Bid Notice (1).pdf

Information For Bidders-Proposal-Specifications

CONTRACT NO. 903466

Janitorial Cleaning of City-Owned Buildings

June 22nd, 2026 10:00 A.M.

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JUSTIN C. BRASCH, MAYOR

COMMON COUNCIL

N S Victoria F. Presser, President Nick Wolff

Evelyn Alicea-Santiago Jeremiah Frei-Pearson Thomas Caruso Valerie Simmons

N Stefania A. Mignone

Commissioner of Public Works

TABLE OF CONTENTS

CONTRACTLEGAL DOCUMENTS

NOTICE TO CONTRACTORS - FOLLOWS TABLE OF CONTENTS

DIVISION 1

INFORMATION FOR BIDDERS

Section Title Page No.

A SCOPE OF WORK 1

B DATE AND TIME FOR FILING BIDS 1

C BID FORM- 1

D NON-RESPONSIVE BIDS 1

E ACCEPTANCE OF BIDS 2

F BID SECURITY 2

G ATTENTION DIRECTED 2

H HOLIDAY OBSERVANCES 3

I QUESTIONS REGARDING CONTRACT DOCUMENTS 3

J TIME FOR COMPLETION 4

K REQUIRED INSERTIONS 4

L APPORXIMATE ESTIMATES OF QUANTITIES VS. LUMP SUM 4

M “OR EQUAL” CLAUSE 5

N DISPOSAL OF CONSTRUCTION AND DEMOLITION DEBRIS 5

O ABILITY AND EXPERIENCE OF BIDDER 5

P BAN ON WORK PERFORMED FOR NON-CITY ENTITIES 6

Q BONDS REQUIRED 6

R INSURANCE REQUIRED 6

S CONTRACTOR TAX EXEMPTION FORMS 7

T STATEMENT OF WORK TO BE DONE 8

DIVISION II

BIDDER’S PROPOSAL

Section Title Page No.

A GENERAL CONDITIONS 9

B PERSONAL EXAMINATION OF WORK, SITE AND DOCUMENTS 11

C CANVASSING OF BIDS 11

D VARIATION IN QUANTITIES 11

E AGREEMENT TO CONTRACT 11

F DAMAGES FOR FAILURE TO CONTRACT 11

G DESIGNATION OF ASPHALT CONCRETE MIXING PLANT 12

H STATEMENT OF NON-COLLUSION 13

I APPRENTICESHIP TRAINING PROGRAMS 14

J PROPOSAL SIGNATURES 14

Table -1

DIVISION III

CONTRACT

Section Title Page No.

A DEFINITIONS 15

B DUTY TO COMPLETE 17

C CONTRACT PLANS, SPECIFICATIONS AND RELATED DATA 17

1. Standard Specifications 17

2. Accuracy of Contract Documents 17

3. Conflicts 17

4. Contract Plans and Specifications at Job Site 17

5. Submittals 17

6. Power of Contractor to Act in an Emergency 18

D AUTHORITY OF ENGINEER 18

1. General 18

2. Orders to Foreman 18

3. Alterations or Deletions 18

4. Access to Work, Places of Manufacture and Accounts 19

5. Inspection and Exposure 19

6. Defective Work 19

E RESPONSIBILITY OF CONTRACTOR 20

1. General 20

2. Contractor’s Obligation 20

3. Contractor to Provide Assistance 20

4. Contractor to Give Personal Attention 20

5. Contractor’s Mistakes 21

6. Contractor’s Damage Claims 21

7. Contractor to Employ Sufficient Labor and Equipment 21

8. Superintendence by Contractor 21

9. Patents and Brands 21

10. Intoxicating Liquors 22

11. Prevention of Dust Hazard 22

12. Risk of Loss 22

13. Live Utilities 22

14. Protection of Work and Property 23

15. Identification of Vehicles, Machinery and Equipment 23

F TIME 24

1. To Begin Work 24

2. To Complete Work 24

3. Suspension and Extension 24

4. Liquidated Damages 25

5. Abandonment and Suspension 25

Table-2

G INDEMNITY 26

1. General 26

2. Indemnification and Defense 26

H INSURANCE 27

1. Workers Compensation and Disability Insurance 27

2. Contractor Liability Policy 27

3. Owner Liability Policy 28

4. Form and Submission 28

I SUBCONTRACTORS 29

J LABOR 30

1. No Discriminaton in Employment 30

2. Hours of Work 30

3. Wage Rates and Supplements 30

K LAWS AND REGULATIONS 32

1. General 32

2. Labor and Other Laws 32

3. Refusal to Testify 32

4. Stormwater Management Program Com pliance 33

5. Permits 33

6. Notices to Consolidated Edison Co. 33

L EXTRA WORK 33

1. General 33

2. Contract Prices 33

3. Negotiated Prices 33

4. Force Account 34

5. Records ' 35

6. Subcontractors 35

7. Failure to Perform Extra Work 35

8. Extension of Time 35

9. Not to Affect Bond 35

M OMITTED WORK 35

N PAYMENT 36

1. Basis for Payment 36

2. Statements for Showing Amounts Due to Others 37

3. Amounts Due for Wages May be Withheld 37

4. Partial Estimates 37

5. Partial Payments 38

6. Final Estimate 38

7. Correction of Estimate 39

8. Five Percent to be Retained 39

9. Liens 40

10. Money May be Retained 40

11. Withholding of Payments 40

Table-3

0 PERIOD OF MAINTENANCE 41

1. General 41

2. Bituminous Pavement Maintenance Bond 42 p DEFAULT 42

1. Commissioner’s Right to Declare Default 42

2. Exercise of Right to Declare Default 43

3. Quitting the Site 43

4. Completion of Work 43

5. Partial Default 44

6. Performance of Uncompleted Work 44

7. Other Remedies 44

Q MISCELLANEOUS CONTRACT DATA 44

1. Plans and Specifications Cooperative 44

2. Ownership of Materials 45

3. City’s Representatives Only 45

4. Limitation of Waiver Clause 45

5. Assignment Restricted 45

6. Contractor’s Address for Service 46

7. Captions and Headings 46

8. Choice of Law; Consent to Jurisdiction and Venue 46

9. Severability 47

10. Executory Clause 47

11. Contract Binding on Successors 48

12. Additional Provisions and Requirements 48

CONTRACT EXECUTION AND ACKNOWLEDGEMENT PAGES 49

ATTACHMENTS

1 SAMPLE FORM - PERFORMANCE BOND

2 SAMPLE FORM - PAYMENT BOND

3 SAMPLE FORM - BITUMINOUS PAVEMENT MAINTENANCE

BOND

4 PREVAILING WAGE SCHEDULE

GENERAL NOTES

SUPPLEMENTAL GENERAL SPECIFICATIONS

5 PLANS

6 SPECIFICATIONS

7 AMENDMENTS TO BID DOCUMENTS, PLANS AND

SPECIFICATIONS

8 AWARD LETTER

9 INSURANCE CERTIFICATES

10 PERFORMANCE AND PAYMENT BONDS

Table-4

NOTICE TO CONTRACTORS L-1

THE CITY OF WHITE PLAINS- DEPARTMENT OF PUBLIC WORKS

Sealed Bids or Proposals will be received by the office of the Commissioner of Public Works of The City of White Plains, N.Y., at 255 Main Street, White Plains, N.Y., until 10:00 A.M. the Twenty-second (22nd) Day of June, 2026 at which place and after which time they will be publicly opened and read aloud for the following work:

CONTRACT NO.

903466

TITLE

Janitorial Cleaning of City-Owned Buildings

DATE OF COMPLETION PLANS/SPECS DEPOSIT

One Year From No Deposit Required

Award Date

BID SECURITY

$2,000.00

LIQUIDATED DAMAGES

$1,000.00 Per Day

PLANS, SPECIFICATIONS, AND OTHER CONTRACT DOCUMENTS must be directly requested via email to Kenneth Pasqualini, Contract Clerk (kpasqualmi@whiteplainsny.gov).

• A pre-bid meeting will be held at 10:00 A.M on Monday June 15, 2026 to visit the various locations. Bidders must contact the Contract Clerk (kpas q ) with intent to attend. Meeting location: White Plains City Hall, 255 Main Street, White Plains, NY 10601.

ualini@whiteplainsny.gov

• Questions and Request for Information (RFI) must be in writing and may be addressed to the Commissioner of Public Works via email to ( ) by 5:00 P.M. on June 16, 2026. The City will not entertain any more questions after this deadline.

kpasqualini@whiteplainsny.gov

• RFI responses will be provided by end of business day June 17, 2026.

Work includes furnishing all materials (except those furnished under any other contracts noted hereinafter) and doing all labor and work necessary to complete said work.

PLANS, AND/OR SPECIFICATIONS, AND OTHER CONTRACT DOCUMENTS may be examined at the office of the Commissioner of Public Works, at Municipal Building, 255 Main Street, White Plains, N.Y. Each bid must be accompanied by a bid security in the form of a certified check or equivalent bank draft payable to the order of The City of White Plains in the amount specified hereinafter. No bid shall be received or considered after the time stated hereinafter. The City of White Plains reserves the right to waive any informalities in the bids or to reject any or all bids. No bidder may withdraw his bid within 45 days after the date bids are publicly opened.

STEFANIA A. MIGNONE

Commissioner of Public Works

Date: June 4,2026 Advertise: June 8, 9 & 10, 2026 DPW-White Plains Tel: (914) 422-1216

DIVISION I

INFORMATION FOR BIDDERS

DEPARTMENT OF PUBLIC WORKS

THE CITY OF WHITE PLAINS, NEW YORK |

A. SCOPE OF WORK

Bidder's attention is called , to the contents of the Plans and Specifications, General Notes, Supplemental Technical Specifications, Information for Bidders, Bidder’s Proposal and Contract documents, all of which are attached hereto and made a part hereof.

B. DATE AND TIME OF FILING BIDS

Sealed bids or proposals will be received at the office of the Commissioner of Public Works, 255 Main Street, White Plains, NY (See Notice to Contractors) for the work herein mentioned, at which place, and after which time, they will be publicly opened and read aloud. No bid shall be received or considered after the time stated herein above.

C. BID FORM

All bids must be presented upon the blank form for proposals attached hereto (See Division II).

State the proposal price for each item of work both in words and in figures. All bids must be signed by the bidder with his business address and place of residence. In case of any discrepancy, the written prices noted on the sheet shall be considered the final bid price.

Bidders shall not remove or submit the proposal pages separately from the volume of contract documents, but shall submit their proposals bound in with the complete volume of documents, including all pages correctly assembled.

All bids must be submitted in a sealed envelope, endorsed with the name of the contract job name and the contract number.

D. NON-RESPONSIVEBIDS

The Commissioner may reject, as non-responsive, bids which are incomplete, conditional, or obscure, or which contain additions not called for, erasures, alterations, or irregularities of any kind. The Commissioner may also waive any such defect he may deem immaterial or non-prejudicial to the City and other bidders.

The Commissioner reserves the right to select the bid or proposal; the acceptance of which will, in this judgement, best secure the efficient performance of the work. In addition, the Commissioner may reject any or all bids.

E. ACCEPTANCE OF BIDS

No bid shall be allowed to be withdrawn, for any reason, after it has been deposited with the Commissioner of Public Works. No bid will be accepted from, or contract awarded to, any person who is in arrears to the City of White Plains, upon debt or contract, nor who is in default, as a surety or otherwise, upon any obligation to The City of White Plains.

F. BID SECURITY

Each bid must be accompanied by a certified check or draft, accepted by a New York bank, in the amount stated in the Notice to Contractors under “Bid Security” drawn and made payable to The City of White Plains, New York. This deposit will be held by the City as security that the bidder to whom the work is awarded will enter into a contract therefor, give the required security for the performance thereof, and furnish the required insurance within the time stipulated herein. The draft or check must be enclosed in the sealed envelope containing the bid.

Bid bonds are not accepeted.

Such check or draft will be returned to all except the three (3) lowest bidders within three (3) business days after the formal opening of bids. The check or draft will be returned to the three

(3) lowest bidders within two (2) business days after the City and accepted bidder have executed the contract, or, if no contract has been so executed, within forty-five (45) days after the opening of bids, upon demand of the bidder at any time thereafter; so long as he has not been notified of the acceptance of his bid.

If the successfill bidder fails or refuses to execute and deliver the contract and bonds required under the provisions of Section 1. Paragraph M thereof, and to furnish the required insurance and payment and performance bonds within ten (10) days after he has received notice of the acceptance of his bid, he shall forfeit to the City the said bid security deposited with his bid, to be paid into the General Fund of the City, not as a penalty, but as liquidated damages. By submission of its bid, bidder agrees that the amount of Bid Security required by this contract, as liquidated damages, is a reasonable approximation of the damages that may be incurred by the City for a bidder’s failure to execute a contract with the City.

G. ATTENTION DIRECTED

In addition to all other terms and conditions of this bid, the special attention of the bidders is directed to those provisions of the Contract Agreement relative to:

Compliance with laws Labor conditions Wage rates Insurance required Payment and Performance Bonds required

H. HOLIDAY OBSERVANCES

The following Holiday Observance Requirements apply to every Department of Public Works Contract:

Holidays: Martin Luther King, Jr. Day; Lincoln's Birthday; Washington's Birthday (President's Day); Passover; Good Friday; Juneteenth, Shavuot; Memorial Day; Independence Day; Labor Day; Rosh Hashanah; Yom Kippur; Columbus Day; Election Day; Veterans Day; Thanksgiving Day; Christmas Day; New Year's Day.

No work will be allowed on the above holidays unless permission is granted by the Commissioner. In those special cases where the Commissioner grants permission to work on any of the above holidays, the contractor may be required to pay for any overtime costs incurred by the City's field inspection personnel without any cost to the City.

Federal, State and City holidays that occur on Sunday shall be observed on Monday.

Federal, State and City holidays that occur on Saturday shall be observed on Friday.

The Religious Holidays of Passover, Shavuot, Rosh Hashanah, and Yom Kippur will always be observed on their exact days, however, no water supply shut-offs will be permitted on the day before each oftheseReligious Holidays.

No additional payments will be made to the Contractor in connection with the observance of the above holidays. AnycostsincurredbytheContractorinobservanceof theabove holidays will be deemed to be included in the Contractor's Bid Price.

The Contractor is hereby notified to incorporate the above listed holidays into the Project Schedule.

1. QUESTIONS REGARDING CONTRACT DOCUMENTS

All questions regarding this bid and any associated document shall be asked of the Commissioner of Public Works in writing. All information given to bidders other than by means of the plans or contract documents or by Addenda as described below, is given informally and shall not be used as the basis of a claim against the City or the Engineer.

To receive consideration, such questions shall be submitted in writing to the Commissioner of Public Works at least five (5) calendar days before the established date for receipt of bids.

The Engineer will arrange as Addenda, which shall become part of the Contract, all questions received as above provided, with the decision regarding each. At least three (3) calendar days prior to the receipt of bids, a copy of these Addenda will be sent to each of those who have taken out the contract documents for review.

I] II £ FOR COMPLETION

It is the purpose of the Commissioner of Public Works to complete the works under this charge in the shortest time consistent with good construction. A complete and well-designed construction plant and effective organization will be insisted upon. The attention of prospective bidders is especially directed to the contract requirements as to the time of beginning work, the rate of progress and the time allowed for constructing and completing the work, as set forth elsewhere in this contract.

K. REQUIRED INSERTIONS

The following pages require completion by the Contractor. DO NOT TAKE APART THE CONTRACT BOOK IT MUST BE RETURNED, INTACT, WITH YOUR BID. Failure to do so will result in an IRREGULAR BID.

PAGE#

9-1 et seq. (Bid Form)

INFORMATION

Bidder's Identification.

Prices.

Asphalt Plant Identification. (If paving is specified)

Officers of Corporation or Partners of Partnership.

L. APPROXIMATE ESTIMATE OF QUANTITIES VS. LUMP SUM

Bidders must satisfy themselves by conducting a personal examination of the location of the proposed work and/or by such other means as they may prefer, as to the actual conditions and requirements of the work, and the accuracy of the estimate of the Engineer, where applicable, and shall not at any time after submission of a bid assert or claim that there was any misunderstanding in regard to the nature of the work or the conditions affecting the work.

Attention is called to the uncertainty as to the actual total quantity of materials to be excavated, especially as to the quantities and kinds of material, since that will depend upon the character of the earth and rock which cannot be determined in advance. Generally, the intention has been to estimate all quantities liberally.

"Approximate Estimate of Quantities" contracts are based upon the estimate of the Engineer of the quantities of the various classes of work and the nature and extent, as near as practicable, of the work required.

The quantities are approximate only; being given as a basis for the uniform comparison of bids.

The Commissioner does not expressly, or by implication, agree that the actual amount of work will correspond therewith; but reserves the right to omit items or any portion of the work or to increase or decrease the quantities and amounts of any or all items of the work at prices bid, as maybe deemed necessary or advisable by the Engineer.

An increase or decrease in the quantity for any item shall not he regarded as sufficient ground for an increase or decrease in the prices nor in the time allowed for the completion of the contract, except as provided in the contract. The deletion of any items or portion of the work shall not constitute grounds for any claim by the Contractor for payment or allowance for damages or extra service or otherwise.

"Lump Sum” contracts require that Bidders perform their own estimate of quantities of the various classes of work, including the required plant, equipment, and personnel to complete the work, as stated in the contract documents, and assume full responsibility for the accuracy thereof.

M. "OR EQUAL” CLAUSE

Whenever a material, article or piece of equipment is identified on the Contract Plans or in the Specifications by reference to manufacturers' or vendors' names, trade names, catalogue numbers, etc., and stipulates "or equal", it is intended merely to establish a minimum standard;

and, any material, article, or equipment of other manufacturers and vendors which will perform adequately the duties imposed by the general design will be considered equally acceptable provided the material, article, or equipment so proposed, is, in the opinion of the Engineer, of equal substance and function. It shall not be purchased or installed by the Contractor without the Engineer's written approval. In such matters, the Engineer's decision will be final. ATI, OTHER MATERIALS, EQUIPMENT, ETC., SHALL BE SUPPLIED AND INSTALLED AS

SPECIFIED.

N. DISPOSAL OF CONSTRUCTION AND DEMOLITION DEBRIS

Regardless of any previous experience in performing contracts for the City of White Plains, Department of Public Works, construction and demolition debris shall not be accepted for deposit at the Gedney Way Recycling Facility. This restriction specifically includes but is not limited to, concrete chunks and millings, asphalt chunks and millings, pipe of any type and any building debris. All material becomes the property of the Contractor (unless otherwise specified elsewhere in this document) and must be removed from the property of the City of White Plains.

O. ABILITY AND EXPERIENCE OF BIDDER

It is the purpose of the Commissioner not to award this contract to any bidder who does not furnish evidence satisfactory to the Commissioner, that he has the ability and experience in this class of work, that he has sufficient capital and plant to enable him to prosecute the same successfully, and to complete the proposed work in the time named.

The Commissioner may make such investigations as he deems necessary to determine the ability of the bidder to perform the work and the bidder shall furnish to the Commissioner all such information and data for this purpose as the Commissioner may request. The Commissioner reserves the right to reject any proposal if the evidence submitted by, or the investigations of, such bidder fails to satisfy the Commissioner that such bidder is properly qualified to carry out the work contemplated under this contract.

P. BAN ON WORK PERFORMED FOR NON-CITY ENTITIES

Any work which may be required or desired by non-City of White Plains entities (i.e. Con Edison, Cable TV, or other governmental agencies, private corporations or individuals, etc.)

within the specific limits of the project, shall in no manner be performed by saidContractor(s) or Subcontractors retained by The City of White Plains under this Contract unless prior written approval is granted by the Commissioner of Public Works.

Q. BONDS REQUIRED

For the performance of the contract, a performance bond, and labor and material payment bond will be required, each of which shall be in the penalty of one hundred per centum of the contract price, shall be in the annexed forms, shall be signed by the party to whom the work is awarded and by a solvent fidelity or surety company authorized by the laws of this state to transact such business, and must meet with the approval of the Corporation Counsel of the City of White Plains as to adequacy, form and correctness.

The bidder to whom the contract is awarded will be required to attend at the office of the Commissioner in person or, if a corporation, shall be represented by a duly authorized representative, with the Surety offered by him and shall be prepared to execute the contract and bonds and furnished the required insurance or acceptable binders or certificates within ten (10) days after a written notice from the Commissioner of Public Works that the contract has been awarded to him. In case of failure or neglect so to do so may, at the option of the Commissioner, be deemed to have abandoned the contract as in default to the City under the provisions above set forth.

If at any time after the execution and approval of this contract and the performance and payment bonds required by the contract documents, the City of White Plains shall deem any of the sureties upon such bond to be inadequate security for the City of White Plains, the Contractor shall, within five (5) days after notice from the City of White Plains by the Commissioner of Public Works so to do, furnish a new or additional bond, in form, sum and signed by such sureties, as payment shall be deemed due nor shall any further payment be made to the Contractor unless and until such new or additional bond shall be furnished and approved.

Premiums on such bonds will be paid for by the Contractor.

R. INSURANCE REQUIRED

The attention of bidders is called to the fact that the Contractor will be required to take out, and continue in effect during the life of the contract, insurance in accordance with the provisions fully set forth elsewhere in this contract, and in the amounts specified therein.

If binders or certificates are accepted temporarily, bidders should note that certificates of insurance must be furnished and approved before any payment will be made under the contract.

Policies must be furnished within sixty (60) days of contract execution.

S. CONTRACTOR TAX EXEMPTION FORMS

The City claims, as an exempt organization, exemption from sales tax account of any tangible personal property incorporated in the above project. An exempt organization certification is not required.

The Contractor may use Contractor Exempt Purchase Certificate, Form ST-120. 1, latest revision, issued by the New York State Department of Taxation and Finance in order to validate exemption from Sales Tax in the making of purchases of materials to be incorporated into the project. A subcontractor may use such evidence of the contract and may use the same form number for die subcontractor's purchase records in obtaining tax exempt purchases for the incorporation of materials to this contract. More detailed instructions are contained on New York State Department of Taxation and Finance Form ST-150 and by the New York State Department of Taxation and Finance, Sales Tax Bureau.

Copies of the above named forms may be obtained from a local sales tax office.

T. STATEMENT OF WORK

This contract utilizes the City’s estimate of quantities for “Janitorial Cleaning of City-Owned Buildings." Under this contract, the Contractor will be required to furnish all labor, plant, material and equipment to do all work necessary to complete the general cleaning of offices in City buildings.

This Contract shall be in effect for a period of one year from the date the Contract is signed. If both parties agree, it may be extended for two years total in one-year increments, with no change in any rates, charges or terms.

Under this contract, delete in its entirety the Owner’s Protective Policy (OCP) requirements.

The OCP shall not be part of this contract.

Do not reuse cloth rags without laundering.

City to supply paper products, toilet seat covers, & soap for dispensers (hand soap).

Contractor to supply all cleaning materials, cleaning tools, cleaning equipment, cleaning supplies (including garbage bags).

The locations included within this proposal and scope of work for each location are descripted in the following breakdown:

1. The Public Safety Building - 77 North Lexington Ave, White Plains, NY 10601

2. The Public Library Building - 100 Martine Ave, White Plains, NY 10601

3. The White Plains Youth Bureau -11 Amherst Pl, White Plains, NY 10601

4. The Garage and Shop offices - 77 Brockway Pl, White Plains, NY 10604

5. The Sanitation offices - 77 Brockway Pl, White Plains, NY 10604

6. The Purchase Department - 202 Westchester Ave, White Plains, NY 10601

7. The White Plains Performing Arts Center - Floor 3, 11 City Pl, White Plains, NY 10601

8. The Building and Planning Departments - 70 Church St, White Plains, NY 10601

9. The Highway Garage - 140 South Kensico Ave & Offices, White Plains, NY 10601

10. White Plains Fire House Station 2- 20 Ferris Ave, White Plains, NY 10601

11. Contract item 14 - multiple locations - hourly rate

12. Contract item 15 - multiple locations - weekly rate

13. The White Plains Community Center - 65 Mitchell Pl, White Plains, NY 10601

14. Recreation and Park Departments - 85 Gedney Way, White Plains, NY 10601

15. Orchard Street Pump House - 240 Orchard St, White Plains, NY 10604

• A pre-bid meeting will be held at 10:00 A.M on Monday June 15, 2026 to visit the various locations. Bidders must contact the Contract Clerk ( ) with intent to attend. Meeting location: White Plains City Hall, 255 Main Street, White Plains, NY 10601.

kpasqualini@whiteplainsny.gov

• Questions and Request for Information (RFI) must be in writing and may be addressed to the Commissioner of Public Works via email to ( ) by 5:00 P.M. on June 16, 2026. The City will not entertain any more questions after this deadline.

kpasqualini@whiteplainsny.gov

• RFI responses will be provided by end of business day June 17, 2026.

DIVISION II

BIDDER’S PROPOSAL

DEPARTMENT OF PUBLIC WORKS

THE CITY OF WHITE PLAINS, NEW YORK

A. GENERAL CONDITIONS

Name of Bidder________________________________________________________________

Business Address of Bidder

Date: , 2024

Contract No.:___________________________________________

Name of Contract:__________________________ ____________________________________ Federal Employer Identification Number:__________________________________________

The herein above named bidder, referred to as singular and masculine, declares that the only parties interested in this proposal as principals are named herein; that no person or persons other than as hereinabove named has or have any interest in this proposal or in the contract proposed to be taken; that this bid or proposal is made without any connections with any other person or persons making a bid or proposal for the same purpose; that the bid or proposal is in all respects fair and without collusion or fraud and that no member of the Department of Public Works nor the Common Council, no head of a Department nor Deputy thereof, no Chief of a Bureau nor Clerk therein nor other officer of the City of White Plains, nor any person in the employ of the Department of Public Works is, shall be or become, directly or indirectly interested as contracting partner, stockholder, surety, or otherwise in the performance of the contract, or in the supplies, work, or business to which it relates or in any portion of the profits thereof; that he proposes and agrees that if this proposal is accepted he will contract with the City, in the form of the copy of the contract deposited in the Office of the Engineer and attached hereto, to provide all necessary machinery, tools, apparatus, and other means of construction, and to do all the work and furnish all the materials specified in this contract in the manner and time therein prescribed and according to the requirements of the Engineer as therein set forth and that he will take in full payment for each item of the work thereof the following applicable unit prices and/or lump sum, to wit:

(BID PAGES FOLLOW THIS PAGE,

WHICH SHALL BE NUMBERED 10-_ THROUGH 10—)

Contract 903466 Janitorial Cleaning of City-Owned Buildings

L- 10 May, 2026

ITEMS AND PRICES

Descriptions herein may have been abbreviated. The Bidder acknowledges the examination of the Plans, Standard, and Specifications that contain a more comprehensive description of the various items.

Any bid that does not conform to stated limits where specified may be considered as an irregular bid.

In the event a unit bid price exceeds the specified limit, the specified maximum limit shall be considered as the bid price.

The Bidders will enter bid prices for all items hereinafter described. The omission of an entry for any item in the proposal will result in such a proposal being declared irregular.

The Commissioner of Public Works reserves the right to compare bids and award the Contract on the basis of the lowest responsive and responsible Base Bid in the best interest of the City.

NOTE: THE CONTRACTOR SHALL STATE THE PROPOSAL PRICE, BOTH IN WORDS

(ON DOTTED LINES) AND IN NUMERALS (IN THE PARENTHESES).

(Bid price stated in words will govern)

BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

1. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE DETENTION CELLS,

LOCKER ROOMS, REST ROOMS, POLICE DEPARTMENT OFFICES, AND SUPPORTING

AREAS LOCATED ON LL1 IN THE PUBLIC SAFETY BUILDING

Unit Price: Per Mo. Quantity - 12 Months

12,600 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (7 days per week - never closed) of detention cells, locker rooms, rest rooms, police department offices and supporting areas located on LL1 of the Public Safety Building, 77 South Lexington Avenue, White Plains, NY. 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $Per Mo.

Extended amount (quantity X unit price):

In Words

In numbers: $

City-Owned Buildings

L - 10 a May, 2026

BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

2. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE REST ROOMS ON LL2, MAIN

FLOOR, 2nd FLOOR OFFICES AND REST ROOMS ON THE 3rd FLOOR OF THF, PUBLIC

SAFETY BUILDING

Unit Price: Per Mo. Quantity - 12 Months

7,800 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (5 days per week except when closed - see holiday schedule) of Rest Rooms on LL2, Main Floor, 2nd Floor and offices and rest rooms on the 3rd floor of the Public Safety Building, 77 South Lexington Avenue, White Plains, NY, 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $ Per Mo.

Extended amount (quantity X unit price):

In Words _____________________________

In numbers: $

3. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE CITY COURT ROOMS, REST

ROOMS, SUPPORTING OFFICES & AREAS IN THE PUBLIC SAFETY BUILDING

Unit Price: Per Mo. Quantity -12 Months

19,000 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (5 da s per week except when closed - see holiday schedule) of the City Court rooms, rest rooms, supporting offices and areas in the Public Safety Building located at 77 South Lexington Avenue, White Plains, NY, 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $Per Mo.

Extended amount (quantity X unit price):

City-Owned Buildings

L -10 b May, 2026

BASE BID ITEMS AND PRICES

Item No. Description. Estimated Quantity and Prices

4. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE WHITE PLAINS PUBLIC

LIBRARY

Unit Price: Per Mo. Quantity -12 Months

63,000 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning of the White Plains Library 7 days per week except when closed - see holiday schedule) located at 100 Martine Avenue, White Plains, NY 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $ Per Mo.

Extended amount (quantity X unit price):

In Words

In numbers: $

5. SPECIFICATIONS FOR THE GENERAL CLEANING OF YOUTH BUREAU

Unit Price: Per Mo. Quantity -12 Months

7,000 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (5 days per week except when closed - see holiday schedule) of the Youth Service office located at 11 Amherst Place, White Plains, N.Y., 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $Per Mo.

Extended amount (quantity X unit price):

City-Owned Buildings

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BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

6. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE GARAGE AND SHOP

OFFICES, RESTROOMS, LUNCH ROOMS, TRAINING ROOM AND KITCHEN AREA.

Unit Price: Per Mo. Quantity -12 Months

2,900 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning 2 days per week of the Garage & Shop office, restrooms, and associated areas located at 77 Brockway Place, White Plains, NY 10601, in accordance with the plans and specifications

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $Per Mo.

Extended amount (quantity X unit price):

In Words_____________________________________________________

In numbers: $ ____________________________________________________________

7. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE SANITATION OFFICES,

RESTROOMS, LUNCH ROOMS, LOCKER ROOMS, AND KITCHEN AREA

Unit Price: Per Mo. Quantity -12 Months

2,700 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning 2 days per week of the Sanitation offices, restrooms, and associated areas located at 77 Brockway Place, White Plains, NY 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words)Per Mo.

In numbers: $ Per Mo.

Extended amount (quantity X unit price):

City-Owned Buildings

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BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

8. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE PURCHASE DEPARTMENT

Unit Price: Per Mo. Quantity -12 Months

1,750 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (5 days per week except when closed - see holiday schedule) of the Purchase Department office located at 202 Westchester Avenue, White Plains, NY, 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $ Per Mo.

Extended amount (quantity X unit price):

In Words ____________

In numbers: $

9. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE WHITE PLAINS

PERFORMING ARTS CENTER

Unit Price: Per Cleaning Quantity - 208 Cleanings

208 Cleanings annually - All labor, plant, material and equipment necessary to complete the cleaning (as needed) of the White Plains Preforming Arts Center located at the City Center 3rd floor, White Plains, NY, 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Cleaning

In numbers: $Per Cleaning

Extended amount (quantity X unit price):

City-Owned Buildings

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BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

10. SPECIFICATIONS FOR THE GENERAL CLEANING OF BUILDING AND PLANNING

DEPARTMENTS

Unit Price: Per Mo. Quantity -12 Months

7,500 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (5 days per week except when closed - see holiday schedule) of the Building and Planning Department office located at 70 Church Street, White Plains, N.Y., 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $Per Mo.

Extended amount (quantity X unit price):

In Words

In numbers: $

11. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE HIGHWAY GARAGE

RESTROOMS & OFFICES

Unit Price: Per Cleaning Quantity -104 Cleanings

104 Cleanings annually - All labor, plant, material and equipment necessary to complete the cleaning 2 days per week of the Highway Garage Restrooms and Lunch Room located at 140 South Kensico Avenue, White Plains, NY 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Cleaning

In numbers: $ Per Cleaning

Extended amount (quantity X unit price):

City-Owned Buildings

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BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

12. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE RESTROOMS AT 20 FERRIS

AVENUE (FIRE STATION 2)

Unit Price: Per Cleaning Quantity - 52 Cleanings

52 Cleanings annually - All labor, plant, material and equipment necessary to complete the cleaning 1 time per week of 4 Restrooms located at 20 Ferris Avenue, White Plains, NY, 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Cleaning

In numbers: $ Per Cleaning

Extended amount (quantity X unit price):

In Words ____________________________

In numbers: $______________________________________________________ _________

13. SPECIFICATIONS FOR THE HOURLY RATE FOR GENERAL CLEANING IN CITY

FACILITIES

Unit Price: Per Hr. Quantity - 200 Hours

200 Hours - All labor, plant, material and equipment necessary for hourly cleaning services for locations other than those listed under this contract (as needed, if used) in City owned Facilities, White Plains, N.Y. in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Hr.

In numbers: $Per Hr.

Extended amount (quantity X unit price):

City-Owned Buildings

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BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

14. SPECIFICATIONS FOR THE WEEKLY RATE FOR GENERAL CLEANING IN CITY

FACILITIES

Unit Price: Per Wk. Quantity - 25 Weeks

25 Weeks - All labor, plant, material and equipment necessary for weekly cleaning services, based on 40hrs/Wk, for locations other than those listed under this contract (as needed, if used) in City owned Facilities, White Plains, N.Y. in accordance with the plans and specifications.

Unit price:

The unit price of: (in words)Per Wk.

In numbers: $Per Wk.

Extended amount (quantity X unit price):

In Words

In numbers: $______________________________________________________________

15. SPECIFICATIONS FOR THE GENERAL CLEANING OF THE WHITE PLAINS

COMMUNITY CENTER

Unit Price: Per Mo. Quantity -12 Months

13,400 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (5 days per week except when closed - see holiday schedule) of the Communty Center located at 65 Mitchell Place, White Plains, N.Y., 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

Innumbers: $ Per Mo.

Extended amount (quantity X unit price):

City-Owned Buildings

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BASE BID ITEMS AND PRICES

Item No. Description, Estimated Quantity and Prices

16. SPECIFICATIONS FOR THE GENERAL CLEANING OF RECREATION AND PARK

DEPARTMENTS ADMINISTRATION BUILDING

Unit Price: Per Mo. Quantity -12 Months

3,200 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning (2 days per week except when closed - see holiday schedule) of the Parks and Recreation office located at 85 Gedney Way, White Plains, N.Y., 10601, in accordance with the plans and specifications.

Unit price:

The unit price of: (in words) Per Mo.

In numbers: $Per Mo.

Extended amount (quantity X unit price):

In Words _______________________________________________

In numbers: $ ____________________________________________________________

17. SPECIFICATIONS FOR THE GENERAL CLEANING OF ORCHARD STREET PUMP HOUSE

Unit Price: Per Mo. Quantity -12 Months

12,000 Sq. Ft. - All labor, plant, material and equipment necessary to complete the cleaning 2 days per week of the Water Department Restrooms, Locker Room, Hallways, Offices, and Lunch Room located at 240 Orchard Street, White Plains, NY 10604, in accordance with the plans and specifications.

Unit price:

The unit price of; (in words) Per Mo.

In numbers: $ Per Mo.

Extended amount (quantity X unit price):

In Words ____

In numbers: $ ___________________________________

GO TO NEXT PAGE TO ENTER: "Total Amount Bid"

City-Owned Buildings

L-10 i May, 2026

TOTAL AMOUNT BID

Extended price (add Locations 1 through 17) for "Total Amount Bid".

TOTAL AMOUNT BID: ($)

(In words)

TOTAL AMOUNT BID: ($J

(In numerals)

(To be verified by extension of above listed items.)

NOTICE TO ALL BIDDERS

1. The Commissioner of Public Works reserves the right to delete or add items, or increase or decrease Contract quantities at the unit price bid, to the amount of funding provided for this Contract.

2. Provide certified payroll as required by New York State Labor Laws and the City of White Plains.

3. Your attention is directed to the bond and insurance requirements for the Contract starting with section H on page 27, and the sample forms beginning with appendix 1 following page 51 of these Contract Documents.

4. If the B idder has never contracted for work with the City of White Plains, Department of Public Works, an officer of the corporation must furnish evidence satisfactory to the Commissioner of Public Works that the corporation has the ability and experience in this class of work, sufficient capital, and plant to prosecute the same successfully and to complete this contract in a timely manner.

5. Under this contract, delete in its entirety the Owner’s Protective Policy (OCP) requirements. The OCP shall not be part of this contract.

6. This Contract shall be in effect for a period of one year from the date the Contract is signed. If both parties agree, it may be extended for two years total in one-year increments, with no change in any rates, charges or terms.

7. Pre-Bid Meeting:

• A pre-bid meeting will be held at 10:00 A.M on Monday June 15, 2026 to visit the various locations.

Bidders must contact the Contract Clerk ( ) with intent to attend.

Meeting location: White Plains City Hall, 255 Main Street, White Plains, NY 10601.

kpasqualini@whiteplainsny.gov

• Questions and Request for Information (RFI) must be in writing and may be addressed to the Commissioner of Public Works via email to ( ) by 5:00 P.M. on June 16,2026. The City will not entertain any more questions after this deadline.

kpasqualini@whiteplainsny.gov

• RFI responses will be provided by end of business day June 17,2026.

B. PERSONAL EXAMINATION OF WORK. SITE AND DOCUMENTS

Bidder acknowledges that it has carefully and in person examined the ground, the site of the work, the plans and specifications, the form of contract, and has read all the notices, information, proposals and the paragraphs which may be attached to the contract and/or specifications as Special Items, and that their bid is not dependent in anyway on any statement of any employee of the City, as to bidders or other conditions.

C. CANVASSING OF BIDS

In submitting the herein above bids, the undersigned bidder agrees that the lowest total bid for this contract shall be determined by the Commissioner on the basis of the lowest total bid for which the entire work is to be performed, arrived at by a correct computation of all the items specified in the bid, except as otherwise specifically provided in the said sheet. All other bids shall be canvassed on the same basis.

The Commissioner ofPublic Works will award this contract on the basis ofthe lowest total of responsible and responsive base bid, in combination with any and all alternate bid items, whichever is in the best interest of the City.

Only one bid will be permitted with this bidding document. A separate bidding document shall be submitted for each contract for which the bidder desires to submit a bid.

D. VARIATION IN QUANTITIES

Bidder agrees that the quantities given in the information for bidders as the Approximate Estimate of quantities, are approximate and are given only to form a basis for comparison of bids and are not to be considered as a binding feature in this contract; and agrees that the Contractor shall not have, nor make any claim due to variation between the said quantities and the actual quantities required or ordered, as measured when the work is completed, except as provided in the contract; which contract is attached hereto and made a part hereof.

E. AGREEMENT TO CONTRACT

The bidder further agrees to execute the contract and give the required surety bonds and required insurance, within ten (10) days from the date of service of a written notice that the said contract has been awarded to such bidder.

F. DAMAGES FOR FAILURE TO CONTRACT

If this proposal shall be accepted by the Commissioner of Public Works and the bidder shall refuse or neglect, within ten (10) days after date of service of the written notice that the Contract has been awarded to such bidder, to execute and deliver the same and to give bonds by a solvent fidelity or surety company authorized by the laws of the State ofN ew Y ork to transact such business in the sum of one hundred per centrum of the price bid as security for payment of labor and materials and the faithful performance of said contract, and furnish the required insurance, which bonds and surety and insurance shall be approved by or be satisfactory to the Corporation Counsel and Insurance Risk Manager, then the Commissioner of Public Works may at his or her option, determine that the said bidder has abandoned the contract, thereupon the proposal and acceptance shall be null and void and the certified check or bank draft accompanying the proposal shall be retained by the City of White Plains as liquidated damages for such neglect or refusal and shall be paid into the General Fund of said City, but if the said bidder shall execute and deliver the contract and furnish the said security and insurance within the aforesaid time of ten (10) days, the amount of its deposit shall be returned to it.

G. DESIGNATION OF ASPHALTIC CONCRETE MIXING PLANT

Whenever asphaltic concrete paving is included in the scope of the contract, this form shall be completed in full and made a binding part of the Bidder's Proposal. In the event that the plant designated is not owned by the Contractor, before the award is made he shall be required to furnish a statement from the Plant owner that the asphaltic concrete material required under the contract will be furnished in accordance with the specifications, and at a rate sufficient to progress the work properly to the satisfaction of the Commissioner of Public Works.

All plant asphaltic concrete required under this contract will be manufactured at the plant of:

Name of Company: ______________ _______________________________

Street Address:

City, State and Zip Code:

Contact Person:

Telephone and E-Mail Address: ____________________________________________________

Except that, in the event of an emergency, to be determined by the Commissioner of Public Works, the same way may be manufactured elsewhere.

Bidder:__________________________________

Signed:________________ _______ __________

Name:_______________ ______ ____________

Title:____________________________________

H. NON-COLLUSION BIDDING CERTIFICATION PURSUANT TO SECTION 103-d

OF THE GENERAL MUNICIPAL LAW

(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; and

(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; and

(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; and

(b) A bid shall not be considered for award nor shall any award be made where (a)(l)(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 therefor. Where (a)(l)(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.

(c) The fact that a bidder (1) 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 of Paragraph H(a)(2) above.

(d) Any bid hereafter made hereunder by a corporate bidder for work or services performed or to be performed by 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 Paragraph H(a) hereof, 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…