ship-to location
(c)
Total dollar sales per product code
(d) Percent of line items shipped
from stock from one location
(e) Number of invoices and shipments per
purchase order |
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References |
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Please provide three (3) customer references including
contact name, phone number, and a brief description of your business
relationship with them. These references should be for products and
services similar to what is requested herein. If available, include
specific Cornell department references also. |
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Resale |
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It is intended that this agreement will allow Cornell to resell these
products to Cornell departments as well as any faculty, staff, or
students. Sales may cover products intended for educational or personal
use. Please provide any restrictions you might have with regards to such
resale. |
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Returns |
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Cornell must be able to return items within 30 days if found that the
item is not needed or doesn't suit Cornell requirements. If there is a
restocking fee associated with this situation, please advise fee. |
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Returns/Inventory Departments
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Cornell must be able to return items within 30 days if found that the
item is not needed or doesn't suit Cornell requirements. If there is a
restocking fee associated with this situation, please advise fee. |
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Term and Renewal/24 Months
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It is Cornell University's intention to enter into a 24 month agreement
commencing, or soon thereafter, with an initial period of 12 months, an
automatic renewal period of 12 months, and an option to renew for an
additional 12 months. Vendor must provide 120 day written notice in
advance of the third year if they should decide not to renew the
agreement. Cornell University reserves the right to bid these requirements
upon expiration. |
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Term and Renewal/Specified
Dates |
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This agreement shall be effective from _______ to _______. |
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Third Party Interfaces |
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Provide information concerning partnerships, collaborations and
experience with other companies to develop and support Application
Programmer Interfaces (API's) to send and receive data. In particular
please describe integration with (1) People Soft Financials and (2)
PeopleSoft Student Information Systems. |
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Vendor Information Form |
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Cornell University requires vendors to fill out a Vendor Information
Form that provides the University with information to maintain the vendor
database portion of the Automated Procurement and Payment System used by
the University to procure goods and services. If a copy of the 'Vendor
Information Form' is attached, Cornell has not previously received a
completed form from you, and you are hereby required to complete the form
and return it with your response to this RFP or BID. Form is located at
http://workflow.dfa.cornell.edu/purchasing/cu_pur_supplier.htm
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Vendor Responsibility for NYS Funded
Orders |
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Any orders being issued based on the following IFB (Invitation for Bid)
will be funded by New York State appropriated funds. If a vendor is
awarded this IFB, they will need to complete some additional forms and
agree to follow NYS laws for procurement. For more information one can
review the NYS OGS web site at: http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html.
The vendor will receive all necessary forms and information from the
Purchasing Agent after the bid is awarded. These forms must be returned to
the Purchasing Agent prior to the issuance of any orders. If you have any
questions concerning NYS procurement rules, please contact the Purchasing
Agent listed for this IFB. |
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Business Profile-- Other |
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Provide any other relevant information on the vendor's business or
technical experience and capabilities. |