260079-Bid.pdf

NOTICE TO BIDDERS

NOTICE IS HEREBY GIVEN, that the Undersigned, on behalf of the Essex County Board of

Supervisors, will accept sealed bids at the Office of the Purchasing Agent until 2:00 P.M. on

September 22, 2026 for Inspection, Maintenance and Repair of Emergency Generators.

The bids shall be opened publicly and read aloud on September 22, 2026 at 2:00 P.M. at the Office of the Purchasing Agent, 7551 Court Street, Elizabethtown, New York 12932.

Bids are available at: https://www.co.essex.ny.us/wp/bid. Bids may be mailed or delivered to: Essex

County Purchasing, PO Box 217, 7551 Court Street, Elizabethtown, New York 12932.

All bids submitted in response to this notice shall be marked "SEALED BID – GENERATOR

MAINTENANCE" clearly on the outside of the envelope with the name and address of the bidder.

Please contact the Purchasing Office at (518) 873-3330 for additional information concerning the bidding.

Specifications and standard proposals for the proposed work may be obtained at the above address.

In the event that the Essex County Purchasing Office is closed the day of the Bid Opening due to unforeseen circumstances, the bid(s) will be opened the next business day that the Essex County

Purchasing Office is open. The Bid Submission time will remain the same.

Essex County affirmatively states that in regard to any contract entered into pursuant to these instructions, without regard to race, color, sex, religion, age, national origin, disability, sexual preference or Vietnam Era veteran status, disadvantaged and minority or women-owned business enterprises will be afforded equal opportunity to submit bids in response hereto.

Dated: August 28, 2026

Linda M. Wolf, CPA

Purchasing Agent

Essex County Government Center

7551 Court Street – PO Box 217

Elizabethtown, New York 12932 https://www.co.essex.ny.us/wp/bid

INSTRUCTIONS TO BIDDERS

Attention of the bidders is particularly called to the requirements as to the conditions of employment to be observed and minimum wage rates under the Contract.

All bids shall be submitted on the bid sheets included in the package, and no other forms shall be accepted.

Award will be made to the lowest responsive and responsible bidder for EACH LOT. The County will award

LOT 1 and LOT 2.

LOTS 3, 4, 5, and 6 will be awarded by individual Towns.

Hard Copy Bids can be submitted via USPS or delivery service or hand delivered to the Purchasing Office.

Essex County reserves the right to reject any and all bids not considered to be in the best interest of Essex County, and to waive any technical or formal defect in the bids which is considered by Essex County to be merely irregular, immaterial, or unsubstantial.

In addition to bid sheets, the bidder shall submit executed non-collusion bid certificates signed by the bidder or one of its officers as required by the General Municipal Law Sec. 103d. The bidder shall also submit an executed certificate of compliance with the Iran Divestment Act signed by the bidder or one of its officers as required by the General Municipal Law Sec. 103g.

A Contract awarded pursuant to this notice shall be subject to the provisions of Sections 103-1, 103-b, 103-d and

103-g of the General Municipal Law.

The contract shall be for a term of one year with the option to renew for two additional years upon mutual consent of the parties.

Questions will be received until six (6) days before the opening date. Please address all questions, in writing, to:

daniel.sadowski@essexcountyny.gov or linda.wolf@essexcountyny.gov.

Addenda will be posted on the Essex County Website, interested vendors are urged to check before submitting their bid.

Each bidder will need to complete, sign, have notarized and return the following documents with their Bid:

1) Vendor Responsibility Questionnaire

2) Certification of Compliance With Iran Divestment Act

3) Non-Collusive Bidding Certification

Payment will be made within 30 days of delivery and receipt of invoice.

mailto:daniel.sadowski@essexcountyny.gov mailto:linda.wolf@essexcountyny.gov

Specifications for Preventive Maintenance on Emergency Generators

Contractor is to provide all labor, equipment, materials, and supervision, as specified herein to inspect, test, maintain and repair generators at the Essex County Government Center in Elizabethtown, NY, the Essex County Public Safety Center in Lewis, NY, various Radio Site locations and various Towns in the county.

The contract will be for one year with the option to renew for an additional two years. Separate awards, based on Totals per Lot; awards may be made for each Individual Lot.

Each Town may be awarded separately. All scheduling shall be made with each Town individually and invoices shall be directly submitted to, and be the responsibility of, the Town for which the work was performed. The County will not be responsible for any work performed for any Town.

The work shall consist of routine inspections, annual oil/filter changes, operational checks, oil/coolant analysis, travel charges, and service record maintenance.

The work should be done semi-annually.

Emergency service shall be available 24 hours a day 7 days a week.

Inspect equipment listed in accordance with specifications set forth in the Inspection and Preventative Maintenance Checklist.

Perform scheduled oil sampling and coolant sampling on all units covered by this agreement.

Maintain service records on all maintenance and repairs, including oil and coolant sampling.

Properly dispose of used oil and filters generated by our services, leaving our portion of your job site environmentally clean.

Perform additional work as authorized. Such work will be based on our current rates for field service on the date the service is provided.

Work shall be performed under the normal business hours between 7 AM and 2 PM unless otherwise specified.

Contractor shall perform 2 site visits per year for each generator unless notified otherwise.

Contractor shall adhere to all regulations of the NYS Public Employee Safety and Health (PESH), good industry safety practice, and any special safety requirements of the County of Essex.

Contractor shall have necessary equipment and certifications to diagnose and troubleshoot each brand of generators listed for each LOT for which a Proposal is submitted.

LOT 1 GENERATORS

Description Model Location Contact

Unit 1 AA – Caterpillar

1500 KW

3512 – 84 gal

S/N: ZAH00293

Public Safety Building 702 Stowersville Rd Lewis NY

Jed Sprague 518-873-6923

Unit 2 CAT 3306 250 KW CAT SR4B Essex County Court House

7559 Court St. Elizabethtown NY Josh Meachem 518-873-6340

LOT 2 GENERATORS

Unit 1 Dayton

40 KW

4LM43

DPW Mobile Unit (on trailer) 8053 US Route 9 Elizabethtown NY

Unit 2 Kohler

40REZG

DSS (IT DANC)

7551 Court St Elizabethtown NY

Unit 3 Generac SD

175 KW

SD0175KDH1

Public Safety Building 702 Stowersville Rd Lewis NY

Jed Sprague 518-873-6923

Unit 4 Dayton

4W126 DPW (old Belfry Mt unit) 8053 US Route 9 Elizabethtown NY

LOT 3 GENERATOR – TOWN OF NORTH ELBA

Unit 1 Kohler

300KW

300REOZD

Town Hall 2693 Main Street Lake Placid NY

Terry Snyder 518-523-9516

LOT 4 GENERATORS – TOWN OF MORIAH

Unit 1 Cummins

250 KW

DQDAA-5768376

Wastewater Treatment Plant 29 Bulwagga Dr Port Henry NY

Chip Perry 518-546-8635

Unit 2 Kohler

30KW 30ROZ2281

Wastewater Pump Station 9 Titus Road Moriah Center NY

Chip Perry 518-546-8635

Unit 3 Kohler

200KW

200REOZV

Water Filtration Plant 15 Kelsi Way Mineville NY

Unit 4 Kohler

80KW

80ROZJ

Water Filtration Plant 26 Pump House Lane Port Henry NY

Unit 5 Kohler

30KW

30REOZJ

Water Pump Station 3184 Broad Street Port Henry NY

Unit 6 Kohler

60KW

60REOZJC

Wastewater Pump Station 8 Dock Lane Port Henry NY

Unit 7 Olympian

D60P2 Wastewater Pump Station Co Route 4 - Tarbell Hill Road Moriah NY

LOT 5 GENERATORS – TOWN OF JAY

135KW 135ROZJ

Highway Dept 168 Valley Rd Jay NY

Chris Sorrell 518-225-4599

Unit 2 Kohler

30KW 30ROZJ

W3 Water Pump Station 585 Valley Rd Jay NY

Paul Mintz 518-647-2204 Ext. 151

Unit 3 Detroit Diesel Corp

38 KW 35G8G

W2 Nugent Water Plant 73 Nugent Rd Jay NY

Paul Mintz 518-647-2204 Ext. 151

Unit 4 Generac

100KW

SD0080KG174

W1 AuSable Water Plant 196 Grove Rd AuSable NY

Paul Mintz 518-647-2204 Ext. 151

Unit 5 Kohler

80KW 80REZJ

AuSable Forks Water Portable Stored at Highway Dept 168 Valley Rd Jay NY

Paul Mintz 518-647-2204 Ext. 151

Unit 6 Kohler

135KW 135ROZJ

Town Hall – Community Center 11 School Lane AuSable Forks NY

Matt Stanley 518-647-2204 Ext. 103

Unit 7 Kohler

180KW 80REOZJF-CPI

Sewer Plant Facility 81 Lagoon Lane AuSable Forks NY

Paul Mintz 518-647-2204 Ext. 151

Unit 8 Onan

20KW 20DGAB39424F

Sewer Facility – Quonset Hut 81 Lagoon Lane AuSable Forks NY

Paul Mintz 518-647-2204 Ext. 151

Unit 9 Kohler

20KW 20REOZK

Grove Sewer Pump Station 36 School Lane AuSable Forks NY

Paul Mintz 518-647-2204 Ext. 151

Unit 10 Kohler

15KW 15REOZK

Jersey Sewer Pump Station 3 Burt Lane AuSable Forks NY

Paul Mintz 518-647-2204 Ext. 151

Unit 11 Kohler

15KW 15REOZK

Intervale Sewer Pump Station 14144 NYS Route 9N AuSable Forks NY

Paul Mintz 518-647-2204 Ext. 151

LOT 6 GENERATORS – TOWN OF SAINT ARMAND

125KW

125REOZJG

PTB

56 River Road Bloomingdale NY

Davina Thurston 518-891-3189 ext 1

Unit 2 Kohler

60REZGB

WWTP

112 River Road Bloomingdale NY

Unit 3 Caterpillar

40KW

D40-4 Water Department 3 Canal Lane Bloomingdale NY

Unit 4 Caterpillar

D60-4 Water Department 1747 NYS Route 3 Bloomingdale NY

Unit 5 Dayton

20KW

3183970 Town Hall Main Street Bloomingdale NY

Inspection and Maintenance services to be provided will include the following:

I. ENGINE

A. Lubrication System

1. Check oil level

a. Inspect for evidence of contaminations.

2. Visual inspection of front and rear crankshaft seals and lubrication system gaskets for leaks.

3. Visual inspection of pipes and hoses for leaks and condition.

4. Check for evidence of excessive crankcase pressure.

B. Fuel System

1. Visually inspect flexible fuel lines for condition and leaks.

2. Inspect fuel supply from engine to day tank for condition and security.

3. Drain water separator if applicable/ necessary.

4. Inspect engine fuel lines, pump, and filters for leaks, condition and security.

5. Inspect and lubricate governor actuator to rack and ball joints.

C. Air System

1. Inspect air filters for condition and security, tighten clamps and brackets as required.*

2. Inspect turbo outlet hoses and pipes for condition and security, tighten clamps and brackets as required.*

D. Cooling System

1. Check coolant level.

2. Check and record freeze protection.

3. Chemical test corrosion protection.

4. Inspect fan shrouds, guards and brackets for condition and security

5. Inspect radiator core for cleanliness, condition and security.

6. Inspect fan drive belt for condition and proper tension.

7. Inspect coolant hoses and pipes for condition and security.

8. Check operation of intake and exhaust louvers if applicable.

9. Check operation of jacket water heater.

E. Exhaust System

1. Inspect exhaust pipes and flexes where accessible for security and evidence of leaks.

2. Inspect muffler supports for condition and security.

3. Operate condensate drains as applicable.

F. Electrical System (Engine)

1. Inspect starter cables, wire and connectors for condition and security.

2. Check and record starting battery float voltage.

3. Check electrolyte level (lead acid batteries).

4 Check charger for proper operation and output.

5. Check battery charging alternator connections if applicable.

6. Visually inspect on engine wiring connections for condition and security.

II. GENERATOR

A. Mechanical

1. Visually inspect mounting bolts for security and condition.

2. Inspect fan guard for condition and security.

3. Inspect air inlet screen for cleanliness, condition and security.

B. Controls

1. Check operation of auto start and remote controls.

2. Check operation and AC and engine instruments.

3. Check operation of generator set associated indicators and lights.

4. Check and adjust as required* system frequency and voltages.

C. Running Checks

1. Start and run unit at no load and make entry on log form.

2. Complete general walk around inspection.

3. Visually inspect for leaks.

4. Check for abnormal noise or vibration.

D. Departure Checks

1. Reset all controls to automatic.

2. Confirm circuit breaker in correct position.

3. Confirm fuel valves are in the correct position.

4. Confirm battery charger is on.

5. Confirm day tank controls are on.

6. Confirm that louver controls are on.

7. Confirm that jacket water heater is on.

*As required - 1. According to published manufactures’ specification or recommendation.

- 2. Where not published according to sound practices.

EXHIBIT C

INSURANCE REQUIREMENTS – PUBLIC WORKS CONTRACTORS

I. The Contractor and each of its subcontractors shall procure and maintain during the entire term of the contract the following required insurance:

Commercial General Liability Insurance $1,000,000 per occurrence / $2,000,000 aggregate, including coverage for liability assumed by contract, completed operations, explosion, collapse, underground hazard and products liability.

Automobile Liability $1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles.

Workers’ Compensation Statutory Workers’ Compensation and Employers’ Liability Insurance for all employees.

Owners & Contractors Protective Liability Insurance $2,000,000 per occurrence / $2,000,000 aggregate.

Excess/Umbrella Liability Insurance $1,000,000 per occurrence / $2,000,000 aggregate.

II. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the Contractor hereby agrees to name the County as:

(a) an additional insured on the Contractor's Commercial General Liability, Automobile Liability and Excess/Umbrella Liability insurance policies, and

(b) a named insured on the Owners & Contractors Protective Liability Insurance Policy.

III. The policy/policies of insurance furnished by the Contractor shall:

be from an A.M. Best rated “A” New York State licensed insurer; and contain a 30-day notice of cancellation

IV. The Contractor agrees to indemnify the County for any applicable deductibles.

V. Contractor acknowledges that failure to obtain such insurance on behalf of the County constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the County. Prior to commencement of work or use of facilities, the Contractor shall provide to the County proof that such requirements have been met by furnishing certificate(s) of such insurance, and the declarations pages from the policies of such insurance. The failure of the County to object to the contents of the certificate(s) and/or declarations pages, or the absence of same, shall not be deemed a waiver of any and all rights held by the County.

VI. All certificates of insurance will provide 30 days notice to the county of cancellation or non-renewal.

VII. Contractor and subcontractor waives all rights of subrogation against the owner and will have the General Liability, Umbrella Liability Workers’ Compensation policies endorsed setting forth this Waiver of Subrogation.

VIII. All policies will also contain no exclusions with respect to Section 240 and 241 of the NYS Labor Law.

IX. The County shall be listed as an additional insured on a primary and non-contributory basis.

X. All Contractors Subcontractors shall comply with these provisions and shall list the County as additional insured on a primary and non-contributory basis.

APPENDIX D - STANDARD CLAUSES FOR ESSEX COUNTY CONTRACTS

1. Independent Contractor Status The parties each acknowledge, covenant and agree that the relationship of the Contractor to the County shall be that of an independent contractor. The Contractor, in accordance with its status as an independent contractor, further covenants and agrees that it:

(a) will conduct itself in accordance with its status as an independent contractor;

(b) will neither hold itself out as nor claim to be an officer or employee of the County; and

(c) will not make any claim, demand or application for any right or privilege applicable to an officer or employee of the County, including but not limited to workers' compensation benefits, unemployment insurance benefits, social security coverage or retirement membership or credits.

2. Contractor To Comply With Laws/Regulations The Contractor shall at all times comply with all applicable state and federal laws, rules and regulations governing the performance and rendition of the services to be furnished under this agreement.

3. Licenses, Permits, Etc.

The Contractor shall, during the term of this agreement, obtain and keep in full force and effect any and all licenses, permits and certificates required by any governmental authority having jurisdiction over the rendition and performance of the services to be furnished by the Contractor under this agreement.

4. Termination This agreement may be terminated without cause by either party upon 30 days prior written notice, and upon such termination neither party shall have any claim or cause of action against the other except for services actually performed and mileage expenses actually incurred prior to such termination. Notwithstanding the foregoing, this agreement may be immediately terminated by the County:

(a) for the Contractor's breach of this agreement, by serving written notice of such termination stating the nature of the breach upon the Contractor by personal delivery or by certified mail, return receipt requested, and upon such termination either party shall have such rights and remedies against the other as provided by law; or

(b) upon the reduction or discontinuance of funding by the State or Federal governments to be used in furnishing some or all of the work, labor and/or services provided for under this agreement, and upon such termination neither party shall have any claim or cause of action against the other except for services actually performed and expenses (if the same are to be paid under this agreement) actually incurred prior to such termination.

5. Defense & Indemnification The Contractor shall defend, indemnify and hold harmless the County to the fullest extent allowed by law, and notwithstanding any insurance requirements, from and against any and all liability, losses, claims, actions, demands, damages, expenses, suits, judgments, orders, causes of action and claims, including but not limited to attorney’s fees, legal costs, and all other costs of defense, by reason of any liability whatsoever imposed by law or otherwise upon the County for damages to person, property or of any other kind in nature, including but not limited to those for bodily injury, property damage, death arising out of or in connection with its officers, employees, agents, contractors, sub-contractors, guests or invitees negligence or its/their performance or failure to perform this agreement. This language shall be inserted by Contractor in all agreements between Contractor and its subcontractors and subcontractors will indemnify and hold harmless the County pursuant to its terms.

6. Discrimination Prohibited The services to be furnished and rendered under this agreement by the Contractor shall be available to any and all residents of Essex County without regard to race, color, creed, sex, religion, national or ethnic origin, handicap, or source of payment; and under no circumstances shall a resident's financial ability to pay for the services provided be considered unless such consideration is allowed by State and/or Federal law, rule or regulation.

7. Non-Discrimination In Employment The Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, age, disability or marital status. In the event that this is a contract to be performed in whole or in part within the State of New York for (a) the construction, alteration or repair of any public building or public work, (b) for the manufacture, sale or distribution of materials, equipment or supplies, (c) for building service, the Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed, color, disability, sex or national origin:

(1) discriminate in hiring against any citizen who is qualified and available to perform the work; or

(2) discriminate against or intimidate any employee hired for the performance of work under this contract.

The Contractor agrees to be subject to fines of $50.00 per person per day for any violation of this paragraph, as well as to possible termination of this contract or forfeiture of all moneys due hereunder for a second or subsequent violation.

8. Damage/Injury To Persons & Property The Contractor shall promptly advise the County of all damages to property of the County or of others, or of injuries incurred by persons other than employees of the Contractor, in any manner relating, either directly or indirectly, to the performance of this agreement.

9. Records The Contractor shall establish and maintain complete and accurate books, records, documents, accounts and other evidence directly pertinent to performance under this contract (hereinafter collectively "the Records") in accordance with the following requirements:

(a) the Records must be kept for the balance of the calendar year in which they were made and for six (6) additional years thereafter;

(b) the County Auditor, State Comptroller, the Attorney General or any other person or entity authorized to conduct an examination, as well as the agency or agencies involved in this contract, shall have access to the Records during normal business hours at an office of the Contractor within the State of New York, or, if no such office is available, at a mutually agreeable and reasonable venue within the State, for the term specified above for the purposes of inspection, auditing and copying.

The County shall take reasonable steps to protect from public disclosure any of the records which are exempt from disclosure under Section 87 of the Public Officers Law (the "Statute") provided that: (i) the Contractor shall timely inform an appropriate County official, in writing, that said records should not be disclosed; and (ii) said records shall be sufficiently identified and designation of said records as exempt under the statute is reasonable. Nothing contained herein shall diminish, or in any way adversely affect, the County's right to discovery in any pending or future litigation.

10. Claims For Payment All invoices or claims for which payment is sought from the County must be submitted in accordance with the following:

(a) each claim for payment must include

(1) an invoice detailing the claim,

(2) copies of all documentation supporting the claim,

(3) a properly completed County standard voucher, which includes

(i) the County contract number under which payment is being claimed, AND

(ii) the payee's Federal employer identification number or Federal social security number, or both such numbers when the payee has both such numbers. [Failure to include this number or numbers will prevent and preclude payment by the County; except that where the payee does not have such number or numbers, the payee, on the invoice or County voucher, must give the reason or reasons why the payee does not have such number or numbers and such reasons constitute a valid excuse under law.]

(b) Unless otherwise provided in this agreement, each claim for payment must be submitted to the County no later than 30 days after the work, labor, materials, and/or services for which payment is claimed were rendered or furnished.

(c) Notwithstanding any other provision of this agreement, no claim for payment shall be valid, and the County shall not be liable for payment thereof, unless it is submitted to the County within 30 days of the close of the calendar year in which the work, labor, materials, and/or services for which payment is claimed were rendered or furnished.

(d) Unless otherwise provided in this agreement, the requirements of this paragraph 10, and/or of any other provisions of this agreement which supersede the same, shall constitute conditions precedent to the County’s payment obligation, and failure to comply with any or all of said requirements shall entitle the County to deny payment.

(e) As a further condition of payment, each claim of payment shall be accompanied by a Contractor and Sub-Contractor Progress Payment Waiver, Release and Discharge, and each Final Payment shall be accompanied by a Contractor and Sub-Contractor Final Payment, Waiver and Release form. As well as a Contractor Affidavit relative to Final Payment. Copies of these forms are attached and made a part hereof. (Please disregard if these forms do not pertain).

11. Consent In the event that State or Federal law requires the recipient of services to be furnished and rendered under this agreement to give his/her prior consent thereto, the contractor shall obtain such person's consent and furnish proof thereof to the County.

12. Executory Clause The County shall have no liability under this contract to the Contractor or to anyone else beyond the funds appropriated and available for this contract.

13. Public Work & Building Service Contract Requirements If this is a public work contract covered by Article 8 of the Labor Law or a building service contract covered by Article 9 thereof:

(a) neither the Contractor's employees nor the employees of its subcontractors may be required or permitted to work more than the number of hours or days stated in said statutes, except as otherwise provided in the Labor Law and as set forth in prevailing wage and supplement schedules issued by the State Labor Department; and

(b) the Contractor and its subcontractors must pay at least the prevailing wage rate and pay or provide the prevailing supplements, including the premium rates for overtime pay, as determined by the State Labor Department in accordance with the Labor Law.

14. Public Work Contracts – Hazardous Substances If this is a contract for public work, the Contractor agrees as follows:

(a) the Contractor acknowledges that the County uses and/or produces various substances which may be classified as hazardous under OSHA’s Hazard Communication Standard;

(b) the Contractor recognizes the use of said substances by the County and acknowledges that the County has provided, or upon request will provide, the Contractor with a description of such substances which may be present in the area of the County’s facility/facilities to which the Contractor may have accessed during the performance of this contract;

(c) the Contractor acknowledges that the County has provided, or upon request will provide, suggestions for appropriate protective measures which should be observed when the Contractor is in the area of any such hazardous substances;

(d) the Contractor agrees to be solely responsible for providing training and information to its employees regarding any such hazardous substances, as well as of any protective measures suggested by the County;

(e) the Contractor agrees to be solely responsible to ensure that the Contractor’s employees observe protective measures during the performance of their duties in the performance of the contract, and that all such protective measures will be at least as stringent as those suggested or which would have been suggested by the County;

(f) in the event that the Contractor’s performance of the work under this contract requires the use of any hazardous substances, the Contractor shall notify the County in advance of bringing in and/or using such substances in or upon County property and suggest to the County appropriate measures to be observed by the County, its officers and employees, and/or the public; and

(g) in the event the Contractor fails in whole or in part to comply with the terms of this paragraph, the County shall have the right to interrupt the Contractor’s work and/or terminate this contract, and the Contractor shall be prohibited from renewing such work until all applicable safety and health procedures and practices are implemented by the Contractor.

15. Disputes Disputes involving this contract, including the breach or alleged breach thereof, may not be submitted to binding arbitration, but must, instead, be heard in the Essex County Supreme Court or any other court of competent jurisdiction within Essex County, New York.

16. Non-Assignment This agreement may not be assigned, subcontracted, transferred, conveyed, sublet or otherwise disposed of in whole or in part, by the Contractor, without the prior written consent of the County, and any attempts to assign the contract without the County's written consent are null and void.

17. No Collusion If this contract was awarded based upon the submission of bids, the Contractor warrants, under penalty of perjury, that:

(a) its bid was arrived at independently and without collusion aimed at restricting competition; and

(b) at the time Contractor submitted its bid, an authorized and responsible person executed and delivered to the County a non-collusive bidding certification on Contractor's behalf.

18. International Boycott In accordance with Section 220-f of the Labor Law, if this contract exceeds $5,000.00, the Contractor agrees, as a material condition of the contract, that neither the Contractor nor any substantially owned or affiliated person, firm, partnership or corporation, has participated, is participating, or shall participate in an International boycott in violation of the federal Export Administration Act of 1979, or regulations thereunder. If such contractor, or any of the aforesaid affiliates of Contractor, is convicted, or is otherwise found to have violated said laws or regulations upon the final determination of the United States Commerce Department or any other appropriate agency of the United States subsequent to the contract's execution, such contract, amendment or modification thereto shall be rendered forfeit and void. The Contractor shall so notify the County Manager within five (5) business days of such conviction, determination or disposition of appeal.

19. County’s Rights of Set-Off The County shall have all of its common law, equitable and statutory rights of set-off.

These rights shall include, but not be limited to, the County's option to withhold for the purposes of set-off any moneys due to the Contractor under this agreement up to any amounts due and owing to the County with regard to this contract, any other contract with any County department or agency, including any contract for a term commencing prior to the term of this contract, plus any amounts due and owing to the County for any other reason, including, without limitation, tax delinquencies, fee delinquencies or monetary penalties relative thereto.

The County shall exercise its set-off rights in accordance with normal County practices, including, in cases of set-off pursuant to an audit, the acceptance of such audit by the County Board of Supervisors or its designated representative.

20. Contractor Defined Whenever the term "Contractor" is used in this agreement, such term shall include and apply to all employees, all officers, directors and agents, if any, of the Contractor.

21. Amendment This agreement may not be amended, modified or renewed except by written agreement signed by the Contractor and the County.

22. Ownership Of Work Products All final and written or tangible work products completed by the Contractor shall belong to the County. In the event of premature discontinuance of performance, the Contractor agrees to deliver all existing products and data files to the County.

23. Executive Order Debarment/Suspension In the event that this contract involves the Contractor furnishing goods and services in excess of $100,000.00, or constitutes a subaward to subrecipients, under any Federal program, grant or other funding source, then by executing this agreement the Contractor certifies that neither it nor any of its principals are suspended or debarred within the scope or meaning of Executive Orders 12549 and 12689, any Federal or State regulation implementing or codifying the same, or any other Federal or State law, rule or regulation.

24. Health Insurance Portability and Accountability Act of 1996 (HIPAA) In the event that this contract involves the use or disclosure of protected health information within the meaning or application of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and the regulations thereunder, the following provisions of this paragraph shall apply.

(a) Definitions. The terms used, but not otherwise defined, in this Agreement shall have the same meaning as given such terms in 45 CFR §160.103 and §164.501, as the same may be amended from time to time, including but not limited to the following.

(1) "Business Associate" shall mean the Contractor, its officers, employees, agents and subcontractors.

(2) "Covered Entity" shall mean Essex County (the “County”), its departments, agencies, officers and employees.

(3) "Individual" shall have the same meaning as given such term in 45 CFR §164.501 and shall also include a person who qualifies as a personal representative in accordance with 45 CFR §164.502(g).

(4) "Privacy Rule" shall mean the Standards for Privacy of Individually Identifiable Health Information at 45 CFR Part 160 and Part 164, subparts A and E.

(5) "Protected Health Information" shall have the same meaning as given such term in 45 CFR §164.501, limited to the information created or received by Contractor from or on behalf of the County.

(6) "Required by law" shall have the same meaning as given such term in 45 CFR §164.501.

(7) "Secretary" shall mean the Secretary of the Department of Health and Human Services or his/her designee.

(b) Obligations and Activities of Contractor.

Contractor agrees to:

(1) not use or disclose Protected Health Information other than as permitted or required by this Agreement or as required by law;

(2) use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Agreement;

(3) mitigate, to the extent practicable, any harmful effect that is known, should have been known, and/or discovered to/by Contractor of a use or disclosure of Protected Health Information by Contractor in violation of the requirements of this Agreement;

(4) report to the County any use or disclosure of the Protected Health Information not provided for by this Agreement of which it becomes aware;

(5) ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by Contractor on behalf of the County agrees to the same restrictions and conditions that apply through this Agreement to Contractor with respect to such information;

(6) provide access, at the request of the County, and in the time and manner designated by the County or the Secretary, to Protected Health Information in a Designated Record Set, to the County or, as directed by the County, to an Individual in order to meet the requirements under 45 CFR §164.524;

(7) make any amendment(s) to Protected Health Information in a Designated Record Set that the County directs or agrees to pursuant to 45 CFR §164.526 at the request of the County or an Individual, and in the time and manner designated by the County or the Secretary;

(8) make internal practices, books, and records, including policies and procedures and Protected Health Information, relating to the use and disclosure of Protected Health Information received from, or created or received by Contractor on behalf of, the County available to the County, and/or to the Secretary, in a time and manner designated by the County or by the Secretary, for purposes of the Secretary determining the County's compliance with the Privacy Rule;

(9) document such disclosures of Protected Health Information and information related to such disclosures as would be required for the County to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR §164.528;

(10) provide to the County or an Individual, in time and manner designated by the County or the Secretary, information collected in accordance with the above subparagraph (b)(9) of this Agreement, to permit the County to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR §164.528.

(c) Permitted Uses and Disclosures by Contractor.

Except as otherwise limited in this Agreement, Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the persons entitled to services under this Agreement:

(1) solely for the purposes of performing Contractor’s obligations under this Agreement, if such use or disclosure of Protected Health Information would not violate the Privacy Rule if done by the County or the minimum necessary policies and procedures of the County; or

(2) provided that such use or disclosures are required by law; or

(3) Contractor

(A) obtains written authorization(s) from the individual to which the information pertains permitting the specific uses or disclosures of such information to third persons,

(B) represents and agrees in writing with such individual that the information to be used and/or disclosed will remain confidential and used or further disclosed only as required by law or for the purposes specified in the written authorization(s), and

(C) such third persons agree in writing to notify the County as soon as practicable and in writing of any instances of which such third person(s) is/are aware in which the confidentiality of the information has been breached; or

(4) provide Data Aggregation services to the County as permitted by 42 CFR §164.504(e)(2)(i)(B); or

(5) report violations of law to appropriate Federal and State authorities, consistent with §164.502(j)(1).

(d) County To Inform Contractor of Privacy Practices and Restrictions.

The County agrees to notify the Contractor of any

(1) limitation(s) in its notice of privacy practices of the County in accordance with 45 CFR §164.520, to the extent that such limitation may affect the Contractor's use or disclosure of Protected Health Information;

(2) changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, to the extent that such changes may affect the Contractor's use or disclosure of Protected Health Information; and/or

(3) restriction to the use or disclosure of Protected Health Information that the

County has agreed to in accordance with 45 CFR §164.522, to the extent that such restriction may affect Contractor's use or disclosure of Protected Health Information.

(e) Permissible Requests by County.

The County shall not request Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the County;

except that in the event that the services to be furnished by the Contractor under this Agreement requires data aggregation by the Contractor, the Contractor may use or disclose protected health information for such data aggregation or management and administrative activities of Contractor.

(f) Survival of Provisions.

The obligations of the Contractor under this paragraph 24 shall survive the expiration of the term of this Agreement and/or the termination of this Agreement, and said obligations shall remain effective and shall not terminate until all of the Protected Health Information provided by the County to Contractor, or created or received by Contractor on behalf of the County, is destroyed or returned to the County, or, if it is infeasible to return or destroy Protected Health Information, protections are extended to such information, in accordance with the termination provisions in subparagraph (g) below.

(g) Return or Destruction of Protected Health Information.

Except as otherwise provided below, upon termination of this Agreement for any reason, Contractor shall return or destroy all Protected Health Information received from the County, or created or received by Contractor on behalf of the County. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of Contractor. Contractor shall retain no copies of the Protected Health Information.

In the event that Contractor determines that returning or destroying the Protected Health Information is infeasible, Contractor shall provide to the County notification of the conditions that make return or destruction infeasible. Upon determination by the County that return or destruction of Protected Health Information is infeasible, Contractor shall extend the protections of this Agreement to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as Contractor maintains such Protected Health Information.

(h) Termination for Cause.

Upon the County's knowledge of a material breach of this paragraph by Contractor, the County shall:

(1) either:

(A) provide an opportunity for Contractor to cure the breach or end the violation and terminate this Agreement within the time specified by the County, or

(B) immediately terminate this Agreement if cure is not possible; and

(2) report the violation to the Secretary.

(I) Miscellaneous.

(1) Regulatory References. A reference in this Agreement to a section in the Privacy Rule means the section as in effect or as amended.

(2) Amendment. The Parties agree to take such action as is necessary to amend this Agreement from time to time as is necessary for the County to comply with the requirements of the Privacy Rule and the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191.

(3) Survival. The respective rights and obligations of Contractor under this paragraph 24 of this Agreement shall survive the termination of this Agreement.

(4) Interpretation. Any ambiguity in this Agreement shall be resolved to permit the County to comply with the Privacy Rule.

25. Severability If any term or provision of this agreement or the application thereof to any person or circumstance shall to any extent be held invalid or unenforceable, the remainder of this agreement or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby and every other term and provision of this agreement shall be valid and be enforced to the fullest extent permitted by law.

26. Entire Agreement This agreement is the entire agreement between the parties, and the same shall be construed in accordance with the laws of the State of New York.

27. For Medicaid/Federal Health Care Related Work

Excluded/Debarred Party Clause The Vendor/Contractor represents and warrants that it, nor its employees or contractors, are not excluded from participation, and is not otherwise ineligible to participate, in a "federal health care program" as defined in 42 U.S.C. § 1320a-7b(f) or in any other government payment program.

In the event Vendor/Contractor, or one of it employees or contractors, is excluded from participation, or becomes otherwise ineligible to participate in any such program during the Term, Vendor/Contractor will notify Essex County in writing within three (3) days after such event. Upon the occurrence of such event, whether or not such notice is given to the Vendor/Contractor, Essex County reserves the right to immediately cease contracting with the Vendor/Contractor.

If Vendor/Contractor is an Employment Agency, the Vendor/Contractor represents and warrants that its employees and contractors are not excluded from participation in a "federal health care program" as defined in 42 U.S.C. § 1320a-7b(f) or debarred from participation in any federal or other program.

The Vendor/Contractor further represents and warrants it will, at a minimum, check monthly all of it employees and subcontractors against:

The General Services Administration’s Federal Excluded Party List System (or any successor system, The United States Department of Health and Human Service’s Office of the Inspector General’s Lists of Excluded Individuals and Entities or any successor list, The New York State Department of Health’s Office of the Medicaid Inspector General's list of Restricted, Terminated or Excluded Individuals or Entities.

In the event an excluded party is discovered the Vendor/Contractor will notify Essex County in writing within three (3) days after such event. Upon the occurrence of such event, whether or not such notice is given to the Vendor/Contractor, Essex County reserves the right to immediately cease contracting with the Vendor/Contractor.

28. Cooperative Purchasing (Piggybacking)

Pursuant to General Municipal Law §103 and County Law §408-a, any political sub-division or fire company (as both are defined in Section 100 of the GML) or district authorized to make purchases of apparatus, materials, equipment or supplies, or to contract for services related to the installation, maintenance or repair of apparatus, materials, equipment and supplies may make said purchases under this existing contract (Piggyback) provided, and on condition that this present contract was LET TO THE LOWEST RESPONSIBLE BIDDER.

Therefore all terms and conditions under this contract are extended to other political sub-divisions and governmental entities.

Purchases under this contract by any other political sub-division other than Essex County shall be pursuant to the terms and conditions of Resolution No. 207 of 2013 dated July 1, 2013.

29. New York State Sexual Harassment Laws

Contractor certifies as to its self or its own organization, under penalty of perjury, that Contractor has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of Section 201-g of the New York State Labor Law. A model policy and training has been created by the New York State Department of Labor and can be found here:

https://www.ny.gov/programs/combating-sexual-harassment-workplace.

https://www.ny.gov/programs/combating-sexual-harassment-workplace

ESSEX COUNTY PURCHASING

7551 COURT STREET – PO BOX 217

ELIZABETHTOWN, NY 12932

NON-BIDDER RESPONSE

Bid/RFP Name:

The Essex County Purchasing Department is interested in the reasons why bidders fail to submit bids.

Please indicate your reason(s) by checking all appropriate item(s) below and returning this form to the above address.

Could not meet specifications or Scope of Services.

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

Insurance Requirements are too restricting.

Bond requirements are too restricting.

Specifications or Scope of Services not clearly understood or applicable (too vague, too rigid, etc.)

Project not suited to firm, Quantities too small.

Insufficient time allowed for preparation of bid.

Other reasons; please state and define:

Vendor Name:

Contact Person:

Vendor Address:

Vendor Telephone:

Form W-9 (Rev. December 2014) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Give Form to the requester. Do not send to the IRS.

P ri n t o r ty p e

S e e S p e c if ic I n s tr u c ti o n s o n p a g e

1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2 Business name/disregarded entity name, if different from above

3 Check appropriate box for federal tax classification; check only one of the following seven boxes:

Individual/sole proprietor or C Corporation S Corporation Partnership Trust/estate single-member LLC

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ▶

Note. For a single-member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for the tax classification of the single-member owner.

Other (see instructions) ▶

4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3):

Exempt payee code (if any)

Exemption from FATCA reporting code (if any)

(Applies to accounts maintained outside the U.S.)

5 Address (number, street, and apt. or suite no.) Requester’s name and address (optional)

6 City, state, and ZIP code

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN)

Social security number

Employer identification number

Part II Certification

Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or

Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for guidelines on whose number to enter.

Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.