Bid Notice.pdf

Phone: 585.428.6828 Fax: 585.428.6253 TTY: 585.428.6054 EEO/ADA Employer

Department of Finance Bureau of Purchasing City Hall Room 105A, 30 Church Street Rochester, New York 14614-1290 www.cityofrochester.gov

PRINTED NAME OF BIDDER

CITY OF ROCHESTER TRAIL SIGNAGE

Invitation to Bid No. 524890 Issued: August 3, 2026

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

BID CLOSING: Wednesday, August 19, 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.

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

Bid Deposit Requirement: NONE

Performance Security Requirement: NONE

Insurance Requirement: YES, SEE SECTION 13

NYS Contractor Certificate of Registration: YES, SEE SECTION 11

Descriptive Literature/Technical Data Requirement: YES

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

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1. SCOPE

1.1 The City of Rochester requests bids for CITY OF ROCHESTER TRAIL SIGNAGE. This contract is for the manufacture and installation of trail signage and other related signage.

2. SPECIFICATIONS

2.1 See appendices for specifications, details, and New York State Wage Rates. New York State Wage Rates shall only be applicable to the installation portion of this contract.

2.2 The City of Rochester Department of Environmental Services “Standard Construction

Contract Documents” dated November 1, 1991, and any published updates, shall be incorporated by reference and shall apply to this contract, except where modified by the specific wording in this bidding document. Bidders may purchase a bound volume of this document from the City of Rochester Director of Purchasing for $25.00, or access them directly at the City’s web site at http://www.cityofrochester.gov/article.aspx?id=8589949335.

3. CONTRACT TERM

3.1 It is the intention of the City to enter into a contract for one (1) year, commencing on the date of award and end September 30, 2027.

3.2 The City may extend this contract under the terms and conditions for up to three (3) additional one (1) year terms from date of expiration, upon mutual consent.

4. METHOD OF AWARD

4.1 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.

4.2 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. 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.

4.3 The City prefers to make a single award on the basis of the Total Bid Price for all items.

However, the City reserves the right to award on an item-by-item or group basis if doing so results in lower costs after factoring in the costs of making multiple awards.

4.4 The City reserves the right to reject any bid if unit prices are unbalanced or not consistent with current market conditions. Bidders must submit bids for every item listed on the http://www.cityofrochester.gov/article.aspx?id=8589949335

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Proposal pages to be considered valid. Failure to do so can result in rejection of bid.

4.5 The City reserves the right to reject any bidder who fails to demonstrate sufficient facilities and experience to perform the services as specified herein.

4.6 City reserves the right to reject any bids based upon specifications different from those specified in this contract.

5. ESTIMATED QUANTITIES

5.1 The Proposal pages request quotes for one of each item only to establish unit prices and a total bid price. The contract will be for the actual quantities ordered during the contract term.

5.2 The City makes no guarantees whatsoever about the quantities which will actually be ordered. The contractor must guarantee the unit price quoted regardless of actual quantity ordered. However, for informational purposes, the City has spent a range of approximately $15,000- $90,000 per year on this contract over the past three years.

5.3 The City has 25+ miles of built trail and numerous trail projects currently being planned, designed and constructed. It is the City’s intent to use this contract to provide trail signage and installation services for those projects, as funding becomes available.

However, the City does not guarantee the quantity of signs to be ordered as part of this contract.

5.4 The City intends to purchase the following signage elements, complete with installation, upon bid award:

BID ITEM QUANTITY

A-1 Kiosk (Major) 2

B-1 Kiosk (Minor) 1

D-1 Trail Directional (Major) 2

E-1 Hazard/Warning (Major) 1

F-1 Trail Marker 2

Graphic Panel Manufacture 45 SF (0.125” Thickness) 24+ SF

Graphic Panel Installation – Single Sided 2

Graphic Panel Installation – Double Sided 1

Per Trip Charge 1

5.5 Detailed location mapping and digital graphic files shall be provided upon order of signs.

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5.6 The City reserves to the right to change the above listed items and quantities at its discretion.

5.7 The City reserves the right to bid trail signage with other projects at its discretion.

5.8 The City reserves the right to negotiate a better price with the contractor for larger quantity orders. If the negotiated price is not acceptable, the City reserves the right to seek separate bids for these items.

6. CONTRACTORS QUALIFICATIONS

6.1 The low bidder shall demonstrate their ability to complete the work as per these contract documents.

6.2 The contractor shall have been regularly engaged in the manufacture and installation of trail or other similar signage for a minimum of five (5) years and shall have a minimum of three (3) successful projects similar in nature to this contract.

6.3 The City reserves the right to require a bidder to provide additional references and/or information, including evaluation of the bidder’s facilities, employees and equipment to confirm the bidder’s ability to provide the services specified herein.

6.4 Subcontractors are not permitted without the express prior written approval of the City.

Proposed subcontractors must be identified with the proposal. The subcontractor(s) qualifications for the work they are to complete shall be submitted with the proposal. At a minimum the information shall include: the subcontractor’s name, address, telephone number, a contact name, and a Description of their scope of work in the term contract.

The City reserves the right to not accept any proposed subcontractors.

6.5 The City reserves the right to determine whether a contractor and any proposed subcontractor(s) are able to meet the terms and conditions of this contract.

7. BIDDING AND PERFORMANCE REQUIREMENTS

Each bidder must satisfy himself/herself fully to the work required. Signature of the Bidder on the proposal shall constitute a certification to the City that such bidder is informed regarding all the conditions that will affect the work to be done. Bidder also acknowledges this information was secured by personal investigation and research and accepts full responsibility for his/her bid prices.

8. WORK SCHEDULE

8.1 For any sign installations ordered by the City of Rochester the successful bidder shall schedule the installation with the City Project Manager listed below on a schedule acceptable to the City.

Ellen Micoli Soffa, R.L.A.

Landscape Architect City Hall - Room 300B

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30 Church Street Rochester, New York 14614

(585) 428-3692 Ellen.Soffa@cityofrochester.gov

8.2 Contractor shall be responsible for safe storage and handling of all signage elements until installation is accepted by City Project Manager.

8.3 The City reserves the right to inspect all items upon delivery to installation site and to reject any items that are damaged, defective, or do not meet the Terms and Conditions of this contract.

8.4 The Contractor shall be responsible for replacing, in-kind, any items that are damaged or lost due to his negligence or error.

8.5 Installations shall be at locations as directed by City Project Manager. The contractor shall be supplied with individual site layout mapping prior to installation date.

8.6 The contractor shall notify the City Project Manager of intent to install one calendar week prior to actual installation date.

8.7 Installation times in excess of sixty (60) days after receipt of order (ARO) will not be acceptable and may be determined by the City to be cause for rejection.

8.8 Certain City project constraints may necessitate the delay of installation of signage elements. If such a delay is ordered by the City Project Manager and the above noted delivery and installation times are exceeded, the contractor shall not be considered at fault.

9. GUARANTEE AND WARRANTY

Shall be as per the requirements of the City of Rochester Standard Construction Contract Documents, Article 11, 11.1, Warranty and Guarantee and as detailed in the attached specifications.

10. FAILURE TO PERFORM

10.1 Failure to comply with the requirements set forth in this document will result in a poor performance rating, and may be cause for termination of the contract. In the event the contractor fails to perform, the City may give the contractor a ten (10) day period in which to correct or address such deficiencies to the satisfaction of the City. Failure of the contractor to correct such deficiencies may result not only in loss of some or all of the performance security, but also in termination of the contract.

11. LABOR STANDARDS REQUIREMENTS

11.1 COMPLIANCE WITH LABOR LAWS

mailto:Ellen.Soffa@cityofrochester.gov

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11.1.1 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.

11.1.2 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.

11.1.3 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.

11.1.4 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.

11.1.5 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.

11.1.5.1 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.

11.1.5.2 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.

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

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

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

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

11.2 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.

11.3 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.

12. PREVAILING WAGE RATES

12.1 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.

12.2 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.

12.3 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

524890 8 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.

12.4 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.

13. INSURANCE

13.1 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.

13.2 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.

13.3 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.

13.4 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

Products/Completed Operations Limit

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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.

14. NON-SPECIFIED RELATED WORK

14.1 The City reserves the right to negotiate prices for the supply, services or installation of products which are comparable to those bid, but may not be included in the product line under contract. This option may be exercised only for incidental items required during the contract. Terms and conditions included in the contract will apply to each purchase.

14.2 Any work as described in 8.1 & 8.2 above may only be authorized by the Director of

Purchasing or his/her authorized agent prior to any notice to proceed.

14.3 The contractor must submit a written price quotation to the City Project Manager and the

Office of the Director of Purchasing for proper authorization and/or approval. Services rendered without prior consent of Purchasing will not be paid for by the City of Rochester.

14.4 The City reserves the right to bid any additional work competitively, if it is in the City’s best interest.

15. PRICE INCREASES

15.1 The prices submitted with the bid shall remain in effect for the original contract term.

15.2 Requests for price changes to take effect during a contract extension must be submitted with the offer to extend or earlier. If requesting a change, the contractor must submit a complete copy of the new prices offered for the contract.

15.3 The decision to grant a price increase during the extension period will rest solely with the

Director of Purchasing. The City reserves the right to seek new bids if price increases are not acceptable.

15.4 Price decreases must be passed along to the City as they occur.

16. INVOICES AND PAYMENTS

16.1 Payments will be made on the number of signage elements supplied and delivered and/or installed by the contractor as directed by the City Project Manager.

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16.2 Payment will not be made unless the invoice is clearly legible and contains at a minimum the following information:

Accurate item description

Quantity per item

Unit price per item

Total cost per item (quantity x unit price)

Total cost of this invoice

City Contract number

Date of delivery/installation

Purchase Order number

16.3 The responsibility to submit a properly completed invoice rests entirely with the vendor.

Failure to submit a properly completed invoice will result in delay of payment until properly corrected.

17. W-9 FORM

A W-9 is required with each bid.

18. SUBMITTAL OF BIDS

18.1 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.

18.2 For this bid, instead of submitting a hard copy per Section 18.1, 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 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.

18.3 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

524890 12 documents.

18.4 Bidders should not submit two bids. Submit a bid either in hard copy per Section 18.1 or electronically per Section 18.2. The City reserves the right to reject any and all bids if multiple bids are received from one bidder.

ALL BIDS WILL BE OPENED VIA ZOOM

Wednesday, August 19, 2026 at 11:00 a.m.

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

Bid results will be posted on BidNet Direct.

19. CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

19.1 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.

19.2 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.”

19.3 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.

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

19.5 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.

https://cityofrochester.zoom.us/j/4564119010 http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf

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20. 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.

21. NON-COLLUSIVE BIDDING 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 certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

21.1 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;

21.2 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 prior to the opening, directly or indirectly, to any other bidder or to any competitor;

21.3 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.

GROUP 1 – SIGN MANUFACTURE & INSTALLATION

ITEM DESCRIPTION TOTAL PRICE

1. A-1 Kiosk (Major) $

2. B-1 Kiosk (Minor) $

3. C-1 Parking Lot Directional $

4. D-1 Trail Directional (Major) $

5. D-2 Trail Directional (Minor) $

6. D-3 ROW Directional (Vehicular) $

7. D-4 ROW Directional (Pedestrian) $

8. E-1 Hazard / Warning (Major) $

9. E-2 Hazard / Warning (Minor) $

10. F-1 Trail Marker $

11. F-2 Trail Marker (Removable) $

12. F-3 Trail Marker (Directional) $

13. G-1 Interpretive – Free-Standing $

14. G-2 Interpretive – Free-Standing (Small) $

15. G-3 Interpretive – Rail-Mount $

16. G-4 Interpretive – Rail-Mount (Small) $

17. EC A-1 Kiosk (Major) $

Authorized Signature Typed Name and Title of Authorized Signer

Typed Name of Company

(Continued through Page 19)

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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.

GROUP 1 – SIGN MANUFACTURE & INSTALLATION (cont.)

18. EC D-4 Banner Sign $

19. EC E-2 Entry Sign $

20. EC F-1 Street Sign Bollard $

21. EC F-2 Mile Marker Bollard $

22. EC F-3 Logo Bollard $

GROUP 1 TOTAL BID PRICE: $

GROUP 2 – GRAPHIC PANEL MANUFACTURE (0.125” THICKNESS)

23. 1 – 3 square foot $

24. 4 – 11 square foot $

25. 12 – 23 square foot $

26. 24+ square foot $

GROUP 2 TOTAL BID PRICE: $

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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.

GROUP 3 – GRAPHIC PANEL MANUFACTURE (0.5” THICKNESS)

27. 1 – 3 square foot $

28. 4 – 11 square foot $

29. 12 – 23 square foot $

30. 24+ square foot $

GROUP 3 TOTAL BID PRICE: $

GROUP 4 – GRAPHIC PANEL INSTALLATION

31. Single Sided Sign $

32. Double Sided Sign $

GROUP 4 TOTAL BID PRICE: $

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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

GROUP 5 – MAIN STREET KIOSK MAP INSERTS

33. Small Insert $

34. Large Insert $

GROUP 5 TOTAL BID PRICE: $

GROUP 6 – MISCELLANEOUS

35. Per Trip Charge $

36. Design Rate (hourly) $

GROUP 6 TOTAL BID PRICE: $

GRAND TOTAL BID PRICE: $

NYS Certified MWBE?

W-9 Form Included?

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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 taken, and reference made to each page and paragraph to which the exception will apply. Attach additional pages as necessary.

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

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PRINT OR TYPE THE FOLLOWING INFORMATION:

Name of Firm or Corporation

Street Address

City State Zip Code

Telephone / Fax No. Federal Employer Identification No.

E-mail Address of Recipient Authorized to Receive 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 other wrapper being used. Bids not received in the actual office of the Director of Purchasing by the date and time established for the bid closing shall be rejected, even if mailed earlier. It is the bidder’s responsibility to ensure that the bid is received in the office of the Director of Purchasing by the bid closing date and time. Submittal of electronic bids, where permitted in the Invitation to Bid, is subject to the terms and conditions specified in the Invitation to Bid. In no circumstance shall a bid, either hard copy or electronic, that is submitted after the closing date and time be accepted by the City of Rochester.

5. Completeness: All information required by Invitation to Bid must be supplied to constitute a responsive bid.

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6. Bids Binding 45 Days: Unless otherwise specified, all formal bids submitted shall be binding for forty-five (45) days following bid opening date. Bids will remain open and binding if the bidder agrees to an extension upon request of the Director of Purchasing or otherwise does not formally withdraw the bid.

7. Payment Terms: Prompt payment discounts allowing less than thirty (30) days for discount to apply shall not be considered as a cost factor in the evaluation of bids. In connection with any prompt payment discount offered, time will be computed from the date of receipt of correct invoice or receipt and acceptance of shipment, whichever is later.

8. Bids for All or Part: Unless otherwise specified by the City or by the bidder, the Director of Purchasing reserves the right to make an award on all items or on any of the items according to the best interests of the City. The Director of Purchasing shall further have the right to award separate items or groups to different vendors. Bidder may restrict the bid to consideration in the aggregate by so stating, but should offer a unit price on each item bid upon; any bid in which the bidder offers a total price without quoting a price on each and every separate item may be rejected at the option of the City.

9. Errors in Bids: When an error is made in extending total prices, the unit bid price will govern. Care-lessness in quoting prices, or in preparation of bid otherwise, will not relieve the bidder. Erasures or changes in bids should be initialed.

10. Questions Regarding Specifications: Except for Public Works, any information relative to interpretation of specifications and drawings shall be requested of the Director of Purchasing, in writing.

DO NOT MAKE INQUIRES BY PHONE OR IN PERSON.

Inquiries should be submitted in writing no later than five (5) days prior to the bid closing date. Inquiries received after that time may not be accepted. Any interpretation made to prospective bidders will be expressed in the form of an addendum to the specifications. Addenda will be publicly advertised and available to all prospective bidders no later than three (3) days before the bid closing date. Oral answers will not be binding on the City.

11. Response to Invitation to Bid: Bidders must indicate in their Proposal if they are taking ANY exception to the documents incorporated in the Invitation to Bid, including but not limited to the specifications, terms and conditions, Proposal, and any other documents or requirements. If no exceptions are noted in the Proposal, the City will interpret the bidder’s offer to be in full and unconditional accordance with the Invitation to Bid. The City reserves the right to determine whether or not it is in its best interest to accept partial responses to the Invitation to Bid. Conditional (qualified) bids are subject to rejection in whole or in part.

12. Multiple Bids: No bidder will be allowed to offer more than one price on each item even though the bidder can offer two or more types or styles that will meet specifications. Bidders must determine for themselves which to offer. Bids containing multiple bids in whole or in part will be rejected unless specifically requested as options or alternates in the specifications.

13. Unbalanced Bids: The City reserves the right to reject any bid where prices offered are unbalanced or do not fairly reflect the current marketplace.

14. Taxes: The City of Rochester is exempt from State and Local sales and use taxes and is exempt from paying Federal excise taxes.

15. Catalogs and Descriptive Information: Each bidder shall submit when requested by the Director of Purchasing, catalogs, descriptive literature, and detailed drawings, fully detailing features, designs, con-struction, finishes and the like necessary to fully describe the material or work the bidder proposes to furnish. This information shall be provided in a form requested by the Director of Purchasing, which may be either printed, electronic or both.

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16. Competency of Bidder: No proposal will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Rochester upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City or had failed to perform faithfully within the prior two (2) years of any contract with the City. The bidder must present within 48 hours of a request evidence satisfactory to the Director of Purchasing of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these specifications and contract documents.

17. NYS Freedom of Information Law (FOIL): Bids and all materials submitted with the bid shall become the property of the City and shall be subject to the NYS Freedom of Information Law. If any proprietary information is submitted with the bid, it must be clearly identified and a request to keep such information confidential and the justification for doing so must be submitted with the bid. The City reserves the right to determine whether or not to honor that request in whole or in part based upon requirements of the law.

BID AND PERFORMANCE SECURITIES

18. Bid Security: Bid Bond, Cash, Certified or Cashier's Check, Letter of Credit: When required, each bid shall be accompanied by a bid security. This may be in the form of cash, a bid bond signed by a surety company authorized to do business in the State of New York, a cashier's check or a certified business check drawn on a responsible bank doing business in the United States, or a Letter of Credit on a form acceptable to the City, and shall be made payable to the City of Rochester, unless the bidder has on file with the Director of Purchasing an annual bid bond approved by the City with an uncommitted balance equal to the certified check requirements. When computing amount of Bid for bid security purposes, do NOT deduct for trade-ins. U.S. Postal Money Orders are acceptable in lieu of certified checks. Bid securities of non-awarded bidders will be returned after the contract has been awarded. No interest will be paid on bid securities held by the City.

19. Annual Bid Bonds: Bidders who regularly do business with the City shall be permitted to file with the Director of Purchasing an annual bid bond in the amount specified below. The bond may be in the form of a bid bond, cash, certified check or Letter of Credit. Such annual bonds shall be acceptable as surety in lieu of the furnishing of surety with each individual transaction. Annual bid bonds shall be in an amount as determined by the bidder, of no less than Five Thousand Dollars ($5,000.00). If at any time, the requirements of a specific Invitation to Bid exceed the amount of the annual bid bond on file, or should the aggregate amount of the bid security requirements on all open and un-awarded bids submitted by the bidder exceed the amount of the annual bid bond, additional surety will be required to meet the requirements of the bid. The additional amount must be submitted with the bid. No interest will be paid on annual bid bonds held by the City.

20. Performance Security: Performance Bond, Cash, Certified or Cashier’s Check, Letter of Credit:

The successful bidder or bidders for this bid must furnish a performance security for the faithful performance of this contract when required in the Invitation to Bid. This may be in the form of cash, a performance bond signed by a surety company authorized to do business in the State of New York, or by a cashier's check, certified business check, treasurer's check or other direct obligation drawn on a responsible bank doing business in the United States, or a Letter of Credit on a form acceptable to the City, and shall be made payable to the City of Rochester, For a bond, the surety thereon must be such surety company or companies as are authorized and licensed to transact business in the State of New York. Attorneys in fact who sign bid bonds must file with each bond a certified copy of their power of attorney to sign said bonds.

The successful bidder or bidders, upon failure or refusal to furnish within ten (10) days after notification of award the required performance security, shall forfeit their bid security to the City of Rochester as liquidated damages.

21. Samples: Samples submitted by bidders on items which they have received an award may be retained by the City until the delivery of contracted items is completed and accepted. Bidders whose samples are retained may remove them after delivery is accepted. Bidders who are not awarded a bid must remove

524890 23 their samples as soon as possible after award has been made on the item or items for which the samples had been submitted. The City will not be responsible for such samples if not removed by the bidder within thirty (30) days after the award has been made.

Bidders shall make all arrangements for delivery of samples to the place designated by the City as well as the removal of samples. Cost of delivery and removal of samples shall be borne by the bidder. All samples packages should be marked "Samples for Purchasing Bureau" and each sample should bear the name of the bidder, item number, bid number, and shall be carefully tagged or marked in a substantial manner. Failure of the bidder to clearly identify samples as indicated may be considered sufficient reason for rejection of bid, and in such cases the City will not be liable for the loss of samples.

SPECIFICATIONS

22. Trade Names, Specific Models, Etc.: In cases where a product or service is identified by a manufacturer's name, trade name, model number, catalog number or reference, it is understood that the bidder proposes to furnish the item so identified and does not propose to furnish an "equal" unless the proposed "equal" is definitely indicated therein by the bidder.

The reference to a specific name brand, model number, catalog number or reference is intended to be descriptive but not restrictive and only to indicate to the prospective bidder products(s) and/or services(s) that will be satisfactory. Bids on other makes and catalogs will be considered, provided the bidder clearly states on the face of the Proposal exactly what the bidder proposes to furnish, and includes with the bid, sufficient information so that the City may determine equivalency to the product(s) and/or service(s) offered by the bidder.

The Director of Purchasing reserves the right to require bidders proposing an alternate to provide sufficient documentation, samples, references and/or other information for the City to be able to determine that the alternate(s) offered meet the City’s requirements for equivalency. The City reserves the right, in its sole discretion, to determine whether or not an alternate offered is equivalent, which determination may include, but is not limited to comparability of performance, quality, life cycle cost, design, functionality and other characteristics deemed necessary by the City in its specifications.

The Director of Purchasing hereby reserves the right to approve as an equal, or to reject as not being equal, any product or service the bidder proposes to furnish which contains major or minor variations from specification requirements of the Invitation to Bid.

If no particular brand, model, or make is specified, and if no data is required to be submitted with the bid, the City reserves the right to require any bidder to submit sufficient information to the Director of Purchasing to determine that the item(s)/service(s) offered comply with the requirements of the Invitation to Bid, and to reject any bid that does not meet said requirements

23. Specifications: The Bidder shall abide by and comply with the true intent of the specifications in the Invitation to Bid and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the specifications and drawings. Whenever herein mention is made of any article, material, or workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes, A.S.T.M. standards, or similar expressions, the requirements of these laws, ordinances, etc. shall be construed as the minimum requirements of these specifications.

AWARD

24. Award or Rejection of Bids: Award of a contract in response to the Invitation to Bid will be on the basis of the lowest responsible and responsive bidder…