1 RFB UC06 92 by F686qwY

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									                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                           BID NO. RFB-UC06-92                  -1-


               INVITATION TO BID AND NOTICE TO BIDDERS
DATE:         OCTOBER 12, 2006

NOTICE IS HEREBY GIVEN THAT SEALED PROPOSALS ARE SOUGHT AND REQUESTED
FOR THE FOLLOWING:

BID NAME:                   AIR CONDITIONING AND HEATING
                            MAINTENANCE SERVICES
BID NUMBER:                 RFB-UC06-92
PLACE OF OPENING:           Ulster County Purchasing,
                            310 Flatbush Avenue
                            Kingston, NY 12401-2742

DATE OF OPENING:            NOVEMBER 2, 2006                               *SITE VISIT*
                                                                    WED. OCT 25 AT 9:30AM
TIME OF OPENING:            2:00 P.M.
                                                                    SEE PARAGRAPH 38.0
CONTACT PERSON:             JAMES WERNER
                            SENIOR BUYER
                            845-340-3408

VENDORS MUST SUBMIT BID IN SEALED ENVELOPE.

PLEASE PRINT ON THE FACE OF OUTSIDE/ MAILING ENVELOPE:
                                          1) NAME & ADDRESS OF BIDDER
                                          2) BID NAME & NUMBER
It is the bidder's responsibility to read the attached Bid Specifications and GENERAL CONDITIONS
which outline bidding rules of the Ulster County Purchasing Department.

Upon submission of bid, it is understood that the bidder has read, fully understands and will comply
with said GENERAL CONDITIONS and specification requirements.

   IMPORTANT NOTICE: Bid distribution - Copies of Bid Documents obtained from any
   source other than directly from Ulster County are not considered official copies. Only those
   vendors who obtain bidding documents from Ulster County Purchasing or the Ulster County
   website are guaranteed to receive addendum information if issued. If you have obtained
   this document from a source other than Ulster County Purchasing or its website, it is
   recommended that you obtain an official copy.

By:    Robin L. Peruso, CPPB Purchasing Agent

      PLEASE RETAIN THE BID DOCUMENT FOR YOUR RECORDS                                         01/06
                                 COUNTY OF ULSTER – PURCHASING DEPARTMENT
                               THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                      PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
     BID NAME: AC AND HEAT MAINTENANCE                                           BID NO. RFB-UC06-92                              -2-

                                                       GENERAL CONDITIONS
                              BIDS                                      specifications of item he proposes to furnish, otherwise, bid will
                                                                        be construed as submitted on the identical item as specified.
      1. All proposals shall be made upon forms furnished by the              12. The submission of a bid will be construed to mean that
Purchasing Agent for the County of Ulster and shall be contained        the bidder is fully informed as to the extent and character of the
in sealed envelopes addressed to Ulster County Purchasing               supplies, material, or equipment required and a representation
Agent, 310 Flatbush Avenue, Kingston, NY 12401-2742.                    that the bidder can furnish the supplies, materials, or equipment
      2. Form of proposal as issued by the County Purchasing            satisfactorily in complete compliance with the specifications.
Agent shall be completely filled in black ink or typed. No bid will           13. If two or more bidders submit identical bids as to price,
be accepted which contains any changes, additions, omissions            the decision of the Purchasing Agent to award a contract to one
or erasures, unless otherwise stated.                                   of such identical bidders shall be final. (General Municipal Law,
      3. Bidder must submit with bid detailed specifications,           Sec. 103. sub. 1)
circulars and all necessary data on items he proposes to furnish.             14. It is the responsibility of the bidder to offer a product that
This information must show clearly that the item offered meets all      meets the specifications of the manufacturer model as listed.
detailed specifications herein. The Purchasing Agent reserves           The bidder must submit with his bid detailed specifications,
the right to reject any bid if its compliance with the specifications   circulars and all necessary data on the commodity to be
is not clearly evident. If item offered differs from the provisions     furnished. If the commodity offered differs from the provisions
contained in these specifications such differences must be              listed, such differences must be explained in detail. Failure to
explained in detail, and bid will receive careful consideration if      submit any of the above data may result in rejection of the bid.
such deviations do not depart from the intent of these                  The County, however, reserves the right to request any additional
specifications and are to the best interests of the County of           information deemed necessary for the proper evaluation of bids.
Ulster as interpreted by the Purchasing Agent of the County of                 15. See attached insurance requirements.
Ulster.                                                                 Liability, workers compensation and disability coverage
      4. All prices quoted must be "per unit" as specified; e.g.,       statements are required of all bidders. Automobile coverage is
do not quote "per case" when "per dozen" is requested;                  required from those who provide delivery. Bidders who use
otherwise, bid may be rejected.                                         common carriers for delivery do not need automobile coverage
      5. Bidder must insert the price per unit and the extensions       statements.
against each item in this bid. In the event of a discrepancy                   16. In the event satisfactory bids are not received, the
between the unit price and the extension, the unit price will           Purchasing Agent reserves the right to consider alternative
govern. Prices shall be extended in decimals, not fractions. If a       proposals containing deviations from County specifications.
price is written in numbers and alpha - the alpha will govern.          Bidders shall explain in detail where such alternatives deviate
      6. The prices submitted shall be exclusive of Federal and         from or qualify the terms of the proposal and specifications as
State taxes and must not include any tax for which the bidder           issued.
may claim exemption because of doing business with the                         17. Bidder must fill in all applicable spaces on bid form. All
County.                                                                 lines must have an indication of bidder's response whether it be
      7. Prices shall be net, including transportation and delivery     "o", "N/A", "--", or a dollar figure. All lines must be filled in to
charges fully prepaid by the successful bidder to destination           indicate bidder's acknowledgment of the request.
indicated in the proposal. If award is made on any other basis,                Bids that do not have all applicable lines filled in on bid
transportation charges must be prepaid by the successful bidder         sheet may be disqualified as a non-responsive bid. We cannot
and added to the invoice as a separate item. In any case, title         assume there is "no charge" when lines are left empty.
shall not pass until items have been delivered and accepted by                18. The following two items will automatically render a bid
the County.                                                             unacceptable to Ulster County:
      8. Prices shall be net FOB any point in the County of                  a. Failure to sign bid proposal page.
Ulster, New York. Price quoted shall include all delivery costs.             b. Failure to include necessary bid deposit (as required).
      9. Where a bidder is requested to submit a bid on                 It shall be fully understood that any deviations from the inclusion
individual items and/or on a total sum or sums, the right is            of the above items will be grounds to see the bid as
reserved to award bids on individual items or on total sums. The        non-compliant and will not be considered for award.
County reserves the right to award in whole or in part based on               19. Faxed bids will not be accepted.
the lowest responsible bid.                                                   20.The County reserves the right to purchase items
      10. All bids received after the time stated for the opening in    included in these specifications on New York State Contracts,
the Notice to Bidders may not be considered and will be returned        when available.
unopened to the bidder. The bidder assumes the risk of any                                          SAMPLES
delay in the mail or in the handling of the mail by employees of               21. Samples, when required, must be submitted strictly in
the County. Whether sent by mail or by means of personal                accordance with instructions, otherwise, bid may not be
delivery, the bidder assumes responsibility for having his bid          considered. If samples are requested subsequent to bid
deposited on time at the place specified.                               opening, they shall be delivered within ten (10) days of the
      11. In all specifications, the words "or equal" are understood    request, or as directed, for bid to have consideration. Samples
after each article giving manufacturer's name or catalog                must be furnished free of charge and must be accompanied by
reference, or on any patented article. The decision of the              descriptive memorandum invoices indicating if the bidder desires
Purchasing Agent as to whether an alternate or substitution is in       their return and specifying the address to which they are to be
fact "equal" shall be final. If bidding on items other than those       returned provided they have not been used or made useless by
specified, bidder must in every instance give the trade                 tests. Award samples may be held for comparison with
designation of the article, manufacturer's name, and detailed           deliveries. The County will not be responsible for any samples
                              COUNTY OF ULSTER – PURCHASING DEPARTMENT
                            THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                   PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                             BID NO. RFB-UC06-92                           -3-

destroyed or mutilated by examination or testing. Samples shall           contract items have been delivered in satisfactory condition and
be removed by the bidder at his expense. Samples not removed              a properly completed Invoice has been submitted to the ordering
within fifteen (15) days after written notice to the bidder will be       agency by the contractor.
regarded as abandoned and the County shall have the right to                     32. Extension of Prices - Political subdivisions and districts
dispose of them as its own property.                                      and others authorized by law including certain non-profit post
      22. All window envelopes/mailers must conform to current            secondary, secondary, and elementary educational institutions
U.S. Postal regulations. It is the responsibility of the supplier to      may participate in contracts resulting from this bid. Upon request,
be familiar and adhere to these regulations.                              non-County agencies must furnish contractor(s) with the proper
                                                                          tax exemption certificate.
                               AWARD                                             33. It should be noted that the extension of this contract to
       23. The Purchasing Agent reserves the right to reject any          certain political subdivision and non-public elementary and
and all bids not deemed for the best interest of the County and to        secondary schools may cause the estimated quantities to vary
reject as informal such bids, as in her opinion, are incomplete,          considerably. However, the contractor must furnish all quantities
conditional, obscure, or which contain irregularities of any kind         actually ordered.
including unbalanced bids. By an unbalanced bid, it is meant                     34. The County of Ulster may require the successful bidder
one in which the amount bid for one or more separate items is             to confirm in writing, within ten days of the County's request, that
substantially out of line with the current market prices for the          said bidder will perform the contract in accordance with its bid.
materials and/or work covered thereby.                                    The failure of the bidder to so confirm may result in the
       24. The Purchasing Agent for the County of Ulster reserves         cancellation of the contract by the County in its sole discretion.
the right to waive any informality or to reject any or all bids.                 35. Any errors in the bid award which are the fault of the
       25. Awards will be made to the lowest responsive,                  County must be forwarded, in writing, to the Ulster County
responsible bidder, as will best promote the public interest,             Purchasing Department within five (5) working days of the
taking into consideration the reliability of the bidder, the quality of   notification of award. No corrections will be made beyond that
the materials, equipment, or supplies to be furnished, their              date. If errors on the part of the County are discovered too late to
conformity with the specifications, the purposes for which                be corrected we will issue a "no award" on those affected items
required, and the terms of delivery.                                      and rebid or quote at a later date.
       26.No contract hereunder shall, either in whole or in part,               36. If a successful vendor exhibits a history of back orders
be assigned, transferred, conveyed, sublet or otherwise disposed          or delayed deliveries the County of Ulster reserves the right to
of to any other person, company or corporation unless approval            rescind their award and to disqualify them from future bidding.
is first obtained in writing from the County Purchasing Agent.                   37. Any and all awards resulting from this bid shall be final
       27. Should the successful bidder fail to meet a delivery date      and shall be for the complete term of the contract. No rescinding
required by the specifications, the County Purchasing Agent               of awards will be made because of bidder error or inability to
may, at her discretion, cancel the order and terminate the                supply them.
contract. In such event, the County will assume no responsibility                38. Title shall not pass until items have been delivered to
for any expense or loss to the successful bidder because of such          the County and accepted by the requesting Department.
cancellation or termination.                                                     39. Executory Clause. It is understood by the parties that
       28. Should any material or equipment delivered fail to meet        this agreement shall be executory only to the extent of the
the specifications, the County Purchasing Agent may, at her               monies available to the County of Ulster and appropriated
discretion require the vendor to replace the same with material or        therefore, and the liability on account thereof shall be incurred by
equipment which does meet the specifications and, at the                  the County beyond the monies available and appropriated for the
vendor's expense, to remove the rejected material or equipment            purpose thereof.
from wherever delivered or stored and in the event that such                     40. The County of Ulster reserves the right to extend the
proper replacement and removal is not made by the vendor                  term of this contract for any length of time up to sixty (60) days
within 30 days, to cancel the order and terminate the contract, in        beyond the time herein specified as the expiration date of this
which event the County will assume no responsibility for any              contract at identical terms and conditions. Written notice will be
expense or loss to the vendor because of such cancellation or             given to the contractor.
termination.                                                                     41. The County of Ulster reserves the right to cancel this
       29. If the successful bidder fails to deliver within the time      contract on 30 days written notice to the contractor(s).
specified, or within reasonable time as interpreted by the County,
or fails to make replacement of rejected articles, when so                                             DELIVERY
requested, immediately or as directed by the County, the County                 42. Delivery must be made in accordance with the
may purchase from other sources to take the place of the item             instructions to bidders and specifications. If delivery instructions
rejected or not delivered. The County reserves the right to               do not appear on order, it will be interpreted to mean prompt
authorize immediate purchase from other sources against                   delivery. The decision of the Purchasing Agent as to reasonable
rejections on any contract when necessary. On all such                    compliance with delivery terms shall be final.
purchases the successful bidder agrees to reimburse the County                  43. The County must be notified twenty-four (24) hours in
promptly for excess costs occasioned by such purchases.                   advance of delivery.
Should the cost be less, the successful bidder shall have no                        The County reserves the right to deny acceptance of
claim to the difference. Such purchases will be deducted from             delivery if this notice is not given, at no cost to the County.
contract quantity.                                                              44. The Purchasing Agent will not accept any deliveries on
       30. A contract may be canceled at the successful bidder's          Saturdays, Sundays or legal holidays, except commodities
expense upon non-performance or poor performance of contract              required for daily consumption or where the delivery is for an
on ten calendar days written notice to the successful bidder.             emergency.
       31. Payments cannot be processed by County facilities until              45. Items shall be securely and properly packed for
                             COUNTY OF ULSTER – PURCHASING DEPARTMENT
                           THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                  PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                          BID NO. RFB-UC06-92                            -4-

shipment, storage and stocking in shipping containers and              simply "as is." Equipment is available for inspection only at the
according to accept commercial practice, without extra charge for      delivery point unless otherwise specified.
packing cases, baling, or sacks.
       46. The successful bidder shall be responsible for delivery                 GUARANTEES BY THE SUCCESSFUL BIDDER
of items in good condition at point of destination. He shall file            57. The successful bidder guarantees:
with the carrier all claims for breakage, imperfections, and other     (a) His products against defective material or workmanship
losses, which will be deducted from invoices. The Receiving            and to repair or replace any damages or marring occasioned
Department will note for the benefit of successful bidder when         in transit.
packages are not received in good condition. Carton shall be           (b) To furnish adequate protection from damage for all work and
labeled with purchase order or contract number, successful             repair damages of any kind for which he or his workmen are
bidder's name and general statement of contents. Failure to            responsible, to the building or equipment, to his own work, or to
comply with this condition shall be considered sufficient reason       the work of other successful bidders.
for refusal to accept the goods.                                       (c) To carry adequate insurance to protect the County from loss
       47. Unless otherwise stated in the specifications, all items    in case of accident, fire, theft, etc.
must be delivered into and placed at a point within the building       (d) That all deliveries will be equal to the accepted bid sample.
as directed by the shipping instructions or the Purchasing Agent.      (e) That the equipment delivered is standard, new, latest model
 The successful bidder will be required to furnish proof of delivery   of regular stock product or as required by the specifications; also
in every instance.                                                     that no attachment or part has been substituted or applied
       48. Unloading and placing of equipment and furniture is the     contrary to manufacturer's recommendations and standard
responsibility of the successful bidder, and the County accepts        practice. Every unit delivered must be guaranteed against faulty
no responsibility for unloading and placing of equipment. Any          material and workmanship for a period of at least one year from
costs incurred due to the failure of the successful bidder to          date of delivery. If during this period such faults develop, the
comply with this requirement will be charged to him. No help for       successful bidder agrees to replace the unit or the part affected
unloading will be provided by the County, and suppliers should         without cost to the County. Any merchandise provided under the
notify their truckers accordingly.                                     contract which is or becomes defective during the
      49. All deliveries shall be accompanied by delivery tickets or   guarantee-period shall be replaced by the successful bidder free
packing slips. Ticket shall contain the following information for      of charge with the specific understanding that all replacements
each item delivered:                                                   shall carry the same guarantee as the original equipment. The
      Contract Number and/or Purchase Order Number                     successful bidder shall make any such replacement immediately
      Name of Article                                                  upon receiving notice from the County.
      Item Number (if applicable)
      Quantity                                                                                  SAVING CLAUSE
      Name of the Successful Bidder                                          58. The successful bidder shall not be held responsible for
      50. Successful bidder may be requested to acknowledge, in        any losses resulting if the fulfillment of the terms of the contract
writing, receipt of order.                                             shall be delayed or prevented by wars, acts of public enemies,
      51. No items are to be shipped or delivered until receipt of     strikes, fires, floods, acts of God, or for any other acts not within
an official purchase order from the Ulster County Purchasing           the control of the successful bidder and which by the exercise of
Department.                                                            reasonable diligence he is unable to prevent.
                    INSTALLATION OF EQUIPMENT
      52. The successful bidder shall clean up and remove all                              GOVERNING LAWS & RULES
debris and rubbish resulting from his work from time to time as               59. Section 167b of the State Finance Law prohibits the
required or directed. Upon completion of the work the premises         purchase of tropical hardwood products. Any bid which included
shall be left in a neat, unobstructed condition, and the buildings     products containing tropical hardwoods shall be deemed
broom cleaned, and everything in perfect repair and order. Old         non-responsive. Exceptions shall be from an approved source or
materials are the property of the successful bidder unless             sole source where no approved equal is available. Section 167b
otherwise specified.                                                   shall apply.
      53. Equipment, supplies, and materials shall be stored at              60. The Contractor shall comply with all the provisions of
the site only on the approval of the Purchasing Agent and at the       the laws of the County of Ulster, the State of New York and of the
successful bidder's risk. In general, such on-site storage should      United States of America which affect municipalities and
be avoided to prevent possible damage or loss of the material.         municipal contracts, and more particularly the Labor Law, the
      54. Work shall be progressed so as to cause the least            General Municipal Law, the Workmen's Compensation Law, the
inconvenience to the County and with proper consideration for          Lien Law, Personal Property Law, State Unemployment
the rights of other successful bidders or workmen. The                 Insurance Law, Federal Social Security Law, State, Local and
successful bidder shall keep in touch with the entire operation        Municipal Health Law, Rules and Regulations, and any and all
and install his work promptly.                                         regulations promulgated by the State of New York and of
      55. Bidders shall acquaint themselves with conditions to be      amendments and additions thereto, insofar as the same shall be
found at the site and shall assume all responsibility for placing      applicable to any contract awarded hereunder with the same
and installing the equipment in the locations required.                force and effect as if set forth at length herein. The bidder's
      56. Equipment for trade-in shall be dismantled by the            special attention is called to those laws which are set forth below:
successful bidder and removed at his expense. The condition of               61. Section 103-d of the General Municipal Law of the
the trade-in equipment at the time it is turned over to the            State of New York which reads as follows:
successful bidder shall be the same as covered in the                  1. Every bid or proposal hereafter made to a political
specifications, except as affected by normal wear and tear from        subdivision of the state or any public department, agency or
use up to the time of trade-in. All equipment is represented           official thereof where competitive bidding is required by
                             COUNTY OF ULSTER – PURCHASING DEPARTMENT
                            THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                   PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                            BID NO. RFB-UC06-92                            -5-

statute, rule, regulation or local law, for work or services             Board of Directors of the bidder, and such authorization shall be
performed or to be performed or goods sold or to be sold, shall          deemed to include the signing and submission of the bid and the
contain the following statement subscribed by the bidder and             inclusion therein of the certificate as to non-collusion as the act
affirmed by such bidder as true under the penalties of perjury;          and deed of the corporation.
Non-collusive bidding certification.                                               62. All vendors must comply with provisions of the Toxic
          (a)By submission of this bid, each bidder and each             Waste Right To Know Law and provide the County with any and
          person signing on behalf of any bidder certifies, and in       all information as required by law. All regularly manufactured
          the case of a joint bid each party thereto certifies as to     stock electrical items must bear the label of the Underwriters'
          its own organization, under penalty of perjury, that to        Laboratories, Inc.
          the best of knowledge and belief;                                        63. Bids on equipment must be on standard new
                 (1) The prices in this bid have been arrived at         equipment of latest model and in current production, unless
                 independently without collusion, consultation,          otherwise specified. All supplies, equipment, vehicles and
                 communication, or agreement for the purpose of          materials must meet the provisions of the New York State Public
                 restricting competition, as to any matter relating to   Employee Safety and Health Act of 1980.
                 such prices with any other bidder with any                        64. The form of non-collusion bidding certification
                 competitor;                                             following the form of proposal must be executed by the bidder
                (2) Unless otherwise required by law, the prices         and submitted with the proposal.
                 which have been quoted in this bid have not been                  65. Bidders must complete attached Ulster County
                 knowingly disclosed by the bidder and will not          forms which include Information Sheet and Vendor Reference
                 knowingly be disclosed by the bidder prior to           Sheet. These forms must be submitted with the proposal.
                 opening, directly or indirectly, to any other bidder
                 or to any competitor, and                                             ADDENDA AND INTERPRETATIONS
                  (3)No attempt has been made or will be made by                    66. No verbal interpretation of the intent of any of the
                the bidder to induce any other person, partnership       specifications or other Contract Documents will be made before
                or corporation to submit or not to submit a bid for      receipt of bids. Requests for interpretations prior to receipt of
                the purpose of restricting competition.                  bids must be presented, in writing, to the Purchasing Agent, 310
          (b) A bid shall not be considered for award nor shall any      Flatbush Ave., Kingston, NY 12401-2742, and to be given
          award be made where (a) (1) (2) and (3) above have             consideration must be received by the Purchasing Agent at least
          not been complied with; provided however, that if in any       seven (7) days prior to the date set for the opening of bids.
          case the bidder cannot make the foregoing certification,                  67. Any interpretation, and any additional information or
          the bidder shall so state and shall furnish with the bid a     instruction will, if issued, be in the form of a written Addenda sent
          signed statement which sets forth in detail the reasons        to all holders of Contract Documents at the addresses furnished
          therefor. Where (a) (1) (2) and (3) above have not been        therefor, at least five (5) days prior to date set for the opening of
          complied with, the bid shall not be considered for award       bids.
          nor shall any award be made unless the head of the                        68. Failure of any bidder to receive any Addenda shall
          purchasing unit of the political subdivision, public           not relieve such bidder from any obligation under this bid as
          department, agency or official thereof which the bid is        submitted. All Addenda so issued shall become a part of the
          made, or his designee, determines that such disclosure         Contract Documents.
          was not made for the purpose of restricting competition.
2. The fact that a bidder                                                                 QUALIFICATIONS OF BIDDERS
          (a) has published price lists, rates or tariffs covering                 69. The County reserves the right to make such
          items being procured,                                          investigation as it may deem necessary or advisable to
           (b) has informed prospective customers of proposed or         determine any bidder's ability to do the work, and the bidder shall
          pending publication of new or revised price lists for          furnish to the County, on request, all data and information
          such items, or                                                 pertinent thereto. The County reserves the right to reject any bid
          (c) has sold the same items to other customers at the          if such investigation fails to satisfy the County that the bidder is
          same prices being bid, does not constitute, without            fully qualified to do the work. Financial instability of a bidder may
          more, a disclosure within the mean meaning of sub-             be cause for non-award.
          paragraph one (a).                                                       70. Conditional bids will be considered informal and
3. Any bid hereafter made to any political subdivision of the state      will be rejected.
or any public department, agency or official thereof by a
corporate bidder for work or services performed or to be                         EXCEPTIONS TO GENERAL CONDITIONS
performed or goods sold or to be sold, where competitive bidding                 71. All of the above statements shall hold true to all bids
is required by statute, rule, regulation, or local law, and where        unless superceded by specific information included in the
such bid contains the certification referred to in subdivision one       General Specifications or Product Specifications in the bid
of this section, shall be deemed to have been authorized by the          document.
                               COUNTY OF ULSTER – PURCHASING DEPARTMENT
                               THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                      PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
      BID NAME: AC AND HEAT MAINTENANCE                                        BID NO. RFB-UC06-92                      -6-

     COUNTY OF ULSTER STANDARD CONTRACT INSURANCE REQUIREMENTS FOR ALL CONTRACTS
     EXCEPT BLASTING, HAZARDOUS WASTE, BRIDGES AND OTHER SPECIALTIES. (5/23/06)

     INSURANCE:

     Contractor/vendor shall not commence work under this contract until he has obtained all insurance required under the
     following paragraphs and such insurance has been approved by the County of Ulster.

     WORKERS’S COMPENSATION AND DISABILITY INSURANCE:

     Contractor/vendor shall take out and maintain during the life of this contract, worker’s compensation insurance and
     employer’s liability insurance and disability insurance for all of his employee’s employed at the site of the project or
     provide completed workers compensation board form wc/db-100 or 101(ed.7/04), whichever is applicable - (form 100 is
     an affidavit for New York and out-of-state entities with no employees, that New York State workers’
     compensation and/or disability benefits coverage is not required; form 101 is an affidavit that an out-of-state
     entity has no employees working in NYS but they do carry their own workers compensation coverage - a copy
     of a certificate of insurance showing their workers compensation coverage must be attached to form 101)-
     EITHER FORM USED MUST BE NOTARIZED.

     GENERAL LIABILITY INSURANCE:

     The contractor/vendor shall take out and maintain during the life of the contract, such bodily injury liability and property
     damage liability insurance as shall protect him and the County from claims for damages for bodily injury including
     accidental death, as well as from claims for property damage which may arise from operations under this contract,
     whether such operations be by himself or by any subcontractor or by anyone directly or indirectly employed by either of
     them. It shall be the responsibility of the contractor/vendor to maintain such insurance in amounts sufficient to fully
     protect himself and the County, but in no instance shall amounts be less than those set forth below. These amounts are
     specified only to establish the minimum coverage acceptable.

             Bodily injury liability insurance in an amount not less than $1,000,000 (one million dollars) for each occurrence
     and in an amount not less than $1,000,000 (one million dollars) general aggregate.

            Property damage liability insurance in an amount not less than $1,000,000 (one million dollars) for each
     occurrence and in an amount of not less than $1,000,000 (one million dollars) general aggregate.

     OTHER CONDITIONS OF COMMERCIAL GENERAL LIABILITY INSURANCE:

     1.    Coverage shall be written on a Commercial General Liability Coverage Form using ISO forms or better.
     2.    Coverage shall include:
           A. Contractual Liability
           B. Independent Contractors
           C. Products and Completed Operations
     3.    County of Ulster, P.O. Box 1800, Kingston, New York, 12402-1800
           Shall be added to the commercial general liability policy as “Additional Insured” and this insurance is primary and
           noncontributory with any other valid and collectable insurance.

AUTOMOBILE LIABILITY INSURANCE:

                  Automobile bodily injury liability and property damage liability insurance shall be provided by the
                  contractor/vendor with A Minimum Combined Single Limit (CSL) of $1,000,000 (one million dollars).

OTHER CONDITIONS OF AUTOMOBILE LIABILITY INSURANCE:

1.        Coverage shall indclude:
          A. All owned vehicles
          B. Hired car and non-ownership liability coverage
                             COUNTY OF ULSTER – PURCHASING DEPARTMENT
                             THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                    PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
     BID NAME: AC AND HEAT MAINTENANCE                                        BID NO. RFB-UC06-92                      -7-

    C. Statutory no-fault coverage
LESSEE’S INSURANCE

The Insurance Certificate must contain the following:

County of Ulster, P.O. Box 1800, Kingston, NY 12402-1800 must be listed as “Certificate Holder.”

For automobile liability insurance, the lessee must show evidence of the following automobile liability coverage:

            -mimimum of $1,000,000 combined single limit
            -COUNTY OF ULSTER, P.O. BOX 1800, KINGSTON, NY 12402-1800 must be named as “additional
            insured” and this insurance is primary and noncontributory with any other valid and collectable insurance.
            -for physical damage insurance, the lessee must show evidence of the following physical damage coverage:
                     Comprehensive & Collision – maximum $1,000.00 deductible
            -COUNTY OF ULSTER, P.O. BOX 1800, KINGSTON, NY 12402-1800 MUST BE NAMED “Loss payee.”

The lessee’s insurance replaces the automobile liability insurance section in the County of Ulster standard
contract insurance requirements when leasing out a County vehicle. All other standard contract requirements
remain the same.

MALPRACTICE INSURANCE (IE: PROFESSIONAL LIABILITY):

Malpractice insurance in the amount of no less than $1,000,000 (one million dollars).

 IF   THIS BOX IS CHECKED, MALPRACTICE INSURANCE IS REQUIRED.

ADDITIONAL CONDITIONS OF INSURANCE:

1.     Contractor/vendor shall submit copies of any or all required insurance policies as and when requested by the County.
2.     If any of the contractor’s/vendor’s policies of insurance are cancelled or not renewed during the life of the contract,
       immediate notice of cancellation of non-renewal shall be delivered to the County no less than 10 days prior to the
       date and time of cancellation or non-renewal.


 CERTIFICATE OF INSURANCE:

 THE CONTRACTOR/VENDOR SHALL FILE WITH THE ULSTER COUNTY INSURANCE OFFICE PRIOR TO
 COMMENCING WORK UNDER THIS CONTRACT, A CERTIFICATE OF INSURANCE.
        1.  Certificate of Insurance shall include:
           A.        Name and address of insured
           B.        Issue date of certificate
           C.        Insurance company name
           D.        Type of coverage in effect
           E.        Policy number
           F.        Inception and expiration dates of policies included on certificate
           G.        Limits of liability for all policies included on
                     certificate
           H.        Certificate holder shall be the County of Ulster, PO Box 1800, Kingston, NY 12402-1800.

             2.     If the contractor’s/vendor’s insurance policies should be non-renewed, cancelled or expire during the life of
                  the contact, the County shall be provided with a new certificate indicating the replacement policy information
                  as requested above. Thirty days (30) prior written notice to the County of Ulster for cancellation is applicable.
                        COUNTY OF ULSTER – PURCHASING DEPARTMENT
                        THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
               PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                   BID NO. RFB-UC06-92                   -8-




INDEMNIFICATION BY CONTRACTOR/VENDOR:

The contractor/vendor agrees to protect, defend, indemnify and hold the County of Ulster and its employees
free and harmless from and against any and all losses, claims, liens, demands and causes of action of every
kind of character, including claims, liens, debts, personal injuries, death (including claims or losses by or death
of employees of the County of Ulster or the contractor/vendor), and without limitation by enumeration, all other
claims or demands of every character occurring or in any wise incident to, in connection with, or arising,
directly or indirectly, out of this agreement. The contractor/vendor agrees to investigate, handle, respond to,
provide defense for, and defend any such claims, demands or suits at its sole expense and agrees to bear all
other cost and expenses related thereto, even if such claims, demands or suits are groundless, false or
fraudulent.
                    COUNTY OF ULSTER – PURCHASING DEPARTMENT
                     THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
            PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                           BID NO. RFB-UC06-92               -9-



                               GENERAL SPECIFICATIONS

1.0   SCOPE

      The purpose of this bid is to establish a price for the purchase of Maintenance Services on
      Air Conditioning, Heating Units, Humidifiers and related equipment, as indicated on the
      attached Equipment List for the Ulster County Buildings and Grounds Department. The
      equipment is located at two County facilities; the Ulster County Records Center, 300 Foxhall
      Avenue, and One Development Court, Kingston, NY,

2.0   BID OPENING TIME

      Bid will be opened on November 2, 2006 at 2:00 P.M. at the Ulster County Purchasing
      Department located at 310 Flatbush Ave. 3rd Floor, Kingston, N.Y. 12401-2742.

      You are urged to mail your bid in early. Late bids will not be accepted and will be returned
      unopened to the vendor. Do not rely on overnight delivery services since they are very often
      unreliable.

3.0   METHOD OF AWARD

      Items may be awarded to the lowest responsive, responsible bidder, either individually by
      location, or in whole, based on the lowest total bid for all three years combined. The bidder
      must state individual prices for all units bid.

      When there is a discrepancy between unit price and total price, unit price shall prevail.

      It is understood by the parties that this agreement shall be executed only to the extent of the
      monies available to the County of Ulster.

4.0   UNBALANCED BIDS

      The Purchasing Agent reserves the right to reject any and all bids not deemed for the best
      interest of the County and to reject as informal such bids, as in her opinion, are incomplete,
      conditional, obscure, or which contain irregularities of any kind including unbalanced bids. By
      an unbalanced bid, it is meant one in which the amount bid for one or more separate items
      is substantially out of line with current market prices for the materials and/or work covered
      thereby.

5.0   RESCIND OF AWARD

      After an award has been made by Purchasing, and all participating agencies notified, there
      will be a $250.00 item charge to vendors who then discover a mistake in their bid award and
      want the award rescinded. It is costly for the County to refigure bid awards, notify all
      agencies involved and change all our records.
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92               - 10 -

       Vendors should be more careful in figuring bids prior to submission. The vendor requesting
       a bid rescind will be billed by Purchasing. If the vendor does not pay the bill, the entire
       award may be rescinded and the vendor’s responsibility will be questioned for future bids.

6.0    PERSONNEL IDENTIFICATION

       All personnel must carry on their person Picture Identification i.e. Employee Identification
       badge, valid Driver’s License, etc. while on Ulster County property and promptly show
       Identification when requested by any Ulster County employee. The County representative
       reserves the right to reject and bar from the facility any employee hired by the Contractor for
       good and sufficient reason in the sole discretion of the County.

7.0    ERRORS

       Any errors in the bid award which are the fault of the County must be forwarded, in writing, to
       the Ulster County Purchasing Department within five (5) working days of the notification of
       award. No corrections will be made beyond that date. If errors on the part of the County are
       discovered too late to be corrected we will issue a “no award” on those affected items and
       rebid or quote at a later date.

8.0    CONTRACT PERIOD

       Contract period will be from December 1, 2006 through November 30, 2009.

       See GENERAL CONDITIONS (Paragraph 40) for temporary extension of contract.

9.0    BID RESERVATIONS

       Bids submitted shall remain in effect forty-five (45) days past the date of bid opening.

10.0   CANCELLATION CLAUSE

       The County reserves the right to cancel the contract at any time during the contract term by
       written thirty (30) day notice mailed to the address of vendor.

       If the successful vendor exhibits a pattern of poor response time, poor performance, failure
       to work cooperatively with Ulster County personnel or in any way fails to perform in an
       acceptable manner, the County of Ulster reserves the right to rescind their award.

11.0   ASSIGNMENT OF CONTRACT/SUBCONTRACTING

       No contract may be assigned, nor may any right, title or interest therein be assigned,
       transferred, conveyed, sublet or disposed of without the written consent of the Ulster County
       Purchasing Agent.
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92                - 11 -

12.0   INSURANCE

       The Awarded Contractor shall, at his own expense, maintain in effect at all times during the
       performance of the work under this contract at least the insurance coverage specified in the
       attached Standard Insurance requirements. The Awarded Contractor shall file with Ulster
       County Purchasing, within ten (10) days of Award, evidence of insurance certifying the
       required coverage.

13.0   CERTIFICATION

       The submission of this bid certifies that the bidder has read, is familiar with, and will comply
       with any and all segments of these specifications, to include but not limited to: Cover Letter,
       General Conditions, Insurance Requirements, Product Specifications and Conditions,
       Delivery and Backorder Requirements (as applicable).

14.0   NON COLLUSIVE STATEMENT

       The submission of this statement certifies that the prices in this bid have been arrived at
       independently without collusion, consultation, communication, or agreement for the purpose
       of restricting competition, as to any matter relating to such prices with any other bidder with
       or any competitor.

15.0   INDEMNIFICATION

       To the maximum extent permitted by law and except to the extent caused by the sole
       negligence of Ulster County, the Contractor shall indemnify and hold harmless Ulster
       County, its officers, agents and employees, from and against any and all suits, claims,
       actions, losses, costs, penalties and damages of whatsoever kind or nature arising out of, in
       connection with, or incident to the facilities and/or services provided by or on behalf of the
       Contractor, including the content or nature of advertising.

       In addition, the Contractor shall assume the defense of Ulster County and its officers and
       employees in all legal or claim proceedings arising out of, in connection with, or incident to
       such facilities and/or services, shall pay all defense expenses, including reasonable
       attorneys' fees, expert fees and costs incurred by Ulster County on account of such litigation
       or claims, and shall satisfy any judgment rendered in connection therewith or pay or
       reimburse Ulster County's payment of any sums reasonable to settle such litigation or
       claims.

16.0   CONFLICT OF INTEREST

       The Contractor, by entering into a contract with Ulster County to perform or provide services
       or materials, covenants that it has no direct or indirect pecuniary or proprietary interest, and
       that it shall not acquire any such interest which conflicts in any manner or degree with the
       services or materials required to be performed and/or provided under the contract and that it
       shall not employ any person or agent having any such interests. In the event that the
       Contractor or its agents, employees or representatives hereafter acquires such a conflict of
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92               - 12 -

       interest, it shall immediately disclose such interest to Ulster County and take action
       immediately to eliminate the conflict.

17.0   GUARANTEED TIME OF DELIVERY - N/A

18.0   NOTICE OF DELIVERY - N/A

19.0   BACKORDERS - N/A

20.0   PRICE - N/A

21.0   PAYMENT - N/A

       Payments for services rendered will be paid by Ulster County on a quarterly basis.
       The vendor must submit all invoices, marked with the bid number, in a timely manner.

       Payments cannot be processed by the County facilities until contract items have been
       delivered in satisfactory condition with an invoice referring to the Purchase Order Number
       and mailed to “bill to” address indicated on the Purchase Order.

22.0   EXTENSION OF PRICES - N/A

23.0   NYS CONTRACTS

       The County reserves the right to purchase items included in this bid from New York State
       Contracts when available.

24.0   REGULATIONS

       All products must meet all applicable Local, State and Federal regulations.

25.0   BRAND NAME - N/A

26.0   INFORMATION TO BE FURNISHED WITH BID - N/A

27.0   SAMPLES - N/A

28.0   WARRANTY - N/A

       Unless otherwise stated in the Product Specifications standard limited warranty will be
       required of the manufacturer that shall be: (1) not less than ninety (90) days from the date of
       acceptance; (2) all defective parts and labor are the obligation of the contractor during this
       period.
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92              - 13 -

29.0   GUARANTEE

       The bidder guarantees that the item offered is standard new equipment. Unless otherwise
       stated in the Product Specifications, all items shall be guaranteed for a minimum period of
       one (1) year against defective parts and workmanship. If defects occur during this time, the
       defective equipment shall be replaced or corrected by the contractor without cost to the
       County except where it shall be clearly shown that the defect is due to misuse and not to
       faulty manufacture.

30.0   QUANTITIES - N/A

31.0   QUALIFICATION OF BID

       Any qualification of a bid such as requiring that a specific quantity must be purchased or any
       other restriction that is placed on the County by the vendor will be considered an Exception
       to the Bid and the bid may be rejected by the County.

32.0   COMPLETION OF REQUIRED INFORMATION

       Bidder must fill in all applicable spaces on bid form. All lines must have an indication of
       bidder’s response whether it be “0”,”NA”,”—“or a dollar figure. All lines must be filled in to
       indicate the bidder’s acknowledgment of the request. The information must be in typed
       figures or use black ink, printed legibly.

       Bids that do not have all applicable lines filled in on bid sheet may be disqualified as a
       non-responsive bid.

33.0   ALTERNATE PROPOSALS

       In the event that satisfactory bids are not received, the Purchasing Agent reserves the right
       to consider alternative proposals containing deviations from the County specifications.
       Bidders shall explain in detail where such alternatives deviate from or qualify the terms of
       the proposal and specifications as issued.

34.0   SUSPENSION AND DEBARMENT

       By submission of this bid and signing bid form, bidder certifies that its organization, its
       principals and any sub-recipients are not currently suspended or debarred from doing
       business with the New York State or Federal Government.

35.0   PREVAILING WAGE RATES

       The successful bidder is required to pay the Prevailing Wage Rates and the Prevailing
       Hourly Supplements pursuant to Section 220-A of the NYS Labor Law. The current
       Prevailing Wage Rate information is attached. The contractor will be required to pay any and
       all additions to the prevailing wages brought about by the annual change in the Prevailing
       Wage Schedule.
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92               - 14 -

       The Contractor must submit a Verified Statement of Payment of Prevailing Wages form to
       Ulster County on a monthly basis.

       NOTE: If this bid document is being downloaded from the Internet and/or if Prevailing
       Wage Rate information is not attached, the information can be obtained by calling
       Ulster County Purchasing at 845-340-3400.

36.0   MATERIAL SAFETY DATA SHEETS

       Vendor must submit Material Safety Data Sheets with Bid on all applicable products.

37.0   REFERENCES

       Contractor must have been engaged in the business of Air Conditioning and Heating
       Maintenance Service for a minimum of three (3) years. References must be submitted on
       the forms provided and must include accounts that involved the service, within the last three
       years, of the same types of systems that are included in this bid.

38.0   SITE VISIT

       Each bidder must visit the site and satisfy himself as to all the conditions therein.

       A site visit is scheduled for Wednesday, October 25, 2006 at 9:30 A.M. at the Ulster
       County Records Center, 300 Foxhall Avenue, Kingston, NY. Contact the County
       representative, Mr. Joel Lasher, at 845-340-3501 to confirm your attendance.

       A site visit is scheduled at One Development Court, Kingston, NY, immediately following
       the Foxhall visit. Contractors will meet in the lobby of the UCCC Business Resource center.

39.0   LICENSES AND CERTIFICATION

       All individuals or employees responsible for maintaining the equipment under this contract
       must be licensed or Certified to handle Freon products. The awarded contractor must
       provide proof of this certification before starting work under this contract.

40.0   CURRENT EQUIPMENT LIST:

       LOCATION #1 – 300 FOXHALL AVENUE

       3 NORTEC 600 series humidifiers, typical info: Model NHMC-075, s/n 52642762100
       3 MCQUAY Rooftop HVAC units Model #050 0
       1 MCQUAY Rooftop HVAC unit – Model #GCS24-953-1Y
       4 AIRFLOW Ceiling hung HVAC units Model #CM 25A
       1 AIRFLOW Ceiling hung HVAC unit Model #CM 20A
       4 COOK CEF1 Exhaust Fans
       1 COOK EF1 Exhaust Fan
       7 ELECTRIC WALL HEATERS 120 VOLTS
                   COUNTY OF ULSTER – PURCHASING DEPARTMENT
                     THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
            PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                           BID NO. RFB-UC06-92                  - 15 -



        LOCATION #2 – ULSTER COUNTY OFFICE COMPLEX AT DEVELOPMENT COURT


A BLDG.- Business Resource Center

CARRIER UNITS

RTU 1     M# 48TJF016          SERIES 570AA            S# 0300F73426           INSTALL 2/2000

RTU 2     M# 48TJF016          SERIES 570AA            S# 0300F73305           INSTALL 2/2000

RTU 3     M# 48DP006           SERIES 400DA            S# D894114

RTU 4     M# 580FPV091180AA                   S# 0906G50638 BRYANT INSTALL 7/06

RTU 5     M# 580FPV180275ABCB                 S# 1006U04939 BRYANT INSTALL 7/06

RTU 6     M# 48DD016D          SERIES 400AA            S# D896360

RTU 7     M# 48TJF016          SERIES 550AA            S# 2498F49740           INSTALL 10/98

RTU 7A    M# 48TJE006          SERIES 501SR            S# 2598621411                    “    “

RTU 8     M# 48DP008           SERIES 400AA            S# M791570

RTU 9     M# 48TJF016          SERIES 570AA            S# 0300F73304           INSTALL 2/2000



AUX SPLIT CEILING UNITS

AX-1 MITSUBISHI       M# FDC300HAI               S# 83090035D          INSTALL 9/97
AX-2         “             “      “              S# 83080083B             “         “

AX-3         “             “      “              S# 83090057A             “        7/98

AX-4         “             “      “              S# 83090022D             “         “

AX-5 CARRIER          M# 38CK036510              S# 2498E17136            “       10/98

AX-6 CARRIER          M# 38CKC036500             S# 5197E12153            “         “

AX-7 MITSUBISHI M# PU42EK2-1                     S# OYE00136A             "        6/2001

F BLDG. - Social Services - Adult Services
RTU 10 CARRIER M# 48DD012B                SERIES 400AA          S# L797553
                   COUNTY OF ULSTER – PURCHASING DEPARTMENT
                     THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
            PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                           BID NO. RFB-UC06-92              - 16 -

E BLDG. Medicare and Medical Audit

AMERICAN STANDARD UNITS

RTU 11      M# YCD091D3H0BE               S# L17101841D         MFG. DATE 4-96

RTU 11A     M# YCD102C3HAAC               S# R50100993D         MFG. DATE 12-2000

RTU 12      M# YCD091D3H0BE               S# L17101001D         MFG. DATE 4-96



B BLDG. Dept of Social Services

AMERICAN STANDARD UNITS

RTU 13      M# YCD181B3H0DC               S# K35102787D         MFG. 8-95

RTU 14      M# YCD121B3H0DC               S# K36100512D         MFG. 9-95

RTU 15      M# YCD121B3H0DC               S# K36100511D         MFG. 9-95

RTU 16      M# YCD121B3H0DC               S# K35100492D         MFG. 8-95



C BLDG. Dept of Social Services

AMERICAN STANDARD UNITS

RTU 17      M# YCD121B3H0DC               S# K36100508D         MFG. 9-95

RTU 18      M# YCD121B3H0DC               S# K36100510D         MFG. 9-95

RTU 19      M# YCD121B3H0DC               S# K36100514D         MFG. 9-95

RTU 20      M# YCD121B3H0DC               S# K36100509D         MFG. 9-95



AUX. SPLIT CEILING UNIT

EMI BRAND UNIT

AX-1        M# CAH24D30000B               S# 1-99-M-2211-5 INSTALL 3/2000

D BLDG. - Coordinated Children's Services
AMERICAN STANDARD UNIT

RTU 21    M# YCD086C3HOBD               S#K24100532D            MFG.6-96
                      COUNTY OF ULSTER – PURCHASING DEPARTMENT
                       THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
              PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92              - 17 -


ALL CARRIER UNITS EXCEPT RTU 24 WHICH IS TRANE

RTU 22       M# 48DP016      SERIES 500AA                  S# Z197526

RTU 23       M# 48DP016      SERIES 500AA                  S# Z197528

RTU 24       M# SACB506A TYPE 163-533-1-A                  S# C79F-127-79         TRANE UNIT

RTU 26       M# 48TMF016 511AA                        S# 5003F68674 CARRIER INSTALL 10/05

RTU 27       M# 580FPV180275ABHB                       S# 5004F71899 BRYANT INSTALL 4/05

RTU 29       CARRIER UNIT A.C AND GAS HEAT FOR MEZZANINE, NUMBERS WORN OFF

                        RTU 25 AND 28 REMOVED FROM ROOF



41.0   SERVICE SPECIFICATIONS – APPLICABLE TO BOTH LOCATIONS

The following services will be provided on the equipment listed above or any replacement
equipment that may be installed during the contract period. The services will cover all preventative
maintenance materials and labor as well as repair materials and labor under the base contract.

 1.0 BASIC COVERAGE (Minimum Requirements) – See Attached Lists

       1.1     Scheduled Service Visits – A minimum of four (4) Operational Inspections per year
               (Quarterly) must be provided to listed equipment by the successful bidder. Quarterly
               Inspection tasks include, but are not limited to; Fans and Motors, Starters,
               Compressors, Controls, Operational Test, (Compressor) and Heat Pump. A
               comprehensive list of all tasks to be performed at each quarterly inspection is
               attached. An oil sample must be taken and analyzed at each Quarterly Inspection.
               The oil must be changed when the analysis is not within acceptable parameters and
               a complete oil change is indicated. Oil filter elements must be changed on an annual
               basis.

       1.2     Scheduled Service Materials – All parts and materials must be provided to
               complete Operational Inspection Services. Fan motors and similar items are included
               in the Contractors responsibility.

       1.3     Quarterly Inspection Materials – All parts and materials needed to complete the
               quarterly inspection of the Heating and Air Conditioning units must be provided by the
               contractor at no additional cost to the County. “Recharge as needed” means the
               contractor will provide and install any Freon that is required under “covered service”.
               If a copper tube develops a hole and all the Freon is lost, it is the contractor’s
               responsibility to repair the tube and then provide and install the required Freon.
                  COUNTY OF ULSTER – PURCHASING DEPARTMENT
                    THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
           PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                          BID NO. RFB-UC06-92              - 18 -

     1.4   Coil and Screen Cleaning Services – The Contractor must clean all coils using a
           spray washer one (1) time per year. All fresh air intake and insect screens must be
           cleaned once in the fall and once in the spring of each year. Contractor must provide
           the County with Material Safety Data Sheets for all products to be used for cleaning
           or maintenance of Coils, Screens, or any other applicable equipment before using
           these products.

     1.5   Enhancement Engineering – Must monitor the overall performance of the
           equipment, taking into consideration current manufacturer’s recommendations,
           reliability, productivity, operating cost and changes in use. When alterations,
           upgrades, or retrofits that would be a benefit are realized, appropriate action will be
           suggested to the County of Ulster by the vendor. Readings must be taken and
           recorded by the contractor and the information reported to the maintenance
           supervisor at the site in the required report.

     1.6   Performance Checklist – The contractor must provide the County with a checklist, in
           triplicate, of performance to be done for each visit. Copies must be given to the site
           maintenance supervisor, another copy sent to Ulster County Buildings & Grounds
           Department, and the third copy submitted with the quarterly bill. Refer to the
           attached Sample Maintenance Inspection Report for an indication of some of
           the inspections that are required.

     1.7   Proof of License – The contractor must provide the County with proof that the
           person(s) responsible for the maintenance needed to fulfill the contract requirements
           is a Certified (Licensed) Handler of Freon Products.

2.0 PREMIUM COVERAGE (Minimum Requirements)

     2.1   Repair Labor – During normal working hours, "On Call" Repair Labor will be provided
           as required to restore covered equipment to operating condition, following an
           equipment failure. "On Call" Repair Labor is part of the maintenance agreement
           and will be provided to the County at no additional cost. The Contractor must
           provide an hourly rate to the County for any services that are not part of the required
           maintenance agreement and/or overtime hours.

     2.2   NYS Prevailing Wage – The successful bidder is required to pay the Prevailing
           Wage Rates and the Prevailing Hourly Supplements pursuant to Section 220-A of the
           NYS Labor Law. The current Prevailing Wage Rate information is attached. The
           contractor will be required to pay any and all additions to the prevailing wages
           brought about by the annual change in the Prevailing Wage Schedule.

           The Contractor must submit a Verified Statement of Payment of Prevailing Wages
           form to Ulster County on a monthly basis.

           NOTE: If this bid document is being downloaded from the Internet and/or if Prevailing
           Wage Rate Information is not attached, the information can be obtained by calling
                  COUNTY OF ULSTER – PURCHASING DEPARTMENT
                    THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
           PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                          BID NO. RFB-UC06-92                - 19 -

           Ulster County Purchasing at 845-340-3400.

     2.3   Repair Materials – Contractor must provide the replacement part(s) as required to
           restore covered equipment to operating condition, following an Equipment Failure.
           Replacement parts provided by the contractor are included in the maintenance
           agreement and will be provided at no additional cost to the County. Contractor
           must provide the County with a percent over cost on all replacement parts as
           requested by the attached bid sheet for items not covered under the basic contract
           such as compressors and other acts of God. Proof of cost to the contractor of
           replacement parts must be provided to the County with each bill. Vendor must
           provide a copy of invoice to document the actual cost of each item that is to be
           marked up and billed to the County. All parts must be factory compatible with the unit
           being repaired and the parts must be provided in a reasonable period of time.

     2.4   Extended Services – On-Site repair service for covered equipment must be
           extended beyond normal working hours, to include on-site response twenty-four (24)
           hours a day, seven (7) days a week (including holidays). Response time by the
           contractor must be no more than three (3) hours from the time they are notified
           a problem exists. Labor costs for the above mentioned services must be included as
           part of the service contract with the exception of overtime costs which will be paid by
           the County.

3.0 SPECIAL ADDITIONS & EXCEPTIONS

     3.1   Any major failure of compressors, heat exchangers and other acts of God will be
           repaired on a "time and material" basis at additional cost to the County. County
           approval must be obtained prior to start of these projects. Vendor should submit
           invoices as needed.

     3.2   The County of Ulster will provide all filters and County personnel will perform all Filter
           changes.

     3.3   The list of covered equipment is subject to change. The County plans to replace
           equipment periodically. Contractor shall provide a credit for services not required
           when a replacement unit is covered under the manufacturer's warrantee.
                 COUNTY OF ULSTER – PURCHASING DEPARTMENT
                   THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
          PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                         BID NO. RFB-UC06-92              - 20 -




                    SAMPLE MAINTENANCE INSPECTION REPORT
                                  Page 1 of 3




                                                     SAMPLE
                 COUNTY OF ULSTER – PURCHASING DEPARTMENT
                   THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
          PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                         BID NO. RFB-UC06-92              - 21 -




                    SAMPLE MAINTENANCE INSPECTION REPORT
                                  Page 2 of 3




                                                 SAMPLE
                 COUNTY OF ULSTER – PURCHASING DEPARTMENT
                   THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
          PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                         BID NO. RFB-UC06-92              - 22 -



                    SAMPLE MAINTENANCE INSPECTION REPORT
                                  Page 3 of 3




                                                       SAMPLE
                            COUNTY OF ULSTER – PURCHASING DEPARTMENT
                         THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                               BID NO. RFB-UC06-92                     - 23 -

                         COMPREHENSIVE QUARTERLY INSPECTION CRITERIA
                            FOR ALL EQUIPMENT, WHERE APPLICABLE

                     Report in with Customer Representative.

                     Record and report abnormal conditions, measurements taken, etc.

                     Report machine condition and repair requirements.

                     Review operation with customer to report operational problems and trends


        FAN(S) and MOTOR(S)                                       STARTERS

Verify operation of system motor, gauges, etc.            Inspect wiring for secureness and damage.

Inspect flexible connections and ductwork for damage      Megger motor at starter and record reading.
and leaks.
                                                          Inspect switch gear, starter and contact points.
Inspect tension on drive and fan belts, and change as
needed.                                                   Inspect starter for signs of wear, arcing, overheating,
                                                          burns, etc.
Change belts annually.
                                                          Inspect electrical connections for tightness and
Lubricate fan shaft bearings.                             moisture.

Lubricate motor bearings.                                 Measure and record operating voltage.

Lubricate dampers.                                        Measure and record operating amperage.

Clean intake screen on motor.                             Inspect wire insulation for signs of overheating, burns,
                                                          etc.
Inspect fan wheel for free rotation, cracks and
alignment.                                                Clean enclosure.

Inspect for vibrations and unusual noises.                Tighten terminal connections at starter.

Report condition of dampers.
                                                                  COMPRESSOR(S)
Test secureness of guards, doors and panels.
                                                          Inspect vibration eliminators for secureness and
Inspect humidifier parts.                                 damage.

Inspect roof curb flashing.                               Change oil and filter element.

Inspect all major stop valves and report condition.       Test for refrigerant leaks and recharge as needed.

Inspect all structural elements for corrosion and         Tighten terminal connections at heater elements.
damage.
                                                          Test secureness of mounting points, and tighten all
Report condition of coils B clean/dirty.                  major points.

Inspect motor windings for cleanliness.                   Take oil sample for analysis and send copy of report to
                                                          Department.
                          COUNTY OF ULSTER – PURCHASING DEPARTMENT
                          THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                 PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                BID NO. RFB-UC06-92                       - 24 -

                                                           Verify operation of cooling water (valve) regulator.
Clean, flush and refill cooling system.
                                                           Test freeze control cutout and record temperature.
Verify setting of oil cooler water (valve) regulator.
                                                           Verify operation of fan speed control.
Test oil for acid and send copy of report to
Department.                                                Verify operation of fan cycling controller.


        OPERATIONAL TEST                                           HEAT PUMP

Run and record a complete test log on machine.             Check operation of reversing valve.

Verify refrigerant charge and recharge as needed.          Verify heating/cooling switchover controls.

Verify oil level and add as needed.                        Verify operation of supplemental heating.

Verify superheat adjustment.
                                                                   GAS AND OIL BURNER
Inspect for vibrations and unusual noises in bearings,
motor, etc.                                                Inspect and clean all combustion/primary air
                                                           passages.
Inspect moisture indicator for evidence of moisture.
                                                           Test all burner linkages for secureness and/or
Test accuracy of all pressure gauges.                      damage.

Record compressor oil pressure.                            Test linkage for ease of operation and lubricate as
                                                           required.
Record compressor suction pressure.
                                                           Remove, clean and inspect nozzles.
Record compressor discharge pressure.
                                                           Inspect condition of, and replace or clean air filter
                                                           element.
        COMPRESSOR AND VESSELS
                                                           Inspect condition of and replace oil filter element.
Test for refrigerant leaks and report results.
                                                           Test secureness of mounting points and tighten all
Recharge refrigerant as needed.                            major points.

Report machine condition and repair requirements.          Inspect ignition assembly and electrode and clean if
                                                           necessary.

        CONTROLS                                           Inspect high tension wire for deterioration.

Inspect control center; clean and tighten connection;      Inspect and set spark gap.
inspect components.
                                                           Test operation and setting of the gas pressure
Test low-pressure cutout and record; Calibrate if          regulators.
needed.
                                                           Inspect area around pump seals for seal leakage.
Test high pressure safety and record; calibrate if
needed.                                                    Inspect for unusual noises, vibrations, odors, etc.

Verify operation of bypass valve.                          Inspect all burner linkages for secureness and/or
                                                           damage.
Verify capacity control reaction.
                           COUNTY OF ULSTER – PURCHASING DEPARTMENT
                         THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                               BID NO. RFB-UC06-92                      - 25 -

Visually inspect accessible fuel delivery system for      OPEN COMPRESSOR
leaks.
                                                          Lubricate motor bearings.
Inspect and clean all air intake screens.
                                                          Clean motor air intake screens.
Inspect linkages for ease of operation and lubricate as
required.                                                 Lubricate coupling.

Test combustion air flow safety circuit.                  Inspect motor windings and report condition.

Verify operation of high operating limit controls.        Visually inspect coupling.

Verify operation of operating controls.                   Check shaft alignment. Align as needed.

Inspect flame condition.                                          CONDENSER UNITS AND FAN(S)

                                                          Inspect for vibrations and unusual noises in bearings,
        ELECTRIC HEAT                                     motors, etc.

Inspect coil for damage to element.                       Wipe down motor(s) to remove loose dirt and oil
                                                          buildup.
Inspect isolators for damage or cracks.
                                                          Inspect tension on drive and fan belts, and change as
Brush coil, Remove dust and debris.                       needed.

Torque heating terminals.                                 Change belts annually.

Verify operation of control.                              Inspect fans for vibrations and tightness.

Verify staging of heating elements.                       Inspect wiring and connections for signs of wear,
                                                          overheating, burns, etc.

        STEAM AND HOT WATER HEAT                          Lubricate motor bearings.

Inspect coil for leaks or damage.                         Inspect all structural elements for corrosion and
                                                          damage.
Brush coil. Remove dust and debris.
                                                          Report condition of coils B clean/dirty.
Check and clean strainers.
                                                          Clean all debris from air inlet louvers.
Verify operation of steam trap(s).
                                                          Brush condenser coil(s) to remove loose dirt.
Verify operation of controls.
                                                          Test for secureness of guards, doors and panels.
Check gauges and record operating pressure.
                                                          Inspect all structural elements for corrosion and
                                                          damage.
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                           BID NO. RFB-UC06-92              - 26 -




                                      NOTICE
                       LEGAL PUBLICATIONS FOR BIDS - 2006

PLEASE BE ADVISED THAT FOR THE YEAR 2006 THE ULSTER COUNTY
PURCHASING DEPARTMENT WILL PUBLISH ALL PUBLIC BIDS IN THE
FOLLOWING NEWSPAPERS BY DIRECTIVE OF THE U.C. LEGISLATURE. ALL
LEGAL NOTICES ARE PUBLISHED ON THURSDAY.

                               SAUGERTIES POST STAR
                                 WOODSTOCK TIMES

All capital projects containing materials and labor related to public works will also be published in
the following trade magazines (not required by law):

                        Dodge Reports – Albany, NY
                        Construction Data News – Syracuse, NY
                        Construction Contractors Assoc. – Newburgh, NY
It is the responsibility of the prospective bidders to read these publications and contact the Ulster
County Purchasing Department to obtain bid specifications.

                        Ulster County Purchasing Department
                        310 Flatbush Avenue
                        Kingston, NY 12401
                        Phone: 845-340-3400
                        Fax:    845-340-3434
                        Web: www.co.Ulster.ny.us/purchasing/

Note: Vendors should register through our web site to have access to bid
opportunities. Dial 1-800-677-1997 for assistance while registering.
                 COUNTY OF ULSTER – PURCHASING DEPARTMENT
                   THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
          PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                         BID NO. RFB-UC06-92              - 27 -




PLEASE RETURN THE FOLLOWING SHEETS
               ONLY
                      COUNTY OF ULSTER – PURCHASING DEPARTMENT
                       THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
              PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92              - 28 -


                                       BID SHEET #1
              LOCATION #1 -300 FOXHALL AVENUE, KINGSTON, NY.

  AIR CONDITIONING AND HEATING EQUIPMENT SYSTEMS MAINTENANCE
            SERVICES PER THE ATTACHED SPECIFICATIONS


   YEAR                       QUARTERLY AMT.                                     ANNUAL TOTAL

  #1   to 11/30/2007         $________________                           $ ________________

  #2   to 11/30/2008         $ ________________                          $ ________________

  #3   to 11/30/2009         $ ________________                          $ ________________


                      TOTAL FOR ALL THREE YEARS -                 $ ______________________


HOURLY LABOR RATES & PARTS OVER AND ABOVE REGULAR SERVICE THAT ARE NOT
INCLUDED IN SERVICE AGREEMENT:

REPAIR LABOR RATE                                  $_____________PER HOUR

OVERTIME RATE                                              $_____________PER HOUR

REPAIR PARTS/MATERIALS -Markup Amount to be added to vendor's net cost ___________%
Vendor must provide a copy of invoice to document the actual cost of each item that is to be marked
up and billed to the County.


I have attended the site visit -            YES                          NO



COMPANY NAME: _________________________________________________________


SIGNATURE: _____________________________________TITLE: __________________


PRINTED NAME: __________________________________________________________
                      COUNTY OF ULSTER – PURCHASING DEPARTMENT
                       THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
              PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92              - 29 -


                                       BID SHEET #2
              LOCATION #2 -DEVELOPMENT COURT, KINGSTON, NY.

  AIR CONDITIONING AND HEATING EQUIPMENT SYSTEMS MAINTENANCE
            SERVICES PER THE ATTACHED SPECIFICATIONS


  YEAR                        QUARTERLY AMT.                                     ANNUAL TOTAL

  #1   to 11/30/2007         $________________                           $ ________________

  #2   to 11/30/2008         $ ________________                          $ ________________

  #3   to 11/30/2009         $ ________________                          $ ________________

                      TOTAL FOR ALL THREE YEARS -                 $ ______________________


HOURLY LABOR RATES & PARTS OVER AND ABOVE REGULAR SERVICE THAT ARE NOT
INCLUDED IN SERVICE AGREEMENT:

REPAIR LABOR RATE                                  $_____________PER HOUR

OVERTIME RATE                                              $_____________PER HOUR

REPAIR PARTS/MATERIALS -Markup Amount to be added to vendor's net cost ___________%
Vendor must provide a copy of invoice to document the actual cost of each item that is to be marked
up and billed to the County.


I have attended the site visit -            YES                          NO



COMPANY NAME: _________________________________________________________


SIGNATURE: _____________________________________TITLE: __________________


PRINTED NAME: __________________________________________________________
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                      THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
             PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                           BID NO. RFB-UC06-92              - 30 -



                     VENDOR NAME: ___________________________________

                                       REFERENCE SHEET

All bidders will be required to complete this form providing three (3) references of past performance.
References should involve projects and/or service situations of similar size and scope to this bid.
References must have had dealings with the Bidder within the last thirty-six (36) months. The
County reserves the right to contact any or all of the references supplied for an evaluation of past
performance in order to establish the responsibility of the Bidder before the actual award of the bid
and/or contract. Completion of the reference form is required.

Ulster County or any of its departments may be listed as an additional reference, but may not be
substituted for any of the three required references.

1) Reference Name: _________________________________________________________
       Address:        _________________________________________________________
                       _________________________________________________________
       Telephone:      __________________ Contact Person: _________________________
       Contract Date: _________________________________________________________


2) Reference Name: _________________________________________________________
       Address:        _________________________________________________________
                       _________________________________________________________
       Telephone:      __________________ Contact Person: _________________________
       Contract Date: _________________________________________________________


3) Reference Name: _________________________________________________________
       Address:        _________________________________________________________
                       _________________________________________________________
       Telephone:      __________________ Contact Person: _________________________
       Contract Date: _________________________________________________________
                         COUNTY OF ULSTER – PURCHASING DEPARTMENT
                         THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                       BID NO. RFB-UC06-92                     - 31 -



                                                 ADDRESS SHEET

MAIL BID TO:
VENDOR NAME:______________________________________________________________
ADDRESS: _________________________________________________________________
____________________________________________________________________________
CONTACT: __________________________________________________________________
TELEPHONE:__________________________FAX: _________________________________
E-MAIL: _________________________________

ONLY if different -
MAIL PURCHASE ORDER TO:
ADDRESS: __________________________________________________________________
____________________________________________________________________________
TELEPHONE: ___________________ FAX: _______________________________________
CONTACT:______________________________ E-MAIL: _____________________________

ONLY if different -
MAIL PAYMENT TO:
ADDRESS: _________________________________________________________________
___________________________________________________________________________
TELEPHONE:_____________________________FAX:_______________________________
CONTACT:_______________________________E-MAIL: ____________________________


***********************************************************************************************************************
IN ACCORDANCE WITH ULSTER COUNTY’S INSURANCE REQUIREMENTS (CHECK ONE):


        I certify that my company will deliver by common carrier


        I certify that my company will deliver by owned or leased vehicles


 *************************************************************************************************************
                       COUNTY OF ULSTER – PURCHASING DEPARTMENT
                        THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
               PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                 BID NO. RFB-UC06-92                   - 32 -

                                       VENDOR NAME: ____________________________________



                                ASSUMED NAME CERTIFICATION

*If the business is conducted under an assumed name, a copy of the certificate required to be filed under the
New York general business law must be attached.


ASSUMED NAME:________________________________________________________________

If the bidder is an individual, the bid must be signed by that individual; if the bidder is a corporation, by an
officer of the corporation, or other person authorized by resolution of the board of directors, and in such case a
copy of the resolution must be attached; if a partnership, by one of the partners or other person authorized by a
writing signed by at least one general partner and submitted with the bid or previously filed with the Purchasing
Agent.
"The submission of this constitutes a certification that no County Officer has any interest therein. (Note: In the
event that any County Officer has any such interest, the full nature thereof should be disclosed below.)"




                                                               AUTHORIZED SIGNATURE

                                                       _____________________________________
                                                                  PRINT NAME
                       COUNTY OF ULSTER – PURCHASING DEPARTMENT
                        THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
               PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                BID NO. RFB-UC06-92                   - 33 -

                                  THIS PAGE MUST BE COMPLETED

                               VENDOR ORGANIZATION INFORMATION

VENDOR NAME: _____________________________________________________________

TYPE OF ENTITY: CORP._______PARTNERSHIP_______INDIVIDUAL_______

DBA:_______________________________________________________________________

FEDERAL EMPLOYEE ID #:__________________OR SOCIAL SECURITY #:_____________
DATE OF ORGANIZATION:__________________________________
IF APPLICABLE: DATE FILED: ___________________STATE FILED: __________________
If not a publicly owned Corporation:
       CORPORATION NAME: ___________________________________
       LIST PRINCIPAL STOCKHOLDERS: (5% of outstanding shares)
____________________________________                   ________________________________________
____________________________________                   ________________________________________
       LIST OFFICERS AND DIRECTORS:
               NAME                                   TITLE
____________________________________                   ________________________________________
____________________________________                   ________________________________________


*****************************************************************************************************************
If a partnership:
PARTNERSHIP NAME:________________________________________
       LIST PARTNERS NAME(S):
_____________________________________ ________________________________________
_____________________________________ ________________________________________
_____________________________________ ________________________________________
_____________________________________ ________________________________________
                             COUNTY OF ULSTER – PURCHASING DEPARTMENT
                           THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
                  PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                                                BID NO. RFB-UC06-92                           - 34 -


                                CERTIFICATION AND SIGNATURE FORM
                                           AFFIDAVIT OF NON-COLLUSION
NAME OF BIDDER:_______________________________                     PHONE NO.: ________________________ EXT:_________

BUSINESS ADDRESS: ___________________________                      FAX NO.: ___________________________

_______________________________________________

I hereby attest that I am the person responsible within my firm for the final decision as to the prices(s) and amount of this
bid or, if not, that I have written authorization, enclosed herewith, from that person to make the statements set out below
on his or her behalf and on behalf of my firm.

I further attest that:

1.   The price(s) and amount of this bid have been arrived at independently, without consultation, communication or agreement for
     the purpose of restricting competition with any other contractor, bidder or potential bidder.

2.   Neither the price(s), nor the amount of this bid, have been disclosed to any other firm or person who is a bidder or potential
     bidder on this project, and will not be so disclosed prior to bid opening.

3.   No attempt has been made or will be made to solicit, cause or induce any firm or person to refrain from bidding on this project,
     or to submit a bid higher than the bid of this firm, or any intentionally high or non-competitive bid or other form of complementary
     bid.

4.   The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from any firm or
     person to submit a complementary bid.

5.   My firm has not offered or entered into a subcontract or agreement regarding the purchase of materials or services from any
     other firm or person, or offered, promised or paid cash or anything of value to any firm or person, whether in connection with
     this or any other project, in consideration for an agreement or promise by an firm or person to refrain from bidding or to submit a
     complementary bid on this project.

6.   My firm has not accepted or been promised any subcontract or agreement regarding the sale of materials or services to any
     firm or person, and has not been promised or paid cash or anything of value by any firm or person, whether in connection with
     this or any project, in consideration for my firm’s submitting a complementary bid, or agreeing to do so, on this project.

7.   I have made a diligent inquiry of all members, officers, employees, and agents of my firm with responsibilities relating to the
     preparation, approval or submission of my firm’s bid on this project and have been advised by each of them that he or she has
     not participated in any communication, consultation, discussion, agreement, collusion, act or other conduct inconsistent with
     any of the statements and representations made in this affidavit.

8. By submission of this bid I certify I have read, am familiar with and will comply with any and all segments of these
   specifications.

The person signing this bid, under the penalties of perjury, affirms the truth thereof.

____________________________________________________________________
Signature & Company Position

____________________________________________________________________
Print Name & Company Position

____________________________________________________________________
Company Name

_________________________________________
Date Signed

_________________________________________
Federal I.D. Number
                  COUNTY OF ULSTER – PURCHASING DEPARTMENT
                    THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
           PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
BID NAME: AC AND HEAT MAINTENANCE                          BID NO. RFB-UC06-92              - 35 -



 ALL QUESTIONS PERTAINING TO THIS SOLICITATION MUST BE
 SUBMITTED IN WRITING 7 DAYS PRIOR TO SUBMISSION OF BID.
   Please use this form and fax to 845-340-3434 to the attention of the Ulster County
           Purchasing Department. We will respond as soon as possible.



Date:                     ___________________
Company Name:             ___________________
Contact Name:             ___________________
Telephone No.:            ___________________
Fax No.:                  ___________________
E-mail:                   ___________________

______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
                     COUNTY OF ULSTER – PURCHASING DEPARTMENT
                       THIRD FLOOR, 310 FLATBUSH AVE, KINGSTON, NY 12401
              PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.co.Ulster.ny.us/purchasing/
 BID NAME: AC AND HEAT MAINTENANCE                            BID NO. RFB-UC06-92                - 36 -

                                                           VENDOR NAME______________________

                                    NON-BIDDER'S RESPONSE

For purposes of facilitating your firm's response to our invitation to bid, the County of Ulster is
interested in ascertaining reasons for prospective bidders' failure to respond to invitations to bid. If
your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate
item(s) below and returning this form to the Ulster County Purchasing Department at the above
address.

We are not responding to this invitation for bid for the following reason(s):


___    Items or materials requested not manufactured by us or not available to our company.

___    Our items and/or materials do not meet specifications.

___    Specifications not clearly understood or applicable (too vague, too rigid, etc.)

___    Quantities too small.

___    Insufficient time allowed for preparation of bid.

___    Incorrect address used.
              Correct mailing address is:                  _______________________________
                                                           _______________________________
                                                           _______________________________

___    Our branch/division handles this type of bid.
             Correct name and mailing address is:          _______________________________
                                                           _______________________________
                                                           _______________________________

___    Other reason(s):

								
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