Janitorial Supplies for City of Buffalo, Agencies & Authorities

CITY OF BUFFALO
NEW YORK
DEPARTMENT OF ADMINISTRATION, FINANCE, POLICY & URBAN AFFAIRS
DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901 CITY HALL
BUFFALO, NEW YORK 14202
PHONE (716) 851-5222, FAX (716) 851-5231
SPECIFICATIONS
FOR
JANITORIAL SUPPLIES
FOR THE
CITY OF BUFFALO, AGENCIES & AUTHORITIES
DATE ISSUED: MAY 20, 2026
BID OPENING: JUNE 3, 2026
AT 11:30
BUYER: RICHARD DAVIS
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CITY OF BUFFALO
DEPARTMENT OF ADMINISTRATION, FINANCE, POLICY & URBAN AFFAIRS
DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901 CITY HALL
BUFFALO, NY 14202
REGULATIONS
FOR ENTERING FORMAL PROPOSALS FOR MATERIALS, SUPPLIES, EQUIPMENT, AND
SERVICES
1. METHOD OF TENDERING PROPOSALS.
(A) ALL BIDDERS MUST TENDER THEIR PROPOSAL ON THE FORM FURNISHED WITH
THESE SPECIFICATIONS and shall execute the form in ink or typewriter, without alteration or additions
of any kind. Except for catalogs or other descriptive literature specified or requested, ANY LETTERS OR
OTHER PAPERS ATTACHED TO PROPOSALS OR SUBMITTED UNDER SEPARATE COVER
CONTAINING CONTINGENT CLAUSES OR MODIFICATIONS TO THESE SPECIFICATIONS
WILL NOT BE ACCEPTED. Any deviation or minor points of variance shall be specifically shown and
stated in the space provided on the bid sheet or on a separate sheet of paper, and only those deviations or
minor variations contemplated or permitted thereby will be considered.
(B) No person, co-partnership, or corporation, shall submit more than one proposal, either directly or
by agent. Each bidder shall sign said proposal with his/her full name, in his/her own handwriting, and, if a
partnership, each partner must sign; if a corporation, the corporate name shall be signed, and signed and
acknowledged by a duly authorized officer thereof.
(C) A bid bond, certified check, bank draft or letter of credit must accompany a bid under
$250,000.00. If the total dollar amount of the bid exceeds $250,000.00, then only a bid bond is acceptable,
otherwise, a certified check, bank draft or letter of credit shall be for ten percent (10%) of the amount bid.
Bid bond running to the City of Buffalo to be executed by bidder as principal and by duly incorporated
company authorized to guarantee performance of the contract, and to do business in the State of New York,
as surety, in the penal amount of not less than ten percent (10%) of the bid, conditioned that if the bid
accompanying the bond shall be accepted, the principal named in such bond will, whenever required, enter
into a written contract for the performance of the contract in accordance with conditions as provided in the
plans and specifications and will furnish the required security for the faithful performance of the contract
as specified, and the penal sum of such bid bond, in the amount of one hundred percent (100%) shall be
and become the minimum amount of the damages suffered by the City as liquidated damages, if the bidder
whose bid is accepted shall fail to enter into a contract with the City and give security for the performance
of the contract as required, upon notice to him as in said plans and specifications prescribed. The amount
of the aforementioned bid bond, certified check, bank draft or letter of credit, shall be based on the total
amount of the bid arrived at by the addition of the totals for all groups or units bid upon. Whenever bidder
submits proposals for items aggregating less than $20,000.00, no security need accompany the proposal.
(D) "Energy Star
For all applicable products bidders must submit with their bid a statement indicating that all products
purchased will bear the "Energy Star" label as awarded by the U. S. Environmental Protection Agency and
U. S. Department of Energy.
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(E) If bidder finds it necessary to purchase a product that does not bear the "Energy Star" label the
bidder or the respective Department or Agency must include a written statement indicating the reason
"Energy Star" products cannot be used, and a comparison of the initial and operating cost differential during
the useful life of the "Energy Star" rated product and the non-rated product.
(F) All bidders must submit with their bid a statement indicating that they will work toward a
minority workforce goal of 25%, and woman workforce goal of 5%. In addition, a statement must
be submitted indicating that the bidder will work toward a business utilization goal for minority
business enterprise of 25% and woman business enterprise of 5%.
Forms EEO-2A and 2B are enclosed and must be completed and returned with your proposal.
2. QUALIFICATIONS FOR BIDDER.
Ordinarily, proposals are not considered from bidders on supplies, material or equipment, if the
bidder or manufacturer of same is in bankruptcy, or in the hands of a receiver at the time of tendering a
proposal or at the time of entering into a contract, but the Director of Purchase reserves the right to accept
or reject such proposals in the best interest of the City. No bid shall be accepted from any person or
corporation that is in arrears to the City upon any debt or contract.
FOR THE PURPOSE OF THIS BID, A PERFORMANCE BOND WILL NOT BE REQUIRED
WHEN ENTERING INTO A CONTRACT. HOWEVER, BID SURETY (BID BOND, CERTIFIED
CHECK, BANK DRAFT OR IRREVOCABLE LETTER OF CREDIT) FOR 10% OF TOTAL
AMOUNT IS REQUIRED WHEN SUBMITTING A BID.
3. CONTRACT AND BOND.
(A) The successful bidder will be required to enter into a contract and furnish a bond guaranteeing the
faithful performance of the contract in the penal amount of the contract price, such bond to be executed by
the bidder as principal, and by a duly incorporated company authorized to guarantee the performance of the
contract and to do business in the State of New York as surety. Said bond to be approved by the Corporation
Counsel as to form and by the Comptroller of the City of Buffalo as to sufficiency of the bond. The amount
of the performance bond shall be based on the total amount of the contract, arrived at by the additions of
the totals for all groups or units listed thereon.
(B) ALTERNATIVES TO PERFORMANCE BONDS. Where the cost for the purchase of materials,
supplies or equipment does not exceed two hundred fifty thousand dollars ($250,000.00), the head of the
City agency charged with the execution of the contract may, in his/her discretion, waive the requirement of
a performance bond and authorize instead the submission of a certified check, bank draft or letter of credit
in the amount of fifty percent (50%) of said cost. Where the cost of such purchase exceeds two hundred
fifty thousand dollars ($250,000.00), the Common Council may, upon the recommendation of the head of
the city agency charged with the execution of the contract, waive the requirement of a performance bond
and authorize instead the submission of a bank draft, certified check or letter of credit in the amount of fifty
percent (50%) of said cost.
(C) EXCEPTIONS. Wherever the total of items awarded to any bidder is less than $20,000.00,
purchase orders will be issued and no performance bond will be required.
This exception does not apply where a trade-in is involved. In such cases the gross total quoted amount
shall be the determining figure. A bond, or other security, shall be required when the amount is $20,000.00
and over.
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4. DISCOUNT.
Bidder will please specify cash discount, if any; discount period to begin with receipt of invoice in
the office of the Division of Purchase. The cash discount is not to be considered in determining the low
bid, except where bids are otherwise identical.
5. PAYMENT.
Payment for material, supplies or equipment called for herein shall be made within thirty (30) days
after approved completion of contract and the rendition of proper invoice to the Division of Accounting, 65
Niagara Square, Room 1214 City Hall, Buffalo, New York 14202.
6. PATENT INFRINGEMENT.
The Contractor shall agree to indemnify and save harmless the City of Buffalo, its servants, agents
and employees from any and all suits or action at law or in equity, which may hereafter be brought against
them or either of them, for, or on account of, the infringement, or alleged infringement, of any patent or
patent rights upon or pertaining to any of the articles described herein.
7. GENERAL.
(A) The Contractor will not be allowed to take advantage of any errors or omissions. The Director of
Purchase reserves the right to reject any and all bids on any or all items in the proposal and to waive any
informality. In case of error, unit price governs.
(B) Should there be any question concerning these specifications, or the intent of these specifications,
the prospective bidder shall apply to the Director of Purchase for such information.
(C) These regulations, specifications, invitation for bids, and the proposal are deemed to be
incorporated in the contract.
(D) The Division of Purchase reserves the right to award by item, or as a whole, or to reject any or all
bids.
8. TAXES.
Quotations shall not include any New York Sales Tax as municipalities of New York State are not
subject to this tax. No Federal Tax of any kind shall be included unless the Federal Law specifically levies
such tax against purchases made by the political subdivisions of a State.
9. TITLE.
Contractor must transfer a good and incontrovertible title to all equipment furnished hereunder free
and clear of all liens and encumbrances of whatever name and nature.
10. ASSIGNMENT AND SUBCONTRACTING
Pursuant to Article 22, Section 22-9 of the City Charter, no contractor awarded a contract pursuant
to bids shall assign or subcontract any part of such contract to any person, firm or corporation by whom a
proposal was submitted to the City for the same contract. In any event, no contractor shall assign, transfer
or otherwise dispose of the within contract, or any part thereof, or any right, title or interest there under,
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without the prior written consent of the Director. Any such purported action without such consent shall be
null and void.
11. SUBCONTRACTOR LIST.
The successful bidder shall submit a list of proposed subcontractors to the Director of Purchase for
his approval and obtain his written consent thereto prior to the execution of the contract.
12. NATIONALLY KNOWN CORPORATIONS.
The Director of Purchase reserves the right to determine which corporations are to be designated
as nationally known, and the decision will be final.
13. DELIVERY DATE, PENALTIES AND EXTENSIONS OF TIME.
The delivery date shall be considered by the Director of Purchase in making the award. Such
delivery date shall be of the essence of the contract.
If the contractor and/or supplier fails to complete the contract within the specified delivery date or
within any extensions thereof granted in accordance with this section, the City may elect to permit the
contractor and/or supplier to proceed with and complete the contract, provided, however, that in any such
case such permission shall not be deemed a waiver in any respect by the City of the contractor's and/or
supplier's liability for damages or expenses thereby incurred by the City as a result of the failure to complete
delivery within the specified time, but such liability shall continue in full force against the contractor and/or
supplier as if such permission had not been granted.
In order to avoid all controversy in the determination of actual damages or expenses to the City for
the delay in completion of the contract by reason of the City's election not to terminate the right of the
contractor and/or supplier to proceed with the completion of the contract, the contractor and/or supplier and
their surety shall be liable for and shall pay or allow to the City a sum equal to one percent (1%) of the total
amount of the contract per day as fixed and agreed liquidated damages for each and every calendar day,
Sundays and holidays included, after the date fixed for delivery during which time the contract shall remain
incomplete, and any such damages and expenses may be deducted by the City from any payment or
payments then due or thereafter to fall due to the contractor and/or supplier.
No extension of time for completion of this contract shall be granted unless the contractor and/or
supplier shall make written application to the Director of Purchase no later than five (5) calendar days prior
to the specified delivery date for an extension of time to complete delivery and the Director of Purchase
shall have granted such extension in writing no later than the date upon which delivery was to have been
made. The granting of any such extension and the length of time thereof shall be in the sole discretion of
the Director of Purchase.
14. NON-COLLUSIVE BIDDING CERTIFICATION.
If the bidder is a corporation, the execution of the non-collusive certification in the form of proposal
shall be deemed to include the signing to non-collusion as the act and deed of the corporation.
No bid shall be considered for an award nor will any award be made to a bidder where the proposal
does not include the statements as to non-collusion as set forth in the form of proposal herein, provided
however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and
furnish with the bid a signed statement which sets forth in detail the reasons therefor. In such event the bid
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shall not be considered for award nor shall any award be made unless the Director of Purchase determines
that such disclosure was not made for the purpose of restricting competition. In this connection, it should
be noted that the fact that a bidder has published price lists, rates or tariffs covering items being procured
or has informed prospective customers of the proposed or pending publication of new or revised price lists
for such items, or has sold the same items to other customers at the same price as being bid, does not
constitute, without more, a disclosure to any other bidder or to any competitor within the meaning of the
non-collusive certification included in the form of proposal.
15. INQUIRIES.
Pursuant to Article IX of New York State Finance Law 139-j, no Offeror shall engage in any
impermissible contact with the governmental entity during the "restricted period" for this Formal Proposal.
Contact shall include any oral, written or electronic communication with the governmental entity under
circumstances where a reasonable person would infer that the communication was intended to influence the
governmental entities conduct or decision regarding the governmental procurement. The "restricted period"
shall mean the period of time commencing with the earliest written notice, advertisement or solicitation of
a request for proposals, invitation for bids, or solicitation of proposals, or any other method for soliciting a
response from Offeror intending to result in a procurement contract with the governmental entity and ending
with the final contract award and approval by the governmental entity and, where applicable, the State
Comptroller. Except as otherwise permitted under State Finance Law 139-j(3), any contact with the
governmental entity, other than to discuss current business with the City of Buffalo, or during the question
and answer period (via e-mail ONLY) with the person(s) identified below, may result in a Offeror's
immediate disqualification.
All inquiries during the question period should only be directed via e-mail only to: Rich Davis, Buyer,
Division of Purchase: rdavis@buffalony.gov.
16. SECTION 220-E, Labor Law.
PROVISIONS IN CONTRACTS PROHIBITING DISCRIMINATION ON ACCOUNT OF RACE,
CREED, COLOR OR NATIONAL ORIGIN IN EMPLOYMENT OF CITIZENS UPON PUBLIC
WORKS.
Every contract for or on behalf of the state or a municipality for the construction, alteration or repair
of any public building or public work or for the manufacture, sale or distribution of materials, equipment
or supplies shall contain provisions by which the contractor with the state or municipality agrees:
(a) That in the hiring of employees for the performance of work under this contract or any
subcontract hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor or
subcontractor, shall by reason of race, creed, color, disability, sex or national origin discriminate against
any citizen of the state of New York who is qualified and available to perform the work to which the
employment relates;
(b) That no contractor, subcontractor, nor any person on his/her behalf shall, in any manner,
discriminate against or intimidate any employee hired for the performance of work under this contract on
account of race, creed, color, disability, sex or national origin;
(c) That there may be deducted from the amount payable to the contractor by the state or
municipality under this contract a penalty of fifty dollars for each person for each calendar day during which
such person was discriminated against or intimidated in violation of the provisions of the contract;
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(d) That this contract may be canceled or terminated by the state or municipality, and all moneys
due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or
conditions of this section of the contract; and
(e) The aforesaid provisions of this section covering every contract for or on behalf of the state
or municipality for the manufacture, sale or distribution of materials, equipment or supplies shall be limited
to operations performed within the territorial limits of the state of New York.
17. COOPERATIVE PURCHASING: PURCHASES BY OTHER POLITICAL
SUBDIVISIONS
(A) When in the opinion of the Director of Purchase, it will not create a burden or hardship on the City
of Buffalo and the anticipated prices will not adversely affected thereby, the Director is authorized when
he deems appropriate and as may be requested by the participants to provide in any particular City of
Buffalo request for proposal that the participants shall have rights to make purchases based upon the
proposals received by the City of Buffalo.
(B) The City of Buffalo Director of Purchase, within the limits of his/her time and manpower, shall
disseminate relevant contract information to the participants.
(C) The participants in the City of Buffalo contracts will issue purchase orders directly to vendors
within the specified contract period referencing the City of Buffalo contract involved and be liable for any
payments due on such purchase orders.
(D) Proposers shall take notice that as a condition of the award of a City of Buffalo contract pursuant
to these specifications, the successful proposers agrees to accept the award of a similar contract with any
of the participating political subdivisions if called upon to do so. The City of Buffalo will not be responsible
for any debts incurred by participants pursuant to this or any other agreement.
(E) Upon mutual agreement between the successful proposer and various other government agencies
and authorities, this contract may be used if all requirements of each municipality is in agreement.
Government agencies requesting the use of this contract will be responsible for monitoring all aspects and
requirement, the City of Buffalo assumes no responsibility.
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JANITORIAL SUPPLIES
FOR THE
CITY OF BUFFALO, AGENCIES & AUTHORITIES
PROPOSALS IN SEALED ENVELOPES, marked "FORMAL BID ON JANITORIAL SUPPLIES FOR
THE CITY OF BUFFALO, AGENCIES & AUTHORITIES" addressed to the Director of Purchase, 65
Niagara Square, Room 1901 City Hall, Buffalo, New York 14202, will be received until 11:30 A.M., local
time, WEDNESDAY, JUNE 3, 2026.
The City of Buffalo, Division of Purchase is requesting bids for various Departments, Agencies &
Authorities to purchase JANITORIAL SUPPLIES, and the following specifications. To be ordered on an
as needed basis.
Quantities are approximate only. More or less may be purchased, depending upon requirements
during the contract period.
Products and dispensers are for all City Hall locations, approximately 100 facilities. The City reserves the
option to expand the contract to include all city-owned buildings. Bidders are strongly urged to inspect
the facilities. Contact the Building Superintendent at 716-851-5991, Room 1, in Basement of City
Hall, for an appointment. This contract may be used by all Agencies and Authorities.
The City of Buffalo reserves the option to purchase additional quantities of the above units at the bid prices,
under the same terms and conditions from July 1, 2026, through June 30, 2027, to coincide with the City of
Buffalo's fiscal year. If agreeable to the successful vendor and necessary funds become available, may be
renewed an additional four (4) one (1) year periods with all terms the same and agreeable to both parties.
The City is not obligated to purchase any specific amount. The City shall only be obligated to pay for
specific items ordered and shipped provided funds are available and have been properly encumbered by
approval of the Division of Purchase.
Quantities estimated are approximate based on projected usage, but it is specifically understood and agreed
that these quantities are approximate quantities may increase or decrease, supplier shall not have any claim
against the City of Buffalo for any quantities less than estimated amount.
City of Buffalo reserves the right to reject any and all bids or parts of bids, to waive irregularities and
technicalities and to request rebids. City of Buffalo also reserves the right to award the contract on such as
the City deems will best serve its interests.
City of Buffalo reserves the right to reject all bids and utilize pricing offered in current contracts with other
governmental entities if determined advantageous and in the best interest of the City.
Price shall include inside delivery to locations indicated on purchase orders. Delivery shall be prompt, as
required, in quantities specified in individual purchase orders, to inside delivery points shown on these
orders. Shipping containers shall be accepted standards used by industry.
Brand names used in these specifications are not intended to imply or denote a particular vendor and are
not to be construed as restrictive in any way. All proposals that meet or exceed specifications will be
considered.
If you have any questions or need any other information contact, Rich Davis, Buyer, Division of Purchase
at rdavis@buffalony.gov.
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BIDDER SHALL COMPLETE EVERY SPACE IN BIDDERS PROPOSAL COLUMN WITH A CHECK
MARK TO INDICATE IF THE ITEM BEING BID IS EXACTLY AS SPECIFIED. IF NOT, DESCRIPTION
TO INDICATE THE SPECIFIC DEVIATION FROM THE SPECIFICATIONS TO BE SUPPLIED ON
THESE SHEETS OR ON A SEPARATE SHEET OF PAPER.
BIDDER COMPLIES
SPECIFICATIONS YES NO DEVIATIONS
HAND SOAP / DISPENSERS
*must be compatible with current dispensers*
* Foaming Hand Soap with Moisturizers (2000mL); Provon Gojo # 5285-02
#9259255286
* Foaming Antimicrobial Hand Soap with Moisturizers (2000mL); Provon
Gojo # 5286-02; #9259255286
* FMX-20 Dispenser; Push-Style Foam Soap Dispenser compatible with
2000mL refills; 5260-6 #3480005260
BLEACH
* Bleach Austine 6.0%
* Bleach Clorox Germicidal 121 fl oz 3 count/CS; Item # 4460032429
CLEANSER
* Cleanser, Powdered, Chlorinated 24/CS
DISINFECTING WIPES
* (75-90 Wipes per Canister) 6 count/PK
NITRILE GLOVES
* Powder Free/ 4 MIL Black; N145 M HOS-GL-N145FM- Proworks Black
Nitrile exam gloves - Powder Free
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NOTIFICATION OF AWARD
A notice of award letter will be sent to all parties who submitted a valid proposal notifying all of our
selection as to who was the successful bidder.
METHOD OF BIDDING:
Bidders shall quote case price and total for items bid upon and shall show manufacturer's names and item
numbers for each. Case pack size shall be indicated on the bid sheet.
Hand Soap/Dispeners must be compatible with current dispensers.
Bidders shall state the length of time required for delivery.
Price quoted shall include delivery to the address of the Division/Department requesting the materials.
Page (9) shall be returned with bid noting any exceptions. It will be presumed that the bidder is
bidding as specified, if exceptions are not listed.
ALL INFORMATION REQUIRED:
BIDDERS SHALL ANSWER ALL QUESTIONS APPEARING ON BID FORM.
FAILURE TO FOLLOW INSTRUCTIONS MAY BE REASON FOR DISQUALIFICATION.
NOT RESPONDING TO THIS BID INVITATION WILL RESULT IN YOUR NAME BEING
REMOVED FROM THE BIDDER'S LIST FOR THIS COMMODITY GROUP.
NICOLE J. SWALLOW, DIRECTOR
DIVISION OF PURCHASE
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