2026.07.15_CACV_Locomotive #3051 Wheel Replacement RFQ.pdf

CACV Locomotive #3051 Wheel Replacement Page 1 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946

Leatherstocking Railway Historical Society;

dba Cooperstown & Charolette Valley Railroad, (CACV)

Request for Quote

Locomotive #3051 Wheel Replacement

NYSDOT: PIN 9935.51.301, Contract: DR38946

The Leatherstocking Railway Historical Society; dba Cooperstown & Charolette Valley Railroad, (CACV) is seeking quotes from interested Vendors / Contractors to perform all work necessary to replace all eight (8) wheels on their four (4) axle American Locomotive S4 #3051. Responses are due by 5:00pm (EST) on Friday, August 7, 2026 via email to both:

• Bruce Hodges: bruce.hodges@cooperstowntrain.com

• Carl Rode: crode@cscos.com

The wheel replacements to Locomotive #3051 by the CACV is funded through a New York State

Department of Transportation, Passenger Freight Rail Assistance Program (PFRAP) grant awarded to the CACV in 2022; NYSDOT PIN 9935.51.301, Contract #DR38946. A contract will be awarded to the Vendor / Contractor submitting the lowest responsible quote meeting the requirements.

Table of Contents:

Request for Quote 7 Pages

Locomotive #3051 Wheel Replacement Quote Form 2 Pages

Exhibit “A” – Appendix A – Standard Clauses for New York State Contracts 7 Pages

Exhibit “B” – Appendix A-1 – Supplemental Title VI Provisions (Civil Rights Act) 2 Pages

Cooperstown & Charolette Valley RR ALCO S4 #3051 mailto:bruce.hodges@cooperstowntrain.com mailto:crode@cscos.com

Request for Quote

CACV Locomotive #3051 Wheel Replacement Page 2 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946

Description of Work: Replacement of all eight (8) wheels on CACV’s four (4) axle American

Locomotive S4 #3051 as follows:

• CACV will perform the removal and reinstallation of the locomotive's two (2) truck assemblies and four (4) wheel assemblies with their own labor and equipment.

• CACV has a 160-ton railroad crane at their shop to load the truck assemblies onto a trailer(s) for transport to the selected Vendor’s / Contractor’s shop and subsequently to unload them upon return.

• Repairs to include:

o Reconditioning of the four axles, including conversion of current friction type bearings to roller bearings.

o Bore/mount and install eight (8) new Fat 40” wheels on the four (4) reconditioned axles.

o Cleaning, inspection, and repairs performed as necessary to the two (2) truck assemblies including renewal and/or replacement of worn components.

o Cleaning, inspection and repairs performed as necessary to the gear case including renewal and/or replacement of worn components.

o Performance of a basic overhaul to the four (4) 731 traction motors.

• All wheels, parts, components, hardware, etc. scheduled for replacement shall be carefully removed, saved, and returned to the CACV upon return of the completed truck and wheel assemblies.

• Following completion of repairs, truck assemblies shall be painted black.

• Shipping of the truck assemblies may be provided by either the CACV or the selected

Vendor / Contractor. Indicate your shipping capability and cost on the “Locomotive

#3051 Wheel Replacement Quote Form.” CACV reserves the right to use either the

Quoter’s shipping services or its own.

CACV Location: 136 East Main Street, Milford, NY 13807

CACV Locomotive #3051 Wheel Replacement Page 3 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946

RFQ Deadline: Responses are due by 5:00pm (EST) on Friday, August 7, 2026. To be considered, quotes must include:

• Completed bid form;

• Proposed start date and estimated work duration;

• Defined quality assurance and warranty terms;

• Any supporting information (assumptions, methods, processes, etc.);

• Project lead/manager contact information;

• RFQ signed by an authorized representative

Responses to the RFQ shall be emailed to both:

• Bruce Hodges: bruce.hodges@cooperstowntrain.com

• Carl Rode: crode@cscos.com

These specifications establish minimum requirements. Quotes must fully comply with the RFQ;

any unauthorized conditions, deviations, or insufficient technical detail may result in rejection. It is the submitter’s responsibility to review all specifications.

CACV may hold quotes for up to forty-five (45) days for review. Quotes may not be withdrawn during this period without CACV’s consent.

Interpretation & Questions: In order to be fair to all Submitter’s, no oral interpretations or responses to questions will be made. Every request for such a consideration shall be made in writing. Based on such inquiry, the CACV may choose to issue an Addendum in accordance with

New York State laws.

All questions and inquiries shall be directed via email to both:

• Bruce Hodges: bruce.hodges@cooperstowntrain.com

• Carl Rode: crode@cscos.com

Questions are due by 5:00pm (EST) Friday, July 31, 2026; responses will be issued by addendum by 5:00pm (EST) Tuesday, August 4, 2026.

To view the locomotive during the RFQ period, coordinate directly with Bruce Hodges.

Standards and Specifications: All workmanship and materials shall be in compliance with applicable industry standards and specifications including but not limited to those of the Federal

Railroad Administration (FRA), New York State Department of Transportation (NYSDOT), American

Society for Testing Materials (ASTM), American National Standards Institute (ANSI), American

Association of Railroads (AAR), American Welding Society (AWS), American Iron and Steel Institute

(AISI), American Society of Mechanical Engineers (ASME), Code of Federal Regulations (CFR), The

Official Railway Equipment Register, etc.

mailto:bruce.hodges@cooperstowntrain.com mailto:crode@cscos.com mailto:bruce.hodges@cooperstowntrain.com mailto:crode@cscos.com

CACV Locomotive #3051 Wheel Replacement Page 4 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946

Quality Assurance & Warranty: Replacement products and parts shall meet all applicable specifications, contract requirements, and be free from defects in materials and workmanship for at least two (2) years or 2,000 operating hours.

Deliverables: Upon completion of work and return of truck and wheel assemblies to the CACV, all technical sheets, material certifications, parts data sheets, and inspection or testing reports for replacement parts, components, and work performed shall be provided for the CACV’s records.

Schedule of Work: Include the anticipated start date and estimated work duration on page 2 of the “Locomotive #3501 Wheel Replacement Quote Form”. Locomotive #3051’s trucks and wheel assemblies are currently removed and ready for shipment. All work should aim to be completed on or before Thursday, December 31, 2026.

Payment: Payments are expected as follows:

• 25% upon arrival at the repair facility

• 50% upon repair completion

• 25% upon return to CACV

Invoices shall follow this schedule and include progress to date, upcoming activities, and work-in-progress photos. CACV may consider alternative payment schedules, but any alternative must include at least three (3) invoice periods, with no invoice exceeding 50% of the agreed cost or submitted more often than every three (3) weeks.

Prevailing wage rates are NOT required.

Notice of Award / Notice to Proceed: Following award, the selected Vendor / Contractor shall review the scope and schedule to finalize with the CACV and provide any requested information.

Upon agreement and receipt of required information, CACV will issue a Notice to Proceed.

Build America / Buy America: Materials, parts, and components shall be domestically sourced when possible.

CACV Locomotive #3051 Wheel Replacement Page 5 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946

Minority Enterprise Firm Participation: This project has qualified for an In Year Exclusion (IYE) waiving participation goals however, Vendors / Contractors are still encouraged to utilize New

York State recognized minority enterprise firms to participate in the performance of the proposed scope of work.

• Minority Owned Business Enterprise (MBE) Goal: 0.0% (IYE)

• Woman Owned Business Enterprise (WBE) Goal: 0.0% (IYE)

• Service Disable Veteran Owned Business (SDVOB) Goal: 0.0% (IYE)

Minority enterprise firms may be searched using the following directories:

• New York State Contract System Website (MWBE Directory):

https://ny.newnycontracts.com/

• New York State Certified Service-Disabled Veteran Owned Business Website (SDVOB

Directory): https://sdves.ogs.ny.gov/business-search

Non-Collusive Bidding Certifications (NYS Finance Law §139-D):

1. Every bid hereafter made to the state or any public department, agency or official thereof, where competitive bidding is required by statute, rule or regulation, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury:

a. By submission of this bid, 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 his 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;

2) Unless otherwise required by law, the prices which have been quoted in this bid 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;

3) 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 bid for the purpose of restricting competition.

b. A bid shall not be considered for award nor shall any award be made where a. (1)(2) and (3) above have not been complied with; provided however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and https://ny.newnycontracts.com/ https://sdves.ogs.ny.gov/business-search

CACV Locomotive #3051 Wheel Replacement Page 6 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946 shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where a. (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the state, public department or agency to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder: (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of subparagraph 1.a.

2. Any bid hereafter made to the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule or regulation, and here such bid contains the certification referred to in subdivision one of this section, shall be deemed to have been authorized by the board of directors of the bidder and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

Changes, Contingencies, Extra Work & Deductions: Whenever the CACV determines that from any unforeseen cause the terms of any contract should be altered to provide for changes, contingencies, extra work, or the deletion of work, a change order may be issued to the

Contractor/Vendor. Upon direction by the CACV, the Contractor/Vendor shall then promptly proceed with the work in accordance with the pertinent specifications. Such changes in quantities and alterations shall not invalidate the contract and the Contractor/Vendor shall perform the Work as altered.

No instructions, either written or verbal from any employee or agent of the CACV shall be construed as an order for changes until receipt by the Contractor/Vendor of written notification that a change order has been approved by the CACV.

Examination & Audit: The Contractor/Vendor agrees as follows:

a. During the effective term of this Agreement and for six (6) calendar years after final payment is made to the Contractor/Vendor under this Agreement, or such longer period as may be required for final disposition of the items mentioned in subparagraph (c.)

below, the Contractor/Vendor shall establish and maintain relevant books, records, payroll records, receipts, documents, papers and any other data or information which support

CACV Locomotive #3051 Wheel Replacement Page 7 of 7

NYSDOT PIN: 9935.51.301; Contract: DR38946 and substantiate the charges made to and payments received from the CACV under the

Agreement.

b. During this time, unless a longer period of time is required in order to comply with paragraph (c.) below, the CACV or duly authorized representatives shall have access to and the right to examine any relevant books, records, documents, papers, receipts, and any other data or information of Contractor/Vendor relating to this Agreement.

c. With respect to (1) litigation or the settlement of claims arising out of the performance of this Agreement or (2) charges by Contractor/Vendor to which the CACV takes exception, the CACV's right of access and examination, as well as the duty of Contractor/Vendor under paragraph (a) above, shall continue until disposal of such litigation, claims or exception.

Locomotive #3051

Wheel Replacement Quote Form

Line Item Description Quantity Unit Unit Cost Cost

Disassemble, Clean, and Reassemble Trucks, Including Painting

2 EA

2 Replacement Parts for Truck Assembly 2 EA

Reconditioning Axles, Including Conversion from Friction Type to Roller Type Bearings

4 EA

4 Bore, Mount and Install New Fat 40” Wheels 8 Ea

5 731 Traction Motor Basic Overhaul 4 EA

6 Other if Necessary; Please Describe Below 1 LS

7 Freight to and from CACV to Repair Facility* 1 LS

Line 6 "Other if Necessary" Description:

Total

Leatherstocking Railway Historical Society;

dba Cooperstown & Charolette Valley Railroad, (CACV)

Locomotive #3051 Wheel Replacement Quote Form NYSDOT: PIN 9935.51.301, Contract: DR38946

* Shipping of the truck assemblies may be provided by either the CACV or the selected Vendor / Contractor. Indicate your shipping capability and cost on this form. CACV reserves the right to use either the Quoter’s shipping services or its own.

Vendor capable or willing to provide freight (both directions)? If "YES" include cost on "Line Item 7" below, otherwise, indicate "NO".

Proposed Start Date of Work:

Estimated Duration of Repair Work:

Quality Assurance & Warranty Terms/Conditions: (include as attachment with quote or describe below)

Repair Facility Information:

Name: Name:

Address: Title:

Email:

Phone #: Direct Phone #:

Repair Facility Authorized Representative:

Name: Name:

Signature: Signature:

Title: Title:

Date: Date:

Leatherstocking Railway Historical Society;

dba Cooperstown & Charolette Valley Railroad, (CACV)

Locomotive #3051 Wheel Replacement Quote Form NYSDOT: PIN 9935.51.301, Contract: DR38946

Point of Contact / Project Manager

(Name and Contact Information):

Leatherstocking Railway Historical Society;

dba Cooperstown & Charolette Valley Railroad, (CACV):

(To be signed by authorized representaive of the CACV upon award and notice to proceed with selected Vendor / Contractor)

Exhibit “A”

Appendix A – Standard Clauses for

New York State Contracts

Exhibit 5b

Exhibit “B”

Appendix A-1 – Supplemental Title VI

Provisions (Civil Rights Act)

APPENDIX A-1 SUPPLEMENTAL TITLE VI PROVISIONS (CIVIL RIGHTS ACT)

(To be included in all contracts)

During the performance of this contract, the contractor, for itself, its assignees and successors in interest (hereinafter referred to as the "contractor") agrees as follows:

(1) Compliance with Regulations: The contractor shall comply with the Regulation relative to nondiscrimination in Federally assisted programs of the Department of Transportation of the United States, Title 49, Code of Federal Regulations, Part 21, and the Federal Highway Administration (hereinafter “FHWA”) Title 23, Code of Federal Regulations, Part 200 as they may be amended from time to time, (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

(2) Nondiscrimination: The Contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, religion, age, color, sex or national origin, sex, age, and disability/handicap in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor shall not participate either directly or indirectly in the discrimination prohibited by 49 CFR, section

21.5 of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the Regulations.

(3) Solicitations for Subcontractors, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor's obligations under this contract and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin, sex, age, and disability/handicap.

(4) Information and Reports: The contractor shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by NYSDOT or the FHWA to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information the contractor shall so certify to NYSDOT’s Office of Civil Rights or FHWA, as appropriate, and shall set forth what efforts it has made to obtain the information.

(5) Sanctions for Noncompliance: In the event of the contractor's noncompliance with the nondiscrimination provisions of this contract, NYSDOT shall impose such contract sanctions as it or the FHWA may determine to be appropriate, including, but not limited to:

a) Withholding of payments to the contractor under the contract until the contractor complies; and/or

b) Cancellation, termination or suspension of the contract, in whole or in part.

(6) Incorporation of Provisions: The contractor shall include the provisions of paragraphs (1) through (6) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto.

The contractor shall take such action with respect to any subcontractor procurement as NYSDOT or the FHWA may direct as a means of enforcing such provisions including sanctions for non-compliance: Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request NYSDOT to enter into such litigation to protect the interests of NYSDOT, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.