**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. 2026-006

Utility Mark-Out and Underground Facility Locating Services

BIDS DUE: WEDNESDAY, July 22, 2026 10:00 A.M.

Bid Opening: WEDNESDAY, JULY 22, 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

SCHEDULE OF BID PRICES

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

VENDOR FORM .................................................................................. Error! Bookmark not defined.

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 July 22, 2026 The bid opening shall take place July 22, 2026 at 11:00 a.m.

and read aloud, and the contract awarded as soon thereafter as practicable for:

BID NO. 2026-006

Utility Mark-Out and Underground Facility Locating Services

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 June 18, 2026.

All bids must be received no later than 10:00 a.m. on July 22, 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 “Utility Mark-Out and Underground Facility Locating Services and BID #2026-006”

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/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 the execution of the agreement (“Initial Term”) and will end on December 31, 2027. 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.

I. DEFINITION OF TERMS

Whenever the following words and expressions are used in these specifications, it is understood that they have the meaning defined below.

“Bid” - an offer to furnish services, materials, supplies, and equipment in accordance with the Bid Documents

“Bidder” or “Vendor” - any entity (e.g., individual, partnership, organization, institution, agency, municipality, government, company, or corporation) submitting a bid

“Bid Documents” - Bid Memorandum, Notice to Bidders, General Terms and Conditions, Specifications and Bid Forms

“Bid Forms” - forms which Vendor completes and includes in a Bid as part of the Bid

Documents

“Contract” - an awarded Bid comprised of all the Bid Documents

“Notice to Bidders” - a formal statement that, when issued, constitutes an invitation to bid on the services and related supplies and equipment described in the Specifications

“Successful Vendor/Contractor” - Vendor(s) or Bidder(s) to whom an award is made by the City of Glen Cove

“Specification” - description of services and related supplies and equipment, and the conditions for their provision

“Services” - Labor and related supplies and equipment to be provided by the Successful Vendor in accordance with the Specifications of this Bid.

II. PURPOSE

The City is seeking qualified contractors to provide utility mark-out and underground facility locating services in accordance with New York State General Business Law Article 36, Industrial Code Rule 753, and all applicable damage prevention regulations. The intent of this specification is to ensure timely, accurate, and compliant identification and marking of municipally owned underground street lighting infrastructure.

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III. SCOPE OF SERVICES

A. GENERAL REQUIREMENTS

The Contractor shall furnish all labor, materials, supervision, equipment, transportation, software, and incidentals necessary to perform utility locating and mark-out services for municipally owned underground street lighting infrastructure.

Services shall be performed in compliance with:

• New York State Industrial Code Rule 753 (Protection of Underground Facilities)

• New York State One Call System requirements (Dig Safely New York)

• Occupational Safety and Health Administration (OSHA) standards

• American Public Works Association (APWA) Uniform Color Code

• All applicable federal, state, and local laws and regulations

B. DESCRIPTION OF SERVICES

The Contractor shall provide mark-out services for underground municipal infrastructure including, but not limited to:

• Street lighting systems and associated conduit

• Electrical distribution systems

• Communication and fiber optic systems

• Conduit systems

• Other underground facilities as directed by the City

C. TICKET RECEIPT AND MANAGEMENT

1. One Call Notifications

The Contractor shall receive and process all locate requests transmitted through the New York State One Call System on behalf of the City.

2. Ticket Review

The Contractor shall:

• Review each locate request for potential municipal facility conflicts

• Determine required field response

• Maintain an electronic ticket management and tracking system

• Document ticket status, response times, and completion verification

3. Ticket Prioritization

The Contractor shall prioritize and respond to tickets in accordance with statutory timeframes established by New York State law.

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D. LOCATING AND MARKING REQUIREMENTS

The Contractor shall:

• Utilize industry-standard locating equipment including electromagnetic locating devices, signal transmitters, receivers, and ground penetrating radar when necessary.

• Mark the approximate horizontal location of underground facilities using APWA color code standards.

• Ensure markings are clearly visible, accurate, and maintained for the duration required by law.

• Conduct field verification where mapping records are incomplete or unavailable.

• Coordinate with City personnel when discrepancies in facility records are identified.

E. RESPONSE TIME REQUIREMENTS

1. Routine Requests

The Contractor shall complete mark-outs within the timeframe required by New York State Industrial Code Rule 753 unless otherwise directed by the City.

2. Emergency Requests

The Contractor shall:

• Response time within 2 hours of notification.

• Provide emergency response services twenty-four (24) hours per day, seven (7) days per week.

• Maintain sufficient staffing and resources to meet emergency response obligations.

3. Re-marks

• Response within 2 days

4. Failure Metrics

• Repeated late responses may constitute breach/default

F. RECORDKEEPING AND REPORTING

The Contractor shall maintain detailed records of all locate requests and services performed. At minimum, records shall include:

• Ticket number

• Date and time received

• Date and time completed

• Type of response performed

• Facilities marked or cleared

• Any incidents or damages reported

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The Contractor shall provide monthly activity reports to the City summarizing:

• Total tickets received

• Tickets marked

• Tickets cleared without field response

• Emergency responses

• Damage incidents or investigations

• Performance metrics and response compliance

G. TICKET MANAGEMENT SYSTEM ACCESS

The Contractor shall provide the City with access to the Contractor’s electronic ticket management system for the duration of the contract term.

At a minimum, the system shall allow authorized City personnel to:

• View all incoming and completed utility locate tickets

• Search and query tickets by ticket number, address, street, date range, status, or other available criteria

• View ticket status in real time

• Identify whether tickets were marked, cleared, or require additional investigation

• Access response history, completion notes, and marking documentation

• Generate reports and export ticket data in a commonly used electronic format

• Review response times and performance metrics

• Access historical ticket records maintained under the contract

The Contractor shall provide all necessary user accounts, training, and technical support required for City personnel to utilize the system.

All ticket data generated under this contract shall remain accessible to the City and shall be provided to the City upon request at no additional cost.

The Contractor shall maintain appropriate data security and system reliability measures throughout the contract term.

H. TRANSITION ASSISTANCE AND TRANSFER OF RECORDS

Upon expiration, termination, cancellation, or non-renewal of the Contract, the Contractor shall fully cooperate with the City and any successor contractor to ensure an orderly and uninterrupted transition of utility mark-out services.

The Contractor shall continue to perform all required services during the transition period until such time as the City authorizes transfer of services to a successor contractor.

At no additional cost to the City, the Contractor shall provide all reasonable transition assistance requested by the City, including but not limited to:

• Transfer of active locate tickets and pending work assignments;

• Delivery of all ticket records, locate history, response logs, notes, and associated documentation;

• Transfer of electronic ticket data in a commonly used and accessible electronic format;

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• Export and transfer of GIS data, mapping files, utility location records, and related electronic records maintained under the Contract;

• Coordination meetings with City personnel and/or successor contractor;

• Assistance with account setup, ticket routing, and operational turnover;

• Identification of unresolved tickets, active investigations, or outstanding issues;

• Transfer of all City-owned data, reports, and records generated under the Contract.

All records, reports, ticket data, GIS files, maps, drawings, photographs, electronic records, and related materials generated, maintained, or obtained in connection with this Contract shall remain the property of the City of Glen Cove.

The Contractor shall not withhold, restrict, delay, or condition the release of records or data due to any dispute regarding payment, contract termination, or other disagreement.

The Contractor shall maintain all records related to this Contract for a minimum period of six

(6) years following expiration or termination of the Contract, or longer if required by law, litigation hold, audit, or claim investigation.

The City reserves the right to request copies of records at any time during the retention period.

Failure to provide transition assistance or required records may be considered a material breach of the Contract and may result in withholding of final payment, contract default, or other remedies available to the City under law or contract.

I. QUALITY CONTROL AND DAMAGE PREVENTION

The Contractor shall:

• Implement internal quality control procedures to ensure accuracy of markings.

• Participate in damage investigations involving municipal facilities when requested.

• Maintain certification and training for all locating personnel.

• Comply with all safety and damage prevention best practices.

J. PERSONNEL AND EQUIPMENT

1. Personnel Qualifications

All locating personnel should be properly trained in underground facility locating techniques and applicable New York State damage prevention requirements.

2. Equipment

The Contractor shall provide properly maintained locating equipment and marking materials sufficient to perform required services.

K. COORDINATION WITH CITY

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The Contractor shall:

• Coordinate work activities with designated City representatives.

• Immediately notify the City of facility conflicts, damage, or unsafe conditions.

• Attend coordination or performance review meetings upon request.

L. SITE PROTECTION AND RESTORATION

The Contractor shall:

• Perform services in a manner that minimizes damage to public and private property.

• Maintain work areas in a safe condition.

• Restore disturbed surfaces as required.

M. PERFORMANCE STANDARDS, CURE NOTICE, AND DEFAULT

1. Performance Standards The Contractor shall perform all services in accordance with the response time requirements established under New York State Industrial Code Rule 753 and the requirements of these specifications.

Failure to consistently meet required response times, maintain adequate staffing, provide accurate markings, or comply with ticket management requirements may constitute deficient performance under the Contract.

2. Cure Notice In the event the City determines that the Contractor has failed to perform in accordance with the requirements of the Contract, the City may issue a written Cure Notice identifying the deficiency.

The Contractor shall have five (5) business days, or such shorter period as determined necessary by the City in the event of an emergency or public safety concern, to correct the identified deficiency and provide written documentation of corrective action.

3. Service Credits and Deductions

The City reserves the right to deduct or withhold payment for services not properly performed, including but not limited to:

• Failure to respond within required statutory or contractual timeframes

• Failure to properly mark facilities

• Failure to maintain required records

• Failure to maintain required staffing or system access

• Failure to comply with reporting requirements

Repeated deficiencies may result in the assessment of service credits, reduction of payment, suspension of work assignments, or other remedies available under the Contract or by law.

4. Contractor Default

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The following may constitute default under the Contract:

• Repeated failure to meet response time requirements

• Repeated inaccurate or incomplete markings

• Failure to maintain required insurance or staffing

• Failure to maintain compliance with Dig Safely New York requirements

• Failure to provide required ticket management system access

• Failure to cure deficiencies identified by the City

Upon determination of default, the City may terminate the Contract in whole or in part, procure services from alternate sources, and recover any additional costs incurred by the City.

5. Emergency Procurement If the Contractor fails to provide timely emergency response services, the City reserves the right to secure emergency services from another source without prior notice and charge any additional costs incurred to the Contractor.

N. STANDARD SERVICE TERMS AND CONDITIONS

Failure to meet statutory response times, reporting requirements, service standards, or other requirements of the Contract may result in corrective action, withholding of payment, contract penalties, suspension of work assignments, termination, or other remedies available to the City.

1. The Contractor shall have a minimum of five (5) years of continuous experience providing utility mark-out and underground facility locating services of similar size and scope. Contractors with less than the required experience may be deemed non-responsive.

2. The Contractor and its employees shall be properly trained, qualified, certified, licensed, and authorized to perform utility locating services in accordance with all applicable federal, state, and local laws, regulations, and industry standards. Evidence of qualifications, certifications, and training shall be provided upon request by the City.

3. Services shall include receiving, reviewing, processing, locating, marking, clearing, documenting, tracking, and responding to utility locate requests transmitted through the New York State One Call System, including emergency and routine locate requests.

4. The Contractor shall provide utility mark-out services twenty-four (24) hours per day, seven (7) days per week, including holidays, for all City-owned underground infrastructure covered under this Contract.

5. The Contractor shall maintain sufficient staffing, supervision, vehicles, locating equipment, communication systems, software, and operational resources necessary to meet all statutory and contractual response time requirements.

6. Emergency locate requests shall receive immediate response in accordance with New York State Industrial Code Rule 753 and any additional response requirements established by the City.

7. Routine locate requests shall be completed within the timeframes required by New York State law unless otherwise directed by the City.

8. The Contractor shall utilize industry-standard locating equipment and methods, including electromagnetic locating devices, transmitters, receivers, GPS technology, GIS systems, and ground penetrating radar where appropriate.

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9. All underground facilities shall be marked in accordance with the American Public Works Association (APWA) Uniform Color Code and applicable Dig Safely New York requirements.

10. The Contractor shall maintain an electronic ticket management and tracking system capable of documenting ticket receipt, response status, completion history, field notes, locate records, and related information.

11. The City shall be provided with access to the Contractor’s ticket management system for purposes of viewing, tracking, querying, reporting, and monitoring utility locate requests and contractor performance.

12. The Contractor shall maintain accurate records of all locate requests, markings, clearances, investigations, incidents, and related activities performed under this Contract.

13. The Contractor shall immediately notify the City of any utility damage, inaccurate markings, hazardous conditions, mapping discrepancies, or incidents involving municipal infrastructure.

14. Subcontracting shall not be permitted without prior written approval of the City. Approval of subcontracting shall not relieve the Contractor of responsibility for performance under the Contract.

15. The Contractor shall comply with all applicable provisions of the New York State Labor Law. The New York State Department of Labor has determined that the services under this Contract are subject to prevailing wage requirements pursuant to Section 220 of the New York State Labor Law. The applicable Prevailing Rate Case Number (“PRC#”) for this Contract is PRC# 2026017352. The Contractor shall pay all workers employed under this Contract not less than the prevailing rates of wages and supplements established by the New York State Department of Labor and shall submit certified payroll records and any additional documentation required by the City or the New York State Department of Labor. All services shall be performed in accordance with New York State Industrial Code Rule 753, Dig Safely New York requirements, OSHA standards, APWA standards, and all applicable federal, state, county, and local laws, codes, regulations, and industry standards.

16. The Contractor shall perform all services in a safe, professional, timely, accurate, and workmanlike manner so as to minimize disruption to City operations, public roadways, utilities, and adjacent properties.

17. The Contractor shall furnish all labor, supervision, transportation, equipment, software, locating devices, communication equipment, materials, and incidentals necessary to fully perform the services required under this Contract.

18. No travel time, mileage, fuel surcharge, vehicle charge, mobilization fee, administrative fee, or similar charge shall be paid unless specifically authorized in the bid documents.

19. All invoices shall reference applicable ticket numbers, service dates, response classifications, and any additional supporting documentation required by the City. Failure to provide adequate documentation may result in delayed payment.

20. Except in emergency situations, services shall only be performed upon issuance of a valid City purchase order or written authorization from the City.

21. In the event the Contractor fails to perform services within required response times or otherwise fails to comply with Contract requirements, the City reserves the right to obtain services from alternate sources and recover any additional costs incurred.

22. The Contractor shall be responsible for protecting all public and private property from damage resulting from its operations and shall promptly repair or replace any damage caused by the Contractor at no cost to the City.

23. The Contractor shall keep all work areas safe and orderly and shall remove all debris, markings, waste materials, and equipment associated with its operations upon completion of work where applicable.

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24. The Contractor shall fully cooperate with the City in connection with audits, investigations, damage claims, incident reviews, performance evaluations, and transition to any successor contractor.

25. All records, ticket data, GIS information, maps, drawings, reports, photographs, and electronic records generated under this Contract shall remain the property of the City and shall be provided to the City upon request.

26. The Contractor shall not impose any fuel surcharge, environmental surcharge, administrative surcharge, or similar additional fee unless specifically authorized by the Contract Documents.

IV. METHOD OF AWARD

Award shall be made to the lowest responsible and responsive bidder in accordance with New York State General Municipal Law §103.

Bids shall be evaluated based upon the Total Evaluated Annual Cost calculated using the estimated annual ticket quantities established by the City for bid evaluation purposes only.

The estimated annual quantities are as follows:

Ticket Type Estimated Annual Quantity Routine Utility Mark-Out Tickets 900 Emergency Utility Mark-Out Tickets 50 No-Conflict / Clearance Tickets 40

The estimated quantities provided are approximate only and are not guarantees of actual quantities to be ordered or utilized under the Contract.

The City reserves the right to increase or decrease quantities as operationally necessary during the term of the Contract.

Pricing for optional or supplemental services shall not be included in the Total Evaluated Annual Cost unless specifically identified by the City for evaluation purposes.

In the event of a discrepancy between unit pricing and extended pricing, the unit price shall govern.

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

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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.

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 the execution of the agreement (“Initial Term”) and will end on December 31, 2027. 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.

VII. QUESTIONS AND COMMUNICATION PROCEDURES

1. 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:

Tuesday, July 14, 2026 at 4:00 p.m.

No questions will be accepted after this deadline.

2. Authorized Contact for This Procurement:

• Yelena Quiles, Purchasing Agent

• All questions must be submitted through the Q&A section on BidNet.

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

3. Other Procurement Information:

• For administrative or non–BID-specific inquiries, email:

purchasing@glencoveny.gov.

4. Responses and Addenda

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• 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 Friday, July 17, 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.

5. 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.

VIII. Procurement Schedule

1. Release of Information for Bidders June 18, 2026

2. Questions Submission Deadline July 14, 2026 at 4:00 p.m.

3. Anticipated City Answers to Questions July 17, 2026

4. Bid Submission Deadline July 22, 2026 at 10:00 a.m.

5. Bid Opening July 22, 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 Utility Mark-Out and Underground Facility Locating Services - BID# 2026- 006, 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 July 22, 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 July 22, 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#2026017352

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

City of Glen Cove Bid No. 2026-006

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BID# 2026-006

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 Utility Mark-Out and Underground Facility Locating Services - BID# 2026-006.”

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 July 22, 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 should have experience, ability, and be engaged in the lines of work required to fulfill the Scope of Work for this project, as detailed in and in accordance with the Project Specifications and have necessary facilities and equipment. All bidders should be in good financial standing. No bid will be considered from any person 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, nor shall a bid 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 Council Members. A contractor whose performance has been unsatisfactory shall not be deemed a responsible bidder. No bid will be considered from any contractor, subcontractor, and/or its

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Forms for qualifications of the successful bidder giving evidence of sufficient facilities, equipment, experience and financial ability to ensure completion of the work are included herein and must be filled in by all bidders submitting proposals provided and the three (3) lowest bidders shall be prepared to file said form properly filled in and sworn to the office of the Director of Public Works within seven (7) days after the opening of the bids.

Information contained in any statement of financial ability shall be not more than thirty (30) days old at the time of submission. If a financial statement is already on file with the Director of Public Works, a new one need not be submitted provided the information contained therein is not more than thirty days old at the time of the opening of bids and provided the Contractor submits verified representation that financial condition has not materially changed since submission of said statement.

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 cautioned not to submit proposals until after having inspected the site of the proposed improvement and having made themselves familiar with local conditions. The attention of persons intending to make proposals is specifically called to Section H of this document which debars a Contractor from pleading misunderstanding or deception because of estimates of quantities, character, location or other conditions surrounding same.

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 but the three (3) lowest qualified bidders will be returned within three (3) days of the opening of the bids; the certified checks or bid bonds of the remaining unsuccessful bidders will be returned within forty-eight (48) hours after the execution of a contract between the City and the successful bidder.

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H. Examination of Bid Documents and Familiarity with Service Requirements

1. Prior to submitting a bid, all Bidders shall carefully examine the Bidding Documents, specifications, scope of services, and all other Contract requirements. Bidders may submit questions in accordance with the procedures established in the bid documents.

2. Submission of a bid shall constitute acknowledgment that the Bidder has reviewed the Bidding Documents and is familiar with the nature and requirements of the services to be performed, including operational conditions, response requirements, access limitations, and other conditions that may affect performance of the Contract.

3. No claim for additional compensation, extension of time, or relief from any obligation under the Contract shall be considered on the basis of misunderstanding, lack of information, failure to examine the Bidding Documents, or failure to become familiar with conditions relating to performance of the services.

4. The Contractor shall be responsible for satisfying itself, through its own investigation and due diligence, as to the conditions affecting the performance of the services required under this Contract.

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 Contractor who meets the terms and conditions in the Bid documents, completes all required forms and offers the lowest price as indicated on the Schedule of Bid Prices.

Depending on the Bid, there may be more than one Successful contractor.

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 bids. 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, 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

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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 professional services)

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)

All…