Bid Notice.pdf

VILLAGE OF PORT CHESTER

REQUEST FOR BIDS

Fire Department Station Alerting System Replacement Project

BID NO. 2026-12

NYS Department of Labor Rate Schedule: PRC # 2026020332

STUART L. RABIN

VILLAGE MANAGER

Release Date: July 13, 2026 Mandatory Pre-Bid Site Visit: Thursday, July 16, 2026, at 11:30 a.m.

Deadline for Written Questions: Monday, July 20, 2026 Deadline for Bids: Monday, July 27, 2026, at 3:00 PM

PUBLIC NOTICE

VILLAGE OF PORT CHESTER

FIRE DEPARTMENT STATION

ALERTING SYSTEM REPLACEMENT PROJECT

BID No. 2026-12

NOTICE IS HEREBY GIVEN that sealed bids will be received by the Village of Port Chester until Monday, July 27, 2026, at 3:00 PM local time, at the Office of the Village Clerk, 222 Grace Church Street, Port Chester, New York 10573, at which time and place said sealed bids will be publicly opened and read aloud for:

"Fire Department Station Alerting System Replacement Project."

No bids will be received or considered after the time and date stated above.

This work consists of furnishing all labor, materials, equipment, supervision, programming, integration, installation, testing, commissioning, startup, training, warranties, and incidentals necessary to furnish, install, and place into operation a complete turnkey Fire Department Station Alerting System at the Village of Port Chester’s four (4) firehouses.

The Work includes, but is not limited to, speakers, receivers, amplifiers, wiring, cabling, antenna work, mounting hardware, equipment integration, programming, system testing, operational acceptance, training, documentation, and related appurtenances necessary to provide a complete and fully operational system in accordance with the Plans, Specifications, and Contract Documents.

A mandatory pre-bid conference and site visit will be held on Thursday, July 16, 2026, at 11:30 a.m.

Attendance by a representative of each prospective bidder is required. Bids submitted by bidders who do not attend the mandatory pre-bid conference and site visit may be deemed non-responsive.

Plans, Specifications, and Contract Documents may be obtained from the Office of the Village Clerk, 222 Grace Church Street, Port Chester, New York beginning on Monday, July 13, 2026, and will be available on the Village’s website at https://www.portchesterny.gov/Bids.aspx or in person at the Office of the Village Clerk during regular business hours.

A bid bond, certified check, or bank check in the amount of five percent (5%) of the total bid shall accompany each bid. Bids may not be withdrawn within forty-five (45) days after the date fixed for the opening of bids.

All requests for clarification shall be submitted in writing no later than Monday, July 20, 2026.

Responses to questions deemed necessary by the Village will be issued by written Addendum.

All bids shall be submitted as one (1) original hard copy and one (1) electronic copy on a USB flash drive enclosed in a sealed envelope clearly marked:

(SEALED BID)

BID NO. 2026-12

FIRE DEPARTMENT STATION ALERTING SYSTEM REPLACEMENT PROJECT

E-mail submissions will not be accepted.

The successful bidder shall furnish all required insurance, bonds, and other contract documents as specified in the Contract Documents and shall execute the Contract within the time prescribed following award of the Contract.

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The Board of Trustees of the Village of Port Chester reserves the right to accept or reject any or all bids, waive any informalities or minor irregularities at its discretion, and award the contract to the lowest responsive and responsible bidder, or take such other action as it deems to be in the best interests of the Village and consistent with applicable law.

/s/STUART RABIN

STUART L. RABIN

Village Manager

Village of Port Chester

Dated: July 13, 2026

PART 1 — INSTRUCTIONS TO BIDDERS

FIRE DEPARTMENT STATION

ALERTING SYSTEM REPLACEMENT PROJECT

BID No. 2026-12

Article 1 Defined Terms

Wherever used in the Bidding Documents, the following terms shall have the meanings indicated below unless the context clearly requires otherwise.

A. Addendum — A written interpretation, clarification, revision, or modification to the Bidding Documents issued by the Village before the Bid Opening.

B. Contract — The written contract executed between the Village and the successful Bidder.

C. Bid — The written offer submitted by a Bidder in response to these Bidding Documents.

D. Bidder — Any individual or legal entity submitting a Bid.

E. Bidding Documents — The Public Notice, Instructions to Bidders, Bid Form, Contract

Documents, Technical Specifications, Drawings (if any), Addenda, and all other documents issued by the Village for this Project.

F. Contract Documents — The Contract and all documents incorporated therein.

G. Project — The Fire Department Station Alerting System Replacement Project.

H. Successful Bidder — The lowest responsive and responsible Bidder to whom the Village intends to award the Contract, subject to approval by the Board of Trustees and execution of the Contract.

I. Village — The Village of Port Chester, New York.

J. Work — All labor, supervision, equipment, materials, programming, installation, integration, testing, commissioning, training, documentation, warranties, permits, and incidentals necessary to furnish and place into operation a complete Fire Department Station Alerting System.

Article 2 Copies of Bid Documents

2.1 Complete sets of the Bidding Documents may be obtained from the Village as identified in the Public Notice.

2.2 Bidders shall use complete sets of the Bidding Documents in preparing their Bids.

2.3 The Village assumes no responsibility for errors resulting from the use of incomplete Bidding Documents.

2.4 Bidding Documents are made available solely for the purpose of preparing a Bid and shall not be used for any other purpose.

2.5 The Village reserves all rights in the Bidding Documents.

Article 3 Qualifications of Bidders

3.1 The Contract will be awarded only to a Bidder determined by the Village to be both responsive and responsible.

3.2 Bidders shall demonstrate experience in furnishing and installing public safety communications systems of similar size and complexity.

3.3 At a minimum, each Bidder shall have successfully completed three (3) municipal or public-sector projects within the past five (5) years involving one or more of the following:

A. Fire station alerting systems.

B. Public safety radio systems.

C. Emergency communications systems.

D. Public address or dispatch notification systems for municipal or public safety agencies.

3.4 Upon request of the Village, a Bidder shall provide:

A. A list of comparable projects.

B. References from municipal or public safety clients.

C. Evidence of financial capability.

D. Evidence that personnel assigned to the Project possess appropriate training and experience.

E. Documentation demonstrating authorization to furnish and install the proposed equipment.

3.5 The Village reserves the right to investigate the qualifications of any Bidder before making an award.

3.6 Failure to provide requested qualification information may result in rejection of the Bid.

Article 4 Examination of the Site and Existing Conditions

4.1 Each Bidder shall carefully examine the Project sites and become familiar with the conditions under which the Work is to be performed.

4.2 Submission of a Bid constitutes acknowledgment that the Bidder has investigated existing conditions and has included in its Bid all costs reasonably necessary to complete the Work.

4.3 Each Bidder shall satisfy itself regarding, at a minimum:

A. Existing equipment locations.

B. Access to work areas.

C. Ceiling and wall construction.

D. Existing electrical service.

E. Existing communications equipment.

F. Cable routing opportunities.

G. Apparatus bay conditions.

H. Roof access and antenna mounting locations.

I. Any other conditions affecting the Work.

4.4 No allowance shall be made after Bid Opening for any condition that could reasonably have been observed during a proper examination of the Project sites.

Article 5 Bidder’s Representations

By submitting a Bid, each Bidder represents that:

5.1 The Bidder has carefully reviewed the Bidding Documents.

5.2 The Bidder has visited the Project sites or has had the opportunity to do so.

5.3 The Bidder has reviewed all issued Addenda.

5.4 The Bidder has become familiar with existing conditions affecting the Work.

5.5 The Bidder has included all labor, supervision, equipment, materials, transportation, programming, testing, commissioning, permits, overhead, profit, warranties, and incidentals necessary to complete the Project in accordance with the Bidding Documents.

5.6 The Bidder has no knowledge of any ambiguity or conflict in the Bidding Documents that has not been brought to the Village's attention.

Article 6 Mandatory Pre-Bid Conference and

Site Visit

6.1 A mandatory pre-bid conference and site visit shall be held on the date, time, and location specified in the Public Notice.

6.2 Attendance by at least one authorized representative of each prospective Bidder is required.

6.3 The purpose of the conference and site visit is to familiarize prospective Bidders with the Project, existing conditions, and the requirements of the Bidding Documents.

6.4 Oral statements made during the conference or site visit shall not modify the Bidding

Documents.

6.5 Only written Addenda issued by the Village shall modify the Bidding Documents.

6.6 Failure to attend the mandatory pre-bid conference and site visit may result in rejection of the Bid as non-responsive.

Article 7 Interpretations and Addenda

7.1 Questions concerning the Bidding Documents shall be submitted in writing to the Village no later than the deadline stated in in the Public Notice.

7.2 The Village reserves the right to determine whether a response to any question is necessary.

7.3 Interpretations or clarifications considered necessary by the Village shall be issued only by written Addendum.

7.4 Oral interpretations shall not be binding upon the Village.

7.5 Each Bidder shall acknowledge receipt of all Addenda on the Bid Form.

Article 8 Approved Equals and Substitute Equipment

8.1 Equipment identified in the Specifications establishes the minimum functional, operational, compatibility, and performance requirements for the Project.

8.2 References to specific manufacturers, products, trade names, model numbers, or catalog numbers are intended to establish the level of quality and compatibility required and shall not be construed as unnecessarily restricting competition, unless expressly identified as proprietary for compatibility with existing systems.

8.3 Requests to furnish substitute equipment shall be submitted in writing no later than ten (10) calendar days before the Bid Opening.

8.4 Each request shall include sufficient technical information to permit the Village to determine whether the proposed equipment is equal in quality, functionality, performance, durability, maintainability, and compatibility.

8.5 Approval of substitute equipment shall be made only by written Addendum.

8.6 The burden of demonstrating equivalency rests solely upon the Bidder.

Article 9 Subcontractors

9.1 The Bidder shall identify all proposed subcontractors performing a substantial portion of the Work if requested by the Village.

9.2 The Successful Bidder shall remain fully responsible for all Work performed by subcontractors.

9.3 No subcontractor may be substituted after award without the Village's prior written consent.

9.4 The Village reserves the right to reject any subcontractor determined to be unqualified.

Article 10 Bid Security

10.1 Each Bid shall be accompanied by Bid Security in accordance with the requirements of the Public Notice. Failure to provide the required Bid Security in the proper amount and form may result in the Bid being deemed non-responsive.

10.2 Bid Security shall be in an amount equal to five percent (5%) of the total Bid and shall be in one of the following forms:

A. A Bid Bond substantially in the form included as Attachment N, executed by a surety authorized to transact business in the State of New York; or

B. A certified check or bank check payable to the Village of Port Chester.

10.3 The Bid Security shall guarantee that the Successful Bidder will:

A. Not withdraw its Bid during the forty-five (45) day period following the opening of bids;

B. Execute the Contract within the time prescribed by the Contract Documents;

C. Furnish all required insurance certificates, bonds, and other Contract Documents within the time prescribed; and D. Otherwise comply with all requirements applicable to the award of the Contract.

10.4 If the Successful Bidder withdraws its Bid during the period in which withdrawal is prohibited, fails or refuses to execute the Contract, or fails to furnish the required insurance, bonds, or other Contract Documents within the time prescribed, the Village may declare the Bid Security forfeited and exercise any other rights or remedies available under the Contract Documents or applicable law.

10.5 Bid Security submitted by unsuccessful Bidders shall be returned following the award of the Contract or rejection of all Bids. Bid Security submitted by the Successful Bidder shall be returned upon execution of the Contract and acceptance by the Village of all required insurance, bonds, and Contract Documents.

Article 11 Preparation of Bid

11.1 Bids shall be submitted only on the Bid Forms furnished by the Village.

11.2 All blanks shall be completed in ink or typewritten.

11.3 Prices shall be stated in both words and figures where required.

11.4 All corrections shall be initialed by the person signing the Bid.

11.5 The Bid shall be signed by an individual authorized to legally bind the Bidder.

11.6 All required certifications shall accompany the Bid.

Article 12 Basis of Bid

12.1 The Bid shall be submitted as a single lump-sum price for the complete Project.

12.2 The Bid Price shall include all labor, supervision, materials, equipment, transportation, programming, integration, testing, commissioning, training, documentation, permits, licenses, warranties, overhead, profit, and incidentals necessary to furnish a complete and operational Fire Department Station Alerting System.

12.3 No additional compensation shall be allowed for Work reasonably inferable from the Bidding Documents.

Article 13 Submission of Bid

13.1 Bids shall be delivered to the location identified in the Public Notice.

13.2 Each Bid shall consist of one (1) original hard copy and one (1) electronic copy on a USB flash drive, unless otherwise specified.

13.3 Bids shall be enclosed in a sealed envelope clearly marked with the Bid Number and Project title.

13.4 Electronic mail submissions shall not be accepted.

13.5 Bids received after the date and time specified shall not be opened or considered.

Article 14 Modification and Withdrawal of Bid

14.1 A Bid may be modified or withdrawn prior to the scheduled Bid Opening by written notice signed by an authorized representative of the Bidder.

14.2 After the Bid Opening, withdrawal shall be governed by applicable provisions of New York law.

14.3 A withdrawn Bid may be resubmitted prior to the Bid Opening.

Article 15 Opening of Bids

15.1 Bids shall be publicly opened and read aloud at the time and place identified in the Public Notice.

15.2 The Village reserves the right to postpone the Bid Opening by Addendum.

15.3 The Village's review of Bids following the Bid Opening shall not constitute acceptance of any Bid.

15.4 The Village may request clarification of any Bid during its evaluation, provided such clarification does not result in a material change to the Bid.

Article 16 Bid Acceptance Period

16.1 All Bids shall remain firm and irrevocable for a period of forty-five (45) calendar days following the date established for the opening of Bids unless otherwise agreed to in writing by the Bidder.

16.2 The Village reserves the right to request an extension of the Bid acceptance period. A Bidder may voluntarily agree to such extension without prejudice to its Bid.

Article 17 Evaluation of Bids

17.1 Following the opening of Bids, the Village shall review each Bid to determine responsiveness to the requirements of the Bidding Documents.

17.2 In determining the lowest responsive and responsible Bidder, the Village may consider any factor permitted by applicable law, including but not limited to:

A. Compliance with the Bidding Documents;

B. Completeness of the Bid;

C. The Bidder's qualifications and experience;

D. References and past performance on comparable projects;

E. Financial responsibility;

F. Availability of personnel, equipment, and resources;

G. Ability to complete the Work within the Contract Time;

H. Compliance with applicable laws and regulations; and I. Any other information bearing upon the Bidder's responsibility.

17.3 The Village reserves the right to investigate the qualifications and responsibility of any Bidder and to request additional information as may be reasonably necessary to evaluate the Bid.

17.4 The Village may reject any Bid that is determined to be non-responsive or submitted by a Bidder determined not to be responsible.

Article 18 Award of Contract

18.1 If awarded, the Contract shall be awarded in accordance with applicable provisions of the New York General Municipal Law.

18.2 Award of the Contract shall be contingent upon approval by the Board of Trustees, where required, and execution of the Contract by the Village.

18.3 The Village reserves the right to reject any or all Bids, to waive minor informalities or irregularities, and to accept the Bid that is determined to be in the best interests of the Village and in accordance with applicable law.

18.4 The successful Bidder shall not commence any Work until a written Notice to Proceed has been issued by the Village.

Article 19 Execution of Contract

19.1 Within fifteen (15) calendar days after receipt of the Notice of Award, the successful Bidder shall execute the Contract and furnish all required insurance certificates, endorsements, bonds (if required), and other Bidding Documents.

19.2 Failure of the successful Bidder to timely execute the Contract or furnish the required documents may constitute grounds for withdrawal of the award and award to another responsible Bidder, together with any other remedies available to the Village.

19.3 No contractual relationship shall exist until the Contract has been fully executed by both parties.

Article 20 Insurance

20.1 The successful Bidder shall furnish insurance meeting the requirements of the Bidding Documents before commencing the Work.

20.2 Insurance shall remain in full force and effect throughout the duration of the Project.

20.3 The Successful Bidder shall require all subcontractors to maintain insurance appropriate to the Work being performed.

20.4 Certificates of Insurance and required endorsements shall be submitted to the Village for review prior to issuance of the Notice to Proceed.

Article 21 Bonds

21.1 Performance Bonds, Payment Bonds, and Maintenance Bonds shall be furnished only if required by the Public Notice, Contract, or Supplementary Conditions.

21.2 If required, all bonds shall be issued by a surety authorized to transact business in the State of New York and satisfactory to the Village.

21.3 Failure to furnish required bonds within the time prescribed may constitute grounds for withdrawal of the award.

Article 22 Prevailing Wage

22.1 This Contract is subject to Article 8 of the New York State Labor Law to the extent required by applicable law.

22.2 The successful Bidder shall pay not less than the prevailing rates of wages and supplements established by the New York State Department of Labor for the locality in which the Work is performed.

22.3 The Successful Bidder shall maintain all payroll records required by law and furnish such records to the Village upon request.

22.4 Compliance with prevailing wage requirements shall be a condition of the Contract.

Article 23 Compliance with Laws

23.1 The Successful Bidder shall comply with all applicable federal, state, county, and local laws, regulations, ordinances, codes, rules, and orders.

23.2 The Successful Bidder shall obtain and maintain all permits, licenses, approvals, and authorizations necessary to perform the Work, except those expressly identified in the Bidding Documents as the responsibility of the Village.

Article 24 Sales and Use Tax

24.1 The Village is exempt from New York State and local sales and compensating use taxes on materials and equipment incorporated into the Project.

24.2 The successful Bidder shall cooperate with the Village in utilizing applicable tax exemptions.

Article 25 Non-Discrimination

25.1 The Successful Bidder shall comply with all applicable federal, state, and local laws prohibiting discrimination in employment and contracting.

25.2 The Successful Bidder shall require all subcontractors to comply with this Article.

Article 26 Interpretation of the Bidding Documents

26.1 The Bidding Documents shall be interpreted as a whole.

26.2 Any inconsistency or ambiguity discovered by a Bidder shall be promptly reported to the Village prior to the Bid Opening.

26.3 The Village shall resolve any ambiguity by written Addendum when deemed appropriate.

Article 27 Clarifications

27.1 The Village may request clarification of any Bid submitted.

27.2 Clarifications shall not permit modification of the Bid Price or any material element of the Bid.

Article 28 Procurement Rights Reserved

28.1 The Village reserves the right to:

A. Reject any or all Bids.

B. Waive minor informalities or irregularities.

C. Request clarification of any Bid.

D. Reject any Bid determined to be non-responsive.

E. Reject any Bid submitted by a Bidder determined not to be responsible.

F. Cancel this solicitation at any time prior to execution of the Contract.

G. Re-advertise the Project if deemed to be in the best interests of the Village.

Article 29 Contract Time

29.1 The Successful Bidder shall commence the Work upon issuance of a written Notice to Proceed by the Village.

29.2 The Successful Bidder shall achieve Substantial Completion of the Work within sixty (60) calendar days after the date of the Notice to Proceed, unless the Village approves a written extension of time by Change Order or other written authorization.

29.3 Final Completion, including correction of all punch list items and submission of all required closeout documents, shall be achieved within fifteen (15) calendar days after Substantial Completion.

29.4 Notwithstanding Sections 29.2 and 29.3, unless otherwise approved in writing by the Village, all Work, including Final Completion, shall be completed no later than September 30, 2026.

29.5 Work requiring interruption of Fire Department operations shall be coordinated with the Village and scheduled to minimize disruption to emergency response activities.

Article 30 Codes, Standards, and Regulatory Requirements

30.1 All Work performed under the Contract shall comply with the latest editions of all applicable federal, state, and local laws, codes, regulations, standards, and manufacturer requirements in effect on the date of Bid Opening, unless otherwise specified in the Contract Documents. The Successful Bidder shall be responsible for ensuring that all equipment, materials, installation practices, programming, and commissioning conform to these requirements and shall perform all Work in a manner that results in a complete, code-compliant, and fully operational Fire Department Station Alerting System.

30.2 The Work shall comply with all codes and standards applicable to the furnishing, installation, programming, and commissioning of the Fire Department Station Alerting System.

Compliance shall include adherence to the National Electrical Code, the National Fire Alarm and Signaling Code where applicable, all Occupational Safety and Health Administration regulations, and all Federal Communications Commission rules governing communications equipment. The

Work shall also comply with the New York State Uniform Fire Prevention and Building Code, the New York State Fire Code, all applicable UL standards, and all manufacturer installation instructions. The Successful Bidder shall ensure compliance with any additional codes or standards applicable to the equipment furnished under the Contract.

In addition to the foregoing, the Fire Department Station Alerting System shall be furnished, installed, programmed, and commissioned in full compliance with all applicable national, state, and local electrical, building, and fire codes, including the requirements of the National Electrical Code and all regulations adopted by the State of New York. The system shall comply with the applicable provisions of the National Fire Protection Association standards governing emergency services communications systems, including NFPA 1221 and NFPA 1710, as adopted and in effect. Where NFPA 1221 has been superseded by NFPA 1225, the Successful Bidder shall ensure that all equipment, installation practices, and system performance meet or exceed the requirements of the current NFPA standard governing emergency services communications systems. All equipment, materials, installation practices, and programming shall conform to the manufacturer’s written recommendations and all other applicable industry standards necessary to provide a complete, code-compliant, and fully operational station alerting system.

30.3 If conflicts arise between any referenced codes, standards, or regulatory requirements, the more stringent requirement shall govern unless otherwise directed in writing by the Village. The Successful Bidder shall promptly notify the Village of any such conflicts and shall not proceed with the affected portion of the Work until receiving direction from the Village.

Article 31 Governing Law

31.1 The procurement, award, and performance of the Contract shall be governed by the laws of the State of New York.

31.2 Venue for any action arising from the procurement or Contract shall lie in a court of competent jurisdiction located in the State of New York.

Article 32 Final Provisions

32.1 The issuance of these Bidding Documents does not obligate the Village to award a Contract.

32.2 No Bidder shall acquire any legal rights against the Village by reason of submitting a Bid, except as expressly provided by applicable law.

32.3 These Instructions to Bidders are intended solely to govern the bidding process. Upon execution of the Contract, the rights and obligations of the parties shall be governed by the Bidding Documents.

PART 2 — GENERAL REQUIREMENTS & TECHNICAL

SPECIFICATIONS

FIRE DEPARTMENT STATION

ALERTING SYSTEM REPLACEMENT PROJECT

BID No. 2026-12 NYS Department of Labor Rate Schedule: PRC # 2026020332

I. INTRODUCTION

The Village is soliciting sealed bids from qualified Bidders to furnish all labor, supervision, materials, equipment, programming, software, installation, integration, testing, commissioning, training, documentation, warranties, and related services necessary to replace and modernize the Fire Department Station Alerting System serving the Village’s four firehouses. The Successful Bidder shall provide all resources required to deliver a complete and fully operational system, including speakers, paging receivers, antennas, amplifiers, communications cabling, mounting hardware, system components, programming, integration, operational testing, and commissioning.

The purpose of this Project is to improve the reliability of emergency dispatch notifications, enhance the clarity and intelligibility of voice announcements, expand and standardize station-wide audio coverage, and modernize aging communications equipment while maintaining compatibility with designated existing communications infrastructure. The Work will be performed in occupied firehouses that will remain in active emergency service throughout the duration of the Project, requiring careful coordination with the Village and the Fire Department to minimize disruption and maintain continuous operational readiness.

The Village seeks bids from qualified Bidders with demonstrated experience in municipal fire station alerting systems, public safety communications systems, emergency notification systems, or similar public-sector communications infrastructure. Bidders must possess the personnel, technical capabilities, and resources necessary to successfully complete the Project in accordance with the Bidding Documents.

II. PROJECT BACKGROUND

The Village of Port Chester Fire Department operates from four firehouses strategically located throughout the community to provide fire suppression, rescue, emergency medical response, and other emergency services. Each firehouse relies on a station alerting system to receive dispatch tone-outs and voice announcements from the Village’s emergency communications system.

These systems were installed over many years using different equipment configurations and technologies, resulting in inconsistent performance and varying levels of reliability.

Over time, portions of the existing station alerting systems have reached or exceeded their useful service life. Aging components no longer provide the operational reliability, audio intelligibility, or station-wide coverage required to support efficient emergency response operations. The Village has experienced issues with dispatch tone activation and voice announcements, underscoring the need to modernize the alerting systems and improve their performance.

The Village has determined that replacing and upgrading the existing station alerting systems is in the best interests of the Fire Department and the public. The Project is intended to deliver a modern, reliable, and maintainable station alerting system capable of supporting the Fire Department’s operational needs for years to come while maintaining compatibility with designated existing communications equipment where appropriate. The upgraded system will enhance reliability, improve audio clarity, and provide consistent coverage throughout each firehouse.

The Work includes furnishing, installing, integrating, programming, testing, commissioning, and placing into operation a complete Fire Department Station Alerting System at each of the Village’s four firehouses. This includes replacement of designated communications equipment, installation of new speakers and associated components, installation of communications cabling and antenna systems where required, integration with existing infrastructure, operational testing, training of Village personnel, and delivery of all documentation, warranties, and closeout materials required by the Bidding Documents.

The Village intends to award a single contract for the complete Project to the lowest responsive and responsible Bidder in accordance with applicable provisions of New York State General Municipal Law and the requirements of these Bid Documents.

III. EXISTING CONDITIONS

The Village of Port Chester Fire Department operates from four firehouses strategically located throughout the community to provide fire suppression, rescue, emergency medical response, and other emergency services. Each firehouse is equipped with a station alerting system used to receive dispatch tone-outs and voice announcements from the Village’s emergency communications system. These systems have been installed over many years using different equipment configurations and technologies, resulting in varying levels of performance and reliability across the facilities.

Certain firehouses contain existing paging receivers, radio equipment, speakers, amplifiers, antennas, and related communications infrastructure that are designated to remain in service and be integrated into the upgraded station alerting system. Other components have reached or exceeded their anticipated service life and no longer provide the operational reliability, audio intelligibility, or coverage necessary to support effective emergency response operations. The modernization effort must therefore accommodate both the replacement of aging equipment and the integration of selected existing components.

All Work will be performed within occupied firehouses that will remain in active emergency service throughout the duration of the Project. The Successful Bidder shall coordinate all activities with the Village and the Fire Department to minimize disruption to emergency operations. Existing station alerting capabilities shall remain operational except during approved outages required to complete installation, integration, testing, or system cutover.

Information regarding existing equipment and site conditions is provided solely for the convenience of prospective Bidders. Each Bidder is responsible for independently verifying existing field conditions, equipment locations, available utilities, mounting surfaces, cable pathways, and all other conditions affecting the Work during the mandatory pre-bid conference and site visit. No additional compensation shall be allowed for conditions that could reasonably have been identified through proper site inspection.

IV. PROJECT OBJECTIVES

The primary objective of this Project is to replace and modernize the Village’s existing Fire Department Station Alerting System by furnishing and installing a reliable, fully integrated communications system that enhances emergency response operations while minimizing disruption to Fire Department activities. The upgraded system is intended to improve the reliability of dispatch tone activation and emergency notifications, enhance the clarity and intelligibility of voice announcements, and provide consistent and effective audio coverage throughout occupied spaces and apparatus bays.

The Project also seeks to replace aging communications equipment identified in the Bidding Documents and integrate new equipment with designated existing communications infrastructure. The completed system shall improve long-term reliability, maintainability, and serviceability while supporting the operational needs of the Fire Department for years to come.

Installation and system cutover shall be carefully coordinated to minimize disruption to emergency operations. Ultimately, the Project is intended to provide the Village with a complete, fully operational, tested, documented, and commissioned Fire Department Station Alerting System.

V. PROJECT LOCATIONS

The Work shall be performed at four Village of Port Chester Fire Department facilities. Each location presents unique existing conditions and operational requirements that the Successful Bidder must evaluate and incorporate into its Bid. The Successful Bidder shall become familiar with the conditions at each firehouse and include in its Bid all labor, materials, equipment, transportation, supervision, and incidental costs necessary to complete the Work at all four locations.

The Project includes Work at the following facilities:

A. Fire Headquarters 209 Westchester Avenue Port Chester, New York 10573

B. South End Fire House 51-53 Grace Church Street Port Chester, New York 10573

C. Washington Engine and Hose (Station #4) 464 Westchester Avenue Port Chester, New York 10573

D. Brooksville Fire House 491 Willett Avenue Port Chester, New York 10573

Each firehouse contains existing communications equipment designated to remain in service.

The Successful Bidder shall verify all existing equipment and field conditions prior to commencing the Work and shall coordinate installation activities with the Village to ensure continuity of emergency operations.

VI. SCOPE OF WORK

The Successful Bidder shall furnish all labor, supervision, materials, equipment, programming, software, installation, integration, testing, commissioning, training, documentation, warranties, permits where required, and all incidental services necessary to complete the Fire Department Station Alerting System Replacement Project in accordance with the Bidding Documents. The Work encompasses all tasks and materials required to deliver a complete, fully operational, and fully integrated station alerting system at each of the Village’s four firehouses.

The Work includes the removal of designated existing station alerting equipment and the furnishing and installation of new speakers, paging receivers, amplifiers, antennas, communications cabling, mounting hardware, and associated system components. It also includes the installation of all communications wiring, connectors, supports, grounding, and related infrastructure necessary to achieve a complete and code-compliant installation. The Successful Bidder shall integrate the new station alerting system with designated existing communications equipment and infrastructure, ensuring full operational compatibility and seamless functionality across all firehouse locations.

The Successful Bidder shall perform all programming, configuration, calibration, and optimization required to place the completed system into full operation. This includes functional testing, operational acceptance testing, and commissioning of the system to verify that all equipment, interfaces, and programmed functions operate together as an integrated whole. The Successful Bidder shall also provide training to Fire Department and Village personnel in the operation, basic maintenance, and troubleshooting of the installed equipment.

The Work further includes preparation and delivery of all required closeout documentation, including operating manuals, record drawings, programming backups, warranty documentation, equipment inventories, and final test reports. The Successful Bidder shall correct all deficiencies identified during testing, commissioning, or final inspection at no additional cost to the Village.

The Successful Bidder is responsible for performing all Work necessary to provide a complete and fully operational Fire Department Station Alerting System, whether or not every component or incidental item is specifically identified in the Bidding Documents.

VII. TECHNICAL SPECIFICATIONS

A. General Requirements

The Successful Bidder shall furnish all labor, supervision, materials, equipment, programming, software, tools, transportation, permits where required, testing equipment, accessories, mounting hardware, wiring, cabling, connectors, supports, documentation, warranties, and all incidental services necessary to provide a complete and fully operational Fire Department Station Alerting System in accordance with the Bidding Documents.

The Work includes all labor and materials reasonably necessary for a complete installation, regardless of whether every individual component is specifically identified.

All equipment furnished shall be new, free from defects, current production models, and supported by the manufacturer. Used, refurbished, reconditioned, or discontinued equipment shall not be permitted unless expressly approved in writing by the Village.

All Work shall be performed in accordance with the manufacturer’s written installation instructions, recognized industry standards, and all applicable federal, state, and local laws, regulations, and codes. The Successful Bidder shall ensure that all installation practices, materials, and equipment conform to these requirements and shall be responsible for delivering a complete, code-compliant, and fully functional system.

B. Successful Bidder Responsibilities

The Successful Bidder is responsible for furnishing and performing all Work necessary to complete the Project. This includes managing and coordinating all aspects of the Work, verifying existing field conditions, procuring all required equipment and materials, and ensuring proper delivery, storage, and protection of equipment throughout the Project. The Successful Bidder shall install all communications equipment, cabling, and associated infrastructure, perform all required programming and configuration, and integrate the completed system with designated existing communications equipment.

The Successful Bidder shall calibrate and adjust all installed equipment to ensure proper operation, conduct all functional and operational acceptance testing, and commission the completed system. The Successful Bidder shall train Village personnel in the operation and basic maintenance of the installed equipment and shall prepare and submit all required closeout documentation. Warranty service shall be provided throughout the warranty period in accordance with the requirements of the Bidding Documents.

C. Village Responsibilities

The Village shall designate a Project Representative and coordinate reasonable access to each firehouse. The Village shall review required submittals, participate in operational acceptance testing, review requests for substitutions, and perform inspections as necessary. The Village shall issue the Notice to Proceed and process applications for payment in accordance with the Contract Documents.

D. Submittals

Within fifteen calendar days following the Notice to Proceed, the Successful Bidder shall submit all required Project documentation for review by the Village. These materials shall include schedules, product information, shop drawings, installation details, programming methodologies, certifications, warranty information, and any other documentation required by the Bidding Documents. The Successful Bidder shall not order major equipment until the Village has completed its review of the required submittals. Review of submittals by the Village shall not relieve the Successful Bidder of responsibility for compliance with the Bidding Documents.

E. Product Requirements

All equipment furnished shall be new, unused, and listed by an approved nationally recognized testing laboratory where applicable. Equipment shall be suitable for continuous operation in a public safety environment and compatible with the Village’s existing communications infrastructure as specified. All equipment shall be currently supported by the manufacturer and shall include all mounting hardware, accessories, connectors, brackets, adapters, and incidental components necessary for a complete installation. Equipment requiring manufacturer activation, licensing, or registration shall be delivered fully activated and licensed in the name of the Village.

F. Compatibility Requirements

The completed station alerting system shall be fully compatible with existing communications equipment designated to remain in service. Where integration with existing equipment is required, the Successful Bidder shall verify compatibility prior to installation and shall furnish all interface equipment, programming, software, adapters, and incidental components necessary to provide a complete and functional system. The Successful Bidder shall coordinate all programming and integration activities with the Village and any third-party communications providers as necessary to complete the Work.

G. Firehouse-Specific Requirements

The Successful Bidder shall furnish, install, integrate, program, test, commission, and place into operation a complete Fire Department Station Alerting System at each of the Village’s four firehouses. The locations identified in the Bidding Documents establish the minimum required scope of Work. The Successful Bidder shall furnish all additional labor, materials, equipment, mounting hardware, connectors, wiring, accessories, software, programming, and incidental items necessary to provide a complete and fully operational installation.

Equipment locations shown in the Bidding Documents are approximate. Final locations shall be field-verified and coordinated with the Village prior to installation. The Successful Bidder shall protect all existing communications equipment designated to remain in service and shall immediately report any damaged or defective equipment discovered during installation.

At Fire Headquarters, the Successful Bidder shall install ceiling-mounted speakers serving all designated interior spaces and a pendant-mounted speaker serving the apparatus bay. All required cabling, connectors, supports, and mounting hardware shall be installed, and the completed system shall be integrated with existing communications equipment designated by the Village. The Successful Bidder shall program, calibrate, test, and commission the installation.

At the South End Fire House, the Successful Bidder shall install ceiling-mounted speakers serving designated interior spaces and a high-output speaker serving the apparatus bay. All required cabling, supports, connectors, and mounting hardware shall be furnished and installed, and the completed system shall be integrated with existing communications equipment. The Successful Bidder shall program, calibrate, test, and commission the installation.

At Washington Engine & Hose Company No. 4, the Successful Bidder shall install ceiling-mounted, wall-mounted, and pendant-mounted speakers, furnish and install a paging receiver compatible with existing communications infrastructure, and install a complete rooftop antenna system including all mounting hardware, grounding, weatherproofing, coaxial cable, connectors, surge protection, and accessories. The Successful Bidder shall program, calibrate, test, and commission the installation.

At Brooksville Engine & Hose Company No. 5, the Successful Bidder shall install ceiling-mounted speakers serving designated interior spaces and a high-output speaker serving the apparatus bay. All required cabling, supports, connectors, and mounting hardware shall be furnished and installed, and the completed system shall be integrated with existing communications equipment. The Successful Bidder shall program, calibrate, test, and commission the installation.

Across all firehouses, the Successful Bidder shall verify all field dimensions and existing conditions, coordinate installation activities with the Village and Fire Department, maintain operation of existing communications systems except during approved outages, install all equipment in accordance with manufacturer recommendations, properly secure and support all equipment and cabling, permanently label all equipment and cabling, remove all construction debris, restore disturbed finishes, and correct all deficiencies identified during inspection or acceptance testing.

H. Communications System Requirements

The Fire Department Station Alerting System shall be furnished as a complete, fully integrated communications system capable of providing reliable emergency dispatch tone activation, voice announcements, and station-wide audio notification at each firehouse. All equipment furnished shall be compatible with existing communications equipment identified in the Bidding Documents or designated by the Village. The Successful Bidder shall furnish all hardware, software, accessories, programming, adapters, interfaces, mounting hardware, wiring, connectors, and incidental materials necessary to provide a complete and fully operational system.

Speakers shall be furnished and installed in sufficient quantity and of appropriate type, power rating, and coverage to provide clear and intelligible dispatch audio throughout all required areas. Speakers shall be designed for commercial or public safety applications, suitable for their installed environment, and compatible with the station alerting system. All required mounting brackets, hardware, connectors, and accessories shall be provided.

Where specified, paging receivers shall be furnished and installed to reliably receive dispatch tone activations, support required alerting functions, and integrate fully with the completed station alerting system. Paging receivers shall be fully programmable and installed in accessible locations.

Amplifiers shall be furnished where required and shall be of sufficient capacity to operate the completed speaker system without distortion or degradation of audio quality. Amplifiers shall be designed for continuous duty, compatible with installed speakers, and accessible for maintenance.

Where antenna installations are required, the Successful Bidder shall furnish complete antenna systems including antennas, mounting hardware, mast assemblies, grounding components, lightning protection, coaxial cable, connectors, weatherproofing materials, supports, and all incidental equipment necessary for proper operation. Roof penetrations shall be permanently weatherproofed, and exterior equipment shall be suitable for continuous outdoor exposure.

All communications cabling necessary for proper operation of the completed system shall be furnished and installed. Cabling shall be installed neatly, independently supported, protected from physical damage, permanently identified at both ends, concealed where practical, and compliant with all applicable codes and manufacturer requirements.