Bid Notice.pdf

CHAUTAUQUA COUNTY

DIVISION OF PURCHASING

INVITATION TO BID

OEM SNOW REMOVAL EQUIPMENT &

RELATED REPLACEMENT PARTS

ITB No. S-26-26 A - T DPF

Contact Person: Becky Anderson, Purchasing Manager, andersob@chqgov.com

Issue Date: 7/13/2026 Questions Due By: 7/22/2026 Bid Opening Date (2:00PM): 7/28/2026

Sealed bids are to be remitted no later than the due date and time to:

Purchasing Manager 454 N. Work Street Falconer, NY 14733

Paul M. Wendel, Jr.

County Executive

Kitty Lyons

Director of Finance

Becky Anderson Purchasing Manager

Brandi Peterson

Purchasing Agent

Nicole Pattison

Tina Huckabone mailto:andersob@chqgov.com

NOTICE TO BIDDERS

Publication Date: July 13, 2026

Chautauqua County is accepting sealed bids for:

INVITATION TO BID

NO. S-26-26 A – T DPF

OEM SNOW REMOVAL EQUIPMENT & RELATED REPLACEMENT PARTS

Invitation to Bid (ITB) Documents are available at the County’s Purchasing Office, 454 N. Work Street, Falconer, NY 14733, may be downloaded from https://www.bidnetdirect.com/new-york, or may be requested by email from andersob@chqgov.com. Chautauqua County is not responsible for the completeness or accuracy of ITB documents received from any other source, and the successful bidder shall be subject to official County ITB terms and conditions.

Bids must be received by the County’s Purchasing Office no later than 2:00 P.M. on July 28, 2026. EACH BID

ENVELOPE MUST BE PLAINLY MARKED WITH THE PROPOSAL NUMBER AND THE ITEM BID

THEREIN.

Becky Anderson

Purchasing Manager https://www.bidnetdirect.com/new-york mailto:andersob@chqgov.com

COUNTY NEEDS TO BE MET BY THIS INVITATION TO BID

Contract Duration: 3 Years

Chautauqua County requires a vendor to supply OEM snow removal equipment and related replacement parts. This Invitation to Bid (ITB) is being issued to fulfill that need. Dates for this contract will be January 1, 2027 to December 31, 2030.

General Information for all County ITBs Page 3 REQUIRED BID SUBMITTAL DOCUMENTS Page 6

GENERAL INFORMATION

FOR ALL COUNTY

INVITATIONS TO BID (ITBs)

Invitation to Bid (ITB) Packet Official ITB documents may be obtained from:

County Purchasing Division: 454 N. Work Street, Falconer, NY 14733;

Empire State Purchasing Group, https://www.bidnetdirect.com/new-york; and The “County Contact Person” identified on the Cover Page of this ITB.

Chautauqua County is not responsible for the completeness or accuracy of documents received from any other source. The successful bidder shall be subject to all official County ITB terms and conditions, including those in ITB addenda, regardless of receipt.

Questions From the date of ITB issuance to the date the County makes a final determination(s) of award, any and all questions and communications concerning the ITB and items solicited therein shall be directed exclusively to County Purchasing Division personnel. Contact with other County personnel may be grounds for rejection of a bid.

Questions must be submitted by the due date shown on the cover page. County responses to questions concerning the substance of the ITB will be provided to all parties, in the form of an addendum to the ITB.

IMPORTANT BID SUBMISSION INFORMATION:

Unless otherwise stated on the bid form, all boxes on the bid form should be completed. If a box is not applicable, enter N/A. If the entry for the box should be zero, enter a zero.

Each bid must be enclosed in a sealed envelope plainly marked with the ITB name, the ITB number, and the Bidder’s name and complete mailing address.

Bids must be received by the County’s Purchasing Division, 454 N. Work Street, Falconer, New York, 14733, no later than the due date and time on the ITB cover page. Bids will not be accepted via facsimile or e-mail. Please allow ample time to pass through building security, or for delivery by mail or express mail. Even if timely mailed, a Bidder should expect a late bid to be rejected.

The enclosed Bid forms must be used and may not be altered, amended, or substituted. Non-conforming bid submittals are subject to being rejected.

All required bid documents must be submitted with each bid, duly signed, and where indicated, notarized.

Receipt of any and all bid addenda must be acknowledged on the form provided. Failure to acknowledge receipt is grounds for rejection of a bid. Bid addenda are available from all “official” bid document sources shown above.

By submitting a bid you are offering to provide the goods and/or services therein in accordance with all terms and conditions in the ITB and at the bid prices.

The County does not guarantee any minimum or maximum purchase of items in this ITB.

https://www.bidnetdirect.com/new-york

Estimated quantities and needs are merely estimates. They are non-binding, and do not represent a County commitment or a guaranteed minimum or maximum quantity or need.

Submission of a bid constitutes an agreement not to claim misunderstanding of, misrepresentation of, or reliance in any manner on, estimates of quantities or needs.

Bids should be self-explanatory. A bidder should not expect an opportunity to explain its bid.

Bids should be carefully prepared and reviewed in advance of submittal. Negligence in the preparation of a bid does not confer a right for withdrawal of an opened bid.

Contract Payment and Pricing Unless otherwise indicated, all bid prices are to be effective for the duration of the contract.

Chautauqua County is exempt from Federal and State taxes.

Bid prices must be all-inclusive. The County will not pay fuel surcharges, shipping, transportation, disposal, overhead, travel, or other types of contract-associated charges unless pricing for such items is specifically requested on the bid form.

In most instances, Chautauqua County issues contract payments electronically. County vendors are asked to complete payment forms found here:

https://chqgov.com/finance/electronic-payment-methods

New York State law entitles the County to “piggyback” off of the contracts of other municipalities. The County reserves the right to purchase the goods and/or services identified in this ITB via a piggyback contract, after giving the awarded bidder the opportunity to match the piggyback price. Additionally, the County reserves the right to use an alternate vendor in furtherance of meeting a requirement of an entity paying in whole or in part for goods or services. The County further reserves the right to use its own staff for provision of services of the type reflected in this ITB.

If this ITB includes services, see the enclosed sample contract for additional information.

The sample contract is subject to modification by the County Law Department consistent with the terms of this Invitation to Bid.

Enter the price list and percentage off MSRP list price. The awards will be based on the MSRP discounts.

Bid Award The manner in which the low bidder will be determined is shown on the Bid Form. Questions about the manner in which the low bidder will be determined should be submitted to County Purchasing staff immediately upon discovery, to allow ample time for clarification. County reserves the right to investigate bidder responsibility, toward making an award to a responsible bidder which offers the lowest price. Bidders shall fully and promptly comply with any and all County requests for information requested toward a County determination of responsibility.

Failure to cooperate may result in a determination that a bidder is not responsible.

Information requested on the Bid Form will be used as the basis for award. At the County’s sole option a bid with missing, non-conforming, different, or additional information can be:

(i) rejected as a non-conforming bid; or

(ii) accepted as bid, with non-conforming, additional, or different information enforced or rejected by the County, in whole or in part, and with an uncompleted box on a bid form deemed to mean the item is available at no charge and/or with https://chqgov.com/finance/electronic-payment-methods no markup (unless completion of the box is specifically stated to be optional), as the County, in its sole discretion, deems most advantageous.

By submitting a bid, a bidder agrees that it shall have no recourse against the County in connection with the County’s exercise of its option to accept or reject an irregular bid or unsolicited information, or for its determination concerning an uncompleted box on the bid form.

Dollar amounts requested on the Bid Form which the ITB indicates will not be used toward determining the low bid, may be used for the purchase of the specified goods and/or services during the contract term.

In the event of a discrepancy between an item price and the calculated price for a specified quantity, the item price will be used for purposes of determining the low bidder and for contract pricing.

In the event of a discrepancy between a dollar amount written in words and a dollar amount written in numbers, that written in words shall apply.

Those performing work for the County must be Equal Opportunity employers.

Miscellaneous Information Pursuant to Chautauqua County’s Purchasing Policy, an individual or entity that reviews a

County Invitation to Bid in draft or final form prior to its issue may not (i) submit a response to the solicitation or (ii) serve as an employee, contractor, or subcontractor of the individual or entity awarded the contract, for the first five (5) years of the contract period.

Delivery

The DPF Transportation: Falconer, Sheridan, and Sherman Maintenance Facilities will be the main purchasers of this contract. Delivery shall be made to any location within Chautauqua County and other municipalities and/or agency that chooses to participate in this contract.

Delivery shall be accomplished during normal business hours (8:00 A.M. to 3:30 P.M. Monday through Friday), and within twenty-four (24) hours of an order. Deliveries made outside of time specified will only be accepted with prior approval from authorized person from delivery site or ordering agency. Chautauqua County reserves the right to refuse product delivered beyond the specified time and reserves the right to purchase same product from a different vendor for product not received or available in the amount of time specified.

Emergency items shall be available for immediate delivery or County reserves right to purchase said product elsewhere, when readily available. Emergency contact number must be provided for parts needed outside vendor’s normal business hours when available. Chautauqua County reserves the right to purchase same product requested from the next low bidder in cases where the vendor’s inventory is low in such that the cost of freight may make the difference in the actual price paid for such product cost more than the next low bidder and a cost savings can be achieved by the county.

Any shipment received in damaged or unsatisfactory condition will be returned to the bidder at the bidder’s expense for shipping and handling and a replacement part will be delivered at the same bid price.

Back order items must have prior approval by originating department, approval must accompany items at time of delivery or items may be refused by department.

MBE, WBE, SBE, DBE, SDVOB

Chautauqua County encourages all qualified bidders, including Minority-owned Business Enterprises, Women-owned Business Enterprises, Small Business Enterprises, Disadvantaged Business Enterprises, and Service-Disabled Veteran Owned Businesses to submit bids.

SPECIFICATIONS – July 13, 2026

QUALIFICATION OF BIDDER:

Bidder must be an established factory or manufacturer Authorized Dealer, parts wholesaler, or distributor, and must satisfactorily prove to the Purchasing Agent, upon request, that he has adequate facilities, stock and the financial wherewithal to perform all requirements as mentioned herein.

Business warehouse must be located so as to meet delivery specifications herein.

PARTS GUARANTEE:

The bidder guarantees that the replacement parts are standard new stock products designed and manufactured for use in original equipment as specified and carry new part warranty against faulty material and workmanship. Replacement of replacement parts under warranty shall be of no cost to department.

Whenever a particular brand or make of material, parts, or other item is not as specified and in the event that said product proves not to provide the equivalent services as brand specified, the Bidder guarantees to the County or other agency a full 100% re-imbursement of all costs incurred as a result of its failure to be equivalent. This includes;

implied, expressed or written part manufacturer’s warranty.

MANUFACTURER/BRAND:

Whenever a particular brand or make of material, equipment, or other item is specified, another brand or make which, in the opinion of Chautauqua County, is equivalent in quality, value, performance and suitability to that specified or indicated may be offered only if the particular brand or make of material, equipment cannot be offered by the bidder and additional savings can be realized.

The County shall be the sole judge as to whether a proposed equivalent or substitution is to be approved and the bidder shall have the burden of proving same, at his own expense, to the satisfaction of the County. Mechanics & Storekeepers decision to an alternative "approved equal" is absolute.

PACKAGING:

All delivered items shall be new and include proper product part number identification, original packaging, content description and/or other as required by law.

Vendor must provide a Material Safety Data Sheet for all applicable products delivered to a location, at that location.

CHAUTAUQUA COUNTY

BID RESPONSE CHECKLIST

Bid Name: Bid No.

Bid Due Date:

The below-listed documents must be submitted with your bid. Failure to submit any of the documents, including failure to acknowledge in writing any ITB addendum, may be cause for rejection of your bid. A bid with any condition, limitation or provision not officially invited in this ITB may also be rejected.

________ THIS RESPONSE CHECKLIST

________ NON-COLLUSION BIDDING CERTIFICATION

________ IRANIAN DIVESTMENT CERTIFICATION

________ EXCLUSION CHECKS CERTIFICATION

________ FINANCIAL AFFIDAVIT

________ AFFIDAVIT OF A FOREIGN CORPORATION (AS APPLICABLE)

________ BID AUTHORIZATION CERTIFICATE

________ BID FORM

________ ITB ADDENDUM(S) ACKNOWLEDGMENT(S) (AS APPLICABLE)

INSURANCE CERTIFICATES MUST BE PROVIDED WITHIN 5 DAYS OF NOTICE OF AWARD

ENTITY NAME

FED ID NO.

TELEPHONE NUMBER

ADDRESS

EMAIL ADDRESS

AUTHORIZED REPRESENTATIVE (PRINT NAME) TITLE

AUTHORIZED SIGNATURE

DATE

The below section is only applicable if services will be provided.

Upon award, the name and address of the individual who will be signing the contract, and that individual’s contact information are:

Name: Title: __ Direct e-mail address:

Mailing address:

BID FORM

QUANTITIES:

Quantities are indefinite, and no minimum or maximum quantity is guaranteed by Chautauqua County. Orders will be placed by the departments listed herein and there should not be any minimum unit order restriction or monetary cost/fine associated with said orders.

Chautauqua County reserves the right to bid large items of substantial quantity or cost, in the best interests of the county, at the Purchasing Managers Discretion and where general Municipal Law governs such. Contractor is eligible to bid under such circumstances.

Note: To determine the best cost to Chautauqua County please indicate in the Column Percent your MSRP discount to be held for the term of this contract for all repair and/or products that your company will be able to provide to the County. Example: -5%.

Price shall be FOB to originating department and determined by applying bidder's stated percentage discount to applicable published price list specified on this bid proposal page.

Note: Bidder shall quote single percentage discount only. Bids containing multiple discounts are subject to rejection.

The intent of this Bid Form proposed pricing is to have a method of comparing one Bidders cost to the County versus another in order to determine the lowest responsive Bidder. Each section will be awarded separately.

S-26-26 DPF Bid A AirFlo Parts

Name Of

Price List

Most Recent List Using Date Below

Discount MSRP

List Less

AirFlo %

S-26-26 DPF Bid B Boss Parts

Discount MSRP

Boss

S-26-26 DPF Bid C Everest Parts

Discount

MSRP

Everest

S-26-26 DPF Bid D Fisher Parts

Discount

MSRP

Fisher

S-26-26 DPF Bid E Flink Parts

Discount

MSRP

Flink

S-26-26 DPF Bid F Force America Parts

Discount

MSRP

Force America %

S-26-26 DPF Bid G Fort Miller MFC/Tarco Parts

Discount

MSRP

Fort Miller

S-26-26 DPF Bid H Frink Parts

Discount

MSRP

Frink

S-26-26 DPF Bid I Henderson Parts

Discount

MSRP

Henderson

S-26-26 DPF Bid J Henke Manufacturing Parts

Discount

MSRP

Henke

S-26-26 DPF Bid K LaRue Manufacturing Parts

Discount

MSRP

Henke

S-26-26 DPF Bid L Meyer Parts

Discount

MSRP

Meyer

S-26-26 DPF Bid M Pro-Tech Parts

Discount

MSRP

Pro-Tech

S-26-26 DPF Bid N RS Godwin Parts

Discount

MSRP

R/S-Godwin

S-26-26 DPF Bid O Smith Metal Works Parts

Most Recent List Using Date Below

Discount

MSRP

Smith Metal Works

S-26-26 DPF Bid P Sno-Way Parts

Discount

MSRP

Sno-Way

S-26-26 DPF Bid Q Tenco Parts

Discount

MSRP

Tenco

S-26-26 DPF Bid R Viking Parts

Discount

MSRP

Viking

S-26-26 DPF Bid S Wausau Parts

Discount

MSRP

Wausau

S-26-26 DPF Bid T Western Parts

Discount

MSRP

Western

BIDDER ______________________________________

SIGNATURE ______________________________________

PRINT NAME OF SIGNER ______________________________________

TITLE ______________________________________

ADDRESS ______________________________________

TELEPHONE ______________________________________

FAX

E-MAIL_________________________________________

DATE_________________________________________

NON-COLLUSION BIDDING CERTIFICATION

By submission of this bid, the bidder and each person signing on behalf of the bidder certifies, subject to the terms of Section 103-d of the General Municipal Law, as amended, and under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(b) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to the bid opening, directly or indirectly, to any other bidder or to any competitor; and

(c) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

(d) The person signing this bid certifies that s/he has fully informed him/herself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury affirms the truth hereof, such penalties being applicable to the bidder as well as to the person signing on the bidder’s behalf.

Signature ____________________________________________

Title ________________________________________________

STATE OF NEW YORK )

COUNTY OF ) SS:

On this __________ day of ____________, 2026, before me personally appeared

____________________, to me known, who being by me duly sworn, did depose and say that s/he resides at ______________________________, New York: that s/he is the _________________ of _______________________, the corporation described in and which executed the within instrument; that s/he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal;

that it was so affixed by order of said corporation.

Notary Public

IRANIAN DIVESTMENT CERTIFICATION

NEW YORK STATE GENERAL MUNICIPAL LAW SECTION 103-G

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law (see https://ogs.ny.gov/iran-divestment-act-2012 ).

Date:

Signature

Title

Company Name

On 1/13/12, Chapter 1 of the Laws of New York for 2012 was signed into law by Governor Andrew M. Cuomo. The law is known as the "Iran Divestment Act of 2012" (the "Act") and can be found at § 165-aof the NY State Finance Law. The Act became effective on April 12, 2012. The Act imposes limitations on "persons" that are determined to be engaged in investment activities in the Iranian energy sector, as defined in the Act. On 7/17/12, Governor Cuomo signed into law Chapter 106 of the laws of 2012, which extended the Iran Divestment Act to State and local public authorities, the State University of New York, and the City University of New York.

EXCLUSION CHECKS CERTIFICATION

Chautauqua County reserves the right to conduct exclusion checks on those who respond to its solicitations and on those with whom it contracts to verify that the contractor and its employees, subcontractors, and agents have not been sanctioned, excluded, debarred, suspended, or the subject of adverse governmental action by law enforcement, regulatory authorities, or licensing entities. This may include a check for exclusion from Federal healthcare programs. By submitting this bid, you are: certifying that you are not prohibited from providing these services and/or goods as a result of being sanctioned, debarred, suspended, or excluded; agreeing that the County has the right to decline to enter into a contract with you in the event the County finds there to be a legal or funding source impediment to contracting with you; agreeing to provide written notice to the County immediately upon the occurrence of any sanction, exclusion, debarment, or suspension relating to your contract with the County; and agreeing that upon the occurrence of any such sanction, exclusion, debarment, or suspension, the County has the right to declare its contract with you to be terminated effective as of the moment of such occurrence or at such later date as is deemed by the County to be in the best interest of the County.

Date:

Company Name https://ogs.ny.gov/iran-divestment-act-2012

FINANCIAL AFFIDAVIT

STATE / COMMONWEALTH OF )

) ss:

COUNTY OF___________________________ )

___________________________________, being duly sworn, deposes and says that I have made a complete and thorough examination of the financial records of the bidder, ; and that I have determined that said bidder is currently not in arrears in taxes or upon debt or contract to or with the County of Chautauqua, that said bidder has not defaulted as surety or otherwise upon a contract or obligation to the County of Chautauqua, and that said bidder is not disqualified to bid upon municipal or state contracts under any act of New York State Legislature.

Signature of above-named individual

Sworn to before this ___________ day of __________________, 20__

NOTARY PUBLIC

AFFIDAVIT OF A FOREIGN CORPORATION

COUNTY OF___________________________ )

I, ________________________________as____________________________________ of __________________________________ , a corporation incorporated under the laws of _________________________ authorized to do business in the State of New York, do hereby certify and affirm that the above named corporation has complied Article 13 of the Business Corporations Law of the State of New York. As proof I submit a copy of:

[ ] A receipt of filing an application with the New York Secretary of State to conduct business in The State of New York; OR [ ] A copy of our application for authority to conduct business in the State of New York filed with the Secretary of State on _______________________________,20___.

As said corporation has complied with Article 13 of the Business Corporations Law of the State of New York, I hereby swear and affirm that the above-named corporation is authorized to conduct business in the State of New York.

Under penalty of perjury, I declare that the facts presented herein are true and, to the best of my knowledge and belief, are true, correct and complete.

In witness thereof, I set my hand and attach the corporate seal this _______ day of __________, 20____.

Business Corporation Law of New York, Section 102(7):

“Foreign Corporation” means a corporation…formed under laws other than the statutes of (New York)…”Authorized,” when used with respect to a foreign corporation, means having authority, under Article 13 of the Business Corporation Law, to conduct business in New York State.

BID AUTHORIZATION CERTIFICATE

Individual, Corporation, Partnership, or LLC Acknowledgement

COUNTY OF )

On the _____day of ____________in the year 20___, before me personally appeared ______________________________known to me to be the person who executed the foregoing instrument, who, being duly sworn by me did depose and say that s/he resides in the Town of , County of , State / Commonwealth of ________________________________________, and that

[Mark an X in the appropriate box and complete the accompanying statement.]

☐ (If an individual): this person executed the foregoing instrument in his/her name and on his/her own behalf.

☐ (If a corporation): this person is the ____________________________________________ of______________________, the corporation described in said instrument; that, by authority of the Board of Directors of said corporation, this individual is authorized to execute the foregoing bid documents on behalf of the corporation for purposes set forth therein; and that, pursuant to that authority, s/he has executed the foregoing bid document(s) in the name of and on behalf of said corporation as the act and deed of said corporation.

☐ (If a partnership): this person is the ______________________________________________ of___________________________, the partnership described in said instrument; that, by the terms of said partnership, this individual is authorized to execute the foregoing bid document(s) on behalf of the partnership for purposes set forth therein; and that, pursuant to that authority, s/he has executed the foregoing bid document(s) in the name of and on behalf of said partnership as the act and deed of said partnership.

☐ (If a limited liability company): this person is a duly authorized member of _________ LLC, the limited liability company described in said instrument;

that, by authority of the Board of Directors or Members of said company, this individual is authorized to execute the foregoing bid document(s) on behalf of the company for purposes set forth therein; and that, pursuant to that authority, s/he has executed the foregoing bid document(s) in the name of and on behalf of said company as the act and deed of said company.

Date Signature Printed Name

NOTARY PUBLIC