B 25-506 Kitchen Hood Fire Suppression Systems.pdf

SACHEM CENTRAL SCHOOL DISTRICT

Vendor Name: _____________________________ B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 1 Date Of Opening: May 14, 2025

Administrative Offices Purchasing Office 51 School Street

Lake Ronkonkoma, NY 11779

INVITATION TO BID

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance and Repair

Date of Opening: May 14, 2025

School Purchasing Agent: Alyssa Hull Phone: 631-471-1330 Email: ahull@sachem.edu

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NOTICE TO BIDDERS

Bids will be received and opened at the Sachem Central School District Administrative Offices, Purchasing Office, 51 School Street Lake Ronkonkoma, New York at 10:00 a.m. prevailing time on May 14, 2025 for the following:

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair

In the event that the Sachem Purchasing Office is closed the day of the Bid Opening, the bid(s) will be opened the next day that the Sachem Purchasing Office is open.

Anyone wishing to drop off their bid may do so in the Purchasing mailbox located in the front vestibule of the Sachem Administrative Offices, 51 School Street, Lake Ronkonkoma, NY 11779. If bid response will be shipped and/or mailed, bidders are strongly advised to ship bid responses via US Mail, Fed-Ex, UPS and/or any authorized carrier that is able to officially track proposer’s bid packet. It is further advised that arrangements be made for bids to be delivered prior to the bid opening date to avoid any issues with delivery delays on the date of opening.

Specifications and bid forms are available for download through the Empire State Purchasing Group:

www.bidnetdirect.com/new-york Telephone #: 800-835-4603

Copies of bidding documents obtained from sources other than the Empire State Purchasing Group, or the Sachem Purchasing Office are not considered official copies. Only those vendors who obtain bidding documents from either the Sachem Purchasing Office or the Empire State Purchasing Group are guaranteed to receive addendum information, if such information is issued. If you have obtained this document from a source other than the Sachem Purchasing Office or the Empire State Purchasing Group, the District will not guarantee the integrity of the document.

Inquiries regarding specifications can be addressed by contacting the Purchasing Office via email to:

ahull@sachem.edu

All Bid Proposal Forms should be completed as requested. Bid Proposals must be received in sealed envelopes with the following information clearly marked on the outside:

BID ENCLOSED – DATED MATERIAL, BID #, OPENING DATE and VENDOR NAME

For your convenience, we have provided labels to be used when returning bids. All required information provided by bidders must be legible. Illegible or vague bids may be rejected.

Please read the attached material carefully before submitting your bid and verify that all pricing is correct. By submitting a bid response, vendor represents that they have read all of the Bid Documents and will provide items/services in accordance with the terms and conditions and at the prices stated in vendor’s bid response for the entire contract period.

PLEASE NOTE: THIS IS A PUBLIC BID – NO MODIFICATIONS TO THE GENERAL TERMS AND CONDITIONS CONTAINED HEREIN WILL BE CONSIDERED. Any modifications or changes made to this bid are in direct violation of the terms and conditions contained herein. All bids are subject to termination at the time of discovery of any unauthorized modifications. Should said discovery be after award date, the District reserves the right to cancel the award upon written notice to the vendor.

Quantities listed in the bid specifications are estimated quantities only. There is no guarantee that the District will purchase any/all of the items listed. The District reserves the right to purchase product at the quoted price at any time during the contract period.

The Board of Education reserves the right to grant awards within forty-five (45) days from the date of the bid opening during which period bids shall not be withdrawn. This period may be adjusted if so stated on the Bid Proposal Form.

The Sachem Central School District Board of Education reserves the right to reject any or all bids that it considers not to be in the best interest of the school district.

http://www.bidnetdirect.com/new-york mailto:ahull@sachem.edu

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INFORMATION AND INSTRUCTIONS FOR BIDDERS

This bid document describes the conditions and specifications that must be met by any person or firm receiving an award as a result of this bid. All bidders must be prepared to comply with all instructions, conditions, stipulations, specifications and regulations included in this document and any and all addenda issued prior to the opening of bids.

1. RECEIPT AND OPENING OF BIDS

a) Sealed Bid Proposals must be received no later than 10:00 am on May 14, 2025 at the Sachem Central School District Administrative Offices, Purchasing Office, 51 School Street, Lake Ronkonkoma, NY 11779.

b) Anyone wishing to drop off their bid may do so in the Purchasing mailbox located in the front vestibule of the Sachem Administrative Offices, 51 School Street, Lake Ronkonkoma, NY 11779. If bid response will be shipped and/or mailed, bidders are strongly advised to ship bid responses via US Mail, Fed-Ex, UPS and/or any authorized carrier that is able to officially track proposer’s bid packet. It is further advised that arrangements be made for bids to be delivered prior to the bid opening date to avoid any issues with delivery delays on the date of opening.

c) In the event that the Sachem Central School District is closed the day of the Bid Opening, the bid(s) will be opened the next day that the Sachem Central School District is open.

d) Bid Proposal Responses: Submit an original paper copy and one (1) electronic copy (flash drive) of the bid proposal to the Purchasing Office. Electronic copy must be in PDF format and must be “read only” and “print only”. Electronic copy of the bid proposal must match paper copy exactly. If information is in different format (i.e., hand-written on one and typed on another) or if electronic and paper copies contain different pricing/item information, bit response may not be considered. Bidders may be deemed non-responsive if responses are not received in required format as indicated above. All materials submitted in response to this bid shall become the property of the District.

Price lines on Bid Cost Proposal Pages should not be left blank. Incomplete bid responses may be rejected, in whole or in part, at the discretion of the District.

e) Bids must be enclosed in a sealed envelope bearing (a) name and address of the bidder; (b) name of the project; and (c) time and date of opening. Bids must be submitted before the hour and date of the opening to the attention of:

Alyssa Hull, School Purchasing Agent Sachem Central School District Purchasing Office

Lake Ronkonkoma, New York 11779

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f) All bids received after the time stated in the Notice to Bidders will not be considered and will be returned to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the School District. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his/her bid deposited on time at the place specified.

g) Each bidder is requested to read the attached material carefully before submitting your bid and verify that all pricing is correct. By submitting a bid response, vendor represents that they have read all of the Bid Documents and will provide items/services in accordance with the terms and conditions and at the prices stated in vendor’s bid response for the entire contract period. Failure to fulfill any requirements of the Bid Documents may result in being considered non-responsive.

2. Pricing - All pricing must include shipping, handling, freight & inside delivery. THERE SHALL

BE NO CHARGES IN EXCESS OF THOSE QUOTED, INCLUDING FUEL SURCHARGES.

3. Bids stipulating minimum order requirements will not be considered.

4. NO AMENDMENT OR WITHDRAWAL - Bids should be verified before submission. No amendments or requests for withdrawal will be considered after the time specified for the bid opening and no oral amendments will be considered at any time. All prices and information required must be legible. Illegible, incomplete, conditional, vague or unclear bids may be rejected as not being formal bids. To be considered for award, a bid must comply in all material respects with all terms, conditions a n d provisions a s l i s t e d i n the bid plus all attachments and amendments.

5. The awarded Bid will be utilized at the discretion of the District. Consequently, there is no guarantee that the specified minimum amount of materials, supplies, labor or equipment will be purchased. In the event the lowest apparent bidder has been awarded only a small portion of the Bid, the District reserves the right to award to the second lowest bidder. The School District reserves the right to purchase any goods or services included as a part of this bid from any means legally available to it at any time. Conversely, the quantities purchased may exceed the estimated quantities listed within this Bid.

6. Services rendered and/or materials provided must be as per the enclosed bid specifications.

All invoices submitted must reflect pricing as per the enclosed bid proposal pages in order for payment to be rendered (i.e., Hourly rate, initial price, discount, final price, etc.)

7. Bidders are to pay particular attention to the way each item is requested to be priced.

Example: Price $______/each /lot /ounce /case /per hour.

8. NO ITEMS ARE TO BE SHIPPED OR DELIVERED UNTIL RECEIPT OF AN AUTHORIZED

PURCHASE ORDER FROM SACHEM CENTRAL SCHOOL DISTRICT.

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9. HOW TO COMPLETE FORMS

a) Print complete Bid Packet, including General Terms and Conditions and any other posted documents from Empire State Bid System website and complete required forms. General Terms and Conditions should be retained for your records.

b) All Bid Proposal Forms should be completed as requested. Please refer to General Terms and Conditions for pricing requirements. Bid prices submitted shall be all-inclusive. Vendor name should be filled in on all Bid Proposal Forms.

c) The Bidder shall not make any changes to the bid forms. Bid prices and all required information shall be typewritten, printed or written legibly in ink. Bids written in pencil will not be considered. Illegible or vague bids may be rejected at the discretion of the District.

The name of the individual authorized to sign on behalf of the Bidder shall also be typed or printed next to or under the signature, together with his/her title or designation. Failure to properly complete the bid and/or provide all required information may result in the bid being disqualified as non-responsive. The Bidder understands and acknowledges that, upon award, all prices, bid terms and conditions as represented in this bid and all addenda thereto shall be incorporated by reference into the awarded contract. It is the responsibility of the Bidder to return all required pages of this contract.

d) Price lines should not be left blank. Incomplete bid responses may be considered incomplete and may be rejected, in whole or in part, at the discretion of the District. All pricing and any additional bid information must appear on pricing lines provided. The District will not accept any arrows or ditto marks.

1. “No Bid” – contractor not wishing to bid on an item and/or service must clearly indicate “No Bid” for that item and/or service.

2. “No Charge” Bid Item – contractor desiring to bid “no charge” on an item and/or service must clearly indicate such by either writing “No Charge” or indicating 0 dollars.

3. “No Discount” Bid item – contractor offering no discount off list price must clearly indicate zero percent (0%) as discount offered.

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SPECIFICATIONS

(I) Purpose:

It is the intent of the District to obtain a qualified contractor to perform Maintenance, Inspection and Repair of District-Wide Kitchen Hood Fire Suppression Systems.

This document describes the conditions and specifications that must be met by any person or firm receiving a contract as a result of this bid. All bidders must be prepared to comply with all instructions, general terms and conditions, stipulations, specifications and regulations included in this document and any and all addenda issued prior to the opening of bids.

(II) Contract Period: July 1, 2025 through June 30, 2026.

The District shall have the right to renew the term of this agreement for up to two (2) additional one-year period upon approval by the Board of Education for the renewal term. Vendor will be responsible for supplying all items on this bid at the price quoted at any time during the entire contract period.

(III) Scope Of Work:

Contractor shall be responsible to perform the following work as required by the District:

1. Inspection and Maintenance of Kitchen Chemical Fire Suppression Systems at the locations listed below:

Cayuga Elementary School 865 Hawkins Avenue Lake Grove, NY 11755 Phone 631-471-1800

Chippewa Elementary School 31 Morris Avenue Holtsville, NY 11741 Phone: 631-696-8640

Waverly Elementary School 1111 Waverly Avenue Holtsville, NY 11742 Phone: 631-654-6890

Grundy Avenue School 950 Grundy Avenue Holbrook, NY 11741 Phone: 631-471-1820

Hiawatha Elementary School 97 Patchogue-Holbrook Road

Phone: 631-471-1830

Lynwood Elementary School 50 Lynwood Avenue Farmingville, NY 11738 Phone: 631-696-8652 l

Gatelot Elementary School 65 Gatelot Avenue

Phone: 631-471-1370

Wenonah Elementary School 251 Hudson Avenue Lake Grove, NY 11755 Phone: 631-471-1880

Tecumseh Elementary School 179 Granny Road

Merrimac Elementary School 1090 Broadway Avenue

Phone: 631-244-5670

Nokomis Elementary School 151 Holbrook Road

Phone: 631-471-1840

Tamarac Elementary School 50 Spence Avenue

Phone: 631-244-5680

Sequoya Middle School 750 Waverly Avenue

Sachem North High School 212 Smith Road

Phone: 631-471-1400

Sachem East High School 177 Granny Road Farmingville, NY 11738 Phone: 631-716-8200

Sagamore Middle School 57 Division Street

Phone: 631-696-8600

Seneca Middle School 850 Main Street

Phone: 631-471-1850

Samoset Middle School

Phone: 631-471-1700

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2. Inspections shall be performed two (2) times per year at each location as scheduled by the

Director of Facilities. Annual maintenance items listed in the bid specifications shall be performed at the first Inspection visit. There shall be no additional charges for the performance of maintenance items.

If additional Inspection/Maintenance visits are required during the contract period due to unforeseen circumstances, Contractor will bill the District as per the rates submitted in Section A.

on the enclosed Bid Proposal Pages.

Personnel Requirements - Only personnel who have completed training necessary to perform the maintenance and recharge service reliability for the equipment noted shall service this contract.

Trained personnel must possess and be thoroughly familiar with the appropriate manufacturer's listed installation and maintenance manual and service bulletin.

Personnel not properly trained shall not be acceptable. The District reserves the right to request and be supplied with written documentation of said training. The Contractor shall when requested forward the requested information to the Director of Facilities or his designee, including but not limited to qualifications, license and training records for the technicians servicing this contract.

3. All work performed under this contract must be in compliance with National Fire Protection

Associations (NFPA) standard 17 (Dry Chemical Extinguishing Systems, 2002 edition) AND NPFA 17A (Wet Chemical Extinguishing Systems, 2002 edition). Bid responses not in compliance will not be considered.

4. Equipment to be serviced in this contract is as follows:

LOCATION # BUILDING DESCRIPTION

1 North High School North High School

One (1): 6-gallon Range Guard F.S.S. Seven (7) 360-degree fusible links Two (2): 2.5-gallon Range Guard F.S.S. One (1) 360-degree fusible link

2 East High School

One (1): 6-gallon R102 Ansul wet.

One (1): 9-gallon R102 Ansul wet.

3 Samoset Middle School

One (1): R102 Ansul Dry Chem F.S.S. One (1) 500-degree fusible link One (1): 3-gallon R102 Ansul wet. One (1) 360-degree fusible link

Sagamore Middle School

One (1): UL300 Wet Chemical Fire Suppression system

5 Seneca Middle School One (1): R102 Ansul Dry Chem F.S.S. One (1) 500-degree fusible link

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 8

LOCATION # BUILDING DESCRIPTION

6 Cayuga Elementary

7 Chippewa Elementary

8 Grundy Avenue Elementary School

9 Hiawatha Elementary

10 Lynwood Avenue

11 Merrimac Elementary

12 Nokomis Elementary

13 Tamarac Elementary

14 Waverly Avenue

15 Wenonah Elementary School One

16 Gatelot Avenue School Building (closed)

One (1): 2.5-gallon Range Guard F.S.S. with One (1) 360-degree Fusible link

17 Tecumseh School Building (ESBOCES)

18 Sequoya School Building (ESBOCES High School)

Four (4): Ansul R-102 3-gallon liquid agent fire system. Compressed gas cartridge LT-30-R

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5. Emergency Service and Response Time – Contractor shall provide 24 hour, 7 days per week emergency service. Contractor must contact the District within four (4) hours of notification to schedule a service call. Emergency service must be performed as required by the District. The District reserves to right to cancel this contract for reason of non-performance of scheduled work.

6. Service and Response Time – Non-Emergency Situations – restore equipment to operation, or to make safe any malfunctioning equipment. Once a service call is placed by the District, Vendor must contact the District within one business day to schedule service. Non-emergency service must be performed as scheduled by authorized District Personnel. The District reserves to right to cancel this contract for reason of non-performance of scheduled work, which shall include, but not be limited to the second failure of the contractor to complete work as scheduled. The decision of the District shall be final.

7. Service Tickets – An original service ticket is to be supplied to the Director of Facilities or his designee after each scheduled inspection/service call identifying all work performed and any recommendations. Service ticket must indicate date, time in & time out for each service call.

Ticket must be supplied for each unit that is inspected under the contract. Separate ticket for each unit & all issues indicated. District personnel must accompany the service technician for all services performed, including inspections. The signature of the building custodian must appear on the ticket. Workers must sign in and out. Payment cannot be made if there is no record of sign in/out.

8. Parts and Supplies – Material Mark-up represents the percentage mark-up on the purchase of all materials and supplies required to complete major repairs not included in routine inspection, cleaning and Fireproofing. Materials and supplies mark-up shall be a maximum of the contractor’s certified cost-plus TEN PERCENT (10%). Certified cost will be the actual amount paid to supplier and must be documented with the submission of a copy of the supplier’s invoice with contractor’s invoice.

Copies of list prices must be made available upon request at any time during the entire contract period.

9. Billing - All bills are to be mailed to Sachem Facilities Department as follows:

Sachem Facilities Department

Administrative Offices 51 School Street

Lake Ronkonkoma, NY 11779

10. Use of Subcontractors - The use of subcontractors is permissible under this Contract provided that:

1. the Contractor receives written permission from the Director of Facilities or his designee for Subcontractor. Contractor must provide thirty (30) days prior written notice of intent to subcontract. Written notice must include subcontractor name and company information.

2. the Subcontractor must agree to the same terms and conditions as the Contractor; and

3. the Contractor remains responsible for performance of the Contract terms and conditions.

In the event of dissatisfactory performance of the Subcontractor, the Contractor is ultimately responsible. The Sachem Central School District reserves the right to approve or disapprove Subcontractors.

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11. All work must be performed in accordance with all applicable Federal, State, Local, OSHA and District laws, rules and/or regulations.

MAINTENANCE/INSPECTION SCHEDULE

INSPECTION ITEM FREQUENCY

Check to see that the hazard has not changed

Semi-Annual

Verify that piping is not obstructed

Examine expellant gas and agent containers, releasing devices, piping, hose assemblies, nozzles, signals, all auxiliary equipment and the liquid level of all non-pressurized chemical containers.

Verify that nozzles are not obstructed and are pointing at hazard.

Examine all releasing devices, piping, nozzles, agent containers, and expellant gas containers.

Examine fixed temp sensing element other than fusible links.

System shall be trip tested (no dump) which shall include the operation of the detection system signals and releasing devices, including manual stations and other associated equipment.

Check operation of fuel (gas/electric) shutdown.

Verify signal transmission to fire alarm system

Verify any other ancillary function occurs

Hydrostatic test agent chemical and other auxiliary pressure containers and all hose assemblies.

As required

MAINTENANCE ITEM FREQUENCY

Fusible links shall be replaced annually (non-fusible link type elements, just clean)

Annual

Adjust all cables as necessary

Annual

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PREVAILING WAGE RATE ACKNOWLEDGEMENT

As per article (s) 8 and 9, of the New York State Labor Laws, wages paid for the performance of this contract shall not be less than those listed as minimum by the New York State Commissioner of Labor for the occupations listed.

It shall be the responsibility of the contractor to:

Obtain and comply with the most current prevailing wage schedule requirements from the New York State Department of Labor. The contractor shall further be responsible for making any necessary adjustments to the wages paid for performance of this contact as required by the New York State Labor Laws.

Prevailing wage information for this contract can be accessed on the New York State Department of Labor website:

https://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt

Enter PRC number: 2025004941 to access schedule.

Provide written notice to all laborers, workers or mechanics of the prevailing wage rate for their particular job classification on each pay stub.

Post a notice on the jobsite at the beginning of the performance of work informing workers of right to contact the Department of Labor regarding wage rates.

ARTICLE 8 CONTRACTS: As per Article 8, Section 220, New York State Labor Law, amended effective November 9, 1997: EVERY CONTRACTOR AND SUB-CONTRACTOR shall submit to the department of jurisdiction, (Sachem Central School District), within thirty days after issuance of its first payroll, and every thirty days thereafter, a transcript of the original payroll record, as provided by this article, subscribed and affirmed as true under penalties of perjury.

The Department of jurisdiction (Sachem Central School strict) shall be required to receive and maintain such payroll records.

The Sachem Central School District shall keep on file, the original payrolls or transcripts, for a period of five (5) years from the completion of the project.

ARTICLE 9 CONTRACTS: As per Article 9, Section 220, New York State Labor Law, amended effective November 9, 1997: EVERY CONTRACTOR AND SUB-CONTRACTOR MUST keep original payrolls or transcripts subscribed and affirmed as true under penalty of perjury.

The Contractor and/or Subcontractor MUST maintain on file, the original payrolls or transcripts, for a period of three

(3) years from the completion of the project.

Further, it shall be the responsibility of the contractor to comply with all New York State Labor laws, including but not limited to, Article 8 and/or Article 9, Section 220, New York State Labor Law.

Vendor hereby acknowledges that wages paid for the performance of this contract shall not be less than those listed as minimum by the New York State Commissioner of Labor for the occupations listed as per Article (s) 8 and 9, of the New York State Labor Laws during the entire contract period:

(Signature) (Printed Name of Contractor Representative)

(Date) https://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt

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SITE VISITS

Please call the Director of Facilities or his designee at (631) 471-1370, to schedule an appointment.

Schools may be visited Monday - Friday, 8:30 AM - 3:00 PM

TO: Director of Facilities and All Building Principals

This is to introduce the authorized representative from _____________________________.

Vendor

In response to the bid specifications for B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance and Repair, each bidder is offered the opportunity to inspect the area(s) covered by the contract.

Your cooperation in showing the representative this area is greatly appreciated.

Please confirm this visit with your signature. Thank you.

SIGNATURE OF AUTHORIZED DISTRICT REP. LOCATION DATE

Site(s) inspected as per signature above: ________________________________________ Signature of Bidder

Site(s) not inspected: ________________________________________ Signature of Bidder

To be submitted with proposal

Failure to visit site does not absolve bidder from compliance with all Terms and Conditions of the Contract.

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BID PROPOSAL FORM

Bid # & Title: B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance and Repair

Time: 10:00 am

Name Of Company: ___________________________________________________

Address: ___________________________________________________

Telephone Number: ___________________________________________________

Fax Number: ___________________________________________________

Email Address: ___________________________________________________

Federal Employer Id #: ___________________________________________________

Company Representative: ___________________________________________________

Title: ___________________________________________________

THE BIDDER WHOSE SIGNATURE APPEARS ON THIS BID PROPOSAL FORM DECLARES AND CERTIFIES THAT:

1. Bidder is of lawful age and the only one interested in this bid, and that no one other than said bidder has any interest herein;

2. No member of the Board of Education of Sachem Central School District nor any officer or employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this bid or in the supplies, materials, equipment, work or services to which it related, or in any portion of the profits thereof;

3. Bidder has carefully examined the Instructions to Bidders and Specifications prepared under the direction of the Board of Education, and will, if successful in this bid, furnish and deliver at the prices bid and within the time stated, all the materials, supplies, apparatus, goods, wares and merchandise, services or labor for which this bid is made in accordance with the terms and conditions of the specifications;

4. Bidder is in compliance with the requirements of Section 201-G of the NYS labor law regarding sexual harassment.

5. Bidder understands that in the event of the failure to perform within the time stated in the schedule or purchase order as the case may be, the bid deposit, if any, made with this bid, or so much thereof as shall be applicable to the unfulfilled amount of the award made to the undersigned, shall be retained by the Board.

Furthermore, the Board may demand payment by the undersigned bidder to cover the difference between the price or prices for which such items shall be subsequently purchased, less the amount of the bid deposit retained by the Board. No plea of mistake in such accepted bid shall be available to the undersigned bidder;

6. Bidder has examined, understands and agrees to the terms and conditions of the agreement as set forth in the bid specifications.

7. Bidder has submitted accurate pricing for required items and/or services.

By submitting a bid response, the undersigned, as a duly authorized representative of the vendor, represents that they have read all Bid Documents and will provide items and/or services in accordance with the terms and conditions and at the prices stated in vendor’s response for the entire contract period.

Signature (Authorized) __________________________________________

Sworn to before me this ______________ Day of _____________, 20___

Notary Public

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 14

Time: 10:00 am Contract Period: July 1, 2025 through June 30, 2026. The District shall have the right to renew the term of this agreement for up to two (2) additional one-year period upon approval by the Board of Education for the renewal term. Vendor will be responsible for supplying all items on this bid at the price quoted at any time during the entire contract period.

Bids stipulating minimum order requirements will not be considered. There shall be no charges in excess of those quoted. No contract becomes binding until the necessary funds have been approved for the fiscal year during which the contract is in effect.

Price lines should not be left blank. Incomplete bid responses may be rejected, in whole or in part, at the discretion of the District.

a. “No Bid” – contractor not wishing to bid on an item and/or service must clearly indicate “No Bid” for that item and/or service.

b. “No Charge” Bid Item – contractor desiring to bid “no charge” on an item and/or service must clearly indicate such by either writing “No Charge” or indicating 0 dollars.

c. “No Discount” Bid item – contractor offering no discount off list price must clearly indicate zero percent (0%) as discount offered.

d. All quotes & invoices must reflect: -- prices and discounts according to bid;

-- hourly rates being charged; and -- total number of man hours utilized.

e. No payment will be made without certified payroll.

f. ALL PRICING AND ANY ADDITIONAL BID INFORMATION MUST APPEAR ON PRICING

LINES PROVIDED. THE DISTRICT WILL NOT ACCEPT ANY ARROWS OR DITTO MARKS.

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Time: 10:00 am Contract Period: July 1, 2025 through June 30, 2026. The District shall have the right to renew the term of this agreement for up to two (2) additional one-year period upon approval by the Board of Education for the renewal term. Vendor will be responsible for supplying all items on this bid at the price quoted at any time during the entire contract period.

SECTION A. SEMI- ANNUAL INSPECTIONS/MAINTENANCE

Line # Location Price Per Inspection Total – Two (2) Inspections

1 North High School

2 East High School

3 Samoset Middle School

4 Sagamore Middle School

5 Seneca Middle School

6 Cayuga Elementary School

7 Chippewa Elementary School

8 Grundy Avenue Elementary School

9 Hiawatha Elementary School

10 Lynwood Avenue Elementary School

11 Merrimac Elementary School

12 Nokomis Elementary School

13 Tamarac Elementary School

14 Waverly Avenue Elementary School

15 Wenonah Elementary School One

16 Gatelot Avenue School Building (closed)

17 Tecumseh School Building (ESBOCES)

18 Sequoya School Building (ESBOCES High School)

TOTAL SECTION A

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 16

Time: 10:00 am

Contract Period: July 1, 2025 through June 30, 2026. The District shall have the right to renew the term of this agreement for up to two (2) additional one-year period upon approval by the Board of Education for the renewal term. Vendor will be responsible for supplying all items on this bid at the price quoted at any time during the entire contract period.

SECTION B. EMERGENCY SERVICE/REPAIRS

1. Labor Rates – Regular hourly rate per worker Regular Hourly Rate per worker – Service/Cleaning/ Repairs NOT covered as part of specifications:

$ /man hr.

Overtime will only be paid for weekends and holidays when certified payroll indicates that the employee(s) were paid for said overtime. Overtime shall be paid at a rate of 1.5 x straight time.

Bidders are reminded that notwithstanding the hourly rates bid, they are required to pay prevailing wage rates as per bid specifications.

The District shall pay only for time on-site (not travel time).

2. Parts & Supplies – Material Mark-Up Parts & Supplies Material Mark-up: ___________________%

Material Mark-up represents the percentage mark-up on the purchase of all materials and supplies required to complete major repairs not included in routine inspection, cleaning and Fireproofing.

Materials and supplies mark-up shall be a maximum of the contractor’s certified cost-plus TEN PERCENT (10%). Certified cost will be the actual amount paid to supplier and must be documented with the submission of a copy of the supplier’s invoice with contractor’s invoice.

THIS CONTRACT WILL BE AWARDED TO A SINGLE VENDOR

Authorized Signature: ___________________________________________________

Print Name: ___________________________________________________

Title: ___________________________________________________

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 17

CONTRACTOR NOTIFICATION FORM

Please take notice that asbestos exists in various locations in school district facilities.

Exposure to asbestos fibers can be hazardous to your health, and therefore, precautions must be taken to prevent the disturbance of asbestos-containing building materials.

Information on specific locations where asbestos containing building materials exists is available for each building at the Facilities Office. Areas containing asbestos materials are conspicuously labeled. Please proceed with caution.

I hereby acknowledge this notification regarding the locations of asbestos containing building materials in the building/buildings in which I am to perform work.

All workers in my employ (if applicable) will also be informed of this notification and will take adequate measures to prevent disturbance of asbestos fibers to the extent possible.

All workers in my employ are trained in asbestos awareness.

Contractor will indemnify and save the school district harmless from any and all claims of loss or damage, including reasonable attorney fees, which the school district may sustain by reason of the injury to any person through the negligent act or acts of the contractor, its sub-contractors, employees or agents in the performance of said contract.

(Printed Name of Contractor Representative)

(Signature) (Date)

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 18

VENDOR REFERENCE FORM

**REFERENCES MUST BE COMPANIES OTHER THAN SACHEM*

Company Name: ___________________________________________

Address: ___________________________________________

Contact Person: ___________________________________________

Telephone: ( ) ___________________________________________

Email: ___________________________________________

Dates of Contract(s) ___________________________________________

Contact Person: ___________________________________________

Telephone: ( ) ___________________________________________

Contact Person: ___________________________________________

Telephone: ( ) ___________________________________________

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 19

NON-COLLUSIVE BID PROPOSAL CERTIFICATION

Firm Name _________________________________________________________________________

Business Address _______________________________________Telephone Number ( ) ___________________ I. General Bid Certification The bidder certifies that he will furnish, at the prices herein quoted, the materials, equipment and/or services as proposed on this bid.

II. Non-Collusive Bidding Certification

1. The undersigned (does) (do) declare the (he has) (they have) examined the Legal Notice to Bidders, Specifications, and Information for Bidders (all of which are acknowledged as being part of the Contract), as well as all laws, ordinances, and regulations governing the work and (he proposes) (they propose) to provide all materials, labor and related items necessary for the satisfactory completion of the work strictly in accordance with the documents listed above under the head of Section 103-d of the General Municipal Law as follows:

Statement of non-collusion in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation, or local law, 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: Non-collusive bidding certification.

(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 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 when (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 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 political subdivision, public department, agency or official thereof 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 subparagraph one (a).

2. Any bid hereafter made to any political subdivision of 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, regulation, or local law, and where such bid contains the certification referred to in subdivision one of the 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.

3. The successful bidder shall agree to defend, indemnify and hold harmless the Sachem Central School District, its Board of Education, the Board’s agents, officers, trustees, attorneys and employees, all in their individual and corporate capacities, for all loss, costs, damage and expense, including but not limited to attorney’s fees, arising out of or resulting from the performance of the Agreement. In addition, an applicable Insurance Endorsement, naming the District as an additional insured, with no responsibility to the District for payment of premium, shall be submitted by the successful bidder, to the District’s Business Office, within ten (10) days after the award of the bid to the successful bidder.

Signature (Authorized) _________________________________Title _________________________

Please Print Name ________________________________________

Sworn to before me this ______________ Day of _____________, 20___

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 20

AFFIDAVIT OF COMPLIANCE

STATE OF_______________

COUNTY OF_____________

___________________________________________, being duly sworn, deposes and says:

1) That (s)he is an officer or representative of ___________________________________ and that (s)he has the authority to sign this affidavit.

2) This affidavit is offered as an inducement to the Sachem School District to award to _________________________________________________such purchase contracts for goods or services as directed by the Board of Education, in accordance with New York State law and with District policy.

3) That no Officer, Employee or Stockholder of the above referenced vendor is an Employee, in any position, Administrator or Board Member at the Sachem Central School District other than as disclosed below.

4) That no Officer, Employee or Stockholder of the above-referenced vendor is related to an employee in any position, administrator or Board Member, at the Sachem Central School District other than as disclosed below:

Vendor: List Officer, Employee or Stockholder’s Name

Position with Vendor Sachem Employee, Administrator or Board Member Name

Relationship between parties

Signed Date

Sworn to before me this ______________ Day of _____________, 20___

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 21

SEXUAL HARASSMENT PREVENTION CERTIFICATION FORM

By submission of this bid, the person signing on behalf of the bidder certifies, under penalty of perjury, that: the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace; the bidder provides annual sexual harassment prevention training to all of its employees;

and that the principal(s) and all employees of the bidder have completed the sexual harassment prevention training in the last twelve (12) months. Such policy shall, at a minimum, meet the requirements of Section 201-g of the Labor Law.

Bidder Name: _______________________________________________________________________

Bidder Address: _____________________________________________________________________

Print Name and Title: _________________________________________________________________

Signature:____________________________________________________________________________

Date: _____________________

Sworn to before me this ________ day of ________________, 20____

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 22

IRAN DIVESTMENT ACT COMPLIANCE

FORM 1 - CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List"). Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date at which time it will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the School District receive information that a Bidder/Contractor is in violation of the above-referenced certification, the School District will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the School District shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default. The School District reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, ___________________________________________, being duly sworn, deposes and says that he/she is the ___________________________ of the ______________________________________ Corporation and that neither the Bidder/ Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 23

IRAN DIVESTMENT ACT COMPLIANCE

FORM 2 - DECLARATION OF BIDDER’S INABILITY TO PROVIDE CERTIFICATION OF COMPLIANCE

WITH THE IRAN DIVESTMENT ACT

Bidders shall complete this form if they cannot certify that the bidder /contractor or any proposed subcontractor is not identified on the Prohibited Entities List. The District reserves the right to undertake any investigation into the information provided herein or to request additional information from the bidder.

Name of the Bidder: ______________________________________________________________

Address of Bidder: ______________________________________________________________

Has bidder been involved in investment activities in Iran?

Describe the type of activities including but not limited to the amounts and the nature of the investments (e.g.

banking, energy, real estate)

If so, when did the first investment activity occur?

Have the investment activities ended?

If so, what was the date of the last investment activity?

If not, have the investment activities increased or expanded since April 12, 2012?

Has the bidder adopted, publicized, or implemented a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran?

If so, provide the date of the adoption of the plan by the bidder and proof of the adopted resolution, if any and a copy of the formal plan.

In detail, state the reasons why the bidder cannot provide the Certification of Compliance with the Iran Divestment Act below (additional pages may be attached):

I, ______________________________ being duly sworn, deposes and says that he/she is the ____________________ of the __________________________________ Corporation and the foregoing is true and accurate.

SIGNED

B 25-506 Kitchen Hood Fire Suppression Systems – Inspection, Maintenance & Repair 24

STATEMENT OF BIDDER’S QUALIFICATIONS

The Statement of Bidders Qualifications MUST be fully filled out, with yes and/or no, and with explanations, if appropriate.

1. Name of Bidder ________________________________________________

2. Type of Business Entity: _________________________________________

3. If the bidder is a corporation, state the date and place of incorporation of the corporation.

4. For how many years has the bidder done business under its present name?

5. List the persons who are directors, officers, owners, managerial employees or partners in the bidder’s business.

6a. Have any of the persons listed in Number 5 owned/operated/been shareholders in any other companies? If so, please state name of owned/operated/been shareholders and names of other companies:

6b. If the answer to number 6a is in the affirmative, list said persons and the names of their previous affiliations.

7. Has any director, officer, owner or managerial employee had any professional license suspended or revoked?

If the answer to this question is yes, list the name…