Legal Notice Notice is hereby given that the Public Safety & Corrections Committee of the Steuben County Legislature and the Director of 911 Enhanced will receive sealed bids per specifications for the purchase and installation of a new 60KW diesel generator, 200 AMP transfer switch and electrical system modification document number GC-04-018-B. Specifications, proposal forms and general bid provisions are available at the Purchasing Department, 3 East Pulteney Square, Bath, New York 14810. Telephone number: 607776-9631, Ext. 2484. Interested parties assume all responsibility that their requests for mailed proposal documents is executed. A site visit/pre-bid conference is scheduled at 10:30 A.M. on Friday, December 10, 2004. Attendees to meet at the Steuben County Civil Defense & Fire Training Center, Bath, NY. This is the only opportunity for a pre-bid conference and site visit. Sealed bids on our prepared forms to be considered will be received at the Purchasing Department until 1:30 P.M. local time on Wednesday, December 22, 2004. Bids will be opened and read publicly at this time. By Order of: Public Safety & Corrections Committee Dated: December 3, 2004
___________________ James L. Gleason Director of Purchasing
Instructions to Bidders
1. Scope: To furnish the items as called for in the specifications and proposal sheets. Award will be made as may be determined, the acceptance of which will in the County’s judgment, best promote the public interest. Exceptions to the bid specifications shall be explained with the right reserved to accept or reject any exceptions. Bids received after the specified time of receipt will be returned unopened. The Non-collusive Bidding Certification as required by Chapter 956 of the Laws of New York State, pursuant to Section 103-d of the General Municipal Law, must accompany each bid. Steuben County reserves the right to waive any informalities in or reject any and all bids or to accept the one that in its judgment will be for the best interest of the County. Steuben County is a political sub-division of New York State and as such is tax exempt. The County of Steuben, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 hereby notifies all bidders that it will affirmatively insure that the contract entered into pursuant of this advertisement will be awarded without discrimination on the grounds of race, color, sex or natural origin. All bids are subject to the appendices attached to the within specifications. Said appendices shall be signed and returned with the bid. All bids are subject to final review and acceptance by the appropriate committee(s) of the Steuben County Legislature before any award of contract may be made. Receipt of bids by the County shall not be construed as authority to bind the County. All bids shall be firm for a period of ninety (90) days in order for the County to determine the lowest responsible bidder. Facsimile transmitted bids are not acceptable and will be rejected.
General Information Purchase and Installation of a New 60KW Diesel Generator, 200 AMP Transfer Switch and Electrical System Modifications
Summary of Work: A complete turnkey operation is involved with this project. The contractor will be required to provide all labor, equipment and material necessary for the purchase, installation and testing of a new 60KW diesel generator, 200 AMP transfer switch and electrical system modification at the Steuben County Civil Defense and Fire Training Center, State Route 54 North, Bath, New York 14810. Project Manager: The project manager is David Hopkins, Assistant Director, Steuben County 911 Enhanced, 6979 Rumsey Street. Ext., Bath, N.Y. 14810. Telephone number: 607664-2991. Basis of Award: A single lump sum award will be made. All bid responses shall be complete so that nothing remains to be purchased by the county. Award will be made to the lowest responsible bidder upon approval of the standing Legislative committee. Contract Period: After award, this will be a one-time complete turnkey project type contract. Labor Rates: In accordance with the provisions of the State Labor Law, the wages and supplements to be paid by the contractor to workers, labors and mechanics for work performed pursuant to the terms of the contract as shall be awarded as a result of this solicitation shall not be less than the prevailing rate of wages including supplements in effect at the time the contract work is performed. A current schedule of wages and supplements to be paid for work performed pursuant to said contract, as provided by the Commissioner of Labor will be part of the contract documents. It is understood and agreed, however, that the said schedule is subject to revisions of the Commissioner of Labor and that the contractor shall be obligated to and shall pay to all laborers, workers and mechanics not less than the wages and supplements outlined in the schedule which shall be in effect at the time the work under this resulting contract is performed. Such revised schedule(s) shall be annexed to and form part of the resulting contract for the work. In the event that any other occupation not mentioned in the annexed schedule of the classifications shall be required in the execution of the aforesaid work, supplementary wage schedules shall be requested from the Commissioner of
Labor, and such supplementary schedules shall, upon notice of the contractor, become and be a part of the wage schedule embodied in the resulting contract. The most current schedule of wages shall be posted at the job site as required by law. It is suggested that contractors familiarize themselves with all the other requirements of the New York State Labor Law. 6. Proposal Period: We agree to hold the bid open for a ninety (90) day period following the scheduled time for the opening of bids. Regulations and Permits: a) The contractor shall comply with all provisions of the rules, regulations and orders of the Federal, State and local governmental agencies applicable to the work under this contract. It shall be the obligation of the contractor to keep himself informed of all government regulations. b) Contractor shall apply and pay for any and all permits and licenses which may be required under this contract.
Insurance: See the attached requirements sheet. The contractor shall secure and maintain insurance in the types and amounts as shown on the attached insurance requirements sheet and furnish to Steuben County a Certificate of Insurance for the said insurance, naming Steuben County as co-insured prior to commencement of work on the project. Quality/Performance of Project: The County of Steuben shall be the sole judge as to the project work and performance and therefore its acceptability. Responsibilities for Work: The contractor assumes full responsibility for the acts and omissions of all his employees and all subcontractors, their agents and employees and all other persons performing work under the contract. Safety: All employees of the contractor or subcontractor, employed on work for Steuben County shall be instructed in and be familiar with safety rules and regulations applicable to the nature of the work being performed under the contract. The contractor shall have sole responsibility to see that their employees are so informed and that they follow safety practices.
Proposals and Attachments: These documents shall be signed by an employee or officer of the vendor firm who has been authorized to enter into contracts for the total cost of the project. Interpretation or Correction of Bidding Documents; Addenda: No oral interpretation will be made to any bidder as to the meaning of the bidding documents or any part thereof. Any request for such an interpretation shall be in writing and submitted to James L. Gleason, Director of Purchasing at least ten (10) days prior to the scheduled bid opening. Any interpretation made to a bidder will be in the form of written addendum and when issued will be on file in the Purchasing Department at least twenty-four (24) hours before bids are to be opened. In addition, all addenda will be mailed to each person holding a bid package. No bidder shall reply upon any interpretation by any other method. All addenda shall become part of the contract documents and each bidder shall be bound by such addenda, whether or not received by the bidder. Sales Tax Exemption: The county is exempt from payment of sales and compensating use taxes of the State of New York and of cities and counties within the State of New York. Bidder’s Responsibility: a) Examination of bidding documents and projects sites: Before submitting a bid, the bidder must examine the bidding documents thoroughly; visit the work sites to familiarize themselves with the conditions which will be encountered relating to the character, quality and quantity of the work to be performed and the materials to be furnished or that may in any manner affect the cost, progress or performance of the work; familiarize themselves with Federal, State and local laws, ordinances, rules and regulations that may in any manner affect the cost, progress or performance of the work and the employment of labor thereof; and carefully correlate the bidder observations with the requirements of the bidding documents. Contractors will not be given extra payments for conditions which can be determined by examining the bid documents and existing the sites. b) A site visit will be held in accordance with the specifications and bid documents. Bidders are encouraged to attend this meeting. No other site visit will be conducted. Non attendance at this meeting is the bidders responsibility and in no way avoids full compliance with the total project requirements as specified.
Equivalents: Where in the solicitation documents, one certain kind, type, brand, technology, or product manufacturer is named, it shall be regarded as the required standard of quality.
It is not meant to exclude competition in any way. Similar equipment, products or services which are equal in quality, performance, compatibility and equally adaptable for the intended purposes as determined by the County and are submitted as specified in the bid solicitation will be considered and may be accepted. The decision of the County as to equal will be final. 17. Protection from Claim Against “or Equal”: In the event of any claim by an unsuccessful bidder concerning or relating to the issue of “equal or better” or “or equal” the successful bidder agrees to hold the County of Steuben free and harmless from any and all claims for loss or damage arising out of this transaction for any reason whatsoever. The county is to be free and harmless for any and all legal fees and court costs. Bidder’s Representations: By making a bid, the bidder represents and warrants to the county that: a) Bidder is and will be financially responsible and has and will have sufficient liquidity to meet its financial responsibilities under the contract and for all the projects in which the bidder is or may become involved. Bidder has carefully examined the bidding documents, has attended the pre-bid conference and has visited and examined the site or deems such pre-conference, visit and examination to be unnecessary. From bidders investigation bidder has satisfied them as to the nature and locations of the proposed work, the general and local conditions and all materials which may in any way affect the work or its performance. Bidder fully understands the intent and purpose of the bidding documents. The bidding is based upon the technology, materials, equipment and systems required by the bidding documents without exception. Claims for additional compensation and/or extension of time relating to the bidder’s non-compliance with its representation and warranties will not be allowed.
Preparation of Bids: Bids must be submitted on the bid form in the bidding documents and prepared in the following manner. a) All blank spaces on the bid form shall be filled in legibly, in ink or typewritten. If both words and figures are requested, the written words shall be binding on the bidder. In the event of an error in the sum total of the bid, the bid shall be the sum total of all items in written words.
Erasures and alterations must be initialed by the signed of the bid. The bidder shall submit bid in accordance with the bid documents and shall not make any changes in the wording of the bid form or make any stipulations or qualify the bid in any manner. Prior to the receipt of bid, addenda will be mailed or delivered to each bidder of record as having received the bidding documents and will be available for inspection whenever the bidding documents are kept available for purpose. The bidder shall note the receipt of addenda in the spaces provided on the bid form and the date of each addendum. If no addenda have been received, insert the work “none”. Failure to acknowledge addenda shall be sufficient cause for rejection of the bid. The non-collusive bidding certificate required by Section 103-d of the General Municipal Law is included in the bid form, along with other attachments required by the county.
Bid Security: a) Each bid must be accompanied by bid security which shall not be less than 5% of the base bid. Bid security shall be submitted in the form of a certified check or bank draft or bid bond in the form acceptable to the county. A bid bond shall be secured by a Surety Company authorized to do business in the State of New York as a surety. No bid will be considered unless it is accompanied by the required security. Certified checks or bank drafts must be payable to the order of the Steuben County Treasurer. b) Bid securities will be returned within ten (10) days after the bids are opened to bidders whose bids in the judgement of the county will not be considered in making the award. All other bid securities will be returned upon execution and submission of the agreement and the required surety bonds by the successful bidder. If the bidder to whom the contract is awarded fails, neglects or refuses to execute the agreement within ten (10) days after notice of award the bid security shall be forfeited to the county as liquidated damage.
Submission of Bids: The bid must be submitted in a sealed opaque envelope marked on the outside with: a) b) bidder’s name and address; “Sealed Bid-Purchase and Installation of a New 60KW Generator, 200 AMP Transfer Switch and Electrical System Modifications”.
The envelope shall be addressed to the Director of Purchasing, Steuben County Purchasing Department, 3 East Pulteney Square, Bath, New York 14810. 22. Proposals and Attachments: These documents shall be signed and dated by an employee or officer of the vendor firm who has been authorized to enter into contracts for the firm for the total cost of the project. Modification or Withdrawal of Bids: a) A bid may be modified or withdrawn by an appropriate document duly executed in the manner that a bid must be executed and delivered to the place where bids are to be submitted at any time prior to the scheduled time for opening of bids. b) No bid may be modified, withdrawn or canceled for a period of ninety (90) days after the date of the bid opening, and all bids shall be subject to acceptance by the county during this period.
Bidder’s Qualifications: The county may make such investigation as it deems necessary to determine the qualifications and ability of the bidder to provide the equipment and perform the work, and the bidder shall promptly furnish to the county all such information and data as the county may request for this purpose. The county reserves the right to reject any bid where an investigation of the available evidence or information does not satisfy the county that the bidder is properly qualified or able to carry out the obligations of the contract and to provide the equipment and work contemplated therein. The issuing of bidding documents by the county to bidders shall not be construed as pre-qualifications of that bidder. Names of principal subcontractors must be submitted within seven (7) days after the notification of award of contract. Consideration of Bids; Acceptance of Bid (Award): a) The county shall have the right to reject any and all bids, to reject a bid not accompanied by the required bid security or by other data required by the bidding documents, to reject a bid which is in any way incomplete or irregular, and to waive any informality in a bid. b) The award of contract will be made by written notice of award signed by a duly authorized representative of the county and no other act of the county shall constitute the acceptance of a bid. If a contract is awarded, it will be awarded to the lowest responsible bidder as determined by the county. The acceptance of bid shall bind the successful bidder to execute the contract as provided in paragraph 26.
Execution of Contract; Certificate of Insurance: The bidder to whom the award is made shall assist and cooperate with the county, as necessary in preparing the standard county agreement for execution by the parties and within ten (10) days of receipt of the agreement shall execute the agreement and return it to the county together with the required Certificate of Insurance. Commencement of Work: Notwithstanding any delay in the preparation and execution of the agreement, the successful bidder shall be prepared upon receipt of the notice of award, to commence work within a time period mutually acceptable between bidder and the county. Project to be completed within sixty (60) days after signing of contract. Working Hours: The contractor will be permitted access to the work site between the hours of 7:00 A.M. and 5:00 P.M., Monday through Friday, except on holidays observed by the County unless prior permission is obtained. The contractor’s employees must have proper identification in their possession. Property Damage: Should the contractor cause any damage to county property, the contractor will be required to make repairs immediately. The county may however, elect to make repairs or replace damaged property and deduct the cost from monies due the contractor. Inspection: All work performed by the contractor shall be subject to the direction and inspection of the project manager or his representative to ascertain that the completed work complies in all respects with the standards and requirements set forth in these contract documents. Final Acceptance: Final acceptance shall be defined as completion of all the items listed in the specifications. The acceptance by the contractor of final payment shall be and shall operate as a release to the county for all claims and all liability to the contractor other than claims submitted as specified elsewhere in stated amounts as may be specifically excepted by the contractor for all things done or furnished in connection with this contract and for every act and neglect of the county and others relating to or arising out of this contract. Supportive Specifications: a) Permits: The bidder shall be responsible for obtaining all permits required to fulfill this contract and shall comply with all laws, ordinances, rules and regulations of the jurisdictions in which the work is performed.
Project Work Schedule: A work schedule and plan of implementation shall be submitted with the bid that shall address the following areas. 1) A list of key personnel and equipment to be used to accomplish the work. A plan for dealing with emergencies. A schedule for work expressed in days of duration after receipt to proceed. In scheduling, be sure to consider that this is a complete turnkey project. A list of all subcontractors to be used on the project. A list of at least three (3) similar projects which the bidder has successfully completed in the past three (3) years. Include contact person, agency name and telephone number.
Environmental Protection: The contractor shall comply with any and all Federal, State, County, local and municipal statutes, laws, regulations and ordinances pertaining to environmental protection; and conduct his operation as may be necessary to avoid water, air and noise pollution as controlled by any such statutes, laws, regulations and ordinances.
Late Bids: Bidders will be fully responsible for the delivery of their bids in a timely manner. Reliance upon the U.S. mail or other carriers is at the bidders risk. Late bids will not be considered. All bidders assume all responsibility and must satisfy themselves that their request(s) for mailed specifications is executed.
County Rights Reserved: The county reserves the right to reject any and/or all proposals, to waive irregularities and technicalities in any proposal, and/or to use the lease/purchase option as a method of award. Quality: Bidders shall offer the equipment that comes closest to meeting the specific detail of the specifications. Equipment: a) Current Production Equipment: Only new, unused equipment in current production, manufactured by a company with demonstrated experience is acceptable. All equipment shall be of the latest design in current production.
Replacement Parts: Replacement parts for the equipment shall be available for a period of at least ten (10) years from date of purchase.
Guarantee: All equipment, units and components shall be guaranteed in accordance with the following clauses. a) Guarantee that the equipment offered is free from defects in design and construction and that it will provide continuous and efficient service under normal conditions for a period of twelve (12) months from date of purchase. Guarantee that the equipment is the manufacturer’s latest standard design and that no changes or substitutions have been made. Guarantee and agree to replace promptly without cost of any nature to the county during the period of twelve (12) months from the date of acceptance any and all parts failing because of defects in design and/or construction.
Vendor customer Satisfaction Guarantee: Each vendor shall enclose with their bid proposal a detailed explanation of their customer service guarantee. This guarantee will be considered in making the bid award.
Purchase, Installation and Testing of a New 60KW Diesel Generator, 200 AMP Transfer Switch and Electrical System Modifications
Provide, install and test a new 60KW diesel generator, 200 AMP transfer switch and perform electrical system modifications at the Steuben County Civil Defense and Fire Training Center, 7220 Bath-Hammondsport Road, Bath, N.Y. 14810. Provide, install and test one (1) 60KW diesel generator suitable for outdoor installation and operation at the Steuben County Civil Defense and Fire Training Center. Generator must be Genset-Diesel, 60Hz, 60kW, model 60DGCB or equal.
Provide, install outdoor concrete pad according to recommended specifications set forth by generator manufacturer. Provide and install one (1) 200 AMP automatic transfer switch compatible with generator unit bid. Transfer switch must be Transfer Switch-Basic 200 AMP, model LT200 or equal.
All necessary conduit, wire and all other incidentals must be provided and installed to provide for a complete and working generator system. Electrical System Modifications: a) Provide and install one (1) 200 AMP, 3 phase, 120/208-volt panel to serve as new main distribution panel. b) The new distribution panel shall have a breaker sufficient to feed existing panel. New main distribution panel shall have six (6) spare single pole breakers and one (1) two (2) pole 30 AMP available to accommodate generator heater block and battery charger. The existing 200 AMP fused disconnect shall be utilized as a means for disconnecting.
The County shall provide diesel fuel for all phases of installation and testing. The contractor shall notify the County at least forty-eight (48) hours in advance of the need for diesel fuel.
Freight: All freight charges shall be F.O.B. Steuben County Civil Defense and Fire Training Center, 7220 Bath-Hammondsport Road, Bath, N.Y. 14810 included.
Proposal Title: Purchase and Installation of a New 60KW Diesel Generator, 200 AMP Transfer Switch and Electrical System Modifications for the Steuben County Civil Defense and Fire Training Center File Date/Time: Opening Date/Time: Place: To: Wednesday, December 22, 2004; 1:30 P.M. local time Wednesday, December 22, 2004; 1:30 P.M. local time
Purchasing Department James L. Gleason, Director Steuben County Purchasing Department 3 East Pulteney Square Bath, New York 14810
Pursuant to and in compliance with the “Notice to Bidders” we the undersigned propose to perform as described in accordance with the specifications issued for same and subject to all terms, conditions, requirements provided therein and in the various bid documents. We acknowledge that we have a full set of contract documents, including any and all addendum and understand their meaning and intent, that we have examined the site and location where the work is to be performed and are familiar with the site conditions insofar as they affect the cost and administration of the work.
Addendum #: Addendum #: Dated: Dated: Addendum #: Addendum #: Dated: Dated:
We will execute within ten (10) calendar days after receipt of the prescribed forms an agreement to perform the work for the compensation stipulated hereinafter. We will concurrently furnish and deliver all certificates of insurance as required in the specifications. Proposal Period: We agree to hold the proposal open for a ninety (90) day period following the scheduled time for the opening. Owner’s Rights Reserved: We understand that the County reserves the right to reject any or all bids or to waive any informality or technicality in any proposal. Knowledge of Local Conditions and Contract Documents: The undersigned has examined the location of the proposed work, specifications and other contract documents and is familiar with local conditions at the place the work is to be performed.
Proposal: Purchase and Installation of a New 60KW Diesel Generator, 200 AMP Transfer Switch and Electrical System Modifications for the Steuben County Civil Defense and Fire Training Center Page 2; 2004
Total project cost as specified: Cost written in words:
Can start project:
PLEASE PRINT OR TYPE. Company Name: Address: Completed by: Telephone Number: Federal Employer ID#: Signature: Fax Number: Date:
Hold Harmless Clause
As a successful vendor, I shall hold harmless the County of Steuben and representatives thereof from all suits, actions or claims of any kind brought on account of any injuries or damages sustained by any person or property in consequence of any neglect in safeguarding contract work or on account of any act or omission by the contractor or his employees, or from any claims or amounts arising or recovered under any law, ordinance, regulation or decree.
NAME OF COMPANY:___________________________________________________ SIGNED:________________________________________________________________ NAME:_________________________________________________________________ TITLE:_________________________________DATE:__________________________
NON-COLLUSIVE PROPOSAL CERTIFICATE
By submission of this proposal, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: 1. 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 or with any competitor; Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose or restricting competition.
NAME:_________________________________________________________________ ADDRESS:______________________________________________________________ SIGNED BY:_______________________________TITLE:_______________________ NAME PRINTED/TYPED:_________________________________________________ TELEPHONE NUMBER:_____________________DATE:_______________________