Addendum No. 1 - Maintenance of Sewer Lift Stations and Well Sites.pdf

INCORPORATED VILLAGE OF GARDEN CITY

PURCHASING DIVISION

351 STEWART AVENUE

GARDEN CITY, NY 11530-4528

(516) 465-4162

ADDENDUM NO. 1 August 26, 2026

Formal Sealed Bid: Maintenance of Sewer Lift Stations and Well Sites

Issued: August 14, 2026

Opening: 11:00 AM EDT Thursday, September 3, 2026

The attention of all bidders is directed to the following additions, changes, and/or substitutions to the Contract Documents for the above-referenced project. This Addendum No. 1, consisting of one (1) page, is hereby made part of the Contract Documents. All provision of the Contract Documents not affected by this Addendum shall remain in full force and effect.

Clarifications/Modifications:

1. Revised Bid Proposal Page attached – Page No. 3B

2. Revised Contract Page attached – Page No. 5B

3. Revised Specification Pages attached – Page Nos. 17-22

Bidders must acknowledge receipt of this Addendum by including a completed copy of this page with their

Bid Proposal.

Bidder: ____________________________________________________________________

Legal Name of Person, Partnership, Joint Venture or Corporation

By:* ____________________________________________________________________

Date: ____________________________________________________________________

*The indicated acknowledgement is to be signed by an authorized representative of the company submitting the Bid Proposal.

END OF ADDENDUM NO. 1

ITEM DESCRIPTION PRICING

1 Regular Time (RT) Hours are:

Include the typical response vehicle, tools and equipment.

Start Time:

End Time:

Year 1 & 2

Bid Comparison RT/HR RT/HR x 100 Hours

Each =

Indicate Regular Time (RT) Hourly Range in space above (sample range definition: Regular Time is 7am to 5pm)

Master Mechanic: $

Mechanic Helper: $

2 Premium Time (PT) Hours are:

Include the typical response vehicle, tools and equipment.

Start Time:

PT/HR PT/HR x 100 Hours

Each =

Indicate Premium Time (PT) Hourly Range in space above (sample range definition: Premium Time is 5pm and on, including Weekends)

Master Mechanic: $

Mechanic Helper: $

3 HOLIDAY TIME

Include the typical response vehicle, tools and equipment.

HT/HR HT/HR x 100 Hours

Each = Indicate Holidays Master Mechanic: $

Mark Up Percentage To Be Charged on Materials:

$20,000 of Material + $20,000 x Mark Up % =

Additional Charges:

Please describe any additional charges related for specialized equipment or vehicles. Attach to bid sheet.

Explain company’s ability to respond on an emergency basis i.e. trucks & manpower:

7 Number of Full-Time Mechanics:

3B

ITEM DESCRIPTION PRICING

1 Regular Time (RT) Hours are:

Include the typical response vehicle, tools and equipment.

Start Time:

RT/HR RT/HR x 100 Hours

Each =

Indicate Regular Time (RT) Hourly Range in space above (sample range definition: Regular Time is 7am to 5pm)

Master Mechanic: $

2 Premium Time (PT) Hours are:

Include the typical response vehicle, tools and equipment.

Start Time:

PT/HR PT/HR x 100 Hours

Each =

Indicate Premium Time (PT) Hourly Range in space above (sample range definition: Premium Time is 5pm and on, including Weekends)

Master Mechanic: $

Mechanic Helper: $

3 HOLIDAY TIME

Include the typical response vehicle, tools and equipment.

HT/HR HT/HR x 100 Hours

Each = Indicate Holidays Master Mechanic: $

Mark Up Percentage To Be Charged on Materials:

$20,000 of Material + $20,000 x Mark Up % =

Additional Charges:

Please describe any additional charges related for specialized equipment or vehicles. Attach to bid sheet.

Explain company’s ability to respond on an emergency basis i.e. trucks & manpower:

7 Number of Full-Time Mechanics:

5B

BID SPECIFICATIONS FOR

MAINTENANCE OF SEWER LIFT STATIONS AND WELL SITES

CONTRACT NO. 27MSLSWS

GARDEN CITY, NEW YORK

SPECIFICATIONS

SCOPE

The Village of Garden City (VGC) operates its own Water / Sewer Department and is exempt from local, state, and federal taxes. VGC maintains several water / sewer pumping stations and properties. VGC is requesting quotes for skilled, experienced, prompt service to a wide variety of Sewer Lift Stations and Well Sites process equipment at the Sewer Lift Stations and Well Sites “on call” basis as required. This work may consist of the troubleshooting, repair, replacement, maintenance, installation of new equipment, and emergency work. Equipment may include piping, valves, RBC, process blowers, manhole repairs, painting of confined space wells, concrete tank repairs, and all other Sewer Lift Station and Well Site equipment not listed. Bidders shall have extensive experience working on Sewer Lift Station and Well Site equipment. The Contractor shall be currently involved in the installation, maintenance and servicing of systems and equipment specified herein. The contractor must demonstrate that it is responsible service and maintenance organization possessing adequate financial resources to accomplish the various services described herein that it has a satisfactory record of performance and integrity.

Materials shall be billed in addition to the quoted fees. Prevailing rates shall apply in accordance with the NYS Department of Labor. Certified payroll is required *- All quotes must include any minimum hourly charges and any standard equipment / vehicles used to respond to service calls.

* - Note: Work is not limited to quote above and may include other general work as needed from time to time by a water supplier. VGC reserves the right to seek proposals for any work at any time and this is a nonexclusive proposal than can be terminated at any time by the Village. Proper insurance certification naming VGC as an additional insured will be required.

The Contractor shall meet attached insurance requirements and maintain throughout agreement period.

Hourly rates shall include the typical response vehicle, tools and equipment. Specialty equipment such as bucket trucks, cranes, or lift gates will be paid on an as needed basis but approval is required in advance.

EXPERIENCE

Bidders shall be able to demonstrate at least (5) years of continuous commercial service/maintenance work and shall have at least four (4) full-time, fully qualified mechanics and service vehicles.

RESPONSE TIME

The Contractor must be equipped to provide emergency repair work within four (4) hours and to commence non-emergency / new work within twenty-four (24) hours. The contractor shall be required to respond to repairs requests within 24 hours, including weekends and holidays, and must be prepared, at the Village’s request, to perform the necessary work 24 hours a day.

SCHEDULED OVERTIME CANCELLATION, LATE ARRIVAL OR NO SHOW

If the Contractor schedules work outside of normal business hours (Monday through Friday, 8:30 AM to 4:30 PM), or on a Village holiday or weekend, and subsequently cancels after the overtime shift has been scheduled, arrives late, or fails to appear, the Contractor shall be subject to a deduction from the project equal to a minimum of eight (8) hours at the Village Representative(s)’ applicable overtime rate.

MATERIAL, EQUIPEMNT AND TOOLS

Contractor’s mechanics shall have tools and equipment common to the trade that are necessary to perform required work, e.g., pumps, hoses, portable compressor, all hand tools and OSHA safety gear. The Village will not pay for rental or replacement of any of these common tools including blades, bits, etc. When replacing any components/equipment or parts, the contractor shall use the most up to date materials being manufactured. No obsolete materials shall be allowed. All parts that are replaced shall be the property of the Village, and shall be left at the site unless directed otherwise by a Village representative.

Supplied parts shall be new and must be equal to or better than original equipment rebuilt parts may be used only with prior approval of the Village. The Village reserves the right to furnish parts and materials if they deem it to be in their best interest.

The Contractor shall adhere to all weather and temperature requirements as per contract documents and/or as specified by the Manufacturers for materials used.

PERIOD COVERED

Year 1 is effective from January 1, 2027 through May 31, 2028. Year 2 starts June 1, 2028 through May 31, 2029. Year 3 starts June 1, 2029 through May 31, 2030. Year 4 starts June 1, 2030 through May 31, 2031. Year 5 starts June 1, 2031 through May 31, 2032. Year 6 starts June 1, 2032 through May 31, 2032.

VILLAGE OPTION FOR EXTENSION OF CONTRACT

The Contractor is required to provide the option to the Village to extend this Contract for an additional five (5) one-year extensions. The Village reserves the right to review the extension of the contract at the end of the contract and at the end of each one-year extension.

If the Village chooses to extend the Contract, the Contractor will be given written notice of a Contract Extension. The Contractor shall comply with all such requirements, i.e., delivery of bonds, insurances, etc. and perform all work in conformance with the Contract Documents for the original unit price bid amounts. If the Village elects not to extend the Contract, no claims of loss of profit, etc. will be entertained.

The Village recognizes the unit prices bid in this contract have a price component that may have changing costs. The Contractor may request a Price Adjustment during the renewal process before the beginning of the first extension. The Contractor must notify the Superintendent of Public Works sixty (60) days prior to first extension and before the end of each subsequent extension with the intent to increase pricing.

A Price Adjustment request must be made in writing and include the reason for the request, substantiated documentation supporting the request (i.e., showing cost in effect at time of bid vs.

cost in effect at time of request), the current pricing, and the requested revised pricing. The Village will review the Price Adjustment request. If the Price Adjustment is deemed reasonable the Price Adjustment request will be accepted by written acknowledgement. If the request is not accepted the Village may entirely reject the request or may counter with revised pricing. In either case, the Village will provide a written explanation in supporting the decision. The Superintendent of Public Works may use available indexes (e.g., CPI or PPI) to determine if the requested Price Adjustment is reasonable. In the event industry costs decline, the Village shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The Village will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

As described in this contract under Article VIIIA Progress Reporting sub section Termination for Convenience shall apply during the duration of contract and extensions - At any time before or during the progress of work, the Village may determine not to proceed with the Project.

Accordingly, the Village may terminate the Contract at any time, for any reason, upon delivery of written notice of termination to the CONTRACTOR at the address of the CONTRACTOR indicated on the signature page of this Agreement. In the event the Village exercises its rights pursuant to this paragraph, the CONTRACTOR shall be entitled to compensation for all services/supplies authorized and performed/delivered prior to delivery of the notice of termination. Following a notice of termination by Village, the CONTRACTOR shall nevertheless follow any instructions issued by Village directing the CONTRACTOR to complete any further “in progress” portion of the Project, and/or to remove unused material and/or restore the site to a condition in which passers-by may safely and reasonably traverse the adjoining areas. The Village will have the option of canceling this agreement and any extension or continuance thereof without further obligation; no claims of loss of profit, etc. will be entertained on the part of the Village.

Please see table below for Price Adjustment Eligibility Schedule

Year 1 of Contract Bid Pricing

Year 2 of Contract (1st Extension) Not Eligible for Price Adjustment

Year 3 of Contract (2nd Extension) Eligible for Price Adjustment

Year 4 of Contract (3rd Extension) Not Eligible for Price Adjustment

Year 5 of Contract (4th Extension) Eligible for Price Adjustment

Year 6 of Contract (5th Extension) Not Eligible for Price Adjustment

PAYMENTS

The Contractor may submit their invoice for payment to the Village on a monthly basis for the period of the contract.

Copy of Manufacturer's Original Invoice must accompany Contractor's invoice for all items over $50.00. Payments will not be made without the Manufacturer's Original Invoice.

No travel time will be paid. Payments will be made only for time on the job. Daily service tickets specifying time of arrival and departure, work done, and materials used must be signed by an authorized representative of the Village, and must accompany all invoices. A legible copy of the tickets are to be left with the signer daily and shall be the basis for payment.

When the contractor is called upon to perform emergency work, service ticket shall be mailed the following day to the building maintenance manager for signature. Manager’s names, addresses, and telephone numbers will be furnished to the successful bidder.

No vehicle use will be paid for in the normal course of transporting mechanics and materials to the job site. Bidders may submit a quotation for use of special vehicles. Contractor must obtain prior approval from the Village for payment of special use.

If a like or lower quantity of any item in this BID is sold to any Political sub-division, School District, Fire District or any agency of the State of New York at a greater discount or lower price than the prices quoted herein, the price of the Village of Garden City shall be reduced to that lower price.

INSTALLATION OF NEW WORK AND COST ESTIMATING

If new installation is required, contractor shall provide, for approval, a detailed drawing showing construction and method of installation.

Except for emergency work, contractor will be required to submit a detailed budget cost estimate before any work is started. On emergency work, contractor must submit cost estimate within 48 hours after starting the work. In the event that the contractor is called upon to provide an estimate or “not-to-exceed” figure, his representative will be paid the mechanic’s rate of pay for time spent at location. A service ticket signed by authorized representative of the Village is required for the payment of such estimate.

CANCELLATION

In the event of the failure of the Contractor to carry out the terms of this agreement, including collection, the Village will have the option of canceling this agreement and any extension or continuance thereof without further obligation on the part of the Village.

SUBLETTING OR ASSIGNING CONTRACT WORK

Under the contract, sub-contracting will not be permitted without prior approval of the Village. In the event that approval is granted, the contractor will be allowed to add no more than 5% to subcontractor’s invoice for handling. Sub-contractor’s invoice must be presented to the Village at the time of submission of payment for verification.

The Village reserves the right to assign its personnel to assist the contractor’s mechanics if they deem it to be in their best interest, and use any subcontractor already on Village bid for part of the assigned project.

GUARANTEES AND WARANTIES

All labor shall be guaranteed for a period of one (1) year from date of acceptance of work performed. All parts and material shall be guaranteed for a minimum of ninety (90) days or in accordance with the manufacturer’s warranty, if the manufacturer’s warranty is greater than ninety

(90) days

INSPECTION OF SCOPE OF WORK

Bidders are cautioned and advised to inspect the premises of the location specified. Failure to inspect the premises on which the bid is offered will not relieve the Bidder of any of the Terms or conditions.

EXECUTION OF CONTRACT

The Vendor shall have all insurances, bonds, and any other documents that are required to execute the contract submitted to the Village and approved within thirty (30) days of the award of this Contract. Failure of the Vendor to provide the required documents and have the contract executed within this time period, shall result in penalties of $1,000.00 per day in damages for delay. The total amount shall be deducted from the first invoice of the project, or from the supplied bond if the award is rescinded by the Village.

WEEKENDS

No construction work of any type will be done Saturdays, Sundays or holidays unless approved by the Engineer, Inspector, or Village Representative.

NOISE ORDINANCE

The Village of Garden City enforces a noise ordinance. No work shall be performed before 8:00 A.M. and after 8:00 P.M., Monday through Friday, and before 9:00 A.M. and after 8:00 P.M. on Saturday and Sunday. No work is permitted on Saturday and Sunday unless approval is given by the Engineer, Inspector or Village Representative. Any variation from these hours requires approval from the Engineer, Inspector, or Village Representative.

PAYROLL CERTIFICATION

The Contractor and/or Sub-contractor shall submit to the Village within thirty (30) days after issuance of its first payroll, and every thirty (30) days thereafter, a transcript of the original payroll record, certified and affirmed as being true.

SAFETY PRECAUTIONS

During construction and before leaving job site, the work area, including all surrounding areas, shall be secured of hazards or dangerous conditions. Failure of the contractor to protect the area in a manner acceptable to the Engineer, Inspector or Village Representative may result in the required protection being done by the Village and cost of which deduced from the total contract amount. The contractor may also receive violations as a result of hazardous or dangerous conditions.

DAILY CLEAN-UP

During construction, at the end of each day, the Contractor must clean and sweep all areas on which excess dirt and debris would accumulate.

COMPLETE RESTORATION

The Contractor shall fully restore, as directed by the Engineer, Inspector, or Village Representative, all areas disturbed by their operations and repair any damage that the Contractor has caused prior to receiving final payment.

PROTECTION OF WORK

The Contractor shall protect all new work done under this contract from possible injury for the duration of the Contract. The Contractor shall be responsible for the repair or replacement, to the satisfaction of the Engineer, Inspector, or Village Representative of any material, structure, or property on or adjacent to the site damaged by vandalism or by their own employees through the construction and demolition operations up to the time of acceptance by the Village.

REMOVAL OF UNSATISFACTORY MATERIAL OR WORK

Any materials or finished work which in the opinion of the Engineer, Inspector, or Village Representative, does not comply with these specifications shall be removed by the Contractor and replaced at no additional cost to the Village.

It shall be the sole the responsibility of the Contractor to see that the plans and specifications are being followed. Failure of the Village to immediately reject any unsatisfactory material or workmanship or to notify the Contractor of their deviation from the specifications shall not relieve the Contractor of their responsibility to replace the unsatisfactory work.

END OF ITEM