BID_2026-009 CARPENTRY SERVICES.pdf

**The cover page must be fully completed and remain intact with the bid submission. It must not be removed, separated, or altered. **

City of Glen Cove Invitation to Bid Bid No. 2026-009

CARPENTRY SERVICES

BIDS DUE: OCTOBER 7, 2026 10:00 A.M.

Bid Opening: OCTOBER 7, 2026 11:00 A.M.

BIDDER’S NAME:

PHYSICAL ADDRESS:

MAILING ADDRESS:

EMAIL ADDRESS:

PHONE NUMBER:

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

Posted on: https://www.bidnetdirect.com/new-york/Cityofglencove and

City of Glen Cove website: https://glencoveny.gov/bid-rfps/ https://www.bidnetdirect.com/new-york/cityofglencove https://glencoveny.gov/bid-rfps/

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Table of Contents

INVITATION FOR BIDDERS

Public Work Contractor and Subcontractor Registry

BIDDER’S CHECKLIST

NOTICE TO BIDDERS

INSTRUCTIONS TO BIDDERS

PROPOSAL

BID FORM

NON-COLLUSIVE BIDDING CERTIFICATION

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

CERTIFICATE OF EXPERIENCE

STATEMENT OF VENDOR QUALIFICATIONS

SEXUAL HARRASMENT CERTIFICATION

VENDOR DISCLOSURE FORM

W-9

GENERAL TERMS AND CONDITIONS

APPENDIX 1: PREVAILING WAGE SCHEDULE FOR ARTICLE 8 PUBLIC WORK

PROJECT

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INVITATION FOR BIDDERS

PLEASE TAKE NOTICE that the sealed bids will be received by the City of Glen Cove Purchasing Agent located at City Hall, 9 Glen Street (entrance at rear of building), Glen Cove, N.Y. 11542 until 10:00 a.m. on 10/7/2026 The bid opening shall take place 10/7/2026 at 11:00 a.m. and read aloud, and the contract awarded as soon thereafter as practicable for:

BID NO. 2026-009

LOCATED IN GLEN COVE, NY

Bidding documents and specifications may be obtained on the City of Glen Cove’s BidNet page, https://www.bidnetdirect.com/new-york/Cityofglencove. The Bidding Documents are available beginning SEPTEMBER 17, 2026.

All bids must be received no later than 10:00 a.m. on OCTOBER 7, 2026. Late bids received by mail will not be accepted and will be returned unopened to the vendor. Delay in mail delivery is not an exception to the deadline for receipt of bids. Each bid must be made on the Proposal form prepared for this work and in the manner designated therein. The bid shall be enclosed in a sealed envelope addressed to the Purchasing Agent of the City of Glen Cove and marked on the outside with the name and address of the bidder, and the words CARPENTRY SERVICES - BID #2026-009

Yelena Quiles, Purchasing Agent City of Glen Cove, New York https://www.bidnetdirect.com/new-york/cityofglencove

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“New Requirement” Public Work Contractor and Subcontractor Registry

Starting December 30, 2024, all contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-i.

https://dol.ny.gov/contractor-and-subcontractor-landing The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines “subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

Contractors need to register before submitting any new bids or commencing new work on a covered project on or after December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after December 30, 2024. NYSDOL encourages all contractors and subcontractors to register as soon as possible to obtain a Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

The Bureau of Public Work & Prevailing Wage Enforcement at the New York State Department of Labor is responsible for enforcing prevailing wage laws in New York State.

The Bureau of Public Work & Prevailing Wage Enforcement publishes the annual prevailing wage schedule every year on July 1. To find information about the prevailing wage rate for your area, or to find contact information for your local Public Works and Prevailing Wage Enforcement District Office, please visit Bureau of Public Work and Prevailing Wage Enforcement website or send an email to labor.sm.pwask@labor.ny.gov.

Electronic Certified Payroll Submissions in 2025

There is a new subsection 220-j in Article 8, which will require the Department of Labor to develop a publicly accessible online database of electronic certified payroll records, which will be available no later than December 31, 2025.

All submissions of certified payroll records will be collected electronically through this forthcoming database, starting when the system is completed in 2025.

Please watch the NYS Department of Labor website for additional information.

https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I https://dol.ny.gov/contractor-and-subcontractor-landing mailto:labor.sm.pwask@labor.ny.gov

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BIDDER’S CHECKLIST

Your response to our above-referenced bid may be considered unresponsive and may be rejected if the following forms are not included at the time of the bid opening.

☒ BID SECURITY

If required, each bid shall be accompanied by a certified check made payable to the City of Glen Cove in the amount indicated below. In lieu of such a check, the bidder may furnish a bid bond in the same amount and having as surety thereon a surety company licensed to do business in the State of New York. Checks or bid bonds of all formal bidders will be returned after an award has been made.

The amount of the bid deposit required for this bid is:

☒$100.00 ☐10% of Total Bid ☐Waived ☐Other: _____________

☒ SIGNED PROPOSAL PAGE

☒ As per page 11 of the bid package, the City of Glen Cove requires a current insurance certificate, with the City of Glen Cove listed as additional insured, to be on file. You will be given five (5) business days from notice of award to supply this form or the award will be rescinded.

☐ Samples and/or Specifications as required. Bidders must send materials, marked with Company Name, Bid No. and Item No. on bid when bidding on or equal items. These must be received prior to bid opening.

☒ Notarized Affidavit of Non-Collusion as required by NYS Law

☒ Certificate of Experience / References form

☒ Sexual Harassment Prevention Certification

☒ Vendor Disclosure Certification

☒ Certification of Compliance with The Iran Divestment Act

☒ Statement of Vendor Qualifications form as required by the City of Glen Cove

☒ **NEW** Copy of “Certificate of Contractor Registration” from the New York State Department of Labor

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NOTICE TO BIDDERS

City of Glen Cove 9 Glen Street

Glen Cove New York 11542

Term of Contract: The term of this contract shall be effective as of January 1, 2027 (“Initial Term”) and will end on December 31, 2029. In the event the City wishes to extend the term of the Contract beyond the initial term, the Contract term may be extended for one (1) additional year, (“Renewal Terms”) under the same terms and conditions as mutually agreed in writing by the City and the Successful Vendor. Renewal shall be at the 2029 (year 3) rates.

I. PURPOSE

1. The purpose of this solicitation is to obtain pricing and contract with a qualified vendor to provide CARPENTRY SERVICES as indicated in the specifications for the City of Glen Cove (City) and all of its properties. The successful vendor will be expected to provide skilled, experienced, prompt services of a wide variety of repairs at various City sites on an “on call” basis, as required.

II. SCOPE OF SERVICES

A. Successful Vendor must have, as a minimum, five (5) years of continuous experience in providing carpentry Services. Vendors with less than the required experience may not be considered for award;

B. Services shall include troubleshooting, repair, replacement, installation, adjustment, and general maintenance of windows and doors, as well as renovation and carpentry work involving the removal, construction, repair, or modification of interior walls and ceilings.

C. The Successful Vendor(s) may charge a minimum of one (1) hour for any service call;

D. Successful Vendor must be equipped to provide emergency repair Services within two (2) hours and to commence non-emergency Services within two (2) work days, unless otherwise approved by the City;

E. Emergency service means a condition requiring immediate attention because it presents an imminent threat to life, safety, security, significant property damage or the continued operation of a City facility.

F. The Successful Vendor shall have all the necessary tools, supplies and/or equipment to perform the required Services as specified in the Bid;

G. When repairing or replacing, the Successful Vendor must use the most up-to-date supplies and/or equipment being manufactured. No obsolete supplies or equipment shall be allowed;

H. All materials furnished and incorporated into the work shall be new, unused, and of the type, grade, quality, and dimensions specified by the City or reasonably required for the work. Materials shall comply with all applicable federal, State of New York, Nassau County, and City of Glen Cove codes, regulations, and applicable industry standards.

Where a specific manufacturer, product, or material is identified, the Contractor shall furnish that specified material unless the City approves an equivalent or substitute material in writing.

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Any proposed substitution shall be submitted to the City for prior written approval and shall include sufficient documentation to demonstrate that the proposed material is equal to or better than the specified material in quality, performance, durability, appearance, compatibility, and applicable code compliance.

The Contractor shall not substitute materials or products without the City's prior written approval. Approval of a substitution shall not entitle the Contractor to additional compensation or an extension of time unless specifically authorized in writing by the City.

The City reserves the right to reject any material that does not comply with the Contract requirements or applicable codes.

I. The Successful Vendor, at the request of The City as applicable, shall maintain an inventory of new manufacturer’s parts and related supplies and equipment so as to ensure prompt repairs on short notice;

J. No travel time will be paid. Payments will be made only for time on the job. All invoices must be accompanied by daily service tickets specifying time of arrival, Services done, materials used, time of departure for each employee, and must be signed by an authorized representative of The City as applicable. A copy of this ticket is to be left with the signer, and this shall be the basis for payment. Service tickets not submitted in a timely fashion will result in delayed payments;

K. When Successful Vendor is called upon to perform emergency Service, the service tickets shall be mailed the following day to the Facilities Manager and Director of Public Works for signature, as applicable;

L. No vehicle use will be paid for in the normal course of transporting mechanics and supplies and equipment to the job site.

M. Under this Contract, sub-contracting shall not be permitted without prior written approval of the City as applicable. If the permission of the City is granted for the use of a sub-contractor for like Services, subcontracting shall not result in an increase of price to the City;

N. Successful Vendor and/or its employees shall be licensed, certified, registered and/or authorized to perform Services rendered under this Contract as required by all applicable Federal, State and Local laws and regulations and shall be licensed by the County of Nassau where required and submit such documentation upon request from the City;

O. Successful Vendor shall pay its employees the “prevailing rate of wage” as defined in Section 220 of the New York State Labor Law, Schedule of Wage Rates. The City as applicable will require proof of payment of the employee’s workers reflecting the prevailing rate of wages, through certified payrolls as required by the Department of Labor. For this project, the PRC#2026027141.

P. All Services must be performed in accordance with the New York State Uniform Code, Energy Conservation Construction Code, applicable Nassau County requirements, applicable City of Glen Cove codes, OSHA requirements and NYS Labor Law;

Q. The City reserves the right to assign its personnel to assist the Successful Vendor’s mechanics if they deem it to be in their best interest;

R. All Services shall be guaranteed for a period of one (1) year from date of acceptance by The City as applicable. All parts and materials shall be guaranteed for a minimum period of two

(2) years against defective material or in accordance with manufacturer warranty, if longer than two (2) years;

S. For Routine Work, the procedure shall be as follows:

1. City issues work request.

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2. Successful vendor submits written estimate. Estimate should be submitted with a reasonable time frame and must be submitted before any services are started.

3. City approves estimate.

4. City issues Purchase Order. Purchase order must be issued for services to be performed.

5. Successful vendor performs work.

T. For Emergency Work, the procedure shall be as follows:

1. City authorizes emergency response.

2. Successful vendor begins work.

3. Successful vendor submits estimate within 48 hours.

4. City issues PO/documentation as required.

U. In the event the Services cannot be performed in accordance with the agreed upon time schedule by the Successful Vendor, other sources may be called upon to perform at their quoted price;

V. Successful Vendor is to have all Services done in the best workmanlike manner and shall clean up and remove all debris and rubbish resulting from the Services from time to time, as required or directed. Upon completion of the Services, the premises shall be left in a neat, unobstructed condition, the buildings broom cleaned, and everything in satisfactory repair and order;

W. Related supplies and/or equipment (including tools) shall be stored at the site only with the prior written approval of the City and at the Successful Vendor’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss;

X. Services shall progress to cause the least inconvenience to the City and with proper consideration for the rights of other persons on site. The Successful Vendor shall perform the Services promptly with due regard for coordination requirements, if any;

Y. Installation shall include the furnishing of any rigging necessary to move equipment into the building and the removal and resetting of any removable windows used for moving equipment into the building;

Z. Successful Vendor shall acquaint their service persons with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required;

AA. Successful Vendor shall furnish adequate protection from damage for all Services and shall repair damages of any kind for which vendor’s service persons are responsible;

BB. Successful Vendor may not impose a fuel charge under any name;

CC. Successful Vendor must ensure that his/her employees abide by the prohibition against smoking at City of Glen Cove sites.

DD. All services shall be on an as needed basis and upon written City approval of the awarded contractor’s written cost (ordinary tools and equipment customarily used in the performance of carpentry services shall be included in the hourly labor rate and shall not be separately billed) proposal.

EE. Equipment that is specialized, heavy or unusual is NOT ordinarily required to perform the carpentry services contemplated under this contract and is not included in the vendor’s hourly labor rates. Examples may include, but are not limited to, cranes, boom lifts, specialized aerial equipment, large material-handling equipment, specialized cutting or fabrication equipment or other equipment requiring substantial additional rental or mobilization costs.

FF. Specialized Equipment shall not be rented, mobilized, or charged to the City without the City's prior written authorization. The Contractor shall submit a written request identifying the equipment, the reason it is required, the proposed rental or usage cost, the anticipated duration, and any applicable delivery, mobilization, or demobilization charges.

GG. When Specialized Equipment is necessary, the City may require the Contractor to obtain competitive quotations from qualified equipment suppliers before authorization. The City reserves the right to obtain the equipment directly or require the Contractor to use another

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HH. Only the actual, documented cost of authorized Specialized Equipment shall be reimbursable. Any Contractor markup, overhead, administrative fee, handling charge, or profit on Specialized Equipment shall not be permitted unless specifically authorized in writing by the City.

II. The Contractor shall not charge the City for equipment that is owned, leased, or routinely maintained by the Contractor as part of its normal business operations unless specifically authorized in writing.

JJ. No equipment charge shall be considered authorized merely because the Contractor determined that the equipment was necessary to perform the work. Unauthorized equipment costs shall be the responsibility of the Contractor.

III. METHOD OF AWARD

A. The Contract shall be awarded to the lowest responsive and responsible bidder based upon the lowest Three-Year Evaluated Bid, calculated using the estimated quantities set forth in the Bid Form.

B. The estimated labor hours and material expenditures set forth in the Bid Form are provided solely for the purpose of evaluating and comparing bids. Such estimates are not a guarantee of the actual amount of work, labor, materials, or expenditures that will be required during the Contract term.

C. The Three-Year Evaluated Bid shall be calculated separately for each contract year as follows:

1. Estimated Mechanic Hours × applicable Mechanic hourly rate;

2. Estimated Apprentice/Helper Hours × applicable Apprentice/Helper hourly rate;

3. Estimated Material Expenditure × applicable material markup percentage.

The resulting annual evaluated amounts shall be added together to determine the bidder's Three-Year Evaluated Bid.

D. The bidder submitting the lowest Three-Year Evaluated Bid, provided the bidder is responsive and responsible and meets all requirements of the Bidding Documents, shall be recommended for award.

E. City of Glen Cove reserves the right to reject any and all bids not considered to be in the best interest of City of Glen Cove.

F. The City does not guarantee any minimum or maximum quantity of work, labor hours, materials, or expenditures under this Contract.

G. All Services shall be performed on an as-needed basis upon written authorization by the City and issuance of a purchase order in accordance with the requirements of this Contract.

IV. CERTIFIED COST PLUS MARKUP – MATERIALS

For purposes of this contract, “Certified Cost” shall mean the Contractor's actual net acquisition cost for materials, parts, supplies, or other approved items purchased specifically for and incorporated into the work performed for the City.

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The Contractor shall provide a copy of the supplier's invoice, receipt, or other documentation acceptable to the City Purchasing Department establishing the actual cost paid by the Contractor. The Contractor shall certify that the submitted cost represents the actual amount paid to the supplier and is not a retail, list, catalog, or estimated price.

Certified Cost shall be calculated after deducting all discounts, rebates, credits, allowances, trade discounts, or other reductions received or available to the Contractor in connection with the purchase.

The Contractor shall be reimbursed the Certified Cost plus the percentage markup bid by the Contractor and accepted by the City.

The markup shall constitute the Contractor's compensation for overhead, handling, procurement, administrative expense, and profit associated with the purchase of the material. No additional markup, handling charge, administrative fee, procurement fee, or other surcharge shall be permitted unless specifically authorized in writing by the City.

Freight, delivery, and other directly attributable charges shall be reimbursable only when reasonable, documented, and approved by the City, and shall not be subject to the Contractor's material markup unless expressly stated otherwise in the Bid Documents.

The Contractor shall not receive compensation based upon manufacturer list prices, suggested retail prices, catalog prices, or other prices exceeding the Contractor's actual Certified Cost.

The City reserves the right to reject any material cost for which adequate supporting documentation is not provided.

V. M/WBE POLICY & CERTIFICATIONS

a. Minority and Women-Owned Business Enterprises (M/WBEs) are strongly encouraged to participate in this bid.

b. The City of Glen Cove, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US. C.§§ 2000d to 2000d-

4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, Minority and Women-Owned Business Enterprises (M/WBEs) will be afforded full and fair opportunity to submit bids in response to this Invitation for Bidders and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

c. The bidder certifies that he has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all his employees. The bidder will be required to complete and submit the Sexual Harassment Certification form.

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d. The bidder will be required to complete and submit the Vendor Disclosure Certification.

VI. CONTRACT TERM

The term of this contract shall be effective as of January 1, 2027 (“Initial Term”) and will end on December 31, 2029. In the event the City wishes to extend the term of the Contract beyond the initial term, the Contract term may be extended for one (1) additional year, (“Renewal Terms”) under the same terms and conditions as mutually agreed in writing by the City and the Successful Vendor. Renewal shall be at the 2029 (year 3) rates.

VII. QUESTIONS AND COMMUNICATION PROCEDURES

A. Questions and Communication Procedures

• All questions will be received and answered exclusively through the BidNet platform.

• Each question must be submitted separately on BidNet—questions may not be combined into a single paragraph or grouped submission.

• Question Submission Deadline:

September 25, 2026 at 4:00 p.m.

No questions will be accepted after this deadline.

Authorized Contact for This Procurement:

• Yelena Quiles, Purchasing Agent o All questions must be submitted through the Q&A section on BidNet.

o Do not email questions—emailed questions will not be answered.

Other Procurement Information:

• For administrative or non–BID-specific inquiries, email: purchasing@glencoveny.gov.

Responses and Addenda

• Ms. Quiles will compile all responses related to this project and issue them as an addendum to all registered proposers on BidNet on or before September 30, 2026 at 4:00 p.m.

• All answers and addenda will be posted exclusively on the BidNet website as part of the BID documentation.

• It is the proposer’s responsibility to check the City of Glen Cove’s BidNet page regularly for any addenda issued for this BID.

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Restrictions on Communication

• No contact with any City personnel regarding this project is permitted until an award has been made.

• Contact with anyone other than Ms. Quiles will be considered grounds for elimination from the procurement process.

IX. Procurement Schedule

1. Release of Information for Bidders September 17, 2026

2. Questions Submission Deadline September 25, 2026 at 4:00 p.m.

3. Anticipated City Answers to Questions September 30, 2026

4. Bid Submission Deadline October 7, 2026 at 10:00 a.m.

5. Bid Opening October 7, 2026 at 11:00 a.m.

6. Anticipated Date for Award of Contract As Soon as Practicable

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INSTRUCTIONS TO BIDDERS

In connection with CARPENTRY SERVICES - BID# 2026-009, the City of Glen Cove, New York invites bids on the forms attached hereto, all blanks in which must be filled properly. Bids will be received by the Purchasing Agent of the City of Glen Cove at City Hall, 9 Glen Street (rear entrance), Glen Cove, N.Y. 11542 until 10:00 a.m. on October 7, 2026 at which time they will be publicly opened and read aloud at 11:00am (see Invitation to Bidders) and the contract awarded as soon thereafter as practicable. If the bid is sent through the mail or another delivery system, the sealed envelope should be enclosed in a separate envelope with the notation "Bid Enclosed" on the face of it. It is the sole responsibility of the bidder to see that his bid is received no later than October 7, 2026 at 10:00 a.m.

A. Bidding Documents

1. The term “Bidding Documents” includes the following:

a) Invitation for Bidders

b) Notice to Bidders

c) Instructions to Bidders

d) Proposal

i. Schedule of Bid Prices

ii. Non-Collusive Bidding Certification

iii. Certificate Of Compliance with The Iran Divestment Act

iv. Statement of Vendor Qualifications

v. Certificate of Experience

vi. Sexual Harassment Certification

vii. Vendor Disclosure Form

viii. Vendor Form (& W-9)

e) General Terms and Conditions

f) Prevailing Wage Schedule for Article 8 Public Work Project PRC#2026027141

2. Complete sets of Bidding Documents must be used in preparing bids. The City of Glen

Cove does not assume any responsibility for errors or misrepresentations resulting from the use of incomplete sets of Bidding Documents.

3. The City of Glen Cove in making copies of the Bidding Documents available does so only for the purpose of obtaining bids on the work and does not confer a license or grant for any other use.

4. Failure to comply with any of the following instructions shall constitute cause for which the bid may be rejected.

B. Preparation of Proposals

1. In submitting a bid, only the proposal sheets, as furnished, are to be filled out but not detached from the bid package. All proposal sheets are to be enclosed in the bid submission with all blanks filled in properly. The bid must be sworn to by the person signing it on the appropriate Proposal Affidavit form. The proposals for this work shall be enclosed in a sealed envelope bearing the name of the bidder, date of submission, and the name of the project, to wit: CARPENTRY SERVICES - BID# 2026-009

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2. Each bid must have the full business address of the bidder and be signed by him with his usual signature. Bids by partnerships must be signed with the partnership name by one of the members of the partnership followed by the signature and designation of the person signing. Bids by corporations must be signed with the name of the corporation, followed by the signature and designation of the president, secretary, or other officer authorized to bind it in the matter and the seal of the corporation placed thereon. The name of all persons signing shall also be typed or printed below the signature.

3. All bids shall be made on the “Schedule of Bid Prices” attached hereto, furnished by the

Purchasing Agent, and shall remain attached hereto as one of the Bidding Documents. All blanks on the Schedule of Bid Prices must be completed in ink, in both words and figures with the unit and total sum for which the bid is made. If a blank is necessary, an explanation must be attached to the proposal.

4. The bidder must state the price per unit for each separate item as called for in the specifications and/or schedules, and the extensions must be made and totaled. Items not bid should be marked “NO BID”. In case of any discrepancy in the unit price or amount bid for any item in the proposal, the unit price as expressed in words shall govern.

5. Samples of any articles must be furnished when required, free of expense, and if such sample be not so furnished, or if it does not conform to the quality and character required by specifications, the bid will be rejected.

6. Whenever material, equipment or supplies are indicated in the specifications or schedules by catalog description, or by the trademark, or trade name, or by the name of any particular patentee, manufacturer or dealer, such descriptions shall mean those indicated or any equal thereto, as shall be determined by the City, in all essential respects. The make or grade of the article on which a bid is submitted should be stated in the bid in every instance.

When not stated, it will be understood to be the specific article named in the specifications or schedules.

7. The Purchasing Agent and/or the City Council reserves the right to reject any or all bids, to waive any informality in bids, to accept that bid which in his judgment best serves the interests of the City, to award by items or as a whole, and, unless otherwise specified by the bidder, to accept any item in the bid, and not accept other items.

8. All bidders must also subscribe and affirm the statement of non-collusion attached hereto as required by Sec. 103d of the General Municipal Law.

9. On January 22, 2019, the Glen Cove City Council adopted a resolution requiring all vendors or parties who contract with the City of Glen Cove to complete a Statement of Vendor Qualifications form. The Statement of Vendor Qualifications form is included herein as a bidding document and shall be filled in as noted above and submitted as an appendix to the bidder’s bid.

10. Bidders are required to submit the Sexual Harassment Certification form.

11. Bidders are required to submit the Certificate of Experience form.

12. Bidders are required to submit the Vendor Disclosure form.

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13. Bidders are required to include their firm’s last audited financial statements as an appendix to their bid.

14. Bidders are required to submit proof of insurance coverage required for this project and proof of authorization to do business in New York State.

C. Submission of Bids

The Bidder must submit the following:

1. One (1) hard copy of the complete bid package.

2. One (1) disc or USB flash drive containing an electronic copy of the bid in PDF format.

Cover Page Requirement:

• The cover page must be fully completed and remain intact with the bid submission. It must not be removed, separated, or altered.

Important:

• Do NOT staple any bid documents.

• Paper clips or binder clips are acceptable.

On or before the day and hour specified in the Invitation for Bidders, the person, firm or corporation making a bid shall deliver such bid to Yelena Quiles, Purchasing Agent for the City of Glen Cove, City Hall, 9 Glen Street, Glen Cove, New York 11542 via hand delivery, courier, or by certified mail. The bid shall be enclosed in an opaque sealed envelope addressed to the Purchasing Agent of the City of Glen Cove and marked on the outside with the name and address of the bidder, the date of its presentation, and the words “Bid for CARPENTRY

SERVICES - BID#2026-009.

If the bid is sent by certified mail, the sealed envelope shall be enclosed in a separate envelope with the words “BID ENCLOSED” marked on the face of it. It is the sole responsibility of the bidder to see that his bid is received no later than OCTOBER 7, 2026 at 10:00am. Any bid received after the scheduled closing time for receipt of bids shall be returned to the bidder unopened.

D. Qualifications Of Bidders

All bidders shall have the experience, ability, facilities, and equipment necessary to satisfactorily perform the work required under the Scope of Work and in accordance with the Project Specifications. All bidders shall be in good financial standing and capable of fulfilling the requirements of this Contract.

No bid will be considered from any person or entity who is in arrears to the City of Glen Cove, or who is in default as surety or otherwise upon any obligation to the City of Glen Cove. No bid will be considered from any Contractor whose performance of any previous contract with the City of Glen Cove has been unsatisfactory, in the opinion of the City

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Council. A Contractor whose performance has been determined to be unsatisfactory shall not be deemed a responsible bidder.

No bid will be considered from any contractor, subcontractor, and/or its successor listed on the New York State Department of Labor Bureau of Public Work Debarment List.

All bidders shall provide the information requested in the qualification forms included herein to demonstrate their experience, facilities, equipment, and financial ability to satisfactorily perform and complete the work required under this Contract.

The successful bidder shall submit the completed qualification forms, properly executed and sworn to, to the Director of Public Works within seven (7) days following notification of award.

Financial ability shall be demonstrated in accordance with the requirements set forth in this bid, including the requirement that all bidders submit their most recent audited financial statements as an appendix to their bid.

The City reserves the right to request additional information or documentation it deems necessary to determine whether the successful bidder is responsible and capable of satisfactorily performing the Contract.

E. Rejection of Bids

The City of Glen Cove Director of Public Works reserves the right to reject any bid if the evidence submitted in the qualification statement or by investigation of such bidder fails to satisfy the Director of Public Works that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted. The Director of Public Works reserves the right to reject any or all bids if it is deemed in the best interest of the City, subject to approval of the City Council.

The City reserves the right to reject any proposal in which any of the bid prices are unbalanced to the potential detriment of the City, or contrary to the best interest of the City as determined by the Director of Public Works. An unbalanced bid is considered to be one containing lump sum or unit bid prices which do not reflect reasonable actual costs plus a reasonable proportionate share of the bidder’s anticipated profit, overhead costs, and other indirect costs which are anticipated for the performance of the work in question.

F. Conditions of Work

Bidders are encouraged to familiarize themselves with the general conditions and locations in which the Services may be performed. Because Services will be performed on an as-needed basis at various City facilities, bidders shall make reasonable inquiries and investigations necessary to understand the nature of the Services and conditions that may affect performance.

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G. Bid Security

The proposal shall be accompanied by a bid bond or certified check in an amount listed in the Bidder’s checklist, made payable to the City of Glen Cove, as assurance that the bid is made in good faith. Each bid shall contain all of the representations of fact required in said form. The bid bond shall be submitted in a separate envelope addressed to the City in the same manner as the bid proposal and attached securely to the bid proposal envelope. The certified checks or bid bonds of all will be returned within ten (10) days of the opening of the bids.

H. Examination of Bid Documents and Familiarity of Site

1. Before submitting a proposal, all bidders shall carefully examine the Bidding Documents and can ask questions as outlined in Section 7.

2. No plea of ignorance of misunderstanding of conditions that exist or that may hereafter exist, estimates of quantities, character, location or other conditions surrounding same, or of conditions or difficulties that may be encountered in the execution of the work detailed in this Invitation for Bidders, as a result of failure to make the necessary examinations and investigations as may be expected of a reasonable prudent bidder, will be accepted as an excuse for any failure or omission on the part of a Contractor to fulfill in every detail all of the requirements of the Bidding Documents, or will be accepted as a basis for any claims whatsoever for extra compensation, or for an extension of time.

I. Withdrawal

1. Any bidder may withdraw his bid, either personally or by written request, if such request is received by the City of Glen Cove, prior to the scheduled closing time for receipt of bids.

2. All bids will remain subject to acceptance for forty-five (45) days after the day of the bid opening, but the City of Glen Cove may, in its sole discretion, release any prior to that date.

3. If, within three (3) days after bids are opened, and bidder files a duly signed, written notice with the City of Glen Cove and promptly thereafter demonstrates to the reasonable satisfaction of the City of Glen Cove that there was a material and substantial mistake in the preparation of his bid, as provided for in General Municipal Law 103, that bidder may withdraw his bid. Thereafter, that bidder will be disqualified from further bidding on the work to be provided under this project.

J. Award and Reservation of Rights

a. The contract will be awarded to the lowest responsive and responsible Vendor who meets the terms and conditions in the Bid documents, completes all required forms and offers the lowest price as indicated on the Bid Form.

b. If not awarded, the Bid will be rejected within ninety (90) days of the date of the opening of Bids, subject, however, to the discretionary right reserved by the City to waive any informalities, or to reject any or all Bids and to advertise for new Bids, if in its opinion, the best interests of the City will thereby be promoted.

c. The City reserves the right to reject all bid. City also reserves the right to reject, for cause, and Bid in whole or in part; and to waive non-material defects, qualifications, irregularities, and omissions, if, in its judgment, the best interests of the City will be served.

d. The City reserves the right to award this Contract, in whole or in part, whichever is in the best interests of the City. Also reserved is the right to award by individual services, City of Glen Cove Bid No. 2026-009

CARPENTRY SERVICES Page 17 of 53 services category, or services classification, in total and/or by utilizing estimated usage, whichever is the best interest of the City. The City reserves the right to reject any Bid if the vendor fails to satisfy the City that they are properly qualified to carry out the obligations of the Contract. City reserves the right to reject a bid that is considered unbalanced by the City.

e. The contract will be utilized at the discretion of the City. Consequently, there is no guarantee that the specified minimum amount of services, materials, supplies and/or equipment will be authorized or purchased.

f. The City may make any investigation they deem necessary to determine the ability of the Bidder to perform the services and the Bidder shall furnish to the City Council all such information and data for this purpose as they may request.

g. City reserves the right to inspect the Bidder’s physical facilities prior to award.

h. If two (2) or more Bidders submit identical Bids as to price, the decision of the City to grant an award to one such identical Bidders shall be final.

i. At the sole discretion of the City, a Bid may be rejected and the Contract not awarded to a Vendor whose performance on a previous Contract with the City has been determined to be unsatisfactory.

K. Multiple Bids

No person, firm or corporation shall be allowed to make more than one bid for the same work.

L. Insurance Required

The successful bidder will be required to procure and pay for the following types of insurance in accordance with the provisions of the Contract:

a. Commercial General Liability Coverage:

i. Per Occurrence: $1,000,000

ii. Aggregate: $2,000,000

b. Workers Compensation Coverage: Statutory

i. Employer’s Liability $1,000,000/$1,000,000/$1,000,000

c. NYS Disability Coverage: Statutory

d. Professional Liability Insurance: $5,000,000/wrongful act (if work involves contractor providing $5,000,000/aggregate a professional service)

e. Automobile: $1,000,000 Combined Single Limit

f. Umbrella/Excess Liability: $10,000,000/occurrence

$10,000,000/aggregate

g. Contractor’s Pollution Liability*: $2,000,000/occurrence (if work involves pollution sensitive $2,000,000/aggregate operations, as deemed by the City)

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All policies above shall be written by a carrier admitted to do business in the State of New York and with an AM Best Rating of A-VII or better.

“The City of Glen Cove” shall be named as an Additional Insured for ongoing and completed operations on all policies except the Contractor’s Professional Liability Insurance. A Waiver of Subrogation will be granted in favor of “The City of Glen Cove”. All policies shall be written on a primary, non-contributory basis. Additionally, all policies, except Successful Contractor Professional Liability Coverage, shall be written on an Occurrence-based form.

The City, as Additional Insured, shall be entitled to 30 days written notice of cancellation or renewal of any policy. If the evidenced insurance expires prior to completion of work a renewal certificate shall be furnished at least ten (10) days before the date of expiration. Successful contractor shall provide proof of insurance to The City upon demand in the form of a certificate of insurance and copies of policies, if so requested.

If the vendor retains or hires any subcontractors, of any tier, in the course of its performance under the Contract, the requirements of this paragraph shall be binding and transferrable to each subcontractor so retained or hired, unless the City authorizes an exception prior to said subcontractor performing work for the City.

The City of Glen Cove reserves the right to amend the aforementioned insurance requirements, as it deems necessary depending on the scope of work being provided.

M. Security for Faithful Performance

Upon notification of award recommendation from the City, the Successful Vendor must deliver to the City, an executed Performance bond issued acceptable to the City of Glen Cove; or bonds secured by collateral; or securities approved by the City of Glen Cove. The security shall be in the amount of $25,000 for the faithful provisions of this Contract. The performance bond must contain the following information: (1) Bid Number, (2) complete Bid name (as stated in the Bid) and (3) term of contract.

The successful bidder upon failure to execute and deliver the bond required by the proposal within seven (7) days from the date of award, as specified in the Instructions to Bidders, shall forfeit to the City of Glen Cove as liquated damages for such failure or refusal, the security deposited with this bid, and he will be liable for and he agrees to pay to the City of Glen Cove on demand the difference between the price bid and the price for which such contract shall subsequently be relet, including the cost of such reletting less the amount of such deposit. No plea or mistake in such accepted bid shall be available to the bidder for the recovery of his deposit or as a defense to any action upon the accepted bid.

In the event this Contract is extended for an additional term(s), a new Performance Bond for each extended term(s) will be required.

The aforementioned bonding will cover all Purchase Orders and services authorized by the City pursuant to this bid. Such Performance Bond shall be maintained in full force and effect until the Contract shall have been fully performed.

N. Participation by Political Subdivisions

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Pursuant to GML Section 103 subdivision 16, all political subdivisions of New York State, and all other entities by law to make such purchases, may participate, “piggy-back”, in any award under this bid. These entities shall accept full responsibility for any payments due the successful bidder for their purchases hereunder.

O. Apprenticeship Training Programs

At all times, the Purchasing Agent must comply with New York States’ Wicks’ Law (including but not limited to General Municipal Law Section 101 and Labor Law Section 222). Notwithstanding the monetary thresholds established by the Wicks’ Law for competitive bidding on public works projects, the Purchasing Agent and Department Head may, at their sole discretion, require contractors and subcontractors to include documentation with their bid proposals evidencing the existence of an apprenticeship agreement, approved by the New York State Commissioner of Labor, prior to entering into any public works contract with the City in Glen Cove in excess of $500,000 for prime contractors and $250,000 for subcontractors.

P. Tax-Exempt Purchases

While the City of the Glen Cove is a tax-exempt entity of the State of New York, purchases made for this project are not able to be tax-exempt, except equipment which results in a capital improvement to real property as defined by New York State Department of Taxation and Finance guidelines. All tax-exempt purchases of such equipment shall be at the discretion of the City of Glen Cove Controller.

Q. Maintenance Guarantee

The Successful Vendor Guarantees:

A. Materials, supplies and equipment against defective material or workmanship and to repair or replace any damages or marring occasioned in transit;

B. To furnish liability insurance in accordance with the Bid Documents for protection in the event of damage(s) of any kind for which Successful Vendor or Successful Vendor’s organization is responsible;

C. To carry insurance in accordance with the Bid Documents to protect CITY from loss in case of accident, fire, theft, etc.;

D. To provide valid insurance documents to the City of Glen Cove within one (1) week of Bid award;

E. All services shall be guaranteed for a period of one (1) year from date of acceptance by City and/or Participant as applicable. All parts and materials shall be guaranteed for a minimum period of two (2) years against defective material or in accordance with manufacturer warranty, if longer than two (2) years;

F. All materials, supplies and equipment(s) are standard, new, latest model of regular stock product or as required by the Bid Proposal Documents with parts regularly used for the type of materials, supplies and equipment offered, and no attachment or part has been substituted or applied contrary to manufacturer's recommendations and standard practice. If during the guarantee period specified in Section E above, defective

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CARPENTRY SERVICES Page 20 of 53 workmanship or materials are discovered, the Successful Vendor agrees to replace the materials, supplies and equipment or the part affected without cost to City. All such replacements shall continue under the guarantee of the original materials, supplies and equipment. The Successful Vendor shall make any such replacement immediately upon receiving notice from City and/or a Participant.

R. Quantities

The City reserves the right to increase or decrease the quantities shown in the proposal.

S. Estimates/Quotes When submitting an estimate/quote, the estimate/quote shall be broken down to match the hourly rates as awarded. Attention is called to Section T under the Scope of Services.

Material costs included in any estimate shall be identified separately from labor and shall be based upon the Contractor's anticipated Certified Cost. Upon completion of the work, the Contractor shall submit supplier invoices or other acceptable documentation supporting the actual Certified Cost of materials purchased.

If Extraordinary Equipment is anticipated, the Contractor shall identify such equipment separately in its estimate prior to commencement of the work. The City must approve the equipment and associated cost in writing before the Contractor incurs the expense.

T. Payment Terms The City does not make pre-payments on commodities or services. Payment will be furnished upon completion of job and receipt of invoice.

U. Non-Assignment

a. The Successful Vendor will give its personal attention to the faithful performance of this Contract. It not assign, transfer, convey, sublet, use brokers or otherwise dispose of this Contract, or its right, title or interest in or to the same or any part hereof, and it will not assign by power of attorney or otherwise any of the monies to become due and payable under this Contract, unless by and with the previous written consent of the City endorsed upon or attached assignment filed in said offices;

b. The…