- Title
- Professional Cemetery Staff Services
- Detail
- Overview
- The Office of General Services (OGS), on behalf of the Department of Veteran’s Services (DVS), intends to procure professional cemetery staff services for the New York State Veterans Cemetery – Finger Lakes, located in Romulus, Seneca County, NY. The contractor shall provide all labor necessary to perform headstone and marker settings, casket burials, cremation burials, and burial field groundskeeping in accordance with National Cemetery Administration (NCA) standards and specifications. These services will act as a supplement to current state staffing as needed.
- Pdf Text
- NYS Office of General Services – Financial Administration Page 1 of 30
IFB #3132 - Professional Cemetery Staff Services
Invitation For Bid # 3132
Solicited by
New York State Office of General Services
On behalf of the
Department of Veteran Services
for
Professional Cemetery Staff Services
New York State Veterans Cemetery – Finger Lakes
Issue Date: July 29, 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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IFB #3132 - Professional Cemetery Staff Services
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 Bidder Qualifications.................................................................................................... 5
1.5 Mandatory Site Visit .................................................................................................................... 6
1.6 Glossary of Terms ....................................................................................................................... 7
2. SCOPE OF WORK ..................................................................................................................8
2.1 General Scope ............................................................................................................................ 8
2.2 Scope Requirements ................................................................................................................... 8
2.3 Staffing Requirements ................................................................................................................. 9
2.4 Dignity Clause ............................................................................................................................. 9
2.5 Administrative/Reporting Requirements ................................................................................... 10
2.6 OSHA (Occupational Safety & Health Administration) OSHA (Occupational Safety & Health
Administration) Training Requirements ..................................................................................... 10
2.7 Right to Know. ........................................................................................................................... 10
2.8 Contractors Compensatory Liability .......................................................................................... 10
2.9 Background Checks .................................................................................................................. 11
2.10 Warranties ................................................................................................................................. 13
2.11 Confidentiality ............................................................................................................................ 13
3. BID SUBMISSION .................................................................................................................14
3.1 IFB Questions and Clarifications ............................................................................................... 14
3.2 Bid Format and Content ............................................................................................................ 14
3.3 Bid Preparation.......................................................................................................................... 15
3.4 Packaging of IFB Response...................................................................................................... 15
3.5 Instructions for Bid Submission ................................................................................................. 16
4. ADMINISTRATIVE INFORMATION ............................................................................................18
4.1 Issuing Office............................................................................................................................. 18
4.2 Method of Award ....................................................................................................................... 18
4.3 Term of Contract ....................................................................................................................... 18
4.4 Price .......................................................................................................................................... 18
4.5 Method of Payment ................................................................................................................... 19
4.6 Electronic Payment ................................................................................................................... 20
4.7 Exceptions and Extraneous Terms ........................................................................................... 20
4.8 Dispute Resolution .................................................................................................................... 20
4.9 Rules of Construction ................................................................................................................ 21
4.10 Balanced Bids ........................................................................................................................... 21
4.11 Examination of Contract Documents ........................................................................................ 21
4.12 Debriefings ................................................................................................................................ 22
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4.13 Procurement Rights .................................................................................................................. 22
5. CONTRACT CLAUSES AND REQUIREMENTS ...........................................................................23
5.1 Appendix A / Order of Precedence ........................................................................................... 23
5.2 Past Practice ............................................................................................................................. 23
5.3 Procurement Lobbying Requirement ........................................................................................ 23
5.4 Tax and Finance Clause ........................................................................................................... 23
5.5 Freedom of Information Law / Trade Secrets ........................................................................... 24
5.6 General Requirements .............................................................................................................. 24
5.7 Extent of Services ..................................................................................................................... 25
5.8 Termination ............................................................................................................................... 26
5.9 NYS Vendor Responsibility ....................................................................................................... 26
5.10 New York State Vendor File Registration ................................................................................. 27
5.11 Ethics Compliance .................................................................................................................... 28
5.12 Indemnification .......................................................................................................................... 28
5.13 Force Majeure ........................................................................................................................... 28
5.14 Encouraging Use of New York State Businesses in Contract Performance ............................. 28
5.15 Sexual Harassment Prevention................................................................................................. 29
5.16 Participation Opportunities For New York State Certified Service-Disabled Veteran-Owned
Businesses ................................................................................................................................ 30
IFB Appendix A……Standard Clauses for New York State Contracts
IFB Appendix B……Required Forms
IFB Appendix C..….Sample Contract
IFB Appendix D……Insurance Requirements
IFB Appendix E…...MWBE and EEO Requirements
IFB Attachment 1….Bid Proposal Form
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1. Introduction
1.1 Overview
The Office of General Services (OGS), on behalf of the Department of Veteran’s Services (DVS),
intends to procure professional cemetery staff services for the New York State Veterans Cemetery
– Finger Lakes, located in Romulus, Seneca County, NY. The contractor shall provide all labor
necessary to perform headstone and marker settings, casket burials, cremation burials, and burial
field groundskeeping in accordance with National Cemetery Administration (NCA) standards and
specifications. These services will act as a supplement to current state staffing as needed.
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
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:
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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 Invitation For Bid (IFB) #3132 July 29, 2026
Mandatory Site Visit August 19, 2026, at 10:00am EST
Deadline for Submission of Bidder Questions August 26, 2026, at 2:00pm EST
OGS Issues Responses to Written Questions (estimated) September 2, 2026
Bid Due Date September 16, 2026, at 2:00pm EST
Contract Start Date Upon OSC Approval
1.4 Minimum Bidder Qualifications
Bidders 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 Bidder for purposes of this Solicitation. Bidders not meeting the qualifications below will
be disqualified. Bidders may not use a Subcontractor’s or any other entity’s qualifications to meet
requirements.
The following minimum requirement must be met by each Bidder:
A. The Bidder shall have at least one year of experience operating heavy equipment for
excavation, site preparation, monument or foundation setting, grounds maintenance, and
snow removal.
The 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.
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1.5 Mandatory Site Visit
Bidders intending to submit a bid will be required to attend a Mandatory Site Visit, which will
include a tour of the cemetery grounds on the date and time indicated in Section 1.3 – Key Events.
This is the only date and time available for inspection. Alternate dates for additional site
inspections will not be available. Attendees will be required to sign in and provide basic company
and contact information. This information will be used to verify attendance and to communicate
any changes to the Solicitation (addenda). Therefore, it is imperative that the provided information
be legible and accurate. Failure to attend the Mandatory Site Visit will result in rejection of the bid.
The Facilitator of the event will publicly announce the official start time of the Mandatory
Site Visit, which announcement shall be made no sooner than the time stated in Section
1.3 – Key Events. Prospective Bidders arriving after the official start time of the Mandatory
Site Visit will be precluded from attending the Mandatory Site Visit, and therefore unable
to submit a responsive bid.
The Mandatory Site Visit will be held at: NYS Veterans Cemetery – Finger Lakes –
Administrative Building. 6632 NY-96A, Romulus, NY 14541.
Due to security restrictions, all Bidders are strongly encouraged to pre-register with Nicholas
Stearns at Nicholas.Stearns@ogs.ny.gov at least 24 hours in advance of the site visit date and
time as listed above in Section 1.3 – Key Events. It is recommended that attendees arrive at the
cemetery administration building at least 30 minutes prior to scheduled time with photo
identification.
In accordance with State Finance Law §139-j(3)(a)(3), this Mandatory Site Visit is covered
by the permissible subject matter authorization. A vendor is authorized to speak with
representatives other than Designated Contact(s) for the sole purpose of the Mandatory
Site Visit (to arrange attendance, during the conduct of the visit and to pose questions
regarding the site).
The Mandatory Site Visit will provide an opportunity for Bidders to see first-hand the grounds, the
tasks to be performed and the special needs of the cemetery. Questions during the Mandatory
Site Visit will be permitted. It is suggested that the Bidder note the question and ask at the end of
the tour.
Verbal answers are not official answers. All questions asked at the Mandatory Site Visit must be
submitted via email to the designated contact for this Solicitation no later than the date and time
indicated in Section 1.3 – Key Events. Official answers to all questions will be distributed in the
form of an addendum posted to the OGS Bid Calendar. All attendees will be provided a link via
email to obtain any and all addenda related to this Solicitation. Only answers provided by
addendum are considered official.
Note: If there are any questions Bidders would like addressed at the Mandatory Site Visit, Bidders
should submit them in writing as instructed in Section 3.1 – IFB Questions and Clarifications, to
the designated contact prior to the date of the Mandatory Site Visit. Questions during the
Mandatory Site Visit or Pre-Bid Conference will be permitted, however, only questions submitted
in writing and answered via addendum will be considered official.
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1.6 Glossary of Terms
“Bidder” or “Offeror” shall mean any person, partnership, firm, corporation, or other authorized
entity submitting a bid to the State pursuant to this Solicitation.
The “Cemetery Director or designee” is the DVS employee responsible for the day-to-day
operation and safety of the cemetery grounds on which the work is being performed.
“Commissioner” shall mean the Commissioner of the New York State Office of General Services
or duly authorized representative.
“Contractor” shall mean a successful bidder awarded a contract pursuant to this Solicitation.
“Issuing Office” shall mean the New York State Office of General Services, Division of Financial
Administration.
“NCA” shall mean the National Cemetery Administration.
“Invitation For Bid”, “IFB”, or “Solicitation” shall mean this document.
“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.
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2. Scope of Work
2.1 General Scope
The New York State Veterans Cemetery – Finger Lakes, serves as a final resting place for
Veterans, their spouses, and dependents. The contractor shall provide professional cemetery
burial services, ensuring dignified and respectful handling of all headstone and marker settings,
and groundskeeping activities. All work shall comply with NCA standards (as outlined in 38 CFR
Part 38 and NCA guidelines) under the direction of the Cemetery Director or designee). The
contractor shall supply all necessary staff. These services will act as a supplement to current state
staffing as needed.
2.2 Scope Requirements
2.2.1 Headstone Setting
Install and set headstones for casket and cremation burials to NCA standards, ensuring proper
alignment, stability, and aesthetic consistency while minimizing damage to the fields.
a. Headstones shall be government-furnished (marble or granite).
b. Headstones when finished and set will be 24-26” above grade. The headstone socket should
be dug 19” long x 10” wide x 21” deep, this will allow for minimum of 3” of stone dust
compacted on the bottom and around the sides of the level headstone. Stone dust will be
compacted around sides of the headstone up to 3” below grade. The last 3” will be soil topped
off with grass seed and straw. Headstones shall be aligned with existing markers in the burial
section, maintaining a uniform grid layout (e.g., 4’ x 10’ for casket graves, 4’ x 4’ for cremation
graves). Clean headstone post-installation to remove debris or marks.
c. The setting of headstones must be completed by at least 2 staff members as headstones
weigh 249lbs and are 13”x42”x4”
2.2.2 Casket Burial
Perform casket burial services, including grave excavation, committal service support, and grave
closure, in accordance with NCA and NYS standards.
a. Casket burial for a 4’ x 10’ plot will be dug 8 ½’ long x 40” wide x 5 ½ ‘deep in the center of
the plot. This will accommodate a standard casket and vault/liner.
b. Concrete vaults or grave liners are required per NYS Not-for-Profit Corporation Law § 1510(e),
unless waived for religious reasons, in which case a refilling fee may apply.
c. Burial services shall include coordination with cemetery personnel for committal services at
the cemetery’s Committal Shelter.
d. Post-burial, graves shall be backfilled, compacted, and leveled to prevent settling, with
temporary markers placed until permanent headstones are installed. Excavate grave using
backhoes or mini excavators.
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e. After burials, area is backfilled, compacted and leveled. Grass seed and straw are then laid
over the prepared area to create a seamless, uniform, clean appearance with the surrounding
lawn.
2.2.3 Cremation Burial
Perform cremation burial services, including niche or in-ground burial, committal service support,
and closure, per NCA and NYS standards.
a. Cremation burial for a 4’ x 4’ plot for a single burial will be dug 1’ long x 1’ wide x 2’ deep and
a double burial is 2’ long x 1’ wide x 2’ deep. Take into consideration of urn sizes. Cut out
and preserve the top 6” of sod to be placed back on top of the grave after backfilling and
compacting. The vet will be buried on the left side, and the spouse will be buried on the right
side.
b. Cremation burials may occur in columbarium niches.
c. Burial services shall include coordination with cemetery personnel for committal services.
d. Post-burial sites shall be backfilled, compacted, and leveled, with temporary markers placed
until permanent markers are installed. Excavate in-ground site or prepare columbarium niche.
e. After burials, area is backfilled, compacted and leveled. Grass seed and hay is then laid over
the prepared area to create a seamless, uniform, clean appearance with the surrounding lawn.
f. Place urn and coordinate committal service.
2.2.4. Groundskeeping
Perform groundskeeping around grave sites and snow removal in designated areas.
a. Mowing and trimming around headstones, markers, and trees to maintain a neat appearance.
b. Snow removal of sidewalks, shelter, and small parking lot.
2.3 Staffing Requirements
It will be incumbent upon the proposer to identify the appropriate staffing level for each
requirement outlined in Section 2.2 – Scope Requirements except for the setting of headstones
which will require at least 2 staff members because of the weight of the headstones. The staffing
level proposed for each requirement and mutually agreed to will be considered the contractual
minimum staffing to be provided throughout the contract term.
2.4 Dignity Clause
Every action by Contractor personnel at the cemetery must be performed with the special care,
reverence, dignity, and respect that acknowledges the cemetery as the final resting place that
commemorates the service and sacrifice that service members, Veterans and their families made
for our Nation. Critically important is the awareness required of the Contractor employees of the
remains buried in the grounds where the work is performed. The utmost care must be given to
these remains and the headstones and flat grave markers that mark those gravesites and
memorialize the service of individuals.
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a) Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they
drive over them.
b) No tools, equipment or other items will be placed or leaned on headstones or markers.
c) Use care not to scratch or damage markers in any manner.
d) Contractor will be responsible for replacing damaged headstones and markers and for
restoring turf damage during performance of this work.
e) Additionally, should any activity result in the exposure and/or damage to any remains,
container for remains (e.g., casket or urn), or outer burial container, the contractor must
contact the Cemetery Director or designee for guidance immediately.
Any doubts as to proper procedures shall be brought to the attention of the Cemetery Director or
designee for guidance or resolution.
The contractor is required to discuss the guidance with staff.
2.5 Administrative/Reporting Requirements
Contractors must submit a monthly written progress report to the Cemetery Director or designee
by the second workday following the end of each calendar month. The report should detail the
completed work in the preceding month, plan for the subsequent month, and any issues
encountered and their resolutions. The report should include at a minimum the number of burials,
stones set, and hours used for grounds keeping.
2.6 OSHA (Occupational Safety & Health Administration) OSHA
(Occupational Safety & Health Administration) Training
Requirements
The contractor is responsible for compliance with all applicable OSHA guidelines and regulations
while performing work under this contract.
2.7 Right to Know.
In accordance with the New York State Toxic Substance Act (Right-to-Know Law) and the United
States Occupational Safety and Health Administration’s Hazard Communication Standard, the
Office of General Services has established and implemented a Right-to-Know/Hazard
Communication Program. It is the policy of DVS to provide information and training to advise
employees of potentially hazardous substances known to be in the workplace. Part of this
information is a collection of Safety Data Sheets for all chemicals used at State Office Buildings
by contract vendors. Before any chemical product is used on or in any building, a copy of the
product label and Safety Data Sheet must be provided to and approved by the Facility Manager
before the chemical is applied.
2.8 Contractors Compensatory Liability
In the event that the Contractor fails to complete any of the specified services within the timeframe
required, DVS 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 DVS for all costs
incurred to complete the work. DVS further reserves the right to collect such reimbursement from
any outstanding payments due to the Contractor.
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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 bid 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 DVS 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 Cemetery Director or designee prior
to the commencement of services. The list shall be updated and resubmitted to the Cemetery
Director or designee 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.
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.
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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.
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 Cemetery Director or designee that such a removal has taken place, and replace
them with a qualified substitute immediately.
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Notification
Prior to commencement of On-Site contract performance, the Contractor shall notify the Cemetery
Director or designee 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 DVS 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 of its
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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3. Bid Submission
3.1 IFB 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 Plaza
Albany, New York 12242
Phone: 518-408-0899
Email: Nicholas.Stearns@ogs.ny.gov
All questions must cite the particular page, section, and paragraph number, where applicable.
Please submit questions as early as possible following receipt of the IFB. The final deadline for
submission of any questions/clarifications regarding this IFB is listed in Section 1.3 – Key Events.
Questions received after the deadline may not be answered. OGS will post an addendum at
https://ogs.ny.gov/procurement/bid-opportunities with all questions and responses on or about the
date listed in Section 1.3 – Key Events. Any additional addenda will be posted to the same
location.
3.2 Bid Format and Content
In order for the State to evaluate bids fairly and completely, Bidders are strongly encouraged to
follow the format set forth herein and should provide all of the information requested. All items
requested in this Submission section should be provided and addressed as clearly as possible.
Failure to conform to the stated requirements may necessitate rejection of the bid.
Bidders may be requested to provide clarification based on the State’s evaluation procedure. Any
clarification will be considered a formal part of the Bidder’s original bid. If further clarification is
needed during the evaluation period, OGS will contact the Bidder.
Note: OGS reserves the right to request any additional information deemed necessary to ensure
that the Bidder is able to fulfill the requirements of the contract.
A. Cover Letter: The cover letter should confirm that the Bidder understands all the terms and
conditions contained in this IFB and will comply with all the provisions of this IFB. Further, that
should the contract be awarded to your company, you would be prepared to begin services
on the date indicated in Section 1.3 – Key Events. The cover letter should also include the full
contact information of the bidder’s representative that OGS shall contact regarding the bid. A
Bidder representative authorized to make contractual obligations must sign the cover letter.
B. Proof of Minimum Qualifications: Bidders must include specific details regarding scope of
services, including names of the clients the services were provided for, geographical location
of services, description of services provided, and length of service to prove their ability to meet
the minimum qualifications as set forth in Section 1.4. Failure to provide clear information to
allow OGS to verify the minimum qualifications have been met may result in rejection of your
bid.
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C. Experience & Operational Plan: Bidders shall describe their capabilities to provide the
services required in this IFB by providing the following:
i. A description of Bidder’s experience providing professional cemetery staff services.
ii. A staffing plan which includes the number of staff for each scope requirement and their
responsibilities. Plan for coverage in the event of sick calls, vacations, etc.
iii. A list of at least three references where similar services were provided. Include name,
location and contact information.
D. Pricing: Bidders shall submit a completed Attachment 1 – Bid Proposal Form. Each item must
be complete with no lines omitted. Bidder shall not provide alternative pricing or deviate from
Attachment 1 – Bid Proposal Form. Alternative pricing methodologies will not be considered
and may result in the rejection of the bid.
E. Administrative Submission:
i. All required completed forms from IFB Appendix B.
ii. Signed bid addenda (if any)
iii. Important Notes:
a. Insurance – Bidders are reminded of the insurance requirements as described in
Appendix D. The selected Bidder will be required to provide all necessary
documentation upon notification of selection.
b. M/WBE & EEO Requirements- Bidders are reminded of the requirements as
described in Appendix E.
c. SDVOB Requirements- Bidders are reminded of the requirements as described in
Section 5.16
d. Vendor Responsibility - Bidders are reminded of the requirement as described in
Section 5.9 and are requested to complete the online questionnaire located on the
OSC VendRep System website prior to bid submission. If the vendor has
previously certified responsibility online, it shall ensure that the VRQ was
recertified in the last six months.
e. Document Consistency - An award will only be made to the entity which has
submitted bid. All submitted documents must be consistent with official name of
bidding entity, FEIN and NYS Vendor ID number.
3.3 Bid Preparation
All bids must be completed in ink or machine produced. Bids submitted handwritten in pencil will
be disqualified.
3.4 Packaging of IFB Response
Please submit:
A. One original of Attachment 1 – Bid Proposal Form
B. One original of the Cover Letter; Minimum Qualifications information; Experience and
Operational Plan
C. One original of the Administrative Submission
NYS Office of General Services – Financial Administration Page 16 of 30
IFB #3132 - Professional Cemetery Staff Services
Please provide one digital record (Thumb Drive) containing the above submission items.
If there are any differences between the paper submission and the electronic submission, the
paper submission shall take precedence.
Originals contain a unique wet signature for each of the signed and notarized pages. Exact copies
can be photocopied and do not require a unique wet signature.
All bid documents must be submitted by mail, hand delivery, overnight carrier or certified mail in
a package showing the following information on the outside:
A. Bidder’s complete name and address
B. Solicitation Number: IFB #3132
C. Bid Due Date and Time: (as stated in Section 1.3 - Key Events)
D. Bid for Management of State Cemetery – New York State
- 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
- 3132
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Bid Opening Date
- Sep 16, 2026
NYS Office of General ServicesIssuing agency·Albany, NY·via the NYS Office of General Services Procurement Services