- Title
- Automatic External Defibrillator Services Statewide
- Detail
- Overview
- The State of New York, Office of General Services (OGS) Real Property and Facilities Management (RPM) operates approximately 20 million square feet of office space. In February of 2003 the New York State Public Buildings Law (§2027—B) was amended to make it a duty of a superintendent or chief executive officer of public institutions and buildings of the State to equip such buildings with an automated external defibrillator. In March of 2006, the Public Heath Law (§225) was amended to require places of public assembly to maintain an automated external defibrillator and to have at least one employee who is trained in its use. OGS is seeking a qualified Contractor to provide Automatic External Defibrillator (AED) services, in compliance with New York State statute, which would include maintenance, inspections, and CPR and AED training at locations throughout New York State. Note: This solicitation is for services only, not the procurement of AED equipment.
- Pdf Text
- NYS Office of General Services – Financial Administration Page 1 of 35
RFQ #3048- Automatic Defibrillator Services Statewide
Request For Quote # 3048
Solicited by
New York State Office of General Services
for
Automatic External Defibrillator Services Statewide
Issue Date: July 30, 2026
Primary Contact: Alternate Contact:
Nicholas Stearns
Contract Management Specialist 1
Phone: 518-408-0899
Email: Nicholas.Stearns@ogs.ny.gov
Sonya Stack
Contract Management Specialist 2
Phone: 518-486-7649
Email: Sonya.Stack@ogs.ny.gov
Alternate Contact:
Andrea Garavelli
Contract Management Specialist 3
Phone: 518-474-9139
Email: Andrea.Garavelli@ogs.ny.gov
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RFQ #3048- Automatic Defibrillator Services Statewide
Table of Contents
TABLE OF CONTENTS ..................................................................................................................... 2
1. INTRODUCTION ........................................................................................................................ 4
1.1 Overview ..................................................................................................................................... 4
1.2 Designated Contact ..................................................................................................................... 4
1.3 Key Events .................................................................................................................................. 5
1.4 Minimum Quoter Qualifications ................................................................................................... 5
1.5 Glossary of Terms ....................................................................................................................... 6
2. SCOPE OF WORK .................................................................................................................... 7
General Scope ...................................................................................................................................... 7
2.1 Annual Maintenance and Inspection ....................................................................................... 7
2.2 Tracking System ....................................................................................................................... 7
2.3 Physician Oversight/Medical Director .................................................................................... 8
2.4 CPR/AED Training ..................................................................................................................... 9
2.5 Audit .......................................................................................................................................... 10
2.6 Site Surveys ............................................................................................................................. 10
2.7 OSHA (Occupational Safety & Health Administration) Training Requirements ........................ 11
2.8 Contractors Compensatory Liability .......................................................................................... 12
2.9 Background Checks .................................................................................................................. 12
2.10 Warranties ................................................................................................................................. 14
2.11 Confidentiality ............................................................................................................................ 14
3. QUOTE SUBMISSION .............................................................................................................. 16
3.1 RFQ Questions and Clarifications ............................................................................................. 16
3.2 Quote Format and Content ....................................................................................................... 16
3.3 Quote Preparation ..................................................................................................................... 18
3.4 Packaging of RFQ Response.................................................................................................... 18
3.5 Instructions for Quote Submission ............................................................................................ 18
4. ADMINISTRATIVE INFORMATION ............................................................................................. 20
4.1 Issuing Office............................................................................................................................. 20
4.2 Method of Award ....................................................................................................................... 20
4.3 Term of Contract ....................................................................................................................... 20
4.4 Price .......................................................................................................................................... 20
4.5 Price Adjustment (Escalation / De-escalation) .......................................................................... 21
4.6 Method of Payment ................................................................................................................... 22
4.7 Electronic Payment ................................................................................................................... 23
4.8 Exceptions and Extraneous Terms ........................................................................................... 23
4.9 Dispute Resolution .................................................................................................................... 24
4.10 Rules of Construction ................................................................................................................ 24
4.11 Balanced Quotes ....................................................................................................................... 24
4.12 Prime Contractor Responsibilities ............................................................................................. 24
4.13 Examination of Contract Documents ........................................................................................ 24
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RFQ #3048- Automatic Defibrillator Services Statewide
4.14 Debriefings ................................................................................................................................ 25
4.15 Procurement Rights .................................................................................................................. 25
5. CONTRACT CLAUSES AND REQUIREMENTS ............................................................................ 27
5.1 Appendix A / Order of Precedence ........................................................................................... 27
5.2 Past Practice ............................................................................................................................. 27
5.3 Procurement Lobbying Requirement ........................................................................................ 27
5.4 Tax and Finance Clause ........................................................................................................... 27
5.5 Freedom of Information Law / Trade Secrets ........................................................................... 28
5.6 General Requirements .............................................................................................................. 28
5.7 Subcontractors .......................................................................................................................... 29
5.8 Extent of Services ..................................................................................................................... 30
5.9 Termination ............................................................................................................................... 30
5.10 NYS Vendor Responsibility ....................................................................................................... 31
5.11 New York State Vendor File Registration ................................................................................. 32
5.12 Ethics Compliance .................................................................................................................... 32
5.13 Indemnification .......................................................................................................................... 32
5.14 Force Majeure ........................................................................................................................... 33
5.15 Encouraging Use of New York State Businesses in Contract Performance ............................. 33
5.16 Sexual Harassment Prevention................................................................................................. 34
5.17 Participation Opportunities For New York State Certified Service-Disabled Veteran-Owned
Businesses ................................................................................................................................ 34
RFQ Appendix A…….Standard Clauses for New York State Contracts
RFQ Appendix B…….Required Forms
RFQ Appendix C..….Sample Contract
RFQ Appendix D……Insurance Requirements
RFQ Appendix E…....MWBE and EEO Requirements
RFQ Attachment 1….Quote Proposal Form
RFQ Attachment 2….AED Equipment to be Serviced
RFQ Attachment 3….Number of Students per Region
RFQ Attachment 4….Building Locations
RFQ Attachment 5….Maintenance and Inspection Verification Form
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RFQ #3048- Automatic Defibrillator Services Statewide
1. Introduction
1.1 Overview
The State of New York, Office of General Services (OGS) Real Property and Facilities
Management (RPM) operates approximately 20 million square feet of office space. In February
of 2003 the New York State Public Buildings Law (§2027—B) was amended to make it a duty of
a superintendent or chief executive officer of public institutions and buildings of the State to equip
such buildings with an automated external defibrillator. In March of 2006, the Public Heath Law
(§225) was amended to require places of public assembly to maintain an automated external
defibrillator and to have at least one employee who is trained in its use.
OGS is seeking a qualified Contractor to provide Automatic External Defibrillator (AED) services,
in compliance with New York State statute, which would include maintenance, inspections, and
CPR and AED training at locations throughout New York State.
Note: This solicitation is for services only, not the procurement of AED equipment.
1.2 Designated Contact
In compliance with the Procurement Lobbying Law, Nicholas Stearns, Contract Management
Specialist 1, NYS Office of General Services, Division of Financial Administration has been
designated as the Primary Contact for this procurement and may be reached by email or phone
for all inquiries regarding this Solicitation.
Nicholas Stearns, Contract Management Specialist 1
NYS Office of General Services
Financial Administration / Agency Procurement Office
32nd Floor, Corning Tower Bldg., Empire State Plaza
Albany, New York 12242
Phone: 518-408-0899
Email: Nicholas.Stearns@ogs.ny.gov
In the event the designated contact is not available, the alternate designated contacts are:
Sonya Stack, Contract Management Specialist 2
NYS Office of General Services
Financial Administration / Agency Procurement Office
32nd Floor, Corning Tower Bldg., Empire State Plaza
Albany, New York 12242
Phone: 518-486-7649
Email: Sonya.Stack@ogs.ny.gov
Andrea Garavelli, Contract Management Specialist 3
NYS Office of General Services
Financial Administration / Agency Procurement Office
32nd Floor, Corning Tower Bldg., Empire State Plaza
Albany, New York 12242
Phone: 518-474-9139
Email: Andrea.Garavelli@ogs.ny.gov
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RFQ #3048- Automatic Defibrillator Services Statewide
For inquires related specifically to Minority and Women-Owned Business Enterprises (MWBE)
and to Service-Disabled Veteran Owned Businesses (SDVOB) provisions of this procurement
Solicitation, the designated contact is:
Theresa Chiweteoke, Compliance Specialist 2
NYS Office of General Services
Office of Business Diversity / MWBE / SDVOB
29th Floor, Corning Tower Bldg., Empire State Plaza
Albany, New York 12242
Phone: 518-408-0432
Email: OGS.sm.MWBE@ogs.ny.gov
For inquiries related specifically to insurance requirements of this procurement Solicitation,
contact:
NYS Office of General Services
Bureau of Risk and Insurance Management
32nd Floor, Corning Tower Bldg., Empire State Plaza
Albany, New York 12242
Phone: 518-473-0310
Email: ogs.sm.insrev@ogs.ny.gov
1.3 Key Events
The Table below outlines the schedule for important action dates.
OGS Issues Request for Quote (RFQ) #3048 July 30, 2026
Deadline for Submission of Quoter Questions August 20, 2026
OGS Issues Responses to Written Questions (estimated) August 27, 2026
Quote Due Date September 15, 2026, at 2:00pm EST
Contract Start Date January 1, 2027
1.4 Minimum Quoter Qualifications
Quoters are advised that the State’s intent is to ensure that only responsive, responsible,
qualified, and reliable Contractors enter into a contract to perform the work as defined in this
document.
The State considers the following qualifications to be a pre-requisite in order to be considered a
qualified Quoter for purposes of this Solicitation. The solicitation is being let as a discretionary
purchase of services having a value less than $1,500,000 under New York State Finance Law §
163(6). Quoters not meeting the qualifications below will be disqualified. Quoters may not use a
Subcontractor’s or any other entity’s qualifications to meet requirements.
The following minimum requirements must be met by each Quoter:
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RFQ #3048- Automatic Defibrillator Services Statewide
1. Proposing entity must qualify as at least one of the following:
A. New York State certified Minority-Owned Business Enterprise; or
B. New York State certified Woman-Owned Business Enterprise; or
C. New York State certified Service-Disabled Veteran-Owned Business
2. Proposing entity must meet all the following requirements:
A. Quoter must have at least three consecutive years of experience in providing AED
services.
B. Quoter must have worked on at least one project that included multiple locations with
multiple floors.
C. Quoter’s staff must have and maintain through the term of contract a current certification
from the American Heart Association (AHA) or American Red Cross (ARC) for Basic Life
Support Instructor Program.
State of New York retains the right to request any additional information pertaining to the
Contractor's ability, qualifications, and procedures used to accomplish all work under this
contract, as it deems necessary to ensure safe and satisfactory work.
1.5 Glossary of Terms
“Quoter” or “Offeror” shall mean any person, partnership, firm, corporation, or other authorized
entity submitting a quote to the State pursuant to this Solicitation.
“Commissioner” shall mean the Commissioner of the New York State Office of General Services
or duly authorized representative.
“Contractor” shall mean a successful Quoter awarded a contract pursuant to this Solicitation.
“Facility Manager and/or their designee” is the OGS employee responsible for the day-to-day
operation and safety of the buildings and grounds on which the work is being performed.
“Request for Quote”, “RFQ”, or “Solicitation” shall mean this document.
“Issuing Office” shall mean the New York State Office of General Services, Division of Financial
Administration.
“OGS” shall mean the New York State Office of General Services.
“OSC” shall mean the Office of the New York State Comptroller.
The “State” shall mean The People of the State of New York, which shall also mean the New
York State Office of General Services.
“Subcontractor” shall mean an approved third-party Contractor hired by the Contractor to
perform services pursuant to this Solicitation.
“AED” shall mean Automatic External Defibrillator.
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RFQ #3048- Automatic Defibrillator Services Statewide
2. Scope of Work
General Scope
The Contractor will be required to provide various AED services at various locations throughout
the State for OGS Real Property and Facilities Management. These services will include a
tracking system, physician oversight, post incident response, inspection, maintenance, and
training.
2.1 Annual Maintenance and Inspection
The Contractor must inspect each building’s AED equipment annually as per manufacturer’s
recommendation to ensure compliance. The Contractor shall submit a proposed maintenance
schedule for OGS AED Administrator approval. Once the proposed schedule has been approved
by OGS, the Contractor will be required to notify and request access from the Facility Manager
prior to any on-site work beginning. This notification should also include a list of any parts (i.e.
pads, electrodes) that the Contractor will need (according to the expiration dates provided in
Attachment 2 – AED Equipment to be Serviced) to perform the maintenance. If the Contractor
fails to notify the Facility Manager of the necessary parts needed to perform the maintenance,
and the maintenance cannot be performed, then the Facility Manager will not sign off/approve the
Maintenance/Inspection Verification Form until the Contractor returns (at their expense) to
perform and complete the required maintenance.
2.1.1 Requirements of Annual Maintenance/Inspection
A. Installation of new AED equipment as necessary.
B. Update the online tracking system based on the AED information collected from the
onsite inspection. This would include but is not limited to serial numbers, expiration
dates and OGS asset tags.
C. Issue a final compliance report per AED and building and forward a copy to the
OGS AED Administrator. The format of the final compliance report shall be
approved by OGS AED Administrator.
2.2 Tracking System
The Contractor shall provide and host a web-based tracking system. All initial equipment,
personnel and appurtenant data shall be entered into the detailed web-based tracking system.
This data shall be continuously updated as necessary. The Contractor will be expected to have
training documentation, this includes web-based documentation, for new and established users
that is acceptable to RPM. Training materials will document the entire streaming and archiving
workflow. This will also include all relevant documentation related to establishing the initial
service, including user account management, initial software configuration, and download links.
2.2.1 Data Ownership
All data and information created or obtained by the Contractor while administering this
contract shall remain the property of the State. OGS shall have access to its data at all
times, including access to the Contractor’s downloadable archive process for twelve
months after any account suspension or the termination of this Contractor for any on-
going or existing project until that project completed. OGS shall have the ability to import
or export data fractionally or in its entirety at its discretion, without interference from the
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RFQ #3048- Automatic Defibrillator Services Statewide
Contractor. This includes the ability for OGS to import or export data to and from other
Contractors.
The Contractor shall not copy or transfer data unless authorized by OGS. In such an
event, the data shall be copied and/or transferred in accordance with the provisions of
this Section. The Contractor shall not access any data for any purpose other than fulfilling
the service. At no time shall any data or processes (e.g. workflow, applications, etc.),
which either are owned or used by OGS be copied, disclosed, or retained by the
Contractor or any party related to the Contractor.
2.2.2 Tracking System Functionality
A. Inventory management that includes a description of all AED locations, serial
numbers, and accessories.
B. Manage in-service dates, equipment replenishment dates, and equipment
inspection and maintenance records.
C. Track all state employee participant names, their work locations, and recertification
dates.
D. Maintain a list of trained First Responders, sorted by floor and building and include
email, telephone, and room location etc. It is important to note that the list of First
Responders is a “live” document and literally can change day-to-day.
E. First responders must have access to their profile information. They will be
provided with a login and be responsible for updating their own information.
F. Vendor must provide implementation support, training, and assistance with
navigating videos to platform. Services are to include Data migration via File
Transfer Protocol (FTP), and portal training.
G. Provide an online portal so employees can register for new certification classes.
H. Feature a CPR refresher training and online video.
I. Inspection results shall be entered by the Contractor monthly or as otherwise
appropriate.
2.3 Physician Oversight/Medical Director
Emergency Health Care Provider (EHCP); a physician, licensed to practice medicine in New York,
or a hospital that is responsible for assuring the quality, integrity and legal compliance of the
Public Access Defibrillation (PAD) program by virtue of a collaborative agreement with OGS.
2.3.1 Physician Oversight/Medical Director Responsibilities
A. Review and update policies and procedures defining the standards of patient care
and utilization of the AED.
B. Review response documentation and rescue data for all uses of the AED.
C. Oversee the initial and continuing AED training.
D. Provide 24/7 advice regarding the medical care of those in need of such care or
to emergency room care providers.
E. Provide prescriptive authority for purchase and use of the AED’s.
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F. Provide a copy of the physician review and report to OGS AED Administrator.
G. Provide post-event critical incident stress debriefing by a qualified licensed
counselor.
H. Provide legal compliance review to ensure compliance with all applicable laws.
I. Provide administrative support including but not limited to standing orders and
protocol for use of the AED’s, preparation of all paperwork for State and/or local
registration and notification, and post-event record management as required by
State and local laws.
J. Vendor must communicate elements of the AED Program to the local EMS
authorities and ensure compliance with local requirements.
K. Vendor must provide post event downloading of AED data.
L. In consultation with the OGS AED Administrator, after the initial AED installation,
develop a replacement schedule for the AEDs, which considers the useful life of
the units, and update the schedule as needed.
M. Vendor must update and submit Collaborative Agreement and Notice of Intent as
necessary.
2.3.2 Post Incident Response
When an incident is reported, the following steps must be completed by the Contractor:
A. Within 24 hours, retrieve rescue data and forward to the AED Program
Emergency Health Care Provider (EHCP) for evaluation.
B. Within two business days, begin to prepare all reports required by Section 3000-
b(3)(d) of the Public Health law.
C. Within 24 hours, act as a resource for OGS and ensure the AED Use Report is
documented appropriately and shall distribute the AED Use Form to the EHCP
and appropriate EMS and regulatory agencies.
D. Within two business days, a debriefing shall be conducted with the AED program
members involved in the event and should include bystanders and co-workers
who played a part in the event. The Medical Director/EHCP should be available
as a resource.
2.4 CPR/AED Training
The Contractor will schedule up to eight classes per month (up to 100 classes per year) at the
discretion of each OGS Facility Manager or OGS Health Safety and Security Management Unit.
The class size is a minimum of eight participants up to a maximum of twelve participants. Class
size is based on the American Heart Association Guideline ratio of three students to one manikin,
with no more than two manikins to one instructor. If less than six people register for a class, the
class will be cancelled, and Contractor will not receive payment.
There will be an extra fee to be proposed for participants above 12 if the trainer is willing to accept
the additional trainees.
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RFQ #3048- Automatic Defibrillator Services Statewide
2.4.1 CPR/AED Training Requirements
A. Provide on-site CPR/AED training compliant with the American Heart Association
(AHA) Heartsaver AED standards.
B. Provide remote CPR/AED training conforming to the American Heart Association
(AHA) Heartsaver AED Standards.
C. Training shall include adult and child CPR with mask and choking, plus adult and
child AED.
D. Provide on-site and remote CPR/AED “hands-free” training options similar to the
American Heart Association (AHA) Heartsaver AED standards.
E. Each successfully trained participant will receive an individualized certification
card, provided and distributed by the selected vendor.
F. When requested by a facility manager, the Contractor shall schedule participants
for CPR/AED training by receiving volunteer registrations via online tracking
system, email or phone.
G. Notify the facility manager if less than six participants register or more than twelve
participants register for a training.
H. Notify registered participants is the training has been canceled.
I. Coordinate training time and classroom availability with the facility manager.
J. Send confirmation to each participant indicating the date, time and classroom
location of the training.
2.5 Audit
A. The Contractor must conduct an AED Program audit for each building annually as per
manufacturer’s recommendation to ensure compliance. The Contractor shall submit a
proposed schedule for AED Program Administrator approval. Once the proposed
schedule has been approved by OGS, the Contractor will be required to notify and
request access from the facility manager prior to any on-site work.
B. This will involve working with the building manager to mimic the use of an onsite AED
on a victim. An evaluation will be prepared by the instructor. Trained participants will be
used as responders.
2.6 Site Surveys
OGS has the right to add or remove buildings at its discretion and will notify the Contractor through
a written request.
The Contractor will perform a floor-by-floor site survey for any building at the request of the OGS
Health and Safety Officer or their designee. Upon completion of the site survey the Contractor will
provide to the OGS Health and Safety Officer and the Facility Manager a written report with their
recommendations regarding the number and location of AED units, and an updated equipment
list for that facility. The Contractor evaluation and recommendations must comply with all State
guidelines and regulations as well as the nationally recognized industry standards i.e. American
Heart Association. Each building will be evaluated to ensure that the “Response Interval” (time
from collapse to the arrival of the responder with the AED) is optimally no more than three minutes
and the “Call to Shock Interval” (responder is notified, accesses the device, reaches the victim’s
side, applies electrodes, and delivers the first shock) is optimally no more than five minutes. Site
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RFQ #3048- Automatic Defibrillator Services Statewide
conditions such as travel distance, security check points, locked doors, path of unobstructed
travel, access to the AED, etc. shall be considered when determining AED recommended
locations. If due to the building’s configuration, the Response Interval or the Call-To-Shock
Interval is greater than three or five minutes, respectively, then the written recommendations must
identify the calculated duration(s). AED units shall not be added or removed without the approval
of the OGS Health and Safety Officer or his designee.
Annual maintenance and inspection charges should reflect any approved changes to the number
of AED units.
OGS has 98 buildings/locations across New York State. A survey must be completed within two
years for each building.
2.7 OSHA (Occupational Safety & Health Administration) Training
Requirements
OGS Facility Manager’s Obligations
Prior to beginning contract work/work assignment, the OGS Facility Manager or Designee shall
inform or make available the Contractor/Contractor’s representative(s) of the known specific
hazard(s) and chemical(s) they may encounter while performing their contract obligations. For
example, testing of materials may be performed or previous reports may be available to inform
on the location of Asbestos Containing Materials, lead or other environmental concerns if present,
and any site-specific work practices that may be necessary to conduct work safely and in
compliance with federal or state standards and OGS procedures such as those involving
Lockout/Tagout and electrical procedures.
The Contractor/Contractor’s Representative(s) shall also be provided with information about the
use and provisions for Personal Protective Equipment required for the work.
Contractor/Contractor’s Representative shall provide a signed acknowledgement to the
OGS Facility Manager or OGS Designee that they were provided with this information.
Contractor / Contract Employee Obligations
General Contract Obligations:
These requirements only apply to on-site work at a state property.
Prior to or upon first reporting to the work location for assignment, the Contractor/Contractor
employee(s) and employees of Subcontractors must present to the OGS Facility Manager or OGS
Designee proof of completion of the OSHA required training for the following, topic areas including
but not limited to:
A. Hazard Communication,
B. Personal Protective Equipment.
For environmental health and safety emergencies, an emergency contact must be provided for
the facility manager or designee to contact prior to any work commencing. Any changes to this
contact, including name and or contact information must be communicated to the OGS Designee
immediately.
Specific Field-of-Work Requirements
In circumstances where specific OSHA or NYS Department of Labor (DOL) regulated work is
required, the Contractor/Contract Employee(s) shall have all pertinent and up-to-date
certifications beyond the “awareness” level as required by regulations for the specific work. Onsite
employee will be trained to do the work, supervised by higher knowledge/training,
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RFQ #3048- Automatic Defibrillator Services Statewide
It is the Contractor’s responsibility to provide the OGS Facility Manager or OGS Designee with all
employee updates and/or renewals for the above general contract obligations and specific field
of work requirements specified training.
The Contractor must coordinate with OGS to be informed of the site’s Emergency Action Plan.
Note: Contractor’s/Contractor’s Employee(s) and employees of Subcontractors failure to provide
such documentation to the OGS Facility Manager or OGS Designee upon or prior to employee
reporting to their initial work assignment may result in OGS rejecting the employee(s) until that
documentation is provided.
2.8 Contractors Compensatory Liability
In the event that the Contractor fails to complete any of the specified services within the timeframe
required, OGS reserves the right to have such work completed either by another Contractor or
with in-house staff. In any such event, the Contractor shall be liable to reimburse OGS for all costs
incurred to complete the work. OGS further reserves the right to collect such reimbursement from
any outstanding payments due to the Contractor.
2.9 Background Checks
The Contractor must perform a background check, and make a suitability determination, on each
employee before said employee may perform On-Site contract services at the Facility.
NOTE: The cost to the Contractor for performing requirements of this section should be
considered when calculating quote prices. The Contractor will not be entitled to charge separately,
or seek reimbursement, for costs to comply with this requirement. Background checks pursuant
to this agreement shall be performed at no additional cost to the State. For purposes of this
clause, the following definitions apply:
Term Definition
Suitability Identifiable character traits and past conduct that are reasonably
sufficient to indicate whether a given individual is likely to be able to
perform the requirements of a contract at OGS On-Site locations
without undue risk to the interests of the State.
Suitability
Determination
A determination that there are reasonable grounds to believe that an
individual will likely be able to perform the contract requirements On-
Site without undue risk to the interests of the State.
The Contractor shall maintain a continuous list of background checks and suitability
determinations noted above and shall provide this list to the Facility Manager prior to the
commencement of services. The list shall be updated and resubmitted to the Facility Manager as
changes occur including any On-Site incidents.
Background Check Guidelines
The Contractor is responsible for completing background checks and making suitability
determinations on its employees prior to the employees beginning On-Site work. Compliance
with the requirement for performing a background check and making a suitability determination
shall not be construed as providing an employee clearance to secured areas.
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RFQ #3048- Automatic Defibrillator Services Statewide
At a minimum, the background check and suitability determination must include an evaluation of
the information resources identified below.
Background Check: Information Resources
Verification that the individual is not named on a national watched person database,
including the Specially Designated Nationals and Blocked Persons list published by the
U.S. Treasury Department.
Criminal History checks to be performed either by using a national database that contains
criminal histories and supplement this search by checks of NYS Office of Court
Administration (“NYSOCA”) and comparable searches of states where the person has
lived, worked, or attended school during the past 5 years; OR by obtaining the record of
convictions from NYSOCA directly and from their equivalents from other states where
the person might have lived, worked, or attended school during the last 5 years.
DMV driving records.
Social Security Number trace.
Verification of U.S. citizenship or legal resident status.
Residential history. This should be requested on the employment application to compare
against data from the DMV, or other records searches, for verification.
In making a suitability determination, the contractor shall consider, at a minimum, the following
factors and evaluate them against the work to be performed, the performance location, and the
degree of risk to the State.
Background Check: Indicators of Unsuitability
Loyalty or terrorism issues.
Patterns of conduct (e.g., alcohol/drug abuse, financial irresponsibility/major liabilities,
dishonesty, unemployability for negligence or misconduct, criminal conduct).
Dishonorable military discharge.
Felony and misdemeanor offenses.
Employment-related misconduct, including dishonesty, criminal, or violent behavior.
The Contractor shall evaluate any adverse information about an individual by considering the
following factors before making a suitability determination.
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RFQ #3048- Automatic Defibrillator Services Statewide
Background Check: Factors Affecting Determination
The nature, extent, and seriousness of the conduct.
The circumstances surrounding the conduct.
The frequency and recency of the conduct.
The individual’s age and maturity at the time of the conduct.
The presence or absence of rehabilitation and other pertinent behavior changes.
The potential for pressure, coercion, exploitation, or duress.
The likelihood of continuation of the conduct.
How, and if, the conduct bears upon potential job responsibilities.
The employee’s employment history before and after the conduct.
Each suitability determination should be documented in a narrative. If negative items are
mitigated by subsequent passage of time or completion of any relevant programs that are
rehabilitative in nature, this rationale should be included in the narrative. A negative suitability
determination must be supported by a finding that the adverse information has a direct bearing
on the individual’s ability to perform services, under the terms of this contract, or that it is deemed
sufficiently serious to bar the employee from a state site.
Employee Removal
At any point, should the Contractor become aware that an employee working On-Site poses an
unacceptable risk to the State, the Contractor shall immediately remove that employee from the
site, notify the Facility Manager that such a removal has taken place, and replace them with a
qualified substitute immediately.
Notification
Prior to commencement of On-Site contract performance, the Contractor shall notify the Facility
Manager that the background checks and suitability determinations required herein have been
completed for all individuals.
2.10 Warranties
Contractor warrants that the services acquired under this Contract will be provided in a
professional and workmanlike manner in accordance with industry standards.
All materials and workmanship provided under this contract shall be warranted for a minimum of
one year. Where Contractor, Product manufacturer or service provider generally offers additional
or more advantageous warranties, such additional or more advantageous warranty shall apply.
All warranties contained in this Contract shall survive the termination of this Contract.
2.11 Confidentiality
Contractor agrees to keep confidential and not to disclose to third parties any information provided
by the OGS or learned by the Contractor during the performance of the Contract unless Contractor
has received the prior written consent of the OGS to make such disclosure. This provision shall
survive the expiration and termination of this Contract. The Contractor warrants that all its
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RFQ #3048- Automatic Defibrillator Services Statewide
operations are compliant with all federal, state and local laws, rules and regulations pertain to the
privacy and/or security of personal and confidential information.
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RFQ #3048- Automatic Defibrillator Services Statewide
3. Quote Submission
3.1 RFQ Questions and Clarifications
There will be an opportunity for submission of questions and/or requests for clarification.
Questions and/or clarifications must be submitted via email to the Designated Contact:
Nicholas Stearns, Contract Management Specialist 1
NYS Office of General Services
Financial Administration / Agency Procurement Office
32nd Floor, Corning Tower Bldg., Empire State Plaz
- Contacts
- Name
- Nicholas Stearns
- Role
- Designated Contact
- Email
- nicholas.stearns@ogs.ny.gov
- Phone
- 518-408-0899
- Title
- Contract Management Specialist 1
- Name
- Sonya Stack
- Role
- Designated Contact
- Email
- sonya.stack@ogs.ny.gov
- Phone
- 518-486-7649
- Title
- Contract Management Specialist 2
- Name
- Andrea Garavelli
- Role
- Designated Contact
- Email
- andrea.garavelli@ogs.ny.gov
- Phone
- 518-474-9139
- Title
- Contract Management Specialist 3
- Bid Number
- 3048
- Group Number
- 79000
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Bid Opening Date
- Sep 15, 2026
NYS Office of General ServicesIssuing agency·Albany, NY·via the NYS Office of General Services Procurement Services