000002 Notice to Bidders - Recreation Facility.pdf

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NOTICE TO BIDDERS

Sealed bids for the project entitled, Town of Clarence – Recreation Facility Project, located at 6185 Goodrich Road, Town of Clarence, New York, for the following prime contracts, Contract No. 1 – GC: General/Site Construction Contract

Contract No. 2 – PC: Plumbing/FP Contract

Contract No. 3 – HC: HVAC/Mechanical Contract

Contract No. 4 – EC: Electrical Contract

… will be received by the Town Clerk in the Town Clerk’s office in the Clarence Town

Hall, Clarence, New York on or before 10:00am local time on the 30th day of July

2026 at which time they will be opened and read aloud in the Council Chambers, Clarence Town Hall, One Town Place, Clarence, New York.

Each Bidder is instructed that at the time of bid submission as described above, each bid shall be submitted in a sealed enveloped that is clearly marked with one of the four (4) prime contract names also referenced above. If a bidder intends to submit bids for more than one prime contract, each bid proposal must be submitted in separate sealed envelopes, each with the appropriate prime contract name clearly marked.

Bidding Documents may be viewed and ordered through the Issuing Office at – www.avalonbuff-planroom.com/ in the “Public Jobs” section. If you do not have internet access or have questions on ordering from the site, please contact Avalon Document

Services at 716-995-7777. Drawings and Specifications can be picked up at any of

Avalon Document Services various locations:

1. Interested entities may request and receive an Electronic Download of the Bidding

Documents.

2. Interested parties may request and receive a CD with electronic copies of the Bidding

Documents. If the CD is to be shipped, the Bidder must furnish Avalon with the Bidder’s active UPS or Federal Express account number or pay Avalon for all shipping and handling costs.

3. For a non-refundable fee, printed copies of the Bidding Documents may be obtained from any Avalon Planroom. If the documents are to be shipped, the Bidder must furnish

Avalon with the Bidder’s active UPS or Federal Express account number or pay Avalon for all shipping and handling costs.

The Bidding Documents must be obtained through the Avalon Planroom in order to be considered a “Plan Holder of Record”. Bidding Documents obtained from any other source are for examination only, are not considered complete, and are not valid for bidding purposes. The designated website will be updated periodically with addenda, lists of registered plan holders, reports, and other information relevant to submitting a Bid for the

Project. All official notifications, addenda, and other Bid Documents will be offered only through the designated website. Neither the Owner nor Architect/Engineer will be responsible for Bid Documents, including addenda, if any obtained from sources other than the designated website.

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Bid Documents may be examined at the office of the Town Clerk (at Clarence Twon Hall, One Town Place, Clarence, New York) and the offices of Trautman Associates (at 37

Franklin Street – Suite 100, Buffalo, New York) starting on July 9th, 2026 between the hours of 8:30am and 4:30pm daily except Saturdays, Sundays, and Holidays. Bid Documents will not be available from the Town of Clarence or Trautman Associates.

A Pre-Bid meeting for interested Bidders is scheduled for July 21st, 2026, at 10:00 a.m. in the Council Chambers, Clarence Town Hall, One Town Place, Clarence, New

York. Representatives of the Owner and Architect/Engineer will be present to discuss the

Project.

Proposals shall be made and received upon the following conditions:

Each proposal must be accompanied by the deposit of a certified check, payable to the order of the Town of Clarence, for a sum equal to five per centum (5%) of the total amount of the bid, or a bid bond with sufficient sureties in a penal sum equal to five per centum (5%) of such total bid amount, conditioned that if the proposal is accepted, the successful bidder will enter into a contract for the work, and that they will execute within fifteen (15) days from the date of the acceptance of the proposal, a suitable security bond in the amount of the contract, conditioned for the faithful and prompt performance and completion of the work specified in the contract.

No bidder may withdraw their bid within (60) calendar days after the actual date of the opening thereof.

It is the responsibility of each Bidder to establish themselves as an ‘eligible’ Bidder. In addition to other provisions set forth in the bid documents, each Bidder is required to understand that to be considered an ‘eligible’ Bidder, a Bidder must secure at least one set of bidding documents from the Avalon Planroom as previously described. Electronic copies of bidding documents will be made available at the Construction Exchange of

Buffalo & WNY, Inc, 2660 Williams Street, Cheektowaga, New York 14227; McGraw-

Hill Construction Dodge at www.dodgeprojectcenter.com; Rochester Builders Exchange, 180 Linden Oaks, Suite 100, Rochester, NY 14625; and Southern Tier Builders

Association, 65 E. Main. St., Falconer, NY 14733 for the additional convenience of

Bidders.

Again, all Bidders are advised that no bid can be considered ‘eligible’ at the time of submission unless that bidder is registered as a bid document holder at the Avalon

Planroom and secured at least one set of bid documents.

Each bidder’s attention is called to the General Municipal Law, which requires a bidder’s

Certificate of Non-Collusion, copies of such certificates are part of the proposal form and unless complied with, the bid will not be accepted.

Upon acceptance of their bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town Board, or fails to give further security prescribed in this notice, with the time limited therein, then the check deposited as aforesaid and the monies standing to the credit of same, shall be forfeited to the Town as liquidated damages, or the payment of the bond enforced for the benefit of the Town.

The Town of Clarence reserves the right to waive informalities in or to reject any and, all

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bids.

BY ORDER OF THE TOWN BOARD OF THE

TOWN OF CLARENCE, ERIE COUNTY, NEW YORK

Date: July 9th, 2026 Karen Lang, Town Clerk