Bid Notice.pdf

COUNTY OF ALBANY

REQUEST FOR BIDS

PARKS & RECREATION

RFB #2026-100R

POOL MAINTENANCE, INSPECTION, AND REPAIR SERVICES

ALBANY COUNTY DEPARTMENT OF GENERAL SERVICES

PURCHASING DIVISION

PAMELA O NEILL, PURCHASING AGENT

112 STATE STREET, ROOM 820

ALBANY, NY 12207

DEPARTMENT OF GENERAL SERVICES PURCHASING DIVISION

112 STATE STREET, ROOM 820, ALBANY, NY 12207

TELEPHONE: 518-447-7140/ FAX: 518-447-5588

Pamela.oneill@albanycountyny.gov

TITLE: Pool Maintenance, Inspection, and Repair Services

RFB NUMBER: 2026-100R

Receipt Confirmation Form

Please complete and return this confirmation form as soon as possible:

Pamela O Neill Purchasing Agent County of Albany

112 State Street, Room 820 Albany, NY 12207

IF YOU PLAN TO SUBMIT A BID, YOU MUST RETURN

THIS FORM TO ENSURE THAT YOU WILL RECEIVE ALL

FURTHER COMMUNICATION REGARDING THIS RFB.

Company Name:_________________________________________________________________

Address:_______________________________________________________________________

City: _______________________________________State:_____________ Zip Code: ________

Contact Person: _________________________________________________________________

Title: _________________________________________________________________________

Phone Number: _____________ Fax Number: _________________ E-Mail: ________________

If a Bidders/Proposers meeting has been arranged for this Bid/RFP, please indicate if you plan to attend:

� Yes / � No

I authorize the County of Albany to send further correspondence that the County deems to be of an urgent nature by the following method (check):

Fax Number: __________________________ E-Mail: ________________________________

DEPARTMENT OF GENERAL SERVICES

PURCHASING DIVISION

112 STATE STREET, ROOM 820

ALBANY, NY 12207

NON-BIDDER RESPONSE

RFB #2026-100R

The Albany County Department of General Services, Purchasing Division, is interested in the reasons why bidders fail to submit bids. Please indicate your reason(s) by checking all appropriate item(s) below and returning this form to the above address.

Could not meet specifications or Scope of Services.

Items or materials requested not manufactured by us or not available to our company.

Insurance requirements are too restricting.

Bond requirements are too restricting.

Specifications or Scope of Services not clearly understood or applicable (too vague, too rigid, etc.).

Project not suited to firm.

Quantities too small.

Insufficient time allowed for preparation of bid.

Other reasons; please state and define:

Vendor Name:

Contact Person:

Vendor Address:

Vendor Telephone:

NOTICE TO BIDDERS -- ALBANY COUNTY

REQUEST FOR BIDS #2026-100R

Sealed Bids for Pool Maintenance, Inspection, and Repair Services as requested by Department of Parks and Recreation will be received by the Albany County Purchasing Agent, Room 820, 112 State Street, Albany, New York 12207 until 11:00 AM, local time on Thursday, August 20, 2026.

Request for Bid (RFB) documents may be obtained at the office of the Albany County Purchasing Agent, as noted above. RFB documents may be available for download from the Empire State Bid System website at http://www.empirestatebidsystem.com starting by close of business (4:30 p.m.) on August 6, 2026.

A site visit will be held Tuesday August 11, 2026 as follows.

Site 1- EAC swimming pool, 420 Western Avenue Albany, NY 12206 at 9am.

Site 2 - Gil Ethier Community & Athletic Center, 21 Cayuga Street, Cohoes, NY 12047 at 11am

This is the only scheduled site visit. Interested bidders are strongly urged to attend.

Pamela O Neill Purchasing Agent

Dated: Albany, New York July 30, 2026

PUBLISH ONE DAY – (August 6, 2026) -- THE EVANGELIST PUBLISH ONE DAY – (August 6, 2026) -- THE TIMES UNION

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REQUEST FOR BIDS

GENERAL INSTRUCTIONS TO BIDDERS

BID DISTRIBUTION- IMPORTANT NOTICE

The County of Albany officially distributes bidding documents through the Purchasing Division

Office or through the Empire State Bid System website at http://www.empirestatebidsystem.com.

Copies of bidding documents obtained from any other source are not considered official documents.

Only those vendors who obtain bidding documents from either the Purchasing Division Office or the Empire State Bid System are guaranteed to receive addendum information, if such information is issued.

If you have obtained this document from a source other than the Albany County Purchasing

Division or the Empire State Bid System, it is strongly recommended that you obtain an official copy.

IMPORTANT NOTICE: ARTICLE 8 CONSTRUCTION NEW REQUIREMENT FOR

PUBLIC WORK CONTRACTOR AND SUBCONTRACTOR REGISTRY (SEE SECTION

10)

SECTION 1: BID IDENTIFICATION

1.1 Title: Pool Maintenance, Inspection, and Repair Services

1.2 Requesting Department: Department of Parks and Recreation

1.3 Bid Number: 2026-100R

SECTION 2: PURPOSE

2.1 The intent of these specifications is to furnish information to responsible bidders for the purpose of obtaining bids for provide pool maintenance, inspection, and repair services as requested by the Department of Parks and Recreation

2.2 Minority Business Enterprises (MBE’s) and Women Business Enterprises (WBE’s) are encouraged to apply.

SECTION 3: BIDDING DOCUMENTS

3.1 Complete sets of the Bidding Documents may be obtained or examined as stated in the

Notice to Bidders.

3.2 Complete sets of Bidding Documents must be used in preparing bids. The County does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

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SECTION 4: SUBMISSION OF BIDS

4.1 Bids and any other required documents must be submitted, sealed in an opaque envelope, plainly marked with the name and number of the bid and the name and address of the bidder and accompanied by the required documents. Bids must be received no later than 11:00

A.M. ON THURSDAY, AUGUST 20, 2026, at the following address:

Albany County Purchasing Agent

112 State Street, Room 820 Please make note of the new room number Albany, NY 12207

4.2 All bids received after the time stated in the “Notice to Bidders”, or the bid submission deadline as modified by formal addendum consistent with Section 14 of this Request for

Bids, may not be considered and will be returned to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of Albany County.

Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified.

4.3 Albany County reserves the right to reject any or all bids in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional bids.

4.4 There will be a site visit on Tuesday, August 11, 2026 as follows.

Site 1 - EAC swimming pool, 420 Western Avenue Albany, NY 12206 at 9am.

Site 2 - Gil Ethier Community & Athletic Center, 21 Cayuga Street, Cohoes, NY 12047 at

11am.

This will be the only scheduled site visit. Interested bidders are strongly urged to attend.

SECTION 5: TERM OF BID

5.1 The bid shall be for the period of Three Years from the date of award to date ending.

Prices shall remain firm for the entire bid period.

5.2 At the end of the initial three year bid period, upon mutual agreement of the County and the

Contractor, the agreement may be renewed for two (2) additional years, in two (2) consecutive one-year intervals. Renewal of multiple item bid awards shall be contingent upon renewal of all items; partial renewals shall not be accepted by the County.

5.3 Awarded contractor shall sign the Albany County “Vendor Contractor Agreement” which is attached and made part of this bid.

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SECTION 6: BID SECURITY

6.1 There will be no bid security requested for this bid.

SECTION 7: QUALIFICATION OF BIDDER

7.1 All bidders shall submit the Bidder Qualification Questionnaire as part of the bid. Each bid must contain evidence of the bidder’s qualification to do business in New York State or covenant to obtain such qualification prior to award.

7.2 All bidders shall submit the Vendor Responsibility Questionnaire (Attachment “C”) as part of the bid.

7.3 The firm or personnel must be skilled, trained in the industry, have a minimum of five (5) years of experience, and certified, i.e., CPO (Certified Pool Operator) or AFO (Aquatics

Facility Operator). Bidder shall submit all personnel certifications with this bid. The bidder must submit proof of licenses /or certifications with the bid. To demonstrate that they are qualified to perform maintenance on pool systems. Failure to provide proof of licenses /or certifications shall be deemed non-responsive.

7.4 All bidders must document five (5) or more years in the business of providing the pool maintenance, inspection, and repair services.

7.5 Provide at least two (2) references from similar commercial projects, including name, addresses, and telephone numbers.

7.6 The Vendor shall inform Albany County Parks and Recreation of their capabilities related to sauna and steam room maintenance.

7.7 An emergency hotline phone number and a designated contact person must be available on a

24-hour, 7-day-a-week basis (including weekends and holidays) to assist the County in the event of emergencies. Due to some anticipated extremely urgent repair calls, the vendor must be able to provide service within 12 hours when required.

7.8 Additionally, Albany County may conduct such investigations as it deems necessary to determine the vendor's ability to perform the work. The vendor shall furnish to the County, within five (5) days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any quote if the information submitted by, or investigation of, such vendor fails to satisfy the County that such vendor is appropriately qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional quotes will not be accepted.

SECTION 8: NOT IN USE

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SECTION 9: DISQUALIFICATION

9.1 The County reserves the right to refuse to issue Bidding Documents to a prospective bidder should such bidder be in default for any of the following reasons:

(a) Failure to comply with any pre-qualification regulations of the County, if such regulations are cited, or otherwise included, in the Bidding Documents as a requirement for bidding.

(b) Bidder’s failure to pay, or satisfactorily settle, all bills due for labor and materials on former contracts in force (with the Owner) at the time the County issues the Bidding

Documents to a prospective bidder.

(c) Bidder’s default under previous contracts with the County.

(d) Bidder’s unsatisfactory work on previous contracts with the County.

9.2 Bids received from bidders who have previously failed to complete contracts within the time required, or who have previously performed similar work in an unsatisfactory manner, may be rejected. A bid may be rejected if the bidder cannot show that it has the necessary ability, plant and equipment to commence the work at the time prescribed and thereafter to perform and complete the work at the rate or within the time specified. A bid may be rejected if the bidder is already obligated for the performance of other work which would delay the commencement, performance or completion of the work.

9.3 Albany County reserves the right to reject any bid if the information submitted by, or investigation of, such bidder fails to satisfy the County that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

9.4 Bids will be considered irregular and shall be subject to rejection for the following reasons:

(a) If the bid is on a form other than that furnished by Albany County, or, if the Albany

County’s form is altered, or, if any part of the bidding documents is detached.

(b) If there are unauthorized additions, conditional or alternate pay items, or irregularities of any kind which make the bid incomplete, indefinite, or otherwise ambiguous.

(c) If the bid is not accompanied by the bid security specified by the Albany County.

SECTION 10: PREVAILING WAGE

10.1 All laborers providing services under this contract, whether employed by the Contractor or by the Subcontractor(s), shall be paid not less than the current prevailing rate of wages and shall be provided supplements not less than the prevailing supplements as established by the

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New York State Department of Labor, per the New York State Prevailing Schedule of

Wages.

10.2 All vendors submitting bids agree to conform to all current NYS Department of Labor and prevailing wage laws. The County has applied for and has received a PRC number for this project, which has been included with this document as an attachment. The successful vendor(s) is/are responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this document. For policy or rate questions call the NYS Department of Labor at (585) 258-4505. Actual rates are available via the internet at: https://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt or from the Albany County Purchasing Department at the address listed on the Notice to

Bidders.

10.3 Payrolls and Payroll Records: Every contractor and subcontractor MUST keep original payrolls or transcripts subscribed and affirmed as true under penalty of perjury. Payrolls must be maintained for at least five (5) years from the project's date of completion. At a minimum, payrolls must show the following information for each person employed on a public work project: Name, Social Security number, Classification(s) in which the worker was employed, Hourly wage rate(s) paid, Supplements paid or provide, and Daily and weekly number of hours worked in each classification.

Every contractor and subcontractor shall submit to the Department of Jurisdiction

(Contracting Agency), within thirty (30) days after issuance of its first payroll and every thirty (30) days thereafter, a transcript of the original payrolls, subscribed and affirmed as true under penalty of perjury. The Department of Jurisdiction (Contracting Agency) shall receive and maintain such payrolls.

“New Requirement”

Public Work Contractor and Subcontractor Registry

10.4 Starting December 30, 2024, all contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article

8 of the Labor Law are required to register with the New York State Department of Labor

(NYSDOL) under Labor Law Section 220-i.

https://dol.ny.gov/contractor-and-subcontractor-landing

The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines “subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

https://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I https://dol.ny.gov/contractor-and-subcontractor-landing

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Contractors need to register before submitting any new bids or commencing new work on a covered project on or after December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after December 30, 2024. NYSDOL 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.

The Bureau of Public Work & Prevailing Wage Enforcement at the New York State

Department of Labor is responsible for enforcing prevailing wage laws in New York

State.

The Bureau of Public Work & Prevailing Wage Enforcement publishes the annual prevailing wage schedule every year on July 1. To find information about the prevailing wage rate for your area, or to find contact information for your local Public Works and

Prevailing Wage Enforcement District Office, please visit Bureau of Public Work and

Prevailing Wage Enforcement website or send an email to labor.sm.pwask@labor.ny.gov.

SECTION 11: NON-COLLUSIVE BIDDING CERTIFICATE

11.1 All bidders bidding under the provisions of the specifications are subject to the provisions of Section 103 of the General Municipal Law of the State of New York. A signed Non-

Collusive Bidding Certificate (Attachment “A”) is required to be submitted with each bid on the form provided by the County.

SECTION 12: BID FORM

12.1 The Bid Form is attached hereto; additional copies may be obtained from the County.

12.2 Bids must be made on the Bid Form provided by the County. The Bid Form must be completed in ink or by typewriter. The Bid Form must also be signed by an authorized representative of the bidder.

12.3 Bids by corporations must be executed in the corporate name by the president or a vice-president (or other corporate officer accompanied by evidence of authority to sign on behalf of the corporation) and the corporate seal must be affixed by the secretary or an assistant secretary. The corporate address and state of incorporation must be shown below the signature.

12.4 Bids by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature. The official address of the partnership must be shown below the signature.

12.5 All names must be printed or typed below the signature.

mailto:labor.sm.pwask@labor.ny.gov

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12.6 The bid must contain an acknowledgment of receipt of all Addenda (the number of which will be filled in on the Bid Form).

12.7 The address to which communications regarding the bid are to be directed must be included on the Bid Form.

SECTION 13: EQUIVALENT GOODS

13.1 Manufacturers name brands are listed to indicate minimum requirements and bidding may be on brands listed, (if specified), or equivalent. Specifications shall be furnished by bidder to support equivalency. In the event of any claim by any unsuccessful bidder concerning or relating to the issue of “equal or better” or “or equal”, the successful bidder agrees, that his own cost and expense, to defend such claim or claims and agrees to hold the County of

Albany free and harmless from any and all claims for loss or damage arising out of this transaction for any reasons.

SECTION 14: SPECIFICATION CLARIFICATION

14.1 All inquiries with respect to this Request for Bids must be directed to the Albany County

Purchasing Agent as follows:

Albany County Purchasing Agent

112 State Street, Room 820 Albany, NY 12207

Telephone: (518) 447-7140

Facsimile: (518) 447-5588

Email: pamela.oneill@albanycountyny.gov

14.2 All questions about the meaning or intent of the specifications must be submitted to the aforementioned designated person in writing. Replies will be issued by Addenda mailed or delivered to all parties recorded as having received the bidding documents. Questions received less than four (4) days prior to the date of submission of bids will not be answered.

The County will be bound only by responses given by formal written Addenda.

SECTION 15: BID EVALUATION

15.1 Bids shall remain valid until:

(a) the execution of a contract by Albany County; or

(b) the award of a purchase order by Albany County; or

(c) as otherwise rejected by Albany County.

mailto:pamela.oneill@albanycountyny.gov

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15.2 Bids received will be evaluated by Albany County and will be based, as a minimum, upon the following criteria:

(a) Lowest total bid cost and projected timetable for completion of services and/or delivery of goods described herein;

(b) Completeness of the bid; and

(c) Bidder's demonstrated capabilities and professional qualifications.

15.3 The County reserves the right to award this contract on a per item or aggregate basis, whichever is most beneficial to the County of Albany. Bidders need not submit bids for all items listed to be eligible for an award of this contract.

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

SECTION 16: MODIFICATION AND WITHDRAWAL OF BIDS

16.1 Bids may be modified or withdrawn at any time prior to the opening of bids by an appropriate document duly executed (in the manner that a bid must be executed) and delivered to the place where bids are to be submitted.

16.2 If, prior to awarding of the contract or within three days after opening, whichever period is shorter, any bidder files a duly signed written notice with the County and promptly thereafter demonstrates to the reasonable satisfaction of the County that there was a material and substantial mistake in the preparation of its bid, that bidder may withdraw its bid and the bid security will be returned.

SECTION 17: AWARD OF BID

17.1 After the award has been approved by the proper County governing authority, the successful bidder will be issued a Notice of Award. A notice of contract award shall not be binding upon the County until the contract has been fully executed by both parties.

The following documents shall be incorporated, to the extent deemed appropriate in the sole discretion of the County, within the contract between Albany County and the apparent successful Bidder: the successful Bidder’s bid, this Request For Bids and any written

Addenda issued by Albany County in response to inquiries of prospective bidders as set forth in Section 12.2 hereof.

SECTION 18: PERFORMANCE

18.1 No Performance bond is requested for this bid.

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SECTION 19: INSURANCE REQUIREMENTS

19.1 The successful Bidder will be required to procure and maintain at its own expense the following insurance coverage:

(a) Workers’ Compensation and Employers Liability Insurance: A policy or policies providing protection for employees in the event of job-related injuries.

(b) Automobile Liability Insurance: A policy or policies with the limits of not less than

$500,000 combined for each accident because of bodily injury sickness or disease, sustained by any person, caused by accident, and arising out of the ownership, maintenance or use of any automobile for damage because of injury to or destruction of property, including the loss of use thereof, caused by accident and arising out of the ownership, maintenance or use of any automobile.

(c) General Liability Insurance: A policy or policies of comprehensive all-risk insurance with limits of not less than:

Liability For: Combined Single Limit

Property Damage $1,000,000

Bodily Injury $1,000,000

Personal Injury $1,000,000

19.2 Each policy of insurance required shall be of form and content satisfactory to the Albany

County Attorney.

(a) The insurance policies shall name the County of Albany as certificate holder and primary/non-contributory additional insured on all liability, policies. The bid number must appear on policy.

(b) The policy shall not be changed or canceled until the expiration of thirty (30) days after written notice to Albany County. It shall be automatically renewed upon expiration and continued in force unless Albany County is given at least thirty (30) days written notice to the contrary.

19.3 No work shall be commenced under the contract or purchase order until the successful

Bidder has delivered to the County Purchasing Agent or his designee proof of issuance of all policies of insurance required by the contract to be procured by the successful Bidder. If at any time, any of said policies shall expire or become unsatisfactory to the County, the successful Bidder shall promptly obtain a new policy and submit proof of insurance of the same to the County for approval. Upon failure of the successful Bidder to furnish, deliver and maintain such insurance as above provided, the contract or purchase order may, at the election of the County, be forthwith declared suspended, discontinued or terminated.

Failure of the successful Bidder to procure and maintain any required insurance shall not relieve the successful Bidder from any liability under the contract, nor shall the insurance

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requirements be construed to conflict with the obligations of the successful Bidder concerning indemnification.

SECTION 20: INDEMNIFICATION

20.1 The successful Bidder shall defend, indemnify and save harmless the County, its employees and agents, from and against all claims, damages, losses and expenses (including, without limitation, reasonable attorneys’ fees) arising out of, or in consequence of, any negligent or intentional act or omission of the successful Bidder, its employees or agents, to the extent of its or their responsibility for such claims, damages, losses and expenses.

SECTION 21: REMEDY FOR BREACH

21.1 In the event of a breach by CONTRACTOR, CONTRACTOR shall pay to the COUNTY all direct and consequential damages caused by such breach, including, but not limited to, all sums expended by the COUNTY to procure a substitute contractor to satisfactorily complete the contract work, together with the COUNTY’s own costs incurred in procuring a substitute contractor.

SECTION 22: DELIVERY AND PAYMENT

22.1 All bid prices shall include freight and shall be quoted F.O.B. destination.

22.2 Prior to payment, the items furnished and or work performed will be inspected by the

Purchasing Agent or his designee to determine their conformity to specification. No payment will be made for items or work not meeting specification.

22.3 Payment will be made upon the submission of a completed Albany County Claim Form.

22.4 ALBANY COUNTY IS NOT SUBJECT TO FEDERAL, STATE OR LOCAL TAXES.

SECTION 23: CASH DISCOUNT

23.1 Cash discounts may be offered by a bidder for prompt payment of bills, but such cash discounts will not be taken into consideration in determining the low bidder.

23.2 For purposes of any applicable cash discount, the payment date shall be calculated from the receipt of invoice or final acceptance of the goods, whichever is later.

SECTION 24: EXTENSION OF BIDS TO ALL POLITICAL SUBDIVISIONS AND

AUTHORIZED DISTRICTS LOCATED IN THE STATE OF NEW YORK

24.1 It is the intent of this Request For Bids that all political subdivisions, and districts located in the State of New York, be entitled to make purchases of materials, equipment or supplies from the resulting the bid award.

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24.2 No officer, board or agency of a county, town, village, or school district shall make any purchase through the County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

24.3 All purchases shall be subject to audit and inspection by the other political subdivisions for which the purchase was made.

24.4 All orders will be placed by the participating entities. Each participating entity shall be billed by and make payment directly to the successful Bidder.

24.5 Upon request, participating entities must furnish the successful Bidder with the proper tax exemption certificates or documentation of tax exempt status. (Purchase orders should have this information and be retained for documenting the tax exempt sale.)

24.6 The sole responsibility in regard to performance of the bid, or any obligation, covenant, condition or term thereunder by the successful Bidder and the participating entities will be borne and is expressly assumed by the successful Bidder and the participating entities and not by Albany County. In the event of a failure or breach in performance of any such bid by a participating entity or the successful Bidder, Albany County, specifically and expressly disclaims any and all liability for such defective performance or breach, or failure of either party to perform in accordance with its obligations, covenants and the terms and conditions of this Albany County centralized bid.

SECTION 25: MACBRIDE PRINCIPLES

25.1 Contractor/Proposer hereby represents that said contractor/proposer is in compliance with the MacBride Principles of Fair Employment as set forth in Albany County Local Law No.

[3] for 1993, in that said contractor/proposer either (a) has no business operations in

Northern Ireland or (b) shall take lawful steps in good faith to conduct any business operations in Northern Ireland in accordance with the MacBride Principles, and shall permit independent monitoring of their compliance with such principles. In the event of a violation of this stipulation, the County reserves all rights to take remedial measures as authorized under section 4 of Local Law No. [3] in 1993, including, but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the contract/proposer in default and/or seeking debarment or suspension of the contractor/proposer.

25.2 In the case of a contract which must be let by competitive sealed bidding, whenever the lowest bidder has not agreed to stipulate to the conditions set forth in this section, and another bidder who has agreed to stipulate to such conditions has submitted a bid within five percent of the lowest bid for a contract to supply goods, services or construction of comparable quality, the contracting entity shall refer the contract to the County Legislature, which shall determine whether the lowest bidder is responsible. In making such determination, the County Legislature may consider, as a factor bearing on responsibility, whether the lowest bidder discriminates in employment in Northern Ireland.

25.3 As used in this section, the term “contract” shall not include contracts with government and non-profit organizations, contracts awarded pursuant to an emergency procurement

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procedure or contracts, resolutions, indentures, declarations of trust or other instruments of authorizing or relating to the authorization, issuance, award, sale or purchase or bonds, certificates of indebtedness, notes or other fiscal obligations of the County, provided that the policies of this section shall be considered when selecting managing underwriters in connection with such activities.

25.4 The provisions of this section shall not apply to contracts for which the County receive funds administered by the United States Department of Transportation, except to the extent

Congress has directed that the Department of Transportation not withhold funds from states and localities that choose to implement selective purchasing policies based on agreement to comply with the MacBride Principles, or to the extent that such funds are not otherwise withheld by the Department of Transportation.

SECTION 26: NON-INTERRUPTION OF WORK AGREEMENT

26.1 The following is taken from Resolution No. 298 adopted by the Albany County Legislature on December 4, 1986:

“RESOLVED, That any person, firm, corporation, partnership or other entity (hereinafter

“contractor”) as a prerequisite to the award of any public works contract by the County of

Albany, shall agree that it will not intentionally engage in any course of conduct or activity, or employ for the purposes of performing the public work, any subcontractors, employees, labor or materials which will or may result in the interruption of the performance of the public work due to labor strife or unrest by workmen employed by the contractor or by any of the trades working in or about the public works and/or premises where the work is being performed, and, be it further

“RESOLVED, That in awarding contracts for public works, the County of Albany shall consider the ability of the contractor to undertake the work without interruption due to labor strife or unrest, and, be it further

“RESOLVED, That unless such contractor shall demonstrate to the satisfaction of the

County of Albany that it will not intentionally engage in such conduct as aforesaid which will or may result in the interruption of the performance of the public work, then and in that event, such public works contract shall not be awarded to such contractor.”

A signed Non-Interruption of Work Agreement is required to be submitted with each bid in the form specified with the bid documents.

SECTION 27: NOT IN USE

SECTION 28: NOT IN USE

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SECTION 29: ANTI DISCRIMINATION CLAUSE

29.1 In accordance with Article 15 of N.Y. EXECUTIVE LAW (also known as the Human Rights

Law) and all other State and Federal statutory and constitutional non-discrimination provisions, the Contractor agrees that neither it nor any of its County-approved subcontractors shall, by reason of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence, refuse to hire or employ or to bar or to discharge from employment such individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment.

SECTION 30: SUBCONTRACTORS

30.1 When the preparation of separate specifications is not required, each bidder must submit with its bid a separate sealed list that names each subcontractor that the bidder will use to perform the work on the contract, and the agreed upon amount to be paid to each, for (1) plumbing and gas fitting, (2) steam heating, hot water heating, ventilating and air conditioning apparatus, and (3) electric wiring and standard illuminating fixtures. After the low bid is announced, the sealed list submitted with the low bid must be opened and the names of the subcontractors announced. The sealed lists submitted by all other bidders must be returned unopened after the award of the contract.

Any subsequent change of subcontractor or agreed upon amount to be paid to each subcontractor must be approved by the political subdivision, upon a showing of illegitimate construction need" for the change, which must be open to public inspection. The term

"legitimate construction need" is defined to include, but not be limited to (1) a change in project specification, (2) a change in construction material costs, (3) a change in subcontractor status as determined pursuant to Labor Law §222(2)(e), relative to project labor agreements, or (4) a situation in which the subcontractor has become otherwise unwilling, unable or unavailable to perform the subcontract.

SECTION 31: INTERPRETATION

31.1 In the event of any discrepancy, disagreement or ambiguity among the documents which comprise this RFB, and/or, the Agreement (between the County and the successful bidder/proposer) and its incorporated documents, the documents shall be given preference in the following order to interpret and to resolve such discrepancy, disagreement or ambiguity:

1) the Agreement; 2) the RFB; 3) the Contractor’s bid.

SECTION 32: NON APPROPRIATIONS CLAUSE

32.1 Notwithstanding anything contained herein to the contrary, no default shall be deemed to occur in the event no funds or insufficient funds are appropriated and budgeted by or are otherwise unavailable to the County for payment under this Agreement. The County will immediately notify the Contractor of such occurrence and this Agreement shall terminate on

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the last day of the fiscal period for which appropriations were received without penalty or expense to the County of any kind whatsoever, except as to those portions herein agreed upon for which funds shall have been appropriated and budgeted.

SECTION 33: IRANIAN ENERGY SECTOR DIVESTMENT

33.1 Contractor/Proposer hereby represents that said Contractor/Proposer is in compliance with

New York State General Municipal Law Section 103-g entitled “Iranian Energy Sector

Divestment”, in that said Contractor/Proposer has not:

(a) Provided goods or services of $20 Million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or

(b) Acted as a financial institution and extended $20 Million or more in credit to another person for forty-five days or more, if that person’s intent was to use the credit to provide goods or services in the energy sector in Iran.

33.2 Any Contractor/Proposer who has undertaken any of the above and is identified on a list created pursuant to Section 165-a (3)(b) of the New York State Finance Law as a person engaging in investment activities in Iran, shall not be deemed a responsible bidder pursuant to Section 103 of the New York State General Municipal Law.

33.3 Except as otherwise specifically provided herein, every Contractor/Proposer submitting a bid/proposal in response to this Request for Bids/Request for Proposals must certify and affirm the following under penalties of perjury:

(a) “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 NYS Finance Law Section 165-a

(3)(b).”

Albany County will accept this statement electronically in accordance with the provisions of Section 103 of the General Municipal Law.

33.4 Except as otherwise specifically provided herein, any Bid/Proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award.

In any case where the Bidder/Proposer cannot make the certification as set forth in subdivision (a) above, the Bidder/Proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefor. The County reserves its rights, in accordance with General Municipal Law Section 103-g to award the Bid/Proposal to any Bidder/Proposer who cannot make the certification, on a case-by-case basis under the following circumstances:

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(1) The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the

Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

(2) The County of Albany has made a determination that the goods or services are necessary for the County to perform its functions and that, absent such an exemption, the County of Albany would be unable to obtain the goods or services for which the Bid/Proposal is offered. Such determination shall be made by the

County in writing and shall be a public document.

SECTION 34: NOT IN USE

SECTION 35: NOT IN USE

BID SPECIFICATIONS

BID IDENTIFICATION:

Title: Pool Maintenance, Inspection, and Repair Services Bid Number: 2026-100R

HOURS OF SERVICE:

Regular hours for service for all calls including emergency service shall be defined as follows:

the Albany County Facilities will be Monday through Friday, 7:30 A.M. to 4:30 P.M.

Overtime Hours for emergency services shall be defined as Monday through Friday between the hours of 4:31 P.M. to 7:29 A.M., and anytime on Saturdays and Sundays.

All technicians must sign in when arriving and sign out when the job is completed. They will sign in with the facility supervisor. If the technician does not log in and out with the department designee, they may not be paid for the invoiced hours.

LOCATIONS:

Site one (1) 420 Western Avenue Albany, NY 12206 - EAC swimming pool – 4 Lane 12’ Olympic swimming pool, approximately 110,000 gallons with diving board, starting blocks, and a sand filter.

*Pool depth by area-depth at shallow:3FT, mid-point:5FT, deep end:12ft *Length of pool -25 yards *Filtration element - sand *Size of chlorine tank -50 gallons *Size of Muriatic acid tank-100 gallons *Pool chemistry - Surchlor &Muriatic acid *Chemicals monitored by Chemtrol *Chemical storage capacity- 150-gallon chlorine / 150-gallon muriatic acid *Chemical delivery and dispensing (advising from vendor welcomed)

Site two (2) 21 Cayuga Street, Cohoes, NY 12047 – Gil Ethier Community & Athletic Center – 5 lane 10’ Olympic pool, approximately 124,000 gallons with starting blocks, cartridge filter, heat exchanger fed from boiler in maintenance room, and an evaporator for air circulation.

*Pool depth by area-depth at shallow:3.5FT, mid-point:5.5FT, deep end:12ft *Length of pool -25 yards *Filtration Element – Cartridge Filter *Size of chlorine tank -50 gallons *Size of Muriatic acid tank-100 gallons

*Pool chemistry - Surchlor &Muriatic acid *Chemicals monitored by Chemtrol *Chemical storage capacity- 150-gallon chlorine / 150-gallon muriatic acid *Chemical delivery and dispensing (advising from vendor welcomed)

The Contractor shall provide monthly and yearly maintenance services, including inspections, for both pools throughout the term of the contract. All maintenance and inspection services shall be performed in accordance with the tasks outlined below.

Emergency service and repairs shall be provided on an as-needed basis and billed at the contracted hourly labor rate.

All required chemicals, materials, and replacement parts shall be supplied by the Contractor at a price not to exceed 10% above wholesale cost. All pricing submitted shall remain firm for the entire contract term. No additional charges for freight, travel time, fuel, or other surcharges shall be permitted.

As-needed emergency service and repair work shall include, but is not be limited to, the following:

• Repair or replace broken or corroded pipe brackets.

• Repair or replace starting blocks.

• Repair or replace diving boards.

• Repair, service, replace, or install chemical controllers (Chemtrol systems or equivalent).

• Repair, replace, or provide temporary loaner acid and chlorine feed pumps.

• Perform acid washing of pool surfaces, as required.

• Repair or replace pool vacuum equipment.

• Repair or replace chemical feed tubing.

• Assess the aquatic environment and provide recommendations for operational improvements and repairs.

• Repair or replace fill spouts.

• Test, adjust, and maintain proper pool water chemistry in accordance with applicable health and safety standards.

• Repair or replace pool lift equipment.

All repairs to be made in strict accordance with various manufacturers’ recommendations and the highest industry standards using quality manufacturer’s parts. Outcomes should be in line with or exceed the requirements outlined in Chapter I of the State Sanitary Code, subpart 6-1.

YEARLY MAINTENANCE:

Provide yearly preventative maintenance on the swimming pool site, which includes:

1. Check circulation outlets, including the main drain covers. Ensure the vacuum outlet cover is spring-loaded and in place. (As applicable)

2. Make sure filtration media or elements are clean (replace as needed). There is no evidence of bridging, channeling, or direct water pass-through. The influent and effluent pressure gauges (or vacuum) are within the normal operational ranges.

3. Filters - The backwash valve should be dismantled to check "0" rings and gaskets, and in the case of top-mounted valves, to remove grit and grime from under the handle, which will eventually seize up the shaft.

4. Filters - The gasket where the rotary-type valves seal onto water diversion chambers should be checked for cracks, loose, or torn sections that could allow water to bypass.

5. Ensure the automatic water level control devices are functioning correctly and maintaining accurate water levels. Adjust if necessary.

6. Check the vacuum and filter to ensure they are working efficiently. Replace vacuum filters as necessary. Ensure the vacuum and pressure gauges are in place, functioning correctly, and providing accurate measurements. Replace as necessary.

7. Verify all chemical feed systems to ensure they are functioning properly and accurately calibrated. Clean if needed. Make sure there are no visible chemical leaks or unusual odors.

Ensure the supply through the chemical control unit is ready for use.

8. Check the flow meter to ensure it is operational and providing accurate flow measurements.

9. All pressure gauges should be checked to ensure they provide accurate readings. Replace as necessary

10. Check the entire pump room to ensure all parts and equipment are operational and efficient. Make sure the pump is securely fastened to its mounting and is not vibrating.

11. Pumps Check the mechanical seal of the pump to make sure it is not leaking. Change if necessary.

Check the motor bearings to ensure they are not wearing out and lubricate them if necessary.

12. Balancing Tanks Check and service the suction line foot valve and water supply valve.

Balancing Tank- Drain off, clean and clear all debris in the balancing tank, and check float valves—repair as necessary.

13. Verify that all lights are operational and that timers or photometric switches are functioning correctly.

14. Check all flange bolts for a tight fit. Tighten as necessary.

15. Check all valves to ensure they are working properly, including ball, butterfly, and check valves; replace as necessary.

MONTHLY MAINTENANCE:

1. Verify proper operation and soundness of probes, ladder shims, vacuums, vacuum filters or cartridges, starting blocks, etc.

2 Have on-site kit parts to keep equipment up to date, such as feeder or pump parts. Billable as used to prevent down time.

3. Ship repair parts as necessary.

4. After any site visit, the Vendor shall provide a report to the Senior Aquatic and Recreation Specialist, indicating the following:

a) Success of the preventative maintenance services or repairs.

b) Areas of the system found to be damaged and/or in need of repair.

c) Equipment or supplies that are outdated or require replacement.

EMERGENCY REPAIR SCOPE:

1. Respond within 24 hours of an emergency phone call for pool services/repairs.

2. All valves must be tagged appropriately and be in the proper position for any specific water circulation requirements. The water circulation and filtration system must have appropriate circulation stickers.

3. The Contractor must provide MSDS sheets for all chemicals and supplies.

4. The Vendor shall be responsible for the proper removal and transportation of equipment, supplies, and chemicals.

5. After any site visit, the Vendor shall provide a report to the Aquatic Recreation Specialist indicating the following:

a) Success of the preventative maintenance services or repairs, as verified through visual inspection and/or operational functionality.

b) Areas of the system found to be damaged and/or in need of repair.

c) Equipment or supplies that are outdated or require replacement.

No repairs shall be performed without prior approval of the facility supervisor.

IN GENERAL, IT SHALL BE UNDERSTOOD BY ALL CONTRACTORS THAT ALL

FACTORY PUBLISHED PREVENTATIVE MAINTENANCE SCHEDULES AND

PROCEDURES SHALL BE CARRIED OUT ON EACH PIECE OF EQUIPMENT WHETHER

OR NOT THEY HAVE BEEN SPECIFICALLY POINTED OUT IN THESE

SPECIFICATIONS.

BID FORM

THIS BID IS SUBMITTED TO:

Pamela O Neill, Purchasing Agent Albany County Department of General Services Purchasing Division 112 State Street, Room 820 Albany, NY 12207

1. The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into a

Contract with the owner in the form included in the Contract Documents to complete all Work as specified or indicated in the Contract Documents for the Contract Price and within the Contract Time indicated in this Bid and in accordance with the Contract Documents.

2. BIDDER accepts all of the terms and conditions of the Instructions to Bidders, including without limitation those dealing with the Disposition of Bid Security. This Bid may remain open for ninety (90) days after the day of Bid opening. BIDDER will sign the Contract and submit the Contract Security and other documents required by the Contract Documents within fifteen days after the date of OWNER'S Notice of Award.

3. In submitting this Bid, BIDDER represents, as more fully set forth in this Contract, that:

(a) BIDDER has examined copies of all the Contract Documents and of the following addenda: (If none, so state)

Date Number

(receipt of all of which is hereby acknowledged) and also copies of the Notice to Bidders and the Instructions to Bidders;

(b) BIDDER has examined the site and locality where the Work is to be performed, the legal requirements (federal, state and local laws, ordinances, rules and regulations) and the conditions affecting cost, progress or performance of the Work and has made such independent investigations as BIDDER deems necessary;

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(c) This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation;

BIDDER has not directly or indirectly induced or solicited any other BIDDER to submit a false or sham Bid; BIDDER has not solicited or induced any person, firm or a corporation to refrain from bidding; and BIDDER has not sought by collusion to obtain for himself any advantage over any other Bidder or over the owner.

4. BIDDER will complete the Work for the following prices(s): (Attach Bid Proposal)

5. BIDDER agrees to commence the Work within the number of calendar days or by the specific date indicated in the Contract. BIDDER agrees that the Work will be completed within the number of Calendar days or by the specific date indicated in the contract.

6. The following documents are attached to and made a condition of this Bid:

(a) Non-Collusive Bidding Certificate (Attachment “A”)

(b) Acknowledgment by Bidder (Attachment “B”)

(c) Vendor Responsibility Questionnaire (Attachment “C”)

(d) Iranian Energy Divestment Certification (Attachment “D”)

(e) MS-4-1 Certification Statement RE: Stormwter Discharges (Attachment “E”)

(f) Bidder Qualification Questionnaire (Attachment “F”)

(g) Non Interruption of Work…