Bureau of Purchasing

City Hall Room 105 A, 30 Church Street

Rochester, New York 14614-1290 www.cityofrochester.gov

Phone: 585.428.7041 Fax: 585.428.6038 TTY: 585.428.6054 EEO/ADA Employer

PRINTED NAME OF BIDDER

PHOTOVOLTAIC (PV) SYSTEMS MAINTENANCE AND REPAIR

Invitation to Bid No. 524650 Issued: July 27, 2026

PURCHASING BUREAU CONTACT: Claire LaDelia, Purchaser (585) 428-7042

BID CLOSING: Wednesday, August 12, 2026 at 11:00 a.m.

Join Meeting: https://cityofrochester.zoom.us/j/4564119010 Meeting ID: 456 411 9010 Password: 4564119010

Sealed Bids are to be submitted in hard copy to the Office of the Director of Purchasing, City Hall, Room 105A, Rochester, NY 14614, prior to the closing date and time, after which all bids properly received will be opened, read and recorded. If specified herein, sealed bids may also be submitted electronically through BidNet prior to the closing date and time.

PRE-BID MEETING: Monday, August 3, 2026 at 11:30 a.m.

Passcode: 4564119010

This Invitation to Bid includes the Terms and Conditions specified herein, the Proposal, the attached General Conditions and Instructions to Bidders, and any addenda and other documents and/or specifications incorporated by reference herein.

CONTRACT CHARACTERISTICS

(For definitions or explanations, see General Conditions)

Type of Contract: TERM CONTRACT, ONE YEAR WITH OPTION TO EXTEND

Bid Deposit Requirement: NONE

Performance Security Requirement: NONE

Insurance Requirement: YES, PER SECTION 19

NYS Contractor Certificate of Registration: YES, SEE SECTION 17.1.5

Descriptive Literature/Technical Data Requirement: NONE

BIDDERS: Please note that prices, company identification and authorized signature are to be entered on the Proposal which appears at the end of the specifications.

https://cityofrochester.zoom.us/j/4564119010

PHOTOVOLTAIC SYSTEMS MAINTENANCE AND REPAIR

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1. SCOPE OF WORK

1.1 The intent of this specification is to establish a contract for maintenance and repair of the following Photovoltaic systems located within the City of Rochester:

Arnett Library, 310 Arnett Blvd, Rochester, NY 14619

Public Market, 280 Union St N, Rochester, NY 14609

1.2 This work consists of system preventative maintenance, servicing, and repair for

Photovoltaic (PV) operational solar systems located in the City of Rochester service area.

1.3 It is the responsibility of the contractor to create and implement methods for spotting existing problems and preventing future problems by walking the sites and performing an in-depth visual and hands-on inspection of the PV systems components.

1.3.1 These examinations should be conducted annually and contractor should use a checklist for these periodic maintenance tasks to ensure the inspections are thorough and complete.

2. PRE-BID MEETING

2.1 A Pre-Bid Meeting is scheduled for Monday, August 3, 2026 at 11:30 a.m., City Hall, 30 Church Street, Rochester, NY 14614. All bidders are strongly urged to attend.

2.2 Bidders are expected to fully inform themselves as to the conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidder’s risk and bidder cannot secure relief on the plea of error.

PRE-BID MEETING: Monday, August 3, 2026 at 11:30 a.m.

Passcode: 4564119010

3. GENERAL DESCRIPTION OF THE CONTRACT

3.1 TYPES OF WORK

3.1.1 ROUTINE FIELD MAINTENANCE SERVICES

The contractor shall inspect and perform yearly routine field maintenance services (covered by the proposed Maintenance Agreement) required in accordance with the manufacturers recommended guidelines at the City owned and operated Photovoltaic Systems locations. Bidders must propose a base yearly fee that will cover these basic maintenance services.

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3.2 ARNETT LIBRARY

3.2.1 The Arnett Library PV plant consists of one hundred eighty-seven “Suncase MX 60” 235-watt photovoltaic panels manufactured by “MX Solar USA LLC”. The junction box on the back of the solar panel is rated IP65.

3.2.2 The PV plant has a total of 43.9 Kw of installed panels. The panels are connected in the strings to six SMA SB7000 AC to DC inverters. Each string consists of eleven PV panels angled at five degrees from the roof and facing south.

3.2.3 Five inverters have three strings each and one inverter has two strings. Each

Inverter is protected by a DC disconnect (combiner box) with a 10A DC fuse on each PV string.

3.2.4 Outputs from multiple PV strings are combined into a single DC bus at the combiner box and then fed into the inverter.

3.2.5 The AC output of each inverter is collected on a common bus in the “Sunny

Tower” located in the basement of the library. The AC power is introduced into the main distribution panel of the Library where the electrical service is connected.

3.3 PUBLIC MARKET

3.3.1 The Public Market PV plant consists of sixty-six 235-watt photovoltaic panels for a total of 16 kW of installed panels.

3.3.2 The panels are connected in strings to three SMA SB7000 AC to DC inverters.

Each string consists of eleven PV panels surface mounted on the roof of the public market, two strings per inverter.

3.3.3 Each inverter is protected by a DC disconnect (combiner box) with a 15A DC fuse on each PV string.

3.3.4 Outputs from multiple PV strings are combined into a single DC bus at the combiner box and then fed into the inverter.

3.3.5 The AC output of each inverter is collected on a common bus located under the roof where the panels are mounted. The AC power is introduced into the main distribution panel of the Market where the electrical service is connected.

3.4 The contractor shall provide all labor, transportation, and equipment and materials necessary to perform maintenance and repair work on the Photovoltaic (PV) systems incorporated in this contract.

3.5 The contractor will work under the direction of authorized representatives of the ordering agencies.

3.6 Contractor must be knowledgeable and proficient with Sunny Portal website features.

The contractor must be able to effectively communicate the website features with City

524650 3 personnel to ensure proper monitoring of the systems on Sunny Portal and identify when a problem exists with either PV plant which may require maintenance.

3.7 Contractor must be experienced in troubleshooting all aspects of the PV systems to identify potential failures, record all irregularities and investigate as soon as possible.

3.8 Operations and Maintenance services to contained annual preventative maintenance as well as comprehensive restorative and reactive maintenance. All corrective and reactive maintenance will be performed at no additional cost to the City of Rochester, with exception to items outside the Contractor’s control.

3.9 Once per year O&M contractor should run a general and careful examination of all PV installation at (Arnett Library and Public Market) sites. During this inspection, technician should follow the below summary table of service and frequency of implementation included in this preventative maintenance, service and repair agreement.

4. WORK TO BE PERFORMED

4.1 Each routine field maintenance service shall include, but not be limited to:

4.1.1 Yearly Maintenance and Visual Inspection Activities

A. Clean and free modules of grime, soil from dirt buildup or animal droppings. Make sure that the water is free of minerals (demineralized) as these minerals can cause gradual performance derogation.

B. Perform visual check of PV modules condition for defects that can emerge in the form of burn marks, tarnishing, exfoliation or delamination and broken glass.

C. Verify that the module wiring is tightly secure and not laying on the roof, draped loose and exposed to potential damage, bent to an unauthorized radius, or stretched across serrated or fractious surface.

D. Examine all cabling for loose connections and mechanical damage.

E. Examine mechanical security of the array composition.

F. Perform full test and confirm output voltage and current of each parallel string of the array and compare to the expected output under the same conditions. Verify that voltage exists on each PV string as it enters the DC disconnect.

H. Identify any shading concerns by trees and building structures around modules.

I. Examine and record any corrosion problems.

J. Examine equipment support for fracture and erosion.

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K. Perform visual examination of all mountings for rust, corrosion, weakening, misplaced or fragmented clips or bolts.

L. Make sure roof drainage is adequate, roof drains are not clogged, and ensure that there are no signs of water pooling in the proximity of the arrays (Arnett Library Only).

M. Ensure all electrical enclosure are secured and only accessible to authorized personnel and have restricted access signage. Check for corrosion.

N. Inspect DC Combiner boxes inside connections including lugs.

O. Check for loose connections or signs of corrosion.

P. Check inside disconnect for signs of corrosion or damage. Verify to make the cabinets’ penetrations are sealed and there is no indication of water ingress. Clean where necessary.

Q. Conduct a visual inspection of the interior and exterior of the inverter.

Check to make sure inverter units are not invaded by insects, rodents etc.;

R. Clean and dust inverters and fan to keep down dust build up.

S. Probe inverters display error codes and logs. Document last logged system error.

4.1.2 As Needed Corrective and Reactive Maintenance

A. 12 hr. response time to repair request.

B. Furnish Time and Material cost for all non-scope/non warranty repairs.

T&M cost to include discount / additions to manufactures price lists for parts required.

C. Provide full detailed report of system condition & operation updates 5-10 business days after completion of maintenance services or repair.

4.1.3 As Needed Repair Warranty

Provide warranty coverage and the timeframe in which the warranty is valid for any repair work.

4.2 The recommended frequency of routine maintenance will be determined by the City historical maintenance records, and manufacturers recommended service guidelines, but shall be no less than once per quarter unless otherwise approved by the ordering agency. Scheduling of work shall be as arranged through the ordering agency.

4.3 The work referenced in Section 4.1 is intended solely to present examples of the type of work which may be required or requested. The City makes no guarantee as to the type of work actually to be ordered during the contract term.

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4.4 Upon identifying any work that needs to be done immediately, or that should be done within the next sixty (60) days which is not covered under the standard field maintenance service contract, the contractor should notify the city representative so that the City can order the work needed.

5. TYPES OF WORK REQUESTS

5.1 MAINTENANCE/ REPAIR REQUESTS

Requests for specific repair and/or maintenance work covered by the scope of this contract may be made, either orally or in writing, by authorized City officials. The contractor shall submit to the ordering agency, prior to the start of work, an estimate of the labor-hours and materials required per Section 13. The authorized agent must approve the estimate prior to the contractor starting the work. Work shall be completed within a mutually agreed upon time limit. Repair and maintenance work must be performed by the contractor as soon as possible, but in no event will a delay of more than thirty (30) days be acceptable without the express approval of the City.

5.2 EMERGENCY WORK REQUESTS

5.2.1 Contractor shall respond to emergency calls from authorized City officials within two hours and initiate the repairs immediately in the time period approved by the authorized agent.

5.2.2 Response is defined as having an electrician on site unless the problem has been solved through other means.

5.2.3 Emergencies are defined as situations which occur any time a non-functioning or malfunctioning fuel Photovoltaic (PV) system poses imminent danger to shut down of critical operations. They City will determine what constitutes an emergency.

5.2.4 Emergency labor shall be billed at the contract rate that applies, i.e. regular or overtime.

5.2.5 Notification of emergency work will be by telephone by authorized City officials.

5.2.6 As soon as practical during or after completion of the emergency work, the contractor shall provide the requesting agency with a cost estimate for the work.

5.3 CONTACT INFORMATION

5.3.1 The contractor shall own or rent a mobile telephone or pager by which an authorized contractor employee may be reached. The contractor must provide 24 hour contact information for use outside of normal business hours. Normal business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday except holidays designated in Section 13.1.

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5.4 REPORTING TO CUSTOMER

5.4.1 Contactor will provide a maintenance checklist and services listing of the station that is to be signed by a City representative at the completion of each service call. The documentation should include but not be limited to the following information:

A. Time and date of service

B. Any repairs or adjustments to the system

C. Parts replaced and hours on site

D. Anticipated repairs and service within the next 30 days.

6. NON-ROUTINE SERVICE REQUESTS

6.1 Work needed that is not covered under the standard maintenance service contract may be ordered, from time-to-time, by the City.

6.2 The City reserves the right to obtain separate bids and make awards to other contractors for any jobs with an estimated cost over $5,000 or more, or for any other projects which the City, in its sole discretion, determines would best be served a separate contract.

6.3 There is no guarantee as to the extent of the services required.

6.4 The contractor may propose system modifications when necessary to keep current with advances in technology but no modifications shall be made without the prior approval of an authorized city representative.

6.5 Travel time shall not be allowed during regular hours of operation. However, the City shall pay an amount equal to twenty minutes one way on overtime.

6.6 Title to all equipment provided by contractor shall pass to owner upon installation. Any parts replaced shall be removed from premises by contractor.

6.7 Bidders are urged to visit the PV systems site to ascertain the equipment and condition at the site. The list provided above is for general information only and does not necessarily include every device that may require service.

7. PRICES

7.1 The basic yearly standard Maintenance Agreement bid price offered in the Proposal shall be remain fixed during the contract term, unless or until equipment to be serviced is added to or deleted from the contract.

7.2 If the amount of equipment required to be serviced under this contract changes, the City reserves the right to renegotiate a different yearly charge for this contract. The City reserves the right to cancel this contract and seek new bids if the City and the contractor are unable to negotiate a mutually acceptable revised yearly charge.

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7.3 The Per Hour rates offered on the Proposal shall be the rate charged by the contractor for any services required not covered under the standard yearly maintenance contract. Per hour rates are requested in the Proposal for an electrician, and laborer.

The contractor must determine the appropriate classification required to perform the work, whether it is one of these classifications or some other. If another classification, the requesting agency must be notified of what classification will be used and the contractor’s hourly rate that will be applied.

The Per Hour rate must be the fully loaded cost per hour per classification of employee assigned to the work. The Per Hour rate shall include materials and supplies routinely required for the job as well as overhead, etc. Travel time will not be paid except as noted in Section 6.5. Items that will be charged separately by the contractor must be identified and the costs pre-approved by the City prior to the work. The Per Hour rate shall remain constant unless the NYSDOL Wage Rate changes, in which case changes to the per hour rate must exactly match changes to the wage rate.

7.4 Prices for equipment, parts and/or materials not normally covered by the standard maintenance contract will be paid by the City as separate items, provided that a cost estimate is given by the contractor and accepted by the City prior to the work being done, as specified in Section 15. Once approved by the City, the items may be installed and services rendered. All items shall be listed on the invoice at the cost provided in the estimate. Equipment/parts/materials provided may be billed at the contractor’s cost plus a markup not to exceed 10%.

7.5 The City reserves the right to request the contractor to provide a copy of the price list(s) for the manufacturer(s) of the equipment and/or parts to be used for billing the City. The contractor must indicate to the City what column/price represents the contractor’s actual costs, for audit purposes.

7.6 The City reserves the right to audit the contractor’s records for a period of two years after invoice date to verify that the City was invoiced at contractor’s cost plus the approved markup. Overcharges shall be deducted by the City from amounts due the contractor.

7.7 The contractor must use OEM parts, unless the contractor notifies the City that non-

OEM parts will be used, and the City approves. The City reserves the right to approve use of non-OEM parts under the following conditions:

7.7.1. The parts substituted will result in cost savings to the City; or

7.7.2 OEM parts are not immediately available and a delay will cause a hardship on the using agency's operations.

7.7.3 Aftermarket parts are superior in design and workmanship

7.8 The City reserves the right to obtain parts on its own in the event that the contractor’s cost estimate is not acceptable. The contractor will install the City provided parts and guarantee the workmanship for such installation.

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8. CONTRACT TERM

8.1 The contract resulting from this bid invitation shall commence on date of award and remain in effect through August 31, 2027.

8.2 The contract may be extended for up to three (3) years, for periods of one (1) year or less, upon mutual agreement of the contracting parties.

8.3 The yearly maintenance contract amount shall remain fixed for the term of the contract and any extension, unless a new amount is requested at the time of contract extension, or unless new equipment is added or deleted to this contract. The City reserves the right to reject any request for an increase at the time of contract extension, and rebid this contract if doing so is in its best interest.

8.4 The Hourly Labor Cost to the City will change when the NYSDOL Wage Rate changes per Section 17.

9. METHOD OF AWARD

9.1 Award will be made to the lowest responsive and responsible bidder whose bid is the lowest best value offer to the City by Total Bid Price.

9.2 For purposes of this bid, if one or more bids are submitted by a business certified as an MWBE business by New York State on the date of the bid, the MWBE bidder(s) shall receive a five percent (5%) price advantage over non-MWBE bidders pursuant to Section 8 of Ordinance No. 2018-54. The lowest best value offer shall be defined as the lowest bid after adjusting for any MWBE price advantage. For example, if three bids are received, one for $100.00, one for $103.00, and one by an MWBE business for $105.00., the lowest best value offer would be the bid submitted by the MWBE business for $105.00. If instead the MWBE business submitted a bid for $105.01, the lowest best value offer would be the bid for $100.00. The same logic will be used by the City in comparing bids based upon discounts rather than specified unit prices. If award of the contract is based upon award by total bid, or by group, or by item, the City reserves the right to determine its lowest best value offer based upon total bid, group and per item prices offered.

9.3 The City reserves the right to reject any bid where prices offered are unbalanced or otherwise inconsistent with current market prices

10. COMPETENCY OF BIDDERS

That City reserves the right to request that a bidder provide some or all of the following information in order to determine if the bidder has the experience, capacity and knowledge to meet the requirements of this contract:

10.1 In order to insure that certain specialized equipment is maintained and serviced in accordance with manufacturer’s specifications, the City requires that the primary bidder for this contract be NEC certified. As specified in Section 11, the primary bidder may utilize sub-contractors to service other equipment as approved by the City in order to provide cost effective service for this contract. The City reserves the right to require a

524650 9 letter from Local 86 certifying the bidder, and/or any other information that the City deems in its best interest to verify that the bidder is qualified to provide service that meets the requirements of this contract.

10.2 The address and description of the bidder's capacity and place of business. The bidder shall have in operation a parts and service facility actively engaged in the type of work herein specified. City of Rochester personnel may inspect this facility.

10.3 If requested, bidder must submit a certificate executed by the manufacturer of any primary equipment covered by this contract, stating that the bidder is an authorized agent, dealer or distributor of the manufacturer.

10.4 If requested, bidder must submit an itemized list of equipment in inventory.

10.5 If requested, bidder must submit performance record including evidence that the bidder directly employs licensed electricians qualified to render prompt, efficient and quality service.

10.6 The contractor must be approved and registered (if required) with the Rochester Fire

Department as well as New York State Department of Environmental Conservation to perform work on the equipment covered by this contract.

10.7 Contractor may sub-contract to provide certified support on an area of the system where the contractor is not certified, subject to Section 11. Contractor will be responsible for ensuring that the sub-contractor follows all standards set in this contact.

11. SUB-CONTRACTORS

11.1 The Contractor may use sub-contractors if they are pre-approved by the City. A sub-contractor list must be included with the bid stating what work on the contract the sub-contractor will perform.

11.2 The City reserves the right to require that the contractor provide a written agreement between the sub-contractor and the contractor covering the work to be performed under this contract.

11.3 The City reserves the right to reject any bid based on the sub-contractors listed on the proposal page.

11.4 Sub-contractors must meet all terms and conditions of this contract including wage rate requirements.

12. STANDARDS

12.1 All work shall be done by technicians licensed as required by the City of Rochester.

Work musts be done by the appropriate trades as required by state and local law.

12.2 The contractor shall obtain and pay for (if required) permits for all work.

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12.3 All work shall be done in accordance with the New York State Uniform Fire Protection and Building Code, and Chapter 40, Plumbing Code, of the City of Rochester, National Electrical Code, and other required laws, ordinances, or applicable regulations.

12.4 All products installed by contractor shall be manufactured by the companies providing the original equipment, when possible, and of the latest design for each respective type. When it is not possible to obtain such products, technical data regarding substitutes shall be provided to and approved by the City before proceeding with installation.

12.5 Workmanship shall be the equal of the original installation or better, unless this is not possible because of subsequent construction. In this case, contractor shall submit an alternate proposal to the ordering agency, and obtain approval, before proceeding with the work.

12.6 The contractor shall guarantee any work performed for a minimum of thirty (30) days after acceptance by the City. Equipment/parts/items provided shall be guaranteed for thirty (30) days or as covered by the manufacturer’s warranty, whichever is longer from the date of acceptance by the City.

13. HOURS OF WORK

13.1 REGULAR TIME

This term describes work to be performed during the hours of 8:00 a.m. through 5:00 p.m., Monday through Friday, with the exception of the following legal holidays:

13.1.1 New Year's Day

13.1.2 Memorial Day

13.1.3 Independence Day

13.1.4 Labor Day

13.1.5 Thanksgiving Day

13.1.6 Christmas Day

13.2 OVERTIME

The term "overtime" includes any hours other than hours described in Section 13.1 and includes Saturdays and Sundays, or as defined by the requirements of NYS Labor Laws.

14. HOURLY RATES

14.1 The contractor shall be paid for hours actually worked times the hourly rates specified on the Proposal pages for the trades used to perform the work. Regular time rates shall be defined as the hourly rate plus fringe benefits up to and including forty hours, or as defined by the requirements of NYS Labor Law.

14.2 Overtime rates shall be defined as follows:

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14.2.1 Time and one-half of the hourly rate after eight (8) hours per day and on

Saturdays.

14.2.2 Double the hourly rate on Sundays and holidays.

15. WRITTEN ESTIMATES REQUIRED

15.1 In every instance other than Emergency Work where the contractor estimates that a job will cost $300 or more, the contractor must, prior to starting, give a written estimate for the work to the requesting agency. The estimate must show both labor and materials cost.

15.2 The contractor must not proceed unless specifically directed to do so by the agency after submission of the estimate. If the estimate is too high, the agency can lower costs by providing materials, changing the scope of the work, or taking other reasonable steps.

Should the estimate still be unacceptable, the agency can cancel the request.

15.3 The City will not be liable to pay amounts in excess of the written estimate unless such amounts are expressly agreed to by the requesting agency.

15.4 For Emergency work the contractor shall provide the requesting agency an estimate.

16. MAINTENANCE AGREEMENT

16.1 Each bidder must include with their bid a sample of their full service maintenance and inspection agreement that will cover the work and services covered by this contract. This should include all terms and conditions, warranties and guarantees.

16.2 Prior to determining which bid is the lowest responsive bid, the City will require that any bidder fill out and submit, within three (3) days of request, the proposed maintenance and inspection agreement that the bidder expects to incorporate into this contract.

16.3 The City reserves the right to reject any bid where the proposed maintenance and inspection agreement does not meet City requirements, is unbalanced, does not provide the services specified by the City, or is otherwise not cost competitive with other bids received.

16.4 Upon award of contract, the proposed and accepted maintenance and inspection agreement will become part of the contract between the City and the contractor.

16.5 The City reserves the right to determine the lowest cost based upon a far apples to apples comparison of agreements offered if there are different terms and conditions between agreements offered.

17. LABOR STANDARDS REQUIREMENTS

17.1 COMPLIANCE WITH LABOR LAWS

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17.1.1 The contractor's attention is directed to the requirements of Article 8 of the Labor Law of the State of New York, compliance with the provisions of which shall be deemed a condition to the satisfactory performance of this contract.

17.1.2 The contractor shall cause to be posted and maintained at all times in a conspicuous place at the Site of the Work a clearly legible copy of the Schedule of Wage Rates as prescribed by the State Commissioner of Labor. The contractor shall further certify on any statement to the City for a partial or final payment that the wage rates paid to employees on this project have been in conformity with the wage rates so set forth as determined by the State Commissioner of Labor pursuant to and in conformity with Article 8 of the New York State Labor Law.

17.1.3 The contractor shall keep a copy of his payrolls for this project available at all times for inspection by representatives of the City or other public agency having jurisdiction over the project, and shall produce them for such inspection at the request of said duly authorized representatives. The contractor and subcontractors shall submit weekly certified payroll records to the City's Director of Finance or his designee. The contractor shall be responsible for the submission of copies of certified payrolls of all subcontractors. Payments shall be withheld from the contractor for failure to comply with this requirement.

17.1.4 In all operations related to the Work, all other State or Federal Laws, Local

Ordinances and Laws, controlling or limiting in any way the actions of those engaged in the Work, shall be strictly complied with by the contractor and all employees working under his direction. The foregoing shall apply to subcontractors of the contractor.

17.1.5 NYS Public Work Contractor and Subcontractor Registry

New York State Labor Law Section 220-i applies to work performed under this contract. 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). The City strongly encourages all contractors and subcontractors to register as soon as possible to obtain a Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

17.1.5.1 Documentation of registration with the New York State Public Work

Contractor and Subcontractor Registry (https://dol.ny.gov/contractor-and-subcontractor-landing) is required with any sealed bid in order for it to be read.

17.1.5.2 If a Certificate of Registration is not included with the sealed bid, bidders shall include their email Receipt of Application from the New York State Department of Labor (NYSDOL) along with their sealed bid.

Bidders should refer to Appendix R – Sample NYS Contractor Registration Certificate.

17.1.5.3 Bidder understands that the City shall confirm the validity of contractor and subcontractor registration with NYSDOL.

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17.1.5.4 Bidder understands that each contractor and subcontractor must be registered with NYSDOL prior to contract award.

17.1.5.5 The City reserves the right to consult with NYSDOL to consider other forms of documentation as proof of contractor and subcontractor registration.

17.1.5.6 The City reserves the right not to award contract without the required documentation specified herein.

17.2 ANTI-KICKBACK RULES

Employees of the contractor and his subcontractors performing work under this contract shall be paid unconditionally and not less often than once a week without deduction or rebate on any account except only such payroll deductions that are mandatory by law or permitted by the applicable regulations issued by the State Commissioner of Labor pursuant to the New York Labor Law. The contractor shall comply with applicable "Anti- Kickback" regulations and shall insert appropriate provisions in all subcontracts covering work under this contract to insure compliance by subcontractors with such regulations, and shall be responsible for the submissions of affidavits required of subcontractors there under except as the Commissioner of Labor may specifically provide for variations of or exemptions from the requirements thereof.

17.3 WITHHOLDING OF PAYMENTS FROM CONTRACTOR

When a complaint is filed with the City of Rochester alleging the failure of a contractor or subcontractor to pay or provide the prevailing wages or supplements, or when the City of Rochester has reason to believe that unpaid wages or supplements may be due, payments on the public work contract may be withheld from the prime contractor in sufficient amount to satisfy the alleged unpaid wages and supplements, including interest and civil penalty which may be imposed. The amounts withheld may be disbursed by the City of Rochester for and on account of the contractor or subcontractor to the respective employees to whom they are due.

18. PREVAILING WAGE RATES

18.1 Incorporated in these Contract Documents by reference is the Prevailing Wage Rates Schedule in effect at the time of publication of these Contract Documents. Any Prevailing Wage Rates Redetermination which may arise prior to the bid opening will be distributed by addendum.

18.2 The New York State Department of Labor issues corrected wage schedules on the first business day of every month. It is the responsibility of the contractor and any subcontractor to check the Department’s website to ascertain the most current prevailing rate of wages and wage supplements. Each workman, laborer or mechanic shall be paid or provided not less than the new updated rates.

18.3 The City will not be responsible for any of the contractor's increased labor costs which result from defects in the Wage Rate Schedule provided, or from amendments to the Prevailing Wage Rate Schedule, whether that increase occurs before advertisement, before Bid opening, before award of the contract, after the contract has been let, or

524650 14 during the life of the contract. No change in the contract price shall be allowed to the contractor for any such increases, except as provided for elsewhere in these documents.

18.4 Information about current wage rates may be obtained on an advisory basis by contacting the City's Contract Administrator, Department of Finance, City Hall, Rochester, New York, (585) 428-7398.

19. INSURANCE

19.1 The Contractor shall procure and maintain at his/her own expense until final acceptance of the work covered by the contract documents, insurance for liability for damages imposed by law of the kinds and in the amounts hereinafter provided from insurance companies authorized to do such business in the State of New York covering all operations under the contract documents whether performed by him or his subcontractors.

19.2 Within ten (10) says of request, the Contractor shall furnish to the City Director of

Purchasing a certificate or certificates of insurance in form satisfactory to the City Director of Purchasing showing that he/she has complied with this Section, which certificate or certificates shall provide that the policies shall not be materially changed or canceled until ten (10) days written notice has been given to the City Director of Purchasing.

19.3 In each policy of insurance except insurance for Worker’s Compensation and Disability

Insurance, the City shall be named as an additional insured for liability arising under this contract. Except for Workers’ Compensation and Disability Insurance, no insurance required herein shall contain any exclusion of municipal operations performed in connection with the project.

19.4 The kinds and amounts of insurance are as follows:

WORKERS' COMPENSATION & NYS DISABILITY INSURANCE

The agreement shall be void and of no effect unless the person or corporation making or executing same shall secure Compensation and NYS Disability coverage, covering all operations under the contract–whether performed by him or his subcontractors–for the benefit of, and keep insured during the life of said agreement, employees in compliance with the provisions of the Workers’ Compensation Law.

A. Workers' Compensation Insurance

A policy covering the operations of the Contractor in accordance with the provisions of Chapter 41 of the Laws of 1914, as amended, known as the Workers' Compensation Law. The policy shall be endorsed to provide 30 days prior written notice of cancellation or non-renewal and Waiver of Subrogation in favor of the City of Rochester. A copy of these endorsements shall be included with the Certificate of Insurance.

B. NYS Disability Insurance

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A policy covering the operations of the contractor in accordance with the provisions of Article 9 of the Workers’ Compensation Law, known as the Disability Benefits Law (Chapter 600 of the Laws of 1949) and amendments thereto.

CASUALTY INSURANCE

A. Contractor’s Comprehensive General Liability Insurance

Issued to the contractor and covering the liability for damages imposed by law upon the contractor with respect to all work performed by him under the within agreement. The coverage shall be written on an occurrence form utilizing ISO coverage form CG 00 01 12 07 or its equivalent. The comprehensive general liability policy shall furnish limits of not less than:

Bodily Injury and Property Damage Limit $1,000,000 each occurrence

Products/Completed Operations Limit

$2,000,000 aggregate

Personal Injury and Advertising Injury Limit $1, 000,000 each person or Organization

General Aggregate

$2,000,000 applicable on a per project basis

The City of Rochester, their officers, employees and agents and all other appropriate Funding Agencies shall be named as an additional insured for liability arising under this Contract applicable to both ongoing and completed operations on a primary and non-contributory basis.

There shall be no exclusions relating to NYS Labor Law or municipal operations.

B. Commercial Automobile Liability

Issued to the Contractor and covering all owned, non-owned and hired automobiles with limits not less than:

Bodily Injury and Property Damage Liability

Combined Single Limit $1,000,000

C. Umbrella Excess Liability

Issued to the Contractor providing follow form coverage over the General Liability and Automobile Liability requirements stipulated above with minimum limits of:

Bodily Injury and Property Damage Limit

$2,000,000

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Products/Completed Operations Limit

General Aggregate

All policies shall be endorsed to provide Waiver of Subrogation in favor of the City of Rochester.

All policies shall be endorsed to provide 30 days prior written notice of cancellation or non-renewal.

A copy of the Additional Insured and Waiver of Subrogation Endorsement(s) shall be included with the Certificate of Insurance.

20. NON-SPECIFIED ITEMS

20.1 The City reserves the right to negotiate prices for items or services which are comparable to but may not be included on the Proposal pages, and add them to this contract. This option may be exercised for services or items which may be required during the contract, including adding and/or deleting sites.

20.2 Such purchases may be authorized only by the Director of Purchasing prior to delivery of any item.

20.3 The contractor must submit written price quotes to the Office of the Director of Purchasing for proper authorization and/or approval prior to such non-specified items being ordered.

20.4 If such price is acceptable to the City, the City will purchase said item or service from the contractor, per the terms and conditions of this contract. Items supplied or services rendered without the prior consent of the Director of Purchasing will not be paid for by the City.

21. W-9 FORM

A W-9 Form is required with all bids.

22. SUBMITTAL OF BIDS

22.1 Bid proposals for this bid should be submitted in a marked sealed envelope, to include a signed original hard copy of the Proposal, bid specifications, addenda and any support documentation required, delivered to and received by the Director of Purchasing at the Bureau of Purchasing, Room 105-A, City Hall, Rochester, New York 14614 by the closing date and time specified in the Invitation to Bid or any addenda.

22.2 For this bid, instead of submitting a hard copy per Section 22.1, bid proposals may be submitted by the bidder as an electronic submission through BidNet as a .pdf of the signed original hard copy of the Proposal, cover page, bid specifications, addenda and

524650 17 any support documentation required. Electronic bid proposals are date time and stamped by BidNet. Bids stamped after the bid closing date and time will not be read by the City of Rochester. The City reserves the right to declare any bid non-responsive that is submitted electronically without fully meeting the requirements of the Invitation to Bid.

By submitting a bid electronically, a bidder agrees and accepts that a notification of award and/or City purchase order will create a legally binding contract between the City and the bidder as if the bidder had submitted a signed original of the bid.

22.3 Bids submitted either in hard copy or electronically on BidNet must include the entire

Invitation to Bid, which includes the cover page, bid specifications, addenda and any support documentation required, as well as the Proposal. The City reserves the right to reject any bids submitted in hard copy or electronically that do not include all of these documents.

22.4 Bidders should not submit two bids. Submit a bid either in hard copy per Section 22.1 or electronically per Section 22.2. The City reserves the right to reject any and all bids if multiple bids are received from one bidder.

Wednesday, August 12, 2026 at 11:00 a.m.

Password: 4564119010

23. CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

23.1 The contract resulting from this bid shall be subject to the requirements of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) is responsible for developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List”). The Prohibited Entities List as required by SFL § 165-a (3) (b) is found on the OGS web site at http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf.

23.2 CERTIFICATION. “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.”

23.3 Any bidder/contractor seeking to renew or extend this contract or assume the responsibility of the contract awarded in response to this bid solicitation must certify at the time the contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

23.4 During the term of the contract or any extension, should the City receive information that the contractor is in violation of the above-referenced certification, the City will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the City shall take such https://cityofrochester.zoom.us/j/4564119010 http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf

524650 18 action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the contractor in default.

23.5 The City reserves the right to reject any bid or request for assignment for a bidder/contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any bidder/contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

24. POLITICAL SUBDIVISIONS

Bidders should note that other political subdivisions may participate in the contract resulting from this bid award as authorized by General Municipal Law. Use of this contract by any other political subdivision must be coordinated between that subdivision and the contractor. The City will have no responsibility for any such purchases and will have no other role than to provide other political subdivisions a copy of this contract if requested.

25. NON-COLLUSIVE BIDDING CERTIFICATION

25.1 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 certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief:

25.2 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.

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

25.4 No attempt has been 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.

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P R O P O S A L

The undersigned bidder hereby agrees to furnish the goods or services specified, and to otherwise fully meet all terms, conditions, and specifications contained in the Invitation to Bid without exception, unless exceptions are clearly noted in this proposal. Signature must be that of the bidder or of an employee or agent authorized to sign on behalf of the bidder.

1. Cost per year for the full service maintenance agreement as specified herein:

$ ______________________ per year

2. Cost per hour per person billing rate for services not provided under the full service maintenance agreement:

$ ______________________ per hour per person – Electrician

$ ______________________ per hour per person – Laborer

TOTAL BID PRICE: $____________________

3. Allowance for overlap of additional service and/or repair work performed during scheduled quarterly service visits (Hours to be subtracted from actual hours on site for billing of additional work):

Allowance for scheduled service: __________ Hours

Proposed full service agreement Included: ______

NYS Contractor Certificate of Registration Included: _____

NYS MWBE Certified?

Authorized Signature Typed Name and Title of Authorized Signer

Typed Name of Company (Continued on Page 21)

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QUESTIONNAIRE FORM FOR CITY SPECIFICATIONS

TO BE FILLED IN BY BIDDER AND PRESENTED WITH BID PROPOSAL

Is this bid in conformance with specifications? Yes_________ No__________

If answer is "No", bidder must identify and explain each exception, and reference made to each page and paragraph to which the exception will apply.

It shall be understood that if no exception is taken, the contractor shall supply all materials or services as specified.

Authorized Signature Typed Name and Title of Authorized Signer

Typed Name of Company (Continued through Page 21)

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P R O P O S A L

PRINT OR TYPE THE FOLLOWING INFORMATION:

Name of Firm or Corporation

Street Address

City State Zip Code

Telephone/Fax No. Federal Employer ID No.

E-mail address of recipient of contract awards and extensions

Date

. ACCEPTED ON BEHALF OF THE CITY OF ROCHESTER FOR:

Contract No. _______________ Contract Term:______________________

Director of Purchasing

Date: ______________________

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City of Rochester

Bureau of Purchasing

Department of Finance

GENERAL TERMS AND CONDITIONS AND INSTRUCTIONS TO BIDDERS

The general terms and conditions which follow are incorporated by reference into every City of

Rochester Invitation to Bid and apply to any and all purchase orders or contract awards issued by the

Director of Purchasing as a result of such Invitation to Bid, unless otherwise specified. Bidders or their authorized representative are expected to fully inform themselves as to these conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidder's own risk and a bidder cannot secure relief on the plea of error.

Subject to applicable Federal, State and Local laws, ordinances, rules, regulations and limitations, bids on all advertisements and invitations issued by the Department of Finance, Purchasing Bureau will bind bidders to applicable conditions and requirements set forth herein unless otherwise specified in the

Invitation to Bid.

CONDITIONS OF BIDDING

1. Proposal Forms: Bids shall be submitted only on the forms provided by the City in the

Invitation to Bid. The bidder submit one (1) complete signed copy of the Proposal, attached to the Invitation to Bid. When submitting a hard copy of the bid, the bid shall be signed and sealed in the envelope provided by the City for that purpose. When using an envelope other than the one provided by the City, the following required information must be entered in the lower left corner on the face of the envelope: Bid Number, Bid Title, Closing Date and Time, and

Submitted By. The envelope must be mailed or hand delivered to the Office of the Director of

Purchasing, City Hall, Room 105A, 30 Church St., Rochester, NY 14614. When submitting an electronic copy of the bid, where permitted in the Invitation to Bid, the bid shall be signed and submitted through the electronic bidding service specified in the Invitation to Bid. No other form of electronic submittal of a bid will be accepted by the City.

2. Late Bids: Formal bids, amendments thereto, or requests for withdrawal of bids received by the City after time the bid closing date and time specified will not be accepted by the City.

3. Withdrawal of Bids: A written request for the withdrawal of a bid or any part thereof may be granted if the request is received by the City prior to the specified date and time of the bid closing.

4. Submittal of Bids: Bids that are mailed or delivered to the City in hard copy must be sealed and submitted in the envelope supplied by the City or otherwise clearly marked with the Bid

Number, Bid Title, Bid Closing Date and Time and Submitted By. In the event that the bid contains bulky subject material, the special mailing envelope must be firmly affixed to any…