Bid Notice.pdf

ATTENTION VENDORS

If you find that you are not interested in bidding/quoting this particular project, please fill in this sheet and return it to:

County of Dutchess

Office of Central and Information Services

Division of Central Services

378 Violet Avenue, Suite 2

Poughkeepsie, NY 12601

We are very interested in learning why you do not bid.

BID #: RFB-DCP-49-26

BID TITLE: FIRE EXTINGUISHERS: INSPECTION, TEST, AND MAINTENANCE

VENDOR NAME ___________________________________________________________

CONTACT ___________________________________________________________

ADDRESS ___________________________________________________________

PHONE _______________________________ FAX _______________________

For purposes of facilitating your firm’s response to our bid the County of Dutchess is interested in hearing reasons for failure to respond. If your firm is not responding, please indicate the reason by checking all appropriate items below and returning this form to the address above.

WE ARE NOT RESPONDING BECAUSE:

_____ Items and/or materials requested are not manufactured by us or are not available to our company.

_____ Our items and/or materials do not meet your specifications

_____ Specifications are not clearly understood or applicable _____ too vague _____ too rigid

_____ Quantities too small

_____ Other _______________________________________________________

RFB-DCP-49-26 Page 1 of 39

UPDATE:

NYS Department of Labor

Electronic Submission of Certified Payroll

As of January 1, 2026 ALL Contractors and Subcontractors working on projects covered by Article 8 of the Labor Law must electronically provide Certified Payroll Records to the New York State Department of Labor through the Certified Payroll Portal. Payroll information must be reported every 30 days for the length of the project. Failing to submit on time may result in penalties of up to $100 per day following a 14-day grace period.

Submit Certified Payroll Records Here:

https://mpwr-public.labor.ny.gov/en/login

NYS Department of Labor

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.

The registry is now available:

Website: https://dol.ny.gov/public-work-contractor-and-subcontractor-registry-landing

RFB-DCP-49-26 Page 2 of 39 https://www.nysenate.gov/legislation/laws/LAB/A8 https://mpwr-public.labor.ny.gov/en/login https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I https://dol.ny.gov/public-work-contractor-and-subcontractor-registry-landing

FIRE EXTINGUISHERS:

INSPECTION, TEST, AND MAINTENANCE

BID #

RFB-DCP-49-26

Bid Due

July 30, 2026

2:00 pm

SUBMIT BIDS TO:

COUNTY OF DUTCHESS

OFFICE OF CENTRAL AND INFORMATION SERVICES

DIVISION OF CENTRAL SERVICES

378 VIOLET AVENUE, SUITE 2

POUGHKEEPSIE, NY 12601

PHONE (845) 486-3670 FAX (845) 486-3659

RFB-DCP-49-26 Page 3 of 39

INSTRUCTIONS AND INFORMATION

Read all documents contained in the bid specifications.

• Sealed bids for FIRE EXTINGUISHERS: INSPECTION, TEST, AND MAINTENANCE will be received in the

Division of Central Services, 378 Violet Avenue, Suite 2, Poughkeepsie, New York 12601, on or before 2:00 p.m. on

July 30, 2026, and at that time and place bids will be opened and read aloud. In addition to an on-site bid opening, this solicitation will be conducted through Microsoft Teams Audio Conferencing, access information is as follows:

Microsoft Teams meeting

Join: JOIN NOW Meeting ID: 288 654 149 572 897 Passcode: 7ks3JT9E Dial in by phone +1 516-268-4602,,960270082# Phone conference ID: 960 270 082#

• The County of Dutchess official bid documents are obtained from the Empire State Purchasing Group’s Regional Bid

Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or, if applicable, the Department of Public

Works. Copies of bidding documents obtained from any other source are not considered official copies. In addition to obtaining the official bid documents, any and all addendum pertaining to a particular bid or RFP are posted on the same website that the official bid documents are obtained: www.bidnetdirect.com/new-york/county-of-dutchessIt is incumbent upon all potential bidders to view all posted addenda prior to the bid close date. If you have obtained this document from a source other than the County of Dutchess Purchasing Office, Department of Public Works or the

Empire State Regional Bid Notification System, it is recommended that you obtain an official copy. You may obtain an official copy by registering on the Empire State Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or by using the link provided at www.dutchessny.gov , selecting “Government”, then selecting “Bidding and RFP Opportunities”.

• Bidders are responsible for submitting their bids to the appropriate location at or prior to the time and date as stated in the bid documents. No bids will be accepted after the designated time or date indicated. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt.

Delay in mail delivery is not an exception to the receipt of a bid.

• Bidders must indicate, on the outside of their sealed bid and mailing envelope, the following information:

1. FIRE EXTINGUISHERS: INSPECTION, TEST, AND MAINTENANCE

2. RFB-DCP-49-26

3. July 30, 2026, 2:00 PM

4. <COMPANY NAME>

Failure to do so may result in rejection of the bid as being unresponsive.

• The following forms are necessary to be submitted as a bid, as well as any additional forms requested in the detailed specifications:

1. CS-1 - Bid proposal form/price page(s) Note: some bids may include a separate Bid Proposal Form. Such exceptions will be noted in the bid specification.

2. CS-2 – Non-Collusion Affidavit, completed, signed and dated.

It is not necessary to submit your copy of the technical specifications with the bid. They should be retained by the bidder for their records.

• Bidders must submit one (1) original, plus one (1) digital copy (on a USB drive, as single pdf document) of their bids, unless otherwise stated in the specifications. The original must be clearly marked. All bids must be filled out in ink or be typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have been corrected by white out or cross out and have not been initialed and/or dated will be rejected as unresponsive.

RFB-DCP-49-26 Page 4 of 39 https://teams.microsoft.com/meet/288654149572897?p=8825L6pLSF5piPh0pF tel:+15162684602,,960270082 http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.dutchessny.gov/

INSTRUCTIONS AND INFORMATION (Cont’d)

• The original submitted bid is the official bid document and is retained by Central Services. It is incumbent upon the bidder to ensure that the bid copy/s match the original document in its entirety.

• No bidder may withdraw a bid within forty-five (45) days after the actual date of the bid opening. A notice of non-award shall not release a bidder from their bid until the forty-five (45) days from bid opening has passed.

• Should the bidder find discrepancies or omissions in the specifications, he/she will notify the Purchasing Agent at purchasing@dutchessny.gov, at once. The Purchasing Agent shall determine the appropriate resolution. Changes or revision to specifications changes will be posted as an addendum on the following website: www.bidnetdirect.com/new-york/county-of-dutchess. Bidders must check this website regularly for addendum, which may include significant changes to the bid specifications. The Purchasing Agent will not assume responsibility for any oral instructions, or interpretations of meaning of the specifications or other contract documents to any bidder by any person or persons.

• The Purchasing Agent, and/or his/her designee, will be the only one authorized to make changes or alterations to anything contained in these specifications. Such changes will be posted as an addendum on the following website:

www.bidnetdirect.com/new-york/county-of-dutchess. Bidders must check this website regularly for addendum, which may include significant changes to the bid specifications.

• Written questions and inquiries concerning this bid must be submitted to Michael Menton mmenton@dutchessny.gov with a copy to Renée Osterhoudt at rosterhoudt@dutchessny.gov on or before the date and time stated in the bid documents. Verbal questions will not be entertained.

• References in the specifications to a particular trade name, manufacturer’s catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type and quality of materials or supplies or nature of work desired. Such descriptions should not be construed as excluding bids on other types of materials and supplies or for performing the work in a manner other than specified, providing that the materials and supplies and manner of performing the work offered are of equal quality to that specified and equally acceptable to the County of Dutchess for its purposes. Exceptions must be clearly stated. The Purchasing Agent will determine equal products or services.

• Samples may be requested by the County for the purpose of product evaluation. It is understood that samples will be provided at no charge to the County by the vendor. The County will notify the vendor when the evaluation is complete.

Within 30 days of the evaluation being complete, the County will return the sample to the vendor upon request and at the expense of the vendor. All samples left longer than 30 days after the evaluation period may be discarded.

• Any bidder, contractor, or manufacturer who, in the course of his work, uses or supplies products which may be toxic or harmful, must provide a Safety Data Sheet (SDS) to the Division of Central Services and the Office of Risk

Management prior to the use of those products by the County or the contractor.

• The County of Dutchess guarantees no minimum or maximum purchase.

• Bidders who are required to adhere to the prevailing wage schedule must obtain and maintain a current schedule from the New York State Department of Labor for the entire term of the contract. The County may audit adherence to this schedule at any time during or after the contract period.

• 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.

• The Purchasing Agent reserves the right to reject all bids, parts of all bids, or all bids for any one or more items or contractual services included in the proposed contract, when such rejection is in the best interest of the County.

RFB-DCP-49-26 Page 5 of 39 mailto:purchasing@dutchessny.gov http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess mailto:mmenton@dutchessny.gov mailto:rosterhoudt@dutchessny.gov

• The County of Dutchess reserves the right to award to single or multiple vendors, in whole or in part, by item, by class, by category, or to establish primary/secondary contracts, whichever the County deems to be in the best interest of the

County of Dutchess.

• The award of the contract will be made to the lowest priced responsible bidder which has complied with the specifications. A responsible bidder is a manufacturer, producer, dealer, vendor, or bona fide manufacturer's agent who the County determines has demonstrated judgment and integrity, is of good reputation, experienced in his work, whose record of past performance in the trade is established as satisfactory, and whose financial status is such to provide no risk to the County of Dutchess in its contractual relations.

• The County reserves the right to require supplementary financial or other information from all bidders to assist in determining the qualifications of bidders.

• Upon acceptance of any bid, the successful bidder will execute a contract, if applicable, in accordance with the specifications, with the County of Dutchess, State of New York.

• If the successful bidder fails or refuses to execute the contract, furnish the required insurance or bonding, or otherwise complete the contract process, and the County is still within forty-five (45) days of the bid opening, the County may, at its sole discretion, void the award and award the contract to the next lowest responsible bidder. Nothing in this section permits an awarded bidder to withdraw from or decline the award without penalty or without being deemed in default.

• All bidders are expected to agree to the terms of the sample contract and /or purchase order attached to this bid specification.

• A contract or purchase order will not be assignable by the contractor in whole or in part without the written consent of the County of Dutchess.

• All or any Dutchess County department may participate in the resulting contract(s). Each ordering agency will be invoiced directly for their orders and will receive shipments at their designated locations.

• The County of Dutchess reserves the right to allow other governmental entities authorized under the General Municipal

Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the County of Dutchess and the vendor.

Dutchess County will have no responsibility in the dealings between the vendor and any other governmental entity other than Dutchess County.

• The County reserves the right to purchase items pursuant to General Municipal Law 103 from New York State Contracts, other County, political subdivision or district contracts, or New York State Preferred Sources within its discretion.

• Prior to any vendor receiving payment for goods and/or services rendered, the County of Dutchess requires that all vendors have a current completed IRS form W-9 on file with the County of Dutchess finance department.

• A contract will be deemed in force only to the extent of appropriations available to each department for the purchase of such articles or services. The County’s extended obligations on those contracts that envision extended funding through successive fiscal periods will be contingent upon actual appropriations for the following years.

• The County reserves the right to terminate the purchase order and/or contract at any time prior to the contractual or purchase order end date.

RFB-DCP-49-26 Page 6 of 39

• 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 and certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing gender-based violence and the workplace and has provided such policy to all of its employees, directors and board members. Such policy shall, at a minimum, meet the requirements of subdivision

11 of Executive Law § 575 (New York state office for the prevention of domestic violence).

• Dutchess County encourages submission of bids by certified Minority and/or Women-Owned Business Enterprises

(MWBE) and/or Disadvantaged Business Enterprises (DBE).

• The County is encouraging the use of electronic payment (via ACH) to entities that it does business with. Any awarded vendor will be requested to receive payments through an ACH.

• CONFIDENTIAL/TRADE SECRET INFORMATION

The County of Dutchess is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFB, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must ensure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

• GRIEVANCE AND PROTEST PROCEDURES:

1. Any protest to the Division of Central Services’ consideration of any bid must be submitted in writing and received by the Director of Central Services no later than five (5) calendar days after the bid award. A written reply to the protest will be sent to the protesting bidder by the Director of Central Services.

2. The protest must contain:

▪ Identification of the statute or procedure that is alleged to have been violated;

▪ A precise statement of the relevant facts;

▪ Identification of the issues to be resolved;

▪ Aggrieved party’s argument and support documentation.

Any notice of protest received after the deadline will not be considered.

• NOTE: VARIATIONS AS STATED IN THE BID SPECIFICATIONS TAKE PRECEDENCE OVER THIS

INSTRUCTIONS AND INFORMATION SECTION.

Date: July 13, 2026

RFB-DCP-49-26 Page 7 of 39 http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1 http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1 https://newyork.public.law/laws/n.y._executive_law_section_575

FIRE EXTINGUISHERS:

INSPECTION, TEST, AND MAINTENANCE

1.0 SCOPE

1.1 The Dutchess County Department of Public Works (DCDPW) is seeking a qualified contractor to perform the inspection, testing, and maintenance of approximately 962 fire extinguishers as per National

Fire Protection Associations (NFPA) Standard 10 – Portable Fire Extinguishers.

1.2 This is a “Public Work” project and is subject to Prevailing Wages in accordance with Labor Law and is subject to the New York State Department of Labor (NYSDOL) Prevailing Wage Rate Schedule PRC

#2026006796, which is part of this bid as a separate attachment (Attachment E). The Prevailing Rate

Schedule can also be accessed at the NYSDOL website: https://dol.ny.gov.

a. DOL Notice - 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 NYSDOL under Labor Law Section

220-i. See Section 4.1 for registration certificate submission requirements.

2.0 TECHNICAL SPECIFICATIONS

The number of fire extinguishers is approximate and can increase or decrease during the term of the contract

2.1 General Specifications

2.1.1 All units in all designated County buildings (see Section 2.2.7.3 list) must have a valid inspection ticket with all inspections of all units completed by April 30th of each year.

2.1.2 The Awarded Contractor will be required to travel to various sites throughout the County to perform the required inspections or maintenance and tag accordingly.

2.1.3 The Awarded Contractor must provide all labor, materials, equipment, supplies and supervision necessary to perform preventive maintenance, repairs, testing and recharging of all types of portable fire extinguishers in accordance with the NFPA Standard 10.

2.1.4 The Awarded Contractor must service and tag each fire extinguisher currently at its location and pull it out for periodic maintenance if needed and/or relocate the extinguisher for proper placement.

2.1.5 The base cost for inspection must include all costs for inspection, reporting and travel. Locations and number of units are approximate and may change throughout the contract period.

2.2 Detailed Specifications

2.2.1 Inspection, testing and maintenance service shall be conducted during normal County business hours, which are 9:00A.M. to 5:00P.M., Monday through Friday.

A work schedule must be submitted to Dutchess County Department of Public Works, Buildings

Administrator, either by mail at the Dutchess County Department of Public Works, 626 Dutchess

Turnpike, Poughkeepsie, NY 12603, via email to bmcallister@dutchessny.gov or fax 845-486-

2905, for his review and approval prior to start of work.

RFB-DCP-49-26 Page 8 of 39 https://dol.ny.gov/ https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I https://www.nysenate.gov/legislation/laws/LAB/220-I mailto:bmcallister@dutchessny.gov

2.2.2 The Awarded Contractor is required to keep current with all Federal, State, and/or Local governments or its agencies having jurisdiction over work site or subject matter.

2.2.3 At no additional cost, the Awarded Contractor shall supply temporary replacement extinguishers for all units that need to be removed from any County facility for testing or repair. The temporary replacement units must remain in place at the facility until the Contractor returns all tested and approved equipment back to its original location.

2.2.4 Annual Inspection, testing and Maintenance Service include, but are not limited to:

2.2.4.1 Check gauge pressure, condition, and compatibility

2.2.4.2 Check weight

2.2.4.3 Check last hydrostatic test date

2.2.4.4 Check last 6-year maintenance inspection (if applicable)

2.2.4.5 Check valve and shell for damage or corrosion

2.2.4.6 Check hose condition for cracks or splits

2.2.4.7 Inspect hose and replace if needed

2.2.4.8 Check for any hose obstruction, hose threads, and condition of horn

2.2.4.9 Check upper and lower handles

2.2.4.10 Check that seal and pin are in place

2.2.4.11 Check valve opening for powder or any foreign matter

2.2.4.12 Fluff powder if applicable

2.2.4.13 Extinguisher must be properly identified with class decal

2.2.4.14 Extinguisher classifications and instructions must be legible

2.2.4.15 Extinguisher must be properly hung

2.2.4.16 Extinguisher must be visible, unobstructed and have appropriate signage

2.2.4.17 Extinguisher must be tagged properly

2.2.5 Replacement /Additional Extinguishers

If an existing County extinguisher cannot be repaired and a permanent replacement must be made, the contractor must get County approval to make the replacement. The replacement extinguisher must be new and unused. The County may request additional extinguishers. Upon request the vendor shall provide a quote for County approval.

2.2.6 Codes & Standards

2.2.6.1 The Awarded Contractor will perform all specified work in accordance with Standard

10 of the NFPA, all appropriate OSHA regulations and other local, state or federal codes and regulations.

2.2.6.2 The Awarded Contractor must note any code violations relating to an inadequate number, type, size or placement of extinguishers or other extinguisher-related code violations. Violations must be verbally reported to DCDPW and provided in written report.

2.2.7 Reports

2.2.7.1 A written report for each inspection, testing and maintenance service performed must be completed by the Awarded Contractor for each location and any malfunctioning equipment must be immediately reported to the director of the facility. The cost associated with any repair or replacement must be included in the written report.

Each inspection report shall be sent to the attention of Buildings Maintenance Office

RFB-DCP-49-26 Page 9 of 39 at the Dutchess County Department of Public Works, 626 Dutchess Turnpike, Poughkeepsie, NY 12603, within fourteen (14) business days after the inspection has been completed.

2.2.7.2 Annual Inspection Report: In addition to legible field written reports, a legible or typewritten report outlining all locations, extinguisher type, size, and inspection dates is requested each year at the end of May.

2.2.7.3 The following is a list of general descriptions and the number (quantities listed are only estimates) and location of portable fire extinguishers presently used by the

County:

Line Location Approx. # of Units

Poughkeepsie 532

1 10 Market Street (DC Courthouse) 22

2 22 Market Street (County Office Building) 41

3 50 Market Street (Family Court) 32

4 60 Market Street (DCFS) 35

5 108 Parker Ave (LEC – Sheriff’s) 41

6 236 Main Street (District Attorney) 11

7 228 Main Street (Commissioner of Jurors) 6

8 378 Violet Ave (Central Services) 14

9 170 Washington Street (Records Management Ctr.) 6

10 168 Washington Street (Medical Examiner) 6

11 503 Haight Ave (OCIS) 10

12 230 North Road (Mental Hygiene) 29

13 626 Dutchess Turnpike (DPW HCM/Bldgs Div) 52

14 150 N. Hamilton St (JTC) 92

15 140 N. Hamilton St (DCFS Caseworker Building) 9

16 150 No Hamilton St (Jail PODS) 4

17 Quiet Cove Park – Route 9 6

18 14 Commerce St (Public Transit) 105

19 26 Oakley St 11

Hyde Park 75

1 392 Creek Rd (Emergency Response) 42

2 570 Salt Point Tpke (Auto Center) 25

3 98 Peach Rd (Consumer Affairs) 8

Millbrook 45

1 15 Merritt Ave, Suite 2B (Millbrook DMV) 2

2 131 County House Rd (EDGC) 14

3 575 Oak Summit Rd (Millbrook OP) 11

4 2715 Route 44 (Farm & Home) 18

RFB-DCP-49-26 Page 10 of 39

Beacon 15

1 223 Main Street (Beacon Center) 15

Wappingers Falls 151

1 38 Citation Dr (HVRA Complex) 110

2 85 Sheafe Rd (Bowdoin Park) 37

3 29 Marshall Road, Suite 3B (Wapp Falls DMV) 4

Fishkill 52

1 Rt 9D @ Dutchess Stadium (Intermodal) 1

2 1500 NY-9D (Heritage Financial Park) 51

Amenia 8

1 4717 Route 22 (Amenia Highway Outpost) 8

Beekman 8

299 Beekman-Poughquag Rd (Beekman Highway

Outpost)

Pine Plains 13

1 2390 County Route 83 (Pine Plains Highway Outpost) 13

Pleasant Valley 31

1 22 Camp Nooteeming Road (Camp Nooteeming) 31

Rhinebeck 7

1 1055 Route 308 (Rhinebeck Highway Outpost) 7

Milan 25

1 24 Wilcox Park Road (Wilcox Park) 25

2.3 Safety and Clean Up

2.3.1 Safety

The Awarded Contractor will make every effort to ensure the safety of person(s) in or about the installation areas.

2.3.2 Clean Up

RFB-DCP-49-26 Page 11 of 39

It is the responsibility of the Awarded Contractor to have all debris removed from County property and to leave all work areas associated with this project, clean of debris at the end of each workday and upon completion of this project.

3.0 WARRANTIES

3.1 On all replacements, the Awarded Contractor will provide one year Labor Warranties made out to Dutchess County Department of Public Works, 626 Dutchess Turnpike, Poughkeepsie, NY

12603 on all work performed under this contract and one copy of Manufacturers’ Warranties for all material/equipment installed.

3.2 On all repairs and refills, the Awarded Contractor must provide one year Labor Warranties made out to Dutchess County, 626 Dutchess Turnpike, Poughkeepsie, NY 12603 stating the site at which the repair(s) and/or refill(s) were made and describing the repair(s) and/or refill(s).

4.0 BIDDERS QUALIFICATIONS AND MINIMUM REQUIREMENTS

4.1 Bidders must submit with their response all applicable licenses, permits and/or certifications required for the service and maintenance outlined in the specifications.

4.2 Bidders must have a minimum of three (3) years experience. Bidders must submit with their response a statement of the number of years their business has been in operation.

4.3 Complete on Company Letterhead, a listing of three (3) current references where like services have been performed servicing and repairing fire extinguishers similar to types outlined in the bid request.

4.4 Awarded Contractor’s Personnel

4.4.1 Awarded Contractor will provide only qualified personnel who are skilled in the performance of the services outlined in this bid.

4.4.2 The Awarded Contractor will provide adequate and trained supervision over the work his employees are performing under the Contract to insure complete and satisfactory conditions.

4.4.3 Supervisor(s) names will be furnished at the start of the contract to the County or its designee.

Supervisors shall be available for consultation with the County or its designee.

4.4.4 In addition, the Awarded Contractor will provide all employees a form of identification (i.e.

badge, card, photo ID, etc), which shall be presented to County personnel whenever the Awarded

Contractor’s personnel arrive on the premises.

5.0 PRICING

5.1 Pricing shall include ALL DIRECT and INDIRECT OVERHEAD COSTS INCLUDING BUT

NOT limited to transportation, employee travel, general and administrative costs.

5.2 If a Bidder expects to incur any additional costs not specified on the Bid Proposal Form, a list of these items and corresponding charges or schedule must be submitted with his/her bid. No other costs except those placed in the bid proposal at the time the bid is submitted shall be evaluated, considered, or deemed acceptable charges by the County of Dutchess. Itemize additional costs on the Bid Proposal Form – Other

Charges under Line #s 29 and #52).

RFB-DCP-49-26 Page 12 of 39

5.3 Each bidder must carefully consider the cost of prevailing wage requirements (Section 1.0), the contractual required insurance (Section 8.1) and the term of the agreement (Section 8.2) when calculating its bid response. When there is a discrepancy between the printed original and the digital copy of the Bid Proposal Form-Part 2, the printed original will prevail. When there is a discrepancy between unit price and extended price/total, unit price will prevail.

5.4 All pricing will be used on an as needed basis.

6.0 ASSIGNABILITY AND EXCEPTIONS

6.1 The vendor that is awarded this project is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the same to any other person or company without the previous written consent of Dutchess County.

6.2 Any proposed deviation from or exception to these Specifications must be clearly identified in the bid submittal. Please articulate deviations and exceptions on company letterhead and include with the bid submittal.

7.0 AWARD

7.1 In the best interest of the County, the County may award this bid to more than one bidder. The primary bid award shall be given to the responsive and responsible bidder with the lowest aggregate price (Bid

Proposal Form CS-1, Comparison Chart, Line Item # 42) who can also demonstrate the capability of furnishing the services outlined under the provisions of these terms and in compliance with these specifications. Should the County decide to award this bid to more than one bidder, the next bidder

(secondary) in succession, shall be the one with the next lowest responsible bid with the same criteria as the primary successful bidder. If necessary, a tertiary bid may also be awarded.

7.2 The County reserves the right to require the bidder to supply any additional information it deems necessary to determine the successful responsive/responsible vendor and further to waive any minor informalities it deems in its best interest

7.3 The County reserves the right to request additional information from bidders for the purpose of ascertaining whether or not the qualifications, facilities and pricing offered by each bidder meet the requirements set forth in these specifications, sufficient to ensure the proper performance under contract.

As such, the County reserves the right to inspect bidders' facilities, equipment, and personnel to evaluate ability to perform.

7.4 Dutchess County reserves the right to reject any and all bids not considered to be in the best interest of

Dutchess County.

8.0 CONTRACT, TERM AND INSURANCE REQUIREMENTS

8.1 The Awarded Contractor(s) will be required to enter into a formal contract agreement with the County of Dutchess, which includes specific insurance coverage. See the Standard Contract Agreement

(Attachment D). Bidders must acknowledge the insurance requirements by signing the “Statement of

Understanding of Indemnification and Insurance Requirements” (see Attachment A). Insurance certificates must be submitted and approved by Dutchess County before the contract can be fully executed. Any inquiry regarding the contract and insurance requirements must be submitted in accordance with the section titled QUESTIONS.

RFB-DCP-49-26 Page 13 of 39

8.2 The Contract shall be for a period of two (2) years, commencing, upon contract signing, with three (3) one (1) year options to renew under the same terms and conditions, subject to mutual agreement and in accordance with Section 10.0 Price Adjustments.

8.3 The County may terminate with or without cause at any time prior to the contractual end date.

9.0 INVOICE AND PAYMENT

9.1 Payment for COMPLETED WORK shall be made upon submission of a written invoice in a form satisfactory to the County.

9.2 Each invoice must include:

a. Service location, date(s) of service, hours worked, hourly rate, material/equipment, and total amount.

b. Documentation showing work performed, start and end times signed by an authorized County representative.

c. Be accompanied by NYS Department of Labor Certified Payroll

9.3 Certified payroll records must also be submitted electronically through the NYS Department of Labor portal in accordance with current NYS DOL guidelines.

9.4 Invoices for the Jail (excluding the PODS) must be submitted directly to the Jail at 150 North Hamilton

St, Poughkeepsie, NY 12601.

9.5 Invoices for the Sheriff’s Office must be submitted directly to the LEC – Sheriff’s Office at 108 Parker

Ave, Poughkeepsie, NY 12601.

9.6 Invoices for all other locations listed in Section 2.2.7.3 must be submitted to DPW – Buildings at 626

Dutchess Turnpike, Poughkeepsie, NY 12603.

9.7 Payments must not be subject to any late charges. Sales tax will not be collected from Dutchess

County, which is tax exempt, for any product or service provided under this contract. Dutchess

County will provide a tax-exempt certificate upon request.

9.8 The County encourages entities for which the County does business to use electronic payment (via

ACH). Awarded vendors will be requested to receive payments through ACH.

10.0 PRICE ADJUSTMENTS

10.1 Any requests for reasonable price adjustments must be submitted in accordance with this section.

10.2 The County recognizes this product or service has a price component that may have a commodity with changing costs. The Contractor/Supplier may request a Price Adjustment no more frequently than once each year, prior to the new contract term. Dutchess County reserves the right to purchase from the secondary/tertiary (in line order) if their pricing is less than the increased price adjustment.

10.3 A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (i.e., commodity increases), the current pricing, and the requested revised pricing.

RFB-DCP-49-26 Page 14 of 39

10.4 There is no guarantee that the County will accept a Price Adjustment; therefore, Contractor/Supplier should be prepared for the pricing to be firm over the Term of the Agreement. The County is only willing to entertain Price Adjustments based on an increase to Contractor’s/Supplier’s actual expenses or other reasonable adjustment in providing the services/materials under the Agreement.

10.5 The Director of Purchasing may use available indexes (i.e., CPI, PPI and/or prevailing wage rate percentage increases) to determine if the requested Price Adjustment is reasonable. Typically, a Price

Adjustment that exceeds 5% will not be approved unless very unusual and significant changes have occurred in the industry.

10.6 If the County agrees to the Price Adjustment, the County shall issue written approval of the change. If the request is not accepted, the County may entirely reject the request or may counter with revised pricing.

10.7 In the event industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The County will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

11.0 QUESTIONS

Submit questions pertaining to this RFB, including any inquiries related to contract and insurance requirements, by email to Mike Menton at mmenton@dutchessny.gov with a copy to Renée Osterhoudt at rosterhoudt@dutchessny.gov no later than 4:00 PM on Monday, July 20, 2026. All answers to the submitted questions will be posted as an addendum on the following website:

https://www.bidnetdirect.com/new-york/county-of-dutchess.

BIDDERS MUST CHECK THIS WEBSITE REGULARLY FOR ADDENDUM, WHICH MAY

INCLUDE SIGNIFICANT CHANGES TO THE RFB SPECIFICATIONS.

12.0 SUBMISSION REQUIREMENTS

11.1 See BID SUBMISSION CHECKLIST for additional bid submission requirements.

11.2 One (1) original, plus one digital copy (on a USB Drive, as a single pdf document) of your entire bid submittal must be sent to:

Sarah Andrews, Director, County of Dutchess

Office of Central and Information Services

Division of Central Services

378 Violet Ave. Suite 2

Bids must be received no later than 2:00 pm on July 30, 2026.

Label outside SEALED mailing envelope with company name and RFB-DCP-49-26.

RFB-DCP-49-26 Page 15 of 39 mailto:mmenton@dutchessny.gov mailto:rosterhoudt@dutchessny.gov https://www.bidnetdirect.com/new-york/county-of-dutchess

BID SUBMISSION CHECKLIST

Bid #RFB-DCP-49-26

Fire Extinguishers: Inspection, Test, and Maintenance

Company Name:

This bid submission checklist MUST be completed and submitted with bid response, to assure compliance with all required documentation.

Bidders who fail to provide all of the following items, may be deemed as non-responsive:

Check if included Bidder’s Submission Includes the following:

Completed Bid Submission Checklist (this document)

Completed and signed Bid Proposal Form CS-1 (all pages).

Completed and signed Non-Collusion Affidavit Form CS-2

A statement of the number of years bidder’s business has been in operation. See Section

7.2.

A list of at least three (3) current references on Company Letterhead for similar jobs as per 7.3 . Such list shall include company name and address, contact person with email and phone number for each reference.

Copy of all applicable necessary licenses, permits and/or certifications fir the services outlined in these specifications.

If applicable, proposed deviation from or exception to these specifications on Company

Letterhead – see Section 4.0

If applicable, additional costs not specified, a list of these items and corresponding charges or schedule submitted on Company Letterhead – See Section 4.0

Completed and signed Statement of Understanding of Indemnification and Insurance

Requirements (Attachment A)

Completed and signed Labor Standards Notice (Attachment B)

Addenda Acknowledgment Form (Attachment C) – If applicable.

One (1) original, plus one (1) digital copy (on USB drive, as single pdf document) of the entire bid submittal must be sent in a sealed envelope clearly marked with Bidder name and Bid # RFB-DCP-49-26 as instructed in these specifications.

THIS FORM MUST BE INCLUDED IN BID SUBMITTAL. IF NOT INCLUDED,

BIDDER MAY BE DEEMED NON-RESPONSIVE

RFB-DCP-49-26 Page 16 of 39

COUNTY OF DUTCHESS CS-1 (1 of 4)

Division of Central Services

BID PROPOSAL FORM

The undersigned, having carefully examined the appropriate specifications, #RFB-DCP-49-26 dated July 13, 2026, does hereby agree to furnish and deliver to the County of Dutchess, Poughkeepsie, New York, the items listed at the price(s) indicated:

Full Legal Name of

Company Submitting Bid:

Street Address:

Mailing Address:

City: State: Zip:

Contact Name:

Phone Number: ( ) Fax Number: ( )

E-Mail Address: Web Address:

Federal ID Number:

Name of Authorized Official Submitting Proposal:

(Please Print or Type)

Signature of Authorized Official Submitting Proposal:

Date: ________________

NOTE: By signing and submitting this proposal for consideration by the Dutchess County Division of Central

Services, the vendor acknowledges that they have read, understand and agree to all aspects of the specifications as presented without reservation or alteration.

RFB-DCP-49-26 Page 17 of 39

Line

Item

No.

Type of Extinguisher

(A) Unit Price

Monthly

Inspection

(B) Unit Price

Annual

Maintenance

(C) Unit Price 6 yr

Maintenance with

Recharge

(D) Unit Price 6 yr

Maintenance w/o

Recharge

(E)

Unit Price

Recharge

(F) Unit Price 12 yr

Dry Chemical

Hydrotest

(G) Unit Price

Replace with new

(H) Unit Price for gauge replacement

(I) Unit Price for pull pin replacement

(J) Unit Price Stick

On Extinguisher

Sign

(K) Unit Price Plastic

V Extinguisher

Sign

(L) Unit Price

Extinguisher

Nozzle

1 Dry Chemical - 2.5# $ $ $ $ $ $ $ $ $ $ $ $

2 Dry Chemical to 5# $ $ $ $ $ $ $ $ $ $ $ $

3 Dry Chemical to 10# $ $ $ $ $ $ $ $ $ $ $ $

4 Dry Chemical to 20# $ $ $ $ $ $ $ $ $ $ $ $

5 Buckeye Halotron - 5# $ $ $ $ $ $ $ $ $ $ $ $

6 Buckeye Halotron - 15# $ $ $ $ $ $ $ $ $ $ $ $

7 Amerex Halotron - 15# $ $ $ $ $ $ $ $ $ $ $ $

Unit Price 5 yr

CO2 Hydrotest

8 CO2 - 5# $ $ $ $ $ $ $ $ $ $ $ $

9 CO2 - 10# $ $ $ $ $ $ $ $ $ $ $ $

10 CO2 - 15# $ $ $ $ $ $ $ $ $ $ $ $

11 CO2 - 20# $ $ $ $ $ $ $ $ $ $ $ $

12 Clean Agent - 5# $ $ $ $ $ $ $ $ $ $ $ $

13 Clean Agent - 11# $ $ $ $ $ $ $ $ $ $ $ $

14 Water $ $ $ $ $ $ $ $ $ $ $ $

15 Class D - 30# $ $ $ $ $ $ $ $ $ $ $ $

16 K Class $ $ $ $ $ $ $ $ $ $ $ $

17 20 - 30 # Running Board Heavy Duty Bracket: $

COUNTY OF DUTCHESS

Division of Central Services BID PROPOSAL FORM (Cont'd)

Fire Extinguishers: Inspection, Test, and Maintenance

CS-1 (2 of 4)

Name of Company Submitting Bid: ____________________________________________________________

2026 FEE SCHEDULE

Please List the "Prevailing Wage Labor Rates" Charged for Installation Services:

OTHER CHARGES: Additional Items not listed above, include detailed description unit measure and unit price (if necessary attach additional sheets)

RFB-DCP-49-26 Page 18 of 39

Line

Item

No.

Type of Extinguisher

(A) Unit Price

Monthly

Inspection

(B) Unit Price

Annual

Maintenance

(C) Unit Price 6 yr

Maintenance with

Recharge

(D) Unit Price 6 yr

Maintenance w/o

Recharge

(E)

Unit Price

Recharge

(F) Unit Price 12 yr

Dry Chemical

Hydrotest

(G) Unit Price

Replace with new

(H) Unit Price for gauge replacement

(I) Unit Price for pull pin replacement

(J) Unit Price Stick

On Extinguisher

Sign

(K) Unit Price Plastic

V Extinguisher

Sign

(L) Unit Price

Extinguisher

Nozzle

18 Dry Chemical - 2.5# $ $ $ $ $ $ $ $ $ $ $ $

19 Dry Chemical to 5# $ $ $ $ $ $ $ $ $ $ $ $

20 Dry Chemical to 10# $ $ $ $ $ $ $ $ $ $ $ $

21 Dry Chemical to 20# $ $ $ $ $ $ $ $ $ $ $ $

22 Buckeye Halotron - 5# $ $ $ $ $ $ $ $ $ $ $ $

23 Buckeye Halotron - 15# $ $ $ $ $ $ $ $ $ $ $ $

24 Amerex Halotron - 15# $ $ $ $ $ $ $ $ $ $ $ $

Unit Price 5 yr

CO2 Hydrotest

25 CO2 - 5# $ $ $ $ $ $ $ $ $ $ $ $

26 CO2 - 10# $ $ $ $ $ $ $ $ $ $ $ $

27 CO2 - 15# $ $ $ $ $ $ $ $ $ $ $ $

28 CO2 - 20# $ $ $ $ $ $ $ $ $ $ $ $

29 Clean Agent - 5# $ $ $ $ $ $ $ $ $ $ $ $

30 Clean Agent - 11# $ $ $ $ $ $ $ $ $ $ $ $

31 Water $ $ $ $ $ $ $ $ $ $ $ $

32 Class D - 30# $ $ $ $ $ $ $ $ $ $ $ $

33 K Class $ $ $ $ $ $ $ $ $ $ $ $

34 20 - 30 # Running Board Heavy Duty Bracket: $

Please List the "Prevailing Wage Labor Rates" Charged for Installation Services:

OTHER CHARGES: Additional Items not listed above, include detailed description unit measure and unit price (if necessary attach additional sheets)

2027 FEE SCHEDULE

COUNTY OF DUTCHESS

Division of Central Services BID PROPOSAL FORM (Cont'd)

Fire Extinguishers: Inspection, Test, and Maintenance

CS-1 (3 of 4)

Name of Company Submitting Bid:

RFB-DCP-49-26 Page 19 of 39

Dry Chemical to 10# Annual Maintenance: $ $

Dry Chemcial 5# 6 yr Maintenance with recharge:

Dry Chemical to 5# Annual Maintenance: $ $

Dry Chemical 10# 6 yr Maintenance with recharge: $

COMPARISION CHART - For comparison of Bids, the following chart shall be used. Complete the following price calculations to compute the total bid for this RFB. The responsive/responsible bidder with the lowest computed bid total will be deemed the lowest bidder. Unit Prices must match the entries made in the FEE SCHEDULES above.

Description of Service 2026 2027

COUNTY OF DUTCHESS

Division of Central Services BID PROPOSAL FORM (Cont'd)

Fire Extinguishers: Inspection, Test, and Maintenance

CS-1 (4 of 4)

Name of Company Submitting Bid: ____________________________________________________________

Dry Chemcical to 5# - Replace with new: $ $

$ $ Dry Chemical to 10# - Replace with new:

SUBTOTALS: $ - $ -

BID TOTAL (2026 Total + 2027 Total): $ -

RFB-DCP-49-26 Page 20 of 39

Non-Collusion Affidavit

Bid #RFB-DCP-49-26

As required by Section 103-d of the New York State General Municipal Law, the bidder certifies under the penalties of perjury that:

(a) “By submission of this, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

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

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

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

Signed

By _______

(President or Authorized Representative)

Dated ___________________

Bid submitted by Company Name:

Address:

Phone:

Fax #:

Email:

CS-2 (1 of 1)

RFB-DCP-49-26 Page 21 of 39

ATTACHMENT A

STATEMENT OF UNDERSTANDING OF

INDEMNIFICATION AND INSURANCE REQUIREMENTS

FOR

I (We) have read the Indemnification and Insurance Requirements cited in the subject Request for Bids and understand the obligations thereof. These requirements have been reviewed with our insurance agent and/or legal counsel and it was determined that the Indemnification and Insurance requirements are acceptable. Upon receipt of a designation from the

County of Dutchess to perform the services described in the subject RFB, I (we) intend to enter into an agreement with the County of Dutchess that will include the Indemnification and Insurance requirements as stated within the RFB.

Full Legal Name of Company: _____________

Street Address: _________________________________________

City: _______ State: Zip:__________ ___

Name of Authorized Official Submitting Proposal:

(Please Print or Type)

Signature of Authorized Official Submitting Proposal:

Date: ________________

THIS COMPLETED FORM MUST BE INCLUDED WITH YOUR SUBMITTAL

RFB-DCP-49-26 Page 22 of 39

ATTACHMENT B

LABOR STANDARDS NOTICE

I, Robert H. Balkind, P.E., Commissioner of the Department of Public Works, Dutchess County, New York, pursuant to

Section 220 of the Labor Law of the State of New York, does hereby determine that the following is the schedule of wages and supplements to be paid for the following trades or occupations in connection with the Fire Extinguishers:

Inspection, Test, & Maintenance.

Section 220 of the Labor Law, as amended, provides among other things, that it shall be the duty of the fiscal officer to make a determination of the schedule of wages to be paid to all laborers, workmen, and mechanics employed on public works projects including supplements for welfare, pension, vacation and other benefits. These supplements may include hospital, surgical or medical insurance or benefits; life insurance or death benefits; accidental death or dismemberment insurance; and pension or retirement benefits. If the amount of supplements provided by the employer is less than the total supplements shown on the wage schedule, the difference shall be paid in cash to the employees.

Section 220 of the Labor Law, as amended, also provides that the supplements to be provided to laborers, workmen and mechanics upon public works “shall be in accordance with the prevailing practices in the locality…”. The amount of supplements listed on the enclosed schedule does not necessarily include all types of prevailing supplements in the locality, and a future determination of the industrial Commissioner may require the Contractor to provide additional supplements. The Contractor shall provide statutory benefits for disability benefits, workers’ compensation, unemployment insurance and social security.

REQUIRED 10 HOUR TRAINING

All laborers, workers and mechanics employed by a contractor, subcontractor or other person doing or contracting to do the whole or part of the work, shall be certified prior to performing any work on the project as having successfully completed a course in construction safety and health approved by the United States Department of Labor’s Occupational

Safety and Health Administration (OSHA) that is at least then ten (10) hours in duration for all contracts for construction, reconstruction, maintenance and/or repair of public work in excess of two hundred and fifty thousand dollars

($250,000.00). This requirement is pursuant to NYS Labor Law Section 220-h. Rules and regulations available on the

NYSDOL website.

APPRENTICESHIP PROGRAMS

The County of Dutchess requires that any contractor or subcontractor have, prior to entering into a contract for the process of building, renovating or demolishing a public building owned, operated and maintained by the County of Dutchess, with a discreet contract or sub-contract value in excess of $500,000.00, and certain bridge construction contracts in excess of $500,000.00, and certain bridge construction contracts in excess of $1,000,000.00, Apprenticeship Agreements appropriate for…