Addendum No. 1 - Village of Garden City HVAC Services.pdf

INCORPORATED VILLAGE OF GARDEN CITY

PURCHASING DIVISION

351 STEWART AVENUE

GARDEN CITY, NY 11530-4528

(516) 465-4162

ADDENDUM NO. 1 August 20, 2026

Formal Sealed Bid: Village of Garden City HVAC Services

Issued: August 7, 2026

Opening: 11:00 AM EDT Thursday, August 27, 2026

The attention of all bidders is directed to the following addditions, 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 Pages attached – Page Nos. 3B-3C

2. Revised Contract Pages attached – Page Nos. 5B-5C

3. Revised Specification Pages attached – Page Nos. 18-22

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)

Senior Technician:

Junior Technician:

HVAC

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)

Senior Technician:

Junior Technician:

HVAC

Helper:

3 HOLIDAY TIME

tools and equipment.

HT/HR HT/HR x 100 Hours

Each = Indicate Holidays Senior

Technician:

Junior Technician:

HVAC

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.

3B

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

7 Licensed HVAC Technician Number:

Number of Full-Time HVAC Technicians:

8 Bid Comparison = RT/HR Senior Technician x 100 Hours + RT/HR

Junior Technician x 100 Hours + RT/HR HVAC Helper x 100 Hours + PT/HR Senior Technician x 100 Hours + PT/HR Junior Technician x 100 Hours + PT/HR HVAC Helper x 100 Hours + HT/HR Senior Technician x 100 Hours + HT/HR Junior Technician x 100 Hours + HT/HR HVAC Helper x 100 Hours + $20,000 of Material + $20,000 x Mark Up % =

***NOTE ADDITIONAL CHARGES SHALL BE APPROVED BY THE VILLAGE PRIOR TO THE START OF

ANY WORK.

***THE CONTRACTOR SHALL HONOR ALL PRICES FOR THE ENTIRE DURATION OF THIS CONTRACT

Within thirty (30) days after acceptance of this bid by the Village, the undersigned will execute the Contract with the Village and furnish the required bonds and insurance.

Name of Company Date

By (ORIGINAL SIGNATURE ONLY) (Title) (PRINT)

Address

Telephone Email

Federal Employer Identification Number

3C

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)

Senior Technician:

Junior Technician:

HVAC

2 Premium Time (PT) Hours are:

tools and equipment.

Start Time:

PT/HR RT/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)

Senior Technician:

Junior Technician:

HVAC

Helper:

3 HOLIDAY TIME

tools and equipment.

HT/HR HT/HR x 100 Hours

Each = Indicate Holidays Senior

Technician:

Junior Technician:

HVAC

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:

5B

7 Licensed HVAC Technician Number:

Number of Full-Time HVAC Technicians:

8 Bid Comparison = RT/HR Senior Technician x 100 Hours + RT/HR

Junior Technician x 100 Hours + RT/HR HVAC Helper x 100 Hours + PT/HR Senior Technician x 100 Hours + PT/HR Junior Technician x 100 Hours + PT/HR HVAC Helper x 100 Hours + HT/HR Senior Technician x 100 Hours + HT/HR Junior Technician x 100 Hours + HT/HR HVAC Helper x 100 Hours + $20,000 of Material + $20,000 x Mark Up % =

***NOTE ADDITIONAL CHARGES SHALL BE APPROVED BY THE VILLAGE PRIOR TO THE START OF

ANY WORK.

***THE CONTRACTOR SHALL HONOR ALL PRICES FOR THE ENTIRE DURATION OF THIS CONTRACT

5C

BID SPECIFICATIONS FOR

VILLAGE OF GARDEN CITY HVAC SERVICES

CONTRACT NO. 27GCHVAC

GARDEN CITY, NEW YORK

SPECIFICATIONS

SCOPE

The Village of Garden City (VGC) is exempt from local, state, and federal taxes. VGC is requesting quotes for HVAC services including general HVAC work. This work may consist of the repair, maintenance, improvements, and emergency work to boilers, chillers, heat pumps, air conditioners, and other types of HVAC equipment. Bidders shall have extensive experience working on HVAC related equipment.

All contractors must be licensed in NYS and maintain proper insurance throughout the specified work period. Materials shall be billed in addition to the quoted fees below. 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 HVAC work as needed from time to time by a municipality. VGC reserves the right to seek proposals for any HVAC 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.

Proposer 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.

RESPONSE TIME

Contractor shall respond within two hours via direct phone contact with Village staff and within 24 hours (onsite) to diagnose and schedule all emergency work. Non-emergency work may be scheduled accordingly.

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.

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 o f Con t r ac t B id Pr i c ing

Year 2 o f Con t r ac t ( 1s t Ex tens ion ) No t E l ig ib l e f o r P r i c e Ad jus tmen t

Year 3 o f Con t r ac t ( 2nd Ex t ens ion ) E l i g ib l e f o r P r i ce Ad j us tmen t

Year 4 o f Con t r ac t ( 3 rd Ex tens ion ) No t E l ig ib l e f o r P r i c e Ad jus tmen t

Year 5 o f Con t r ac t ( 4 th Ex tens ion ) E l i g ib l e f o r P r i ce Ad j us tmen t

Year 6 o f Con t r ac t ( 5 th Ex tens ion ) No t E l ig ib l e f o r P r i c e Ad jus tmen t

METHOD OF PAYMENT

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

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

The Contractor shall perform, with their own organization, all contract work. The Contractor shall not sub-contract any work associated with this contract, unless approved by the Village.

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.

MATERIALS

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

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