15-IFB 2026-02 UST DIESEL TANK 13- Final.pdf

ERIE COUNTY MEDICAL CENTER CORPORATION

INVITATION FOR BIDS

UST DIESEL TANK #13

5000 GALLON REMOVAL & REPLACE

May 14, 2026

IFB # 2026-02

The deadline for submission of bids is Monday, June 8, 2026, at 10:00 a.m. EST. Submissions will only be accepted electronically through ECMCC’s Procurement Portal at https://ecmc.bonfirehub.com/.

In accordance with State Finance Law Sections 139-j and 139-k, the designated contact for this IFB is listed below. All questions regarding this IFB must be submitted in writing through ECMCC’s Procurement Portal at https://ecmc.bonfirehub.com/ within the timeframes set forth in the IFB Schedule located at Section 3 of this IFB.

LATE, EMAILED OR INCOMPLETE BIDS MAY BE REJECTED

Designated contact: Chelsea Kiebzak, RFP/IFB Coordinator

PRE-BID CONFERENCE CALL TO BE HELD:

Tuesday, May 19, 2026, at 11:00 A.M. EST

VIA MICROSOFT TEAMS Phone Conference +1 631-492-9049

Phone Conference ID: 615 297 307#

Mandatory Pre-Submission Site Visit:

Wednesday, May 20, 2026, at 12:30 P.M. EST

Please meet in ECMCC’s Main Lobby at

462 Grider Street, Buffalo, NY 14215

BID OPENING:

Monday, June 8, 2026, at 10:00 A.M. EST

Accessible virtually via Microsoft Teams Phone Conference +1 631-492-9049, Phone Conference ID: 254 398 451# https://ecmc.bonfirehub.com/

1. BACKGROUND

Erie County Medical Center Corporation (“ECMCC”), located in Buffalo, New York, is a public benefit corporation created by state law on July 22, 2003, having previously operated as a department of the County of Erie, New York.

ECMCC has an advanced academic medical center consisting of 573 inpatient beds, as well as a

Center for Oncology Care, a Regional Center of Excellence for Transplantation and Kidney Care, a Regional Center of Excellence for Behavioral Health, numerous on- and off-campus primary care and family health centers, more than thirty outpatient specialty care services, and the Terrace View

Long-Term Care Facility, consisting of 390 beds.

In addition, ECMCC is a verified Level 1 Adult Trauma Center by the American College of

Surgeons, designated a Level 1 Adult Trauma Center by the NYS Department of Health, and is a regional center for burn care, behavioral health services, transplantation, medical oncology and head & neck cancer care, and rehabilitation. Finally, ECMCC is also affiliated with the Great Lakes

Health System of Western New York and is a major teaching facility for the University at Buffalo.

2. RESERVATION OF RIGHTS. ECMCC reserves the rights to:

2.1 Reject any and all bids submitted in response to this Invitation to Bid (“IFB”);

2.2 Disqualify any respondent whose conduct or bid fails to conform to the requirements of this IFB;

2.3 Withdraw this IFB at any time at its sole discretion;

2.4 Prior to submission of bids to amend the IFB specifications to correct errors or oversights, or to supply additional information as it becomes available;

2.5 Change any of the scheduled dates;

2.6 Waive any requirements that are not material;

2.7 Waive any non-conformity with the requirements of this IFB;

2.8 Terminate this IFB process at any time;

2.9 Seek clarification from a respondent at any time throughout the IFB process for the purpose of resolving ambiguities or questioning information presented in bids;

2.10 Award the contract in whole or in part and/or apportion the award among one or more respondents;

2.11 Negotiate final terms with the successful respondent(s);

2.12 Conduct contract negotiations with the next responsible bidder, should ECMCC be unsuccessful in negotiating with the selected bidder;

2.13 Extend the term of any resulting contract for the items or services described herein for additional lengths of time at its discretion;

IFB Form Rev. 6/18

2.14 Add additional similar products to any resulting agreement as they become available and meet ECMCC’s needs; and

2.16 In the event that the selected vendor is unable to fulfill ECMCC’s request for the products/services, ECMCC reserves the right to choose another vendor through any compliant procurement means available to ECMCC.

3. IFB SCHEDULE:

IFB Issued: Thursday, May 14, 2026

Pre-Bid Conference Call: Tuesday, May 19, 2026

Mandatory Pre-Bid Site Visit: Wednesday, May 20, 2026

Deadline for Questions to be submitted via Bonfire: Wednesday, May 20, 2026

Responses issued via Bonfire: Wednesday, May 27, 2026

Bids Due: Monday, June 8, 2026

Bid Opening: Monday, June 8, 2026

Contract Award: TBD

PRE-BID CONFERENCE CALL:

A pre-bid conference call is scheduled for Tuesday, May 19, 2026, at 11:00 A.M. EST. This conference call can be accessed by (audio only) dialing +1 631-492-9049, Conference ID: 615 297

307#or Clicking this Link. The purpose of this call is to provide an overview of the IFB the

Workforce Utilization requirements and permit respondents an opportunity to ask general IFB policy and procedures questions. Any content-specific questions however must be submitted in writing by Wednesday, May 20, 2026, via ECMCC’s Procurement Portal at https://ecmc.bonfirehub.com/.

MANDATORY PRE-SUBMISSION SITE VISIT:

A mandatory pre-submission site visit is scheduled for Wednesday, May 20, 2026, at 12:30 p.m. to

2:00 p.m. EST. All vendors must meet at ECMCC’s lobby located at 462 Grider Street, Buffalo, NY 14215. Proposals will only be accepted from vendors that participated in the mandatory site visit.

BID OPENING CONFERENCE CALL:

A bid opening conference call is scheduled for Monday, June 8, 2026, at 10:00 A.M. EST. This conference call can be accessed by (audio only) dialing +1 631-492-9049, Conference ID: 254 398

451# or Clicking this Link or at ECMCC located at 462 Grider Street, Buffalo, NY 14215 in the

MM Conference Room located on the ground floor.

4. SCOPE OF SERVICES/SPECIFICATIONS:

Erie County Medical Center ECMCC is seeking bids from qualified vendors to provide all labor, equipment and materials necessary to remove our 5,000-gallon underground storage tank (UST).

Vendor will be responsible for, but not limited to, cleaning, removal, installation and site restoration. For further details regarding the project, please refer to Appendix C of the Project https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F258396475036096%3Fp%3DVXSzuoQbEnCDitbFS5%26anon%3Dtrue&type=meet&deeplinkId=6b2ba77c-71c9-4ba5-8af7-c821bed6664a&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F261213348323592%3Fp%3DfSkg6lgCp9WAjNYuPM%26anon%3Dtrue&type=meet&deeplinkId=4bb9a1df-d74a-4ad7-8603-69b8781ccfd7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true

Manual and Appendix D of the Bid Drawings, which are available on the Bonfire portal in the

“Supporting Documentation” section.

4.1 Existing Tank Decommissioning:

• Tank size: 5,000-gallon underground storage tank (UST).

• Contents: Pump out and properly dispose of existing No. 2 fuel oil (diesel).

• Cleaning: Interior cleaning and vapor-free certification prior to removal.

• Removal: Excavation and physical removal of UST (or abandonment in place if approved).

4.2 Environmental & Regulatory Compliance:

• Perform site assessment in accordance with New York State Department of

Environmental Conservation (DEC) requirements.

• Soil and groundwater sampling (if required) to check for contamination.

• Proper documentation and reporting to close out the tank registration.

• DEC closure report / site closure approval.

4.3 New System Installation:

• Supply and install above-ground diesel storage tank(s) (ASTs).

• Sized to meet operational needs (e.g., equivalent or split capacity).

• Double-wall or secondary containment as required.

• Install new piping, valves, and dispensing system.

• Ensure compliance with fire code and spill prevention regulations.

4.4 Site Restoration:

• Backfill and compact excavation area.

• Surface restoration (asphalt, concrete, or landscaping as needed).

4.5 Vendor Requirements:

• Experienced with environmental excavating.

• DEC regulatory knowledge of oil tank removals.

• Vendor must have apparel with company logo, company identification an employee IDs.

• Employees may not use any illegal narcotic and/or mind alternating substance that may impair driving ability.

• Employees must comply with the NYS Public Health Law of not smoking on

ECMCC campus and/or leased properties.

• Vendor and its employees must comply with ECMCC’s immunization and background check requirements.

• All employees must attend ECMCC Safety Orientation before beginning work on the campus.

• All employees must have their 10-hour OSHA card before working on campus.

• Forman must have the 30-hour OSHA card before working on campus. Forman will serve as the point of contact for the contractor while on site.

• A project manager is to be assigned to every project by the contractor to serve as a point of contact for the project.

o Having a biweekly meeting to provide updates on the project.

• If select as the Service Supplier you will need to register with Symplr, ECMCC credentialing system. All services must be provided in accordance with all applicable local, state and federal regulations and laws, community standards of practice and ECMCC’s policies and procedures. Each representative that is on-site is required to register with Symplr, ECMCC’s vendor credentialing company, and must comply with their requirements. The vendor is responsible for all costs associated with Symplr’s services.

4.6 It is the sole responsibility of the vendor to determine whether the prevailing wage requirements are applicable to this RFP. The PRC number associated with this IFB is

2026012121.

4.7 The agreement resulting from this IFB shall be for the duration of the project. ECMCC maintains termination without cause rights in accordance with the terms set forth in

Appendix A.

5. BID REQUIREMENTS:

Bids must include the following:

5.1 Company Background:

• Provide the following company details:

o Legal name.

o Physical address.

o City, state, and ZIP code.

o Telephone and fax numbers.

o Company website.

• Include a brief history of your organization, highlighting relevant experience and capabilities.

• Overview of the services that your company offers.

5.2 Please provide a detailed overview of the removal and replacement of the tank, including the phases of work, environmental protection measures and site restoration procedures.

Further detail can be located in Section 013300 of Appendix C.

• Should include, but not limited to:

o Site preparation.

o Tank cleaning and removal.

o Disposal procedures.

o Environmental testing.

o New tank installation.

o Final restoration.

5.3 Pricing:

• Exhibit F- Bid Form must be completed in its entirety and uploaded to the Bonfire portal.

• Each proposal must be accompanied by a Bid Bond of five percent (5%) of the amount of the bid payable unconditionally to Erie County Medical Center

Corporation.

6. REQUIRED DOCUMENTS:

The following forms must be submitted with each bid:

6.1 Equal Employment Opportunity Policy Statement (Exhibit A-1)

6.2 MWBE Utilization Plan (Exhibit A-2) when applicable (see Section 7 below)

6.3 SDVOB Utilization Plan (Exhibit A-3) when applicable (see Section 7 below)

6.4 Respondent Data Form (Exhibit B)

6.5 Non-Collusive Bidding Certification (Exhibit C)

6.6 Disclosure, Affirmation and Certification in accordance with State Finance Law §§ 139-j and 139-k (Exhibit D).

6.7 Sexual Harassment Policy Statement (Exhibit E)

6.8 Bid Form (Exhibit F)

6.9 Vendor’s Certificate of Insurance (COI)

6.10 Performance Bond

6.11 Bid Response (Bid should include everything in Section 5 of the IFB and further detail in

013300 of Appendix C).

7. MWBE AND SDVOB REQUIREMENTS:

7.1 Equal Opportunity, Service-Disabled Veteran-Owned Business, and Minority/Women-

Owned Business Enterprise Utilization. ECMCC is committed to promote equality of economic opportunity for minority group members and women, service-disabled veterans, and the facilitation of minority and women-owned business enterprise (“MWBE”) and service-disabled veteran-owned business (“SDVOB”) participation. In accordance with Articles 15-A and Veterans’ Service Law Article 3 of the

New York State Executive Law and the regulations set forth at 5 NYCRR Parts 140-

144 and 9 NYCRR Part 252, by submitting a bid, the respondent agrees to be bound by the provisions and follow the instructions set forth in Exhibit A to this IFB.

7.2 Utilization Plans. If Section 7.3 reflects that MWBE and/or SDVOB participation requirements apply to this IFB, Respondents are required to submit an MWBE and/or

SDVOB Utilization Plan (see Exhibit A-2 and Exhibit A-3) with their bid in accordance with, 5 NYCRR 142.6(a) and 9 NYCRR 252.2(i).

7.3 Goals and Excluded Contracts. The MWBE and SDVOB goals for this IFB are as follows:

0 MBE, 0 WBE, and 0 SDVOB. In the event that there are no utilization requirements applicable to this IFB, the IFB is for an expenditure that is excluded from ECMCC’s

MWBE or SDVOB program and respondents are not required to submit an MWBE and/or

SDVOB Utilization Plan. However, under all circumstances, respondents are encouraged to solicit MWBE and SDVOB utilization and to submit MWBE and SDVOB Goal Plans, and ECMCC may consider respondent’s proposed MWBE and SDVOB utilization in determining which bid represents the best value to ECMCC.

8. GENERAL INSTRUCTIONS TO BIDDERS:

8.1 Submitting responses to this offering: Respondents are strongly encouraged to submit responses electronically via the Bonfire Portal. Electronic bids via the Bonfire Portal must be submitted by the deadline indicated on the IFB or they will not be accepted.

Mailed/Delivered responses are also allowed for this offering. A minimum of two (2) signed and printed copies must be included in the sealed envelope, along with a flash drive with an electronic copy of the bid in PDF format. Mailed bids will be scanned and manually entered into the Bonfire Portal for the evaluation purposes following opening.

All responses must be received by ECMCC by the submission deadline indicated.

ECMCC will not be responsible for any failure to meet submission deadlines due to delays caused by mail carriers or any errors in mailing submissions on the part of respondents.

8.2 By submitting a response, respondents agree to both the terms of this IFB as well as

ECMCC’s standard terms and conditions attached to this IFB as Appendix A. ECMCC reserves the right to reject any bid in which the respondent objects to or attempts to modify the language of either this IFB or Appendix A.

8.3 Insurance in the amounts designated in the attached Appendix B shall be procured by the successful bidder before commencing work and no later than fourteen (14) days after notice of award, which insurance shall be maintained without interruption for the duration of the

Contract in the kinds and amounts specified by ECMCC. If the insurance is not provided in acceptable form within this period of time, then the Director of Purchasing may declare the vendor non-responsible and award the contract to the next lowest responsible vendor.

Certificates of insurance shall be furnished by the successful bidder in conformity with the

ECMCC standard insurance certificate.

8.4 All services must be provided in accordance with all applicable local, state and federal regulations and laws, community standards of practice and ECMCC’s policies and procedures. Each representative that is on-site is required to register with Symplr, ECMCC’s vendor credentialing company, and must comply with their requirements. The vendor is responsible for all costs associated with Symplr’s services.

8.5 Any change in wording or interlineations by a bidder of the IFB as published by ECMCC shall be reason to reject the bid of such bidder, or in the event that such change in the IFB is not discovered prior to entering into a contract, to void any contract entered into pursuant to such IFB.

8.6 For the purpose of determining which bid represents best value, it shall be the obligation of all bidders to present information and documentation to ECMCC to establish that the successful bidder possesses sufficient capital resources, skill, judgment and experience to perform the work or deliver the material, as per the IFB scope of services and specifications.

8.7 Failure to perform or meet delivery schedules as per the accepted bid or resulting contract may result in legal action by ECMCC to recover damages.

8.8 The successful bidder shall comply with all laws, rules, regulations and ordinances of the

Federal Government, the State of New York and any other political subdivision or regulatory body which may apply to its performance under this contract.

8.9 Any cash discount which is part of a bid will be considered as a reduction in price in determining the award of the bid.

8.10 ECMCC may, as the need arises, order changes in the work through additions, deletions or modifications without invalidating the contract. Additional work for which an existing compensation structure does not exist may also be requested by ECMCC on an as-needed basis. Accordingly, compensation for any such services shall be adjusted by negotiation and agreement between the contractor and ECMCC.

8.11 Any additional information which the bidder desires to add to the bid shall be attached to and submitted with the formal bid on a separate sheet of paper.

8.12 The bid is firm and irrevocable for a period of 60 days from the date and time of the bid opening. If a contract is not awarded within the 60 day period, a bidder to whom the contract has not been awarded may withdraw his bid by serving written notice of his intention to do so upon the ECMCC Purchasing Department.

8.13 Prices charged to ECMCC are to be no higher than those offered to any other governmental or commercial consumer. If bidder’s organization has a New York State or a Federal GSA contract for any of the items covered in this IFB or any similar items, bidder shall so indicate in its bid and supply a copy of such contract within five (5) days of a request by

ECMCC.

8.14 The unit prices shall remain firm, and any other pricing, quote or charges in the bid shall also remain firm, for delivery of the equipment, material, work or services described in this

IFB. No cost increase not covered in the bid shall be charged for any reason whatsoever unless agreed upon by ECMCC.

8.15 In executing their bid, the bidder affirms that all of the requirements of the specifications are understood and accepted by the bidder, and that the prices quoted include all required materials and services. The bidder affirms they have checked all of the bid figures and understands that ECMCC will not be responsible for any errors or omissions on the part of the bidder in preparing the bid. Mistakes or errors in the estimates, calculations or preparation of the bid shall not be grounds for the withdrawal or correction of the bid or any bid security.

8.16 Restrictions on contact during the IFB process. Pursuant to State Finance Law Sections

139-j and 139-k, this IFB includes and imposes certain restrictions on communication between bidders and ECMCC during the procurement process. A bidder is restricted from making contacts from the date the IFB is issued through the final contract award by

ECMCC (the "Restricted Period"). During the Restricted Period, bidders may only contact the designated contact regarding this IFB. The designated contact is identified on the cover page of this IFB. Bidders are responsible for complying with State Finance Law

Sections 139-j and 139-k. Directors, officer and employees of ECMCC are required to record certain information when contacted during the Restricted Period. A review of whether such contacts were permissible contacts will be considered in connection with any determination of responsibility of the bidder. Failure of any bidder to timely certify or to disclose accurate and complete information or the submission of any intentionally false or intentionally incomplete certification may result in the rejection of the contract award or if such contract has been executed, then the immediate termination of the contract. Violations may result in debarment of the bidder from proposing on or obtaining governmental procurement contracts in the State of New York.

8.17 Freedom of Information Law. During the evaluation process, the content of each IFB will be held in confidence and details of any IFB will not be revealed (except as may be required under the Freedom of Information Law or other State law). The Freedom of

Information Law provides for an exemption from disclosure for trade secrets or information the disclosure of which would cause injury to the competitive position of commercial enterprises. This exception would be effective both during and after the evaluation process. If the bid contains any such trade secrets or other confidential or proprietary information, the bidder must submit a request to exempt such information from disclosure. Such request must be in writing, must state the reasons why the information should be exempt from disclosure and must be provided at the time of submission of the subject information. Requests for exemption of the entire contents of a bid from disclosure have generally not been found to be meritorious and are discouraged. Bidders must limit any requests for exemption of information from disclosure to bona fide trade secrets or specific information, the disclosure of which would cause a substantial injury to the bidder’s competitive position. ECMCC assumes no responsibility for disclosure of unmarked data for any purpose. ECMCC will review such designations in making its determination whether disclosure is required, which determination shall be binding on the bidder.

8.18 Performance Bond and Payment Bond

(Include a bonds with construction)

[X] A performance bond in the amount of five percent (5%) of the amount of the total bid shall be furnished by the contractor. Said Performance Bond shall be issued and executed by a solvent bonding company authorized to do business within the State of New York.

The Performance Bond shall guarantee the fulfillment of the formal bid and conditions of the contract.

[ ] No performance bond shall be required.

8.19 Changes in the work. ECMCC may, as the need arises, order changes in the work through additions, deletions, or modifications without invalidating the contract. Compensation, as it may be affected by any change, shall be adjusted by agreement between the contractor and ECMCC.

8.20 Bid offering material other than that of specified manufacturer or brand will be considered unless stated otherwise. The use of the name of a particular manufacturer, trade name, or brand in describing an item does not restrict a bidder to that manufacturer or specific article, unless specifically stated otherwise. However, the substituted article on which a bid is submitted must be of such character or quality that it would serve the purpose for which it is to be used equally as well as the manufacturer or brand specified. Bids will be accepted in accordance with specifications on file or approved equal.

8.21 If material or services other than those specified in this bid document are offered, the bidder must so state and furnish at the time of bid opening, if so requested, and as part of his bid a complete description of the item offered and a detailed explanation of the differences between the item specified and the item offered. If, in the opinion of the

ECMCC Purchasing Department, sufficient detail is not presented as a part of the sealed bid to permit definitive evaluation of any substitute item, the bid will not be considered.

8.22 Any additional information which the bidder desires to submit with its bid shall be written on a separate sheet of paper, attached to and submitted with the formal sealed bid, to be read at bid opening.

8.23 Workmanship must meet with the approval of the Department head involved with the procurement, and shall be first class in every respect without exception and shall be equal to the best modern practices. Materials, supplies and equipment furnished are to be new and unused, unless otherwise specified. All materials, supplies and equipment furnished or work performed is to be guaranteed free from defects. Anything found defective or not meeting specifications, no matter in what state of completion, may be rejected and shall be reimbursed or replaced by the contractor (at ECMCC’s option) at the contractor’s expense.