Bid Notice.pdf

ORANGE COUNTY, NEW YORK

Department of General Services PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE: Inspection, Testing, Maintenance, Repair & Recharging of Fire Extinguishers RFB-OC145-26

RFB Shell 7/2024

INSPECTION, TESTING, MAINTENANCE, REPAIR & RECHARGING OF FIRE EXTINGUISHERS

PO Box 218, 255-275 Main St.

Goshen, New York 10924

TABLE OF CONTENTS

Notice to Bidders

Instructions to Bidders

Insurance Requirements

Bonding Requirements

Purchases by Other Local Governments and School Districts

Scope

Specifications

Term

Pricing

Payment

Basis Of Award

Submission of Bids

Additional Information (Interview & Site Visits)

Anticipated RFB Timeline

Bid Form

Certification of Experience (References)

Questions

Non-Collusion Bidding Certification

Disclosure of Prior Non-Responsibility Determinations

Iran Divestment Act Certification

Information Sheet

Non-Bidder’s Response

The following attachments are applicable to this RFB only if checked:

Attachment Form Agreement for Vendor Services

Attachment Supplier Forms

Attachment ACH Form

Attachment 2026 County Holiday Schedule Attachment Prior Award Information

PO Box 218, 255-275 Main St.

Goshen, New York 10924

NOTICE TO BIDDERS

Bids for the County of Orange RFB-OC145-26 Inspection, Testing, Maintenance, Repair and Recharging of Fire Extinguishers will be received by the undersigned Commissioner of the Department of General Services, in her office at 255-275 Main St., Goshen, NY 10924, up to and including Tuesday, August 25, 2026 at 3:30 P.M., prevailing time, when they shall be opened and read aloud.

Copies of the Request for Bids may be obtained beginning Wednesday, July 29, 2026 at the above address between the hours of 9:00 A.M. and 4:45 P.M., Monday through Friday (with the exception of County observed holidays), as well as through https://www.bidnetdirect.com/new-york/county-of-orange.

July 29, 2026 Renee Arnold-O’Regan, Commissioner

(Remainder of Page Intentionally Left Blank) https://www.bidnetdirect.com/new-york/county-of-orange

PO Box 218, 255-275 Main St.

Goshen, New York 10924

INSTRUCTIONS TO BIDDERS

Unless solicited directly by another County Department, the only official distribution source for this Request for Bid (“RFB”) is through the County of Orange (“County”) Department of General Services (“General Services”).

Additionally, most RFB documents issued by General Services are distributed through BidNet which can be accessed through https://www.bidnetdirect.com/new-york/county-of-orange. If you have obtained this RFB from a different source, you are encouraged to contact General Services to receive an official copy. You may not receive addenda or important information regarding this RFB if you are not registered with General Services as having obtained a copy of this RFB through General Services or through BidNet.

By submitting a bid, you are asking the County to accept your offer for the sale of goods and/or services. It is important that you READ and UNDERSTAND all terms and conditions contained in this RFB as well as understand the laws that govern public contracts in New York State. If you do not agree with the terms and conditions contained in this RFB you should not submit a bid.

Your bid will be considered by the County if the following conditions are met:

1. Pursuant to NY State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on communications between the County and a bidder during the procurement process. A bidder is restricted from contacting other than designated staff from the earliest notice of intent to solicit offers through final award and approval of the procurement contract by the County Executive ("Restricted Period") unless it is a contact that is included among certain statutory exceptions set forth in NY State Finance Law §139-j(3)(a). County employees are required to obtain certain information when contacted during the Restricted Period. The designated staff contact is the Commissioner of General Services or her representative, telephone (845) 291-2792. Bidders responding to this RFB must familiarize themselves with these NY State Finance Law requirements and will be expected to affirm that they understand and agree to comply with the Bid Form provided in this RFB.

2. Bidders are responsible for reporting in writing any errors, omissions and/or ambiguities found in this RFB. All such reports, requests for information, questions, etc. must be on the Questions Form provided in this RFB and emailed to: GeneralServices@orangecountygov.com. No questions will be entertained by any other means. All questions must be submitted by Wednesday, August 12, 2026 at 3:00 P.M., prevailing time. Questions received after that time will not be addressed. Please be patient, questions will be answered in addendum/addenda to be shared with all interested bidders. Questions will not be responded to individually.

3. Unless otherwise specified, all bids must be made upon forms provided in this RFB, if any, as may be modified by addenda, contained in sealed envelopes clearly marked on the outside packaging with RFB-OC145-26 Inspection, Testing, Maintenance, Repair & Recharging of Fire Extinguishers addressed to Renee Arnold-O’Regan, Commissioner , Department of General Services, PO Box 218, 255-275 Main St., Goshen, NY 10924 and received up to and including Tuesday, August 25, 2026 at 3:30 P.M., prevailing time. If NOT sending your bid via U.S. Mail (i.e., using FedEx, UPS, hand deliver, etc.) please use the following address: Orange County Department of General Services, 255-275 Main St., Goshen, New York 10924. It is the Bidder’s responsibility to clearly mark the outside of their mailing package with the RFB number and title. Faxed or E-mailed Bids are not permitted. NO

LATE BIDS WILL BE ACCEPTED - NO EXCEPTIONS!

https://www.bidnetdirect.com/new-york/county-of-orange mailto:GeneralServices@orangecountygov.com

PO Box 218, 255-275 Main St.

Goshen, New York 10924

4. Any alteration of the Bid Form or the Specifications portion of this RFB to suit your pricing, packaging, or manufacturing requirements, etc. will make your bid non-responsive. If clarification is required on any aspect of this RFB, it is necessary to submit questions to the Department of General Services as set forth in Item #2 of these Instruction to Bidders.

5. As applicable and required for performance of the services described in the Scope and Specifications portions of this RFB, each bidder shall submit in its bid package a separate sealed list that names each subcontractor that the bidder will use to perform services if awarded the contract under this RFB, and the agreed-upon amount to be paid to each, for: (a) plumbing and gas fitting, (b) steam heating, hot water heating, ventilating and air-conditioning apparatus, and (c) electric wiring and standard illuminating fixtures. After the apparent low bid is announced, the sealed list of subcontractors submitted with such apparent low bid will be opened and the names of such contractors will be announced, and thereafter any change of subcontractor or agreed-upon amount to be paid to each will require the approval of the County upon a showing presented to the County of legitimate construction need for such change, which shall be open to public inspection. “Legitimate construction need” shall include, but not be limited to, a change in specifications, a change in construction material costs, a change to subcontractor status as determined pursuant to NY State Labor Law §222(2)(e), or the fact that subcontractor has become otherwise unwilling or unable to perform the subcontract. The sealed lists of subcontractors submitted by all other bidders shall be returned to them unopened after the contract award.

6. Pursuant to NY State Finance Law §165(2)(c)(ii), any bid submitted in response to this RFB which proposes or calls for the use of any tropical hardwood (as defined in NY State Finance Law §165(b)) or tropical wood product (as defined in NY State Finance Law §(1)(d)) in performance of the contract resulting from this RFB will be deemed non-responsive.

7. TWO (2) UNBOUND, SINGLE-SIDED sets of all bids must be submitted, ONE (1) UNBOUND, SINGLE-SIDED SET OF WHICH MUST CONTAIN ORIGINAL SIGNATURES, including completed copies of any forms or certifications required in this RFB. Form, if any, provided in/with this RFB must be completely filled in, in ink or by typing, on the form provided in/with this RFB. Failure to respond to this RFB on any form(s) provided in /with this RFB may result in disqualification of a bid as non-responsive. Each Bid Form must be properly executed and signed by the bidder.

Any Bid Form that contains modifications, omissions, and/or erasure, is illegible, conditional, and/or unsigned will be rejected as non-responsive.

8. Permission will not be given to modify or explain a bid after it has been opened, unless clearly specified in this document (e.g., interviews). Permission to withdraw a bid prior to bid opening will be at the discretion of the County and no replacement bid may be submitted without authorization from the Commissioner of General Services.

Opened bids may not be withdrawn until forty-five (45) days after opening.

9. Basis of Award provisions vary with each RFB, please read that portion of this RFB carefully. Under some RFBs, contracts may be awarded to more than one (1) entity. The Commissioner of General Services reserves the right to waive any informality, reject any and all bids, or if noted in the Basis of Award portion of this RFB, accept any bid in whole or in part, if deemed to be in the best interest of the County.

10. Any award under this RFB is subject to the execution of a contract between the successful bidder and the County. The County’s contract obligation is contingent upon bidder's provision of any required insurance and bonds, execution of the contract by both parties and the availability of appropriated funds for this Bid. No legal liability on the part of the County for payment of any money shall arise unless and until all required insurance and bonds are provided and maintained; funds are appropriated and made available in each year of the term of the contract and

PO Box 218, 255-275 Main St.

Goshen, New York 10924 all performance requirements for each payment are met. The County shall have no responsibility or liability for any of bidder's costs related to preparation of Bids, attendance at interviews, etc.; all such costs are solely at bidder's risk and expense.

11. Bidder(s) awarded a contract agree to execute the contract in the same form as the template enclosed in this RFB in the timeframe, if any, indicated in this RFB. Any supplemental agreement(s) (e.g. licensing or maintenance agreements) requested by a bidder must be included in the Bid and are subject to the discretionary approval of the County Attorney and the County Executive. For any software required in the scope of services, include any proposed license or maintenance agreement(s) with your Bid. Failure to reach agreement on contract terms and conditions may result in rejection of a Bid, rescission of an award and/or retention of Bid security by the County.

12. The County maintains a unilateral right to cancel or extend the contract in accordance with the terms of any contract resulting from this RFB. If a vendor fails to perform or otherwise breaches the contract, in addition to any other rights and remedies the County may have, a vendor may be listed as non-responsible and may be ineligible for future contract awards.

13. If Bid security is required by this RFB it must be included in the Bid. If Performance and/or Payment Bonds are required by this RFB, Bids must include a letter from bidder's bank or surety stating that the required letter of credit or bond(s) will be provided in the event of a contract. The letter of credit or bond(s) shall be provided for each year or relevant portion of the contract, as may be applicable.

14. Bidders must be properly registered to do business in the State of New York and furnish applicable certificates of authority/incorporation/partnership/dba, etc. with their Bid.

15. The County encourages submission of Bids by Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

16. A Non-Collusion Certification, Disclosure of Prior Non-Responsibility Determination and Iran Divestment Act Certification are included in this RFB. Bidders must complete and submit a signed original of each and the applicable number of copies of each with their Bid.

17. Supplier Forms are provided with this RFB. Bidders that have not received a purchase order in the last twelve

(12) months from the County must submit completed and signed Supplier Forms prior to execution of a contract by the County.

18. Pursuant to New York’s Freedom of Information Law (“FOIL”) (Public Officers Law, Article 6, Sections 84-90) all government records are presumptively open for public inspection unless specifically exempted from disclosure under FOIL. Bidders who have a good faith belief that information contained in their Bid is exempt from disclosure under FOIL must, at the time of their submission, request the exemption in writing, setting forth the basis for the claimed exemption. In addition, the bidder must mark each page of its submission claimed to be exempt from disclosure under FOIL with the following legend: “THE BIDDER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM DISCLOSURE UNDER THE NEW YORK STATE FREEDOM OF INFORMATION LAW.” Neither the bidder’s classification of materials as exempt under FOIL, nor the County’s acceptance of bidder’s Bid with the claimed exemption(s), should be considered a final determination as to whether the designated materials are exempt from disclosure under FOIL. Any and all determinations as to the propriety of claimed exemptions will be made by the County and/or a court of law in accordance with applicable law.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

19. If a deposit was required to obtain this RFB and related documents, the price of one full set of documents returned in good condition within thirty (30) days after Notice of Award shall be refunded. Refunds for all other copies in good condition shall be less the actual cost of reproduction per set.

INSURANCE REQUIREMENTS

During the term of the contract, or longer if required, the vendor shall maintain, at its expense, Worker's Compensation, Disability and Liability insurance policies of the types and minimum coverages specified in the enclosed contract template (e.g., Agreement for Vendor Services). Certificates of insurance evidencing the vendor's compliance with these requirements shall be required prior to execution of the contract by the County. Failure to submit insurance documents may result in disqualification of the bidder as non-responsible and/or the County's retention of Bid security.

BONDING REQUIREMENTS

Bid Security

A bank check, certified check, or letter of credit in the amount of $500.00 will be required with all Bids. Personal and/or Corporate checks are not an acceptable form of Bid Security. Checks should be made payable to “Commissioner of Finance”.

The vendor shall, at the time of execution of the contract, in the full amount of the contract price, obtain and maintain in full force and effect for sixty (60) days after contract expiration or longer if the contract so requires:

▪ an irrevocable letter of credit with a sound and reputable bank authorized to do business in the State of New York, or

The letter of credit, etc., shall name the County of Orange as beneficiary and may be invoked to the benefit of the County upon delivery of a certified statement to the issuing bank or surety company that the vendor has failed to perform pursuant to the terms and conditions of its contract with the County., PURCHASES BY OTHER LOCAL GOVERNMENTS AND SCHOOL DISTRICTS

NY State General Municipal Law §103(3), §103(16), County Law §408-a, and County Procurement Policy allow NY State local governments and school districts to make purchases through County contracts open to such procurements by the County. THE AWARD OF ANY CONTRACT UNDER THIS RFB SHALL BE OPEN TO SUCH PROCUREMENTS. OFFERORS WHO DO NOT WISH TO ACCEPT THIS AS A CONDITION OF CONTRACT SHOULD NOT

SUBMIT A PROPOSAL.

1. The Department of General Services shall make award information on any contract resulting from this RFB available to other local governments and school districts.

2. Other local governments and school districts will issue purchase orders directly to the vendor within the specified contract period referencing the County’s contract and shall be solely liable and responsible for all payments due on under the contract for that local government’s or school district’s use of the Contract. The County shall not be liable or responsible for any debts incurred by other users of any contract resulting from this RFB.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

3. All purchases shall be subject to audit and inspection by the County.

4. Necessary deviations from the County’s specifications in the award of a participant contract, for example quantities or delivery points, shall be resolved between the successful offeror and the other local governments or school districts. However, at no time shall any change to price and product specifications be permitted, except where an item has been replaced by another item due to obsolescence or pricing is contingent on an outside factor (e.g. fuel at market rates) pursuant to the terms of the contract, and/or the vendor offers reduced pricing to any participant, which then must be made immediately available to all participants. If a product specification requires modification due to obsolescence, the County must approve a change of product in writing in order for it to be valid.

In the event a product substitution is approved, no change in price will be permitted except when the price will be lower than the originally awarded price. Any reduced pricing shall be applicable to all other participants’ quantities ordered on or after the date such reduced pricing became effective for the initial participant receiving such pricing.

SCOPE

The County is seeking bids for fire extinguisher services including, but not limited to, inspections, testing, maintenance, repairs, replacements and installations, as needed, at various facilities owned or leased by the County, as more particularly described in the Specifications portion of this RFB.

SPECIFICATIONS

ARTICLE I

DEFINED TERMS

In addition to any terms defined elsewhere in this RFB, the following terms are used hereafter in this RFB, the definitions of which are as set forth below.

1. The term “Authority Having Jurisdiction” or Authorities Having Jurisdiction” refers to all organizations, offices, or individuals (including but not limited to federal, state, and local government agencies and courts), responsible for enforcing the requirements of a law, regulation, ordinance, code or standard, or for approving equipment, materials, an installation, or a procedure.

2. The term “Contract” refers to a contract awarded under this RFB.

3. The term “Contract Term” refers to the initial term of the Contract and any renewals and/or extensions thereof as more particularly discussed in the Term portion of this RFB.

4. The term “County” refers to the County of Orange as both a municipal entity and Orange County as a physical location within the State of New York.

5. The term “County Representative” refers to the County employee in charge of the location at which the services will be performed or his/her designee.

6. The term “Director” refers to Scott K. Razzano who is the Director of Professional Services for DPW (as that term is defined in Section 4 hereof), his designee or successor.

7. The term “DSS” refers to the County’s Department of Social Services.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

8. The term “DPW” refers to the County’s Department of Public Works.

9. The term “EF&S” refers to the County’s Environmental Facilities and Services, which is a division of DPW.

10. The term “NFPA” refers to the National Fire Protection Association.

11. The term “NFPA 10 refers to the latest/current edition for the NFPA standard for portable fire extinguishers.

12. The term “NFPA 13” refers to the NFPA standard for the regulations concerning water supplies, fittings, piping, valves, and service mains including fire sprinkler systems.

13. The term “NFPA 25” refers to the NFPA standard for the inspection, testing, and maintenance of water-based fire protection systems.

14. The term “NFPA 72” refers to the NFPA standard for the Design, Installation, Inspection, Testing, and

Maintenance of Fire Alarm Systems and related Safety Equipment.

15. The term “NYSDOH” refers to the NY State Department of Health.

16. The term “NYSDOL” refers to the NY State Department of Labor.

17. The term “OCCF” refers to the County’s Correctional Facility.

18. The term “OCSO” refers to the County’s Sheriff's Office.

19. The term “OSHA” refers to the Occupational Safety and Health Administration.

20. The term “PM” refers to preventative maintenance.

21. The term “Site” or “Sites” refers to the county location or locations at which the contract services will be performed.

22. The term “Staff” refers individually and collectively to each individual who may be assigned to perform services under the Contract.

23. The term “Valley View” refers to The Valley View Center for Nursing Care and Rehabilitation.

24. The term “Vendor” refers to the successful bidder awarded a contract under this RFB.

ARTICLE II

QUALIFICATIONS

1. QUALIFIED STAFF. To be considered for a contract award under this RFB, a bidder must employ at the time of the submission of its bid (and, if awarded a contract under this RFB, throughout the entire contract term) a sufficient number of Staff. Vendor shall ensure that all Staff are fully qualified and licensed, if applicable, to perform the services and are cognizant of all applicable codes and safety requirements in effect at the time such services are performed and adhere thereto.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

2. EXPERIENCE. To be considered for a contract award under this RFB, a bidder must have a minimum of three

(3) years of experience as of the date of the issuance of this RFB in performing the services described in these Specifications. Each bidder must include a completed Certificate of Experience (References) form (provided in this RFB) in its bid package submitted in response to this RFB.

ARTICLE III

MISCELLANEOUS REQUIREMENTS UNDER THE CONTRACT

1. ITEMS REQUIRED TO PROVIDE SERVICES. Vendor shall provide all tools, equipment, supplies, and labor necessary to perform and complete all services required under the Bid.

2. QUALITY OF PARTS/MATERIALS. All parts and materials supplied by Vendor must match the subject extinguisher being serviced and must be in accordance with the specifications of the manufacturer of same. All parts/materials supplied by Vendor must be new, of the same model in current production or an approved equal, of the highest quality, and free from any and all defects.

3. WARRANTY.

(a) Labor. Vendor shall warrant each extinguisher repaired under the Contract against failure and/or malfunction due to repair errors/omissions for a minimum period of twelve (12) months from the date of completion of such repair. If any repaired extinguisher should fail during such warranty period, Vendor must restore said extinguisher to proper operating function at no cost to the County.

(b) Parts/Materials. Vendor shall warrant each part and material used in the repair of an extinguisher under the Contract for the duration of the manufacturer’s standard commercial warranty period offered for such part and material. If any part and/or material should fail during such warranty period, Vendor must replace said part/material and restore the affected extinguisher to proper operating function at no cost to the County.

4. COMPLIANCE. Vendor shall require and ensure that Contract services are performed in compliance with all applicable Federal, New York State, County, and Local laws, rules, regulations, codes, and ordinances, as may be amended from time to time, including, but not limited to, County Local Law No. 1 of 2024, and Title 29 of Code of Federal Regulations (29 CFR) Part 1910. Vendor shall further require and ensure compliance with all codes, rules and regulations of the National Plumbing Code, OSHA, NFPA, as applicable to the services being performed.

5. VENDOR REPRESENTATIVE. Vendor shall assign a representative to serve as the main point of contact for the County under the Contract, who will be available twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days per year (including Federal, NY State, and religious holidays). Vendor shall provide the County with contact information (preferably a toll-free number) for said representative and promptly update this information as necessary during the Contract Term.

6. MINIMIZE DISRUPTION. Contract services must be performed in a timely manner to limit and minimize system and equipment shutdowns which may disrupt County operations.

7. CLEANLINESS OF SERVICE AREA. Vendor shall require and ensure that Staff maintain all areas where services are being performed in a constant state of cleanliness to prevent the risk of injury. All tools, equipment, and supplies must be supervised at all times and not be left unattended. During all breaks, lunches, and at the end

PO Box 218, 255-275 Main St.

Goshen, New York 10924 of the day all tools, equipment, and supplies must be stored properly. The County will have no responsibility or liability for the tools, equipment, and supplies of Vendor. Upon completion of the services, the area in which such services were performed shall be left in a neat, unobstructed condition.

8. SAFETY DATA SHEETS. Vendor shall require and ensure that Staff have Safety Data Sheets (SDS) for any hazardous materials used in the performance of the Contract services on hand and accessible while performing such services as required by the OSHA Hazard Communication Standard, as may be amended from time to time.

9. SUBCONTRACTORS. Any use of subcontractors requires prior written approval from the County. If a bidder intends to use any subcontractor(s) for performance of any of the services specified in this RFB, it must identify such subcontractor(s) by legal name and address on a separate sheet labeled “Subcontractor(s)” and include same in its bid package submitted in response to this RFB if known at time of bidding. Any subcontractor(s) will be paid at the same labor rates and parts/materials percentage markup/discount as provided on Vendor’s Bid Form. Vendor is not permitted to subcontract more than twenty (20%) percent of the services to be performed under this RFB.

10. FACILITY/SITE REQUIREMENTS.

(a) Requirements for Staff Assigned to Perform Services at OCCF.

(i) Visitor Form. A Visitor’s Form for Building Clearance (substantially in the form provided with this RFB) must be completed for Staff who Vendor may assign to perform services at OCCF and submitted to OCSO no later than ten (10) calendar days from the date of the Notice of Intent to Award informing Vendor of the County’s intent to award the Contract to Vendor. Vendor shall submit a fully completed Visitor’s Form for Building Clearance to OCSO for later acquired Staff no less than five (5) calendar days prior to such Staff arriving at OCCF to perform services. The County reserves the right to deny any Staff who does not meet established security clearances and/or obey the established rules and regulations access to OCCF.

(ii) Health. When Federal, New York State, County, and/or Local law requires indoor masking for the prevention/control of any communicable disease spread through droplet and/or airborne transmission including, but not limited to, COVID-19, OCSO/OCCF requires that such masks be an approved NIOSH N95 mask. Vendor shall require and ensure that Staff comply with this requirement if and when applicable during the Contract term.

(iii) ID; Sign In/Out. Vendor shall require and ensure that Staff performing services at OCCF wear or carry an identification badge (and present same upon request) and fully comply with all OCCF rules and policies at all times while at the facility. Vendor shall require and ensure that Staff sign in and out at the OCCF security desk upon entering and exiting the facility during each visit.

(b) Requirements for Staff Assigned to Perform Services at Valley View.

(i) COVID. Vendor shall require and ensure that Staff performing services at Valley View comply with all applicable Federal, New York State, County, and/or Local laws, rules, regulations, directives, orders, guidance, and requirements pertaining to the prevention/control of COVID-19 or similar communicable disease including, but not limited to, those requiring testing, vaccination, and masking as may be in effect, issued, and/or amended during the Contract Term.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(ii) Influenza. Vendor shall require and ensure that Staff performing services at Valley View wear a mask during a suspected/confirmed Influenza outbreak unless such Staff can show proof of an Influenza vaccine for the current Influenza season as per Title 10 of New York Codes, Rules and Regulations (10 NYCRR) Section 2.59, as may be amended from time to time.

(iii) ID; Sign In/Out. Vendor shall require and ensure that Staff performing services at Valley View wear or carry an identification badge (and present same upon request) and fully comply with all Valley View rules and regulations at all times while at the Site. Vendor shall require and ensure that Staff sign in and out at Valley View’s Simon Building security desk upon entering and exiting the facility during each visit.

(c) Requirements for Staff Assigned to Perform Services at Other County Sites. Vendor shall require and ensure that Staff performing services at any other County Site comply with all security rules, entry requirements, and other regulations applicable to each such Site.

ARTICLE III

GENERAL SCOPE OF SERVICES AND REQUIREMENTS

1. SCOPE OF SERVICE. The Vendor shall provide inspection, testing, maintenance, repair, and recharging of all fire extinguishers, in accordance with NFPA 10. Unless otherwise designated, the latest edition or, where applicable, the edition as adopted by the local authority having jurisdiction shall apply.

2. TRAINED TECHNICIANS. The vendor shall assign a trained technician(s) to provide this service, trained in providing fire extinguisher maintenance, servicing, testing and recharging. This technician(s) shall have the appropriate servicing manuals, proper type of tools, recharge materials, lubricants, expellant, and manufacturer's recommended replacement parts.

3. DEFICIENCY REPORTING. All known deficiencies affecting extinguishing efficiency at any location shall be identified and reported in writing to the County authorized representative at the location of work being performed.

4. LOANER EQUIPMENT. Vendor shall provide loaner equipment for fire extinguishers and/or compressed gas cylinders removed from County premises for testing, if requested. Equipment taken off premises for repair or service must be returned to the department within five (5) working days. In some cases, such as Fire and Emergency Services, the Vendor may be required to repair and deliver in less than five (5) days.

5. TYPES AND QUANTITY. The types of portable fire extinguishers covered under this bid are “ABC”, “BC”, “CO2”, “D”, “H2O”, “K” and “Clean Agent”. The estimated quantity of units to be inspected and maintained under this Bid is shown on the Bid proposal pages.

6. MISSING/REMOVED EQUIPMENT. Missing handheld fire extinguishers will be identified and reported email or other County specified reporting method. County will decide how to handle replacement either from current County stock or purchase through Vendor. County will notify Vendor if Vendor is to replace a unit. Any extinguisher that is serviced, tested, repaired or removed from the site by the Vendor, and later determined to be obsolete or unsafe, will be returned to County.

7. INSPECTION SERVICES. Vendor shall verify that each portable fire extinguisher is fully charged, operable and advise the County authorized representative if hydrostatic or other periodic (five (5) year/six (6) year) service

PO Box 218, 255-275 Main St.

Goshen, New York 10924 or testing is needed. Gauge pressures shall be in operable range. Nozzles, discharge valves, and hoses shall be unobstructed, and lock pins and wire seals shall be in place. Vendor shall recharge dry chemical portable fire extinguishers if gross weight is less than manufacturer's recommendations. Vendor shall provide a hydrostatic test on each portable fire extinguisher, as required by NFPA 10.

8. MAINTENANCE/REPAIR SERVICES. Vendor's technicians shall perform maintenance of portable fire extinguishers in accordance with the manufacturer's published service procedures, using only refill extinguishing agents listed on the container and/or as recommended by the manufacturer. The vendor shall notify the County authorized representative when any unit has been used and/or needs total replacement. Vendor shall not perform maintenance on any portable fire extinguisher if the cost of such repairs will exceed fifty (50) percent of the current manufacturer's list price for the same type of unit with identical capacity. Vendor shall furnish all repair and replacement parts at the prices indicated on the bid form including but not limited to lock pins, nozzles, valves, seals, O-rings, nitrogen cylinders, extinguishing agents, hoses, and adapters. Those parts furnished shall be matched to the manufacturer's published requirements. The vendor shall provide loaner equipment at no charge, if requested, while repair services are performed at the vendor's location. The vendor shall meet the requirements of the authorities having jurisdiction. The vendor shall comply with industry standards and codes including to, but not limited to NFPA 10.

9. RECHARGING SERVICES. All recharging shall be performed by the vendor in compliance with manufacturer's authorized recharging procedures when regular or multi-purpose dry chemicals are recharged. The extinguishing agent shall be completely discharged, valve assembly removed, O-ring replaced or lubricated, threads and sealing surfaces cleaned, container emptied and then filled with proper (free flowing) agent, pressurized, sealed and locked.

Recharge date shall be marked on tag. Testing shall be in accordance with ANSI/UL 77 and SNSI/UL 299, and NFPA

10. Vendor shall also replace expellant cartridge when required on wheeled dry chemical units.

10. INSPECTION/MAINTENANCE TAGS. When existing inspection tags are replaced, the vendor shall attach labels or tags imprinted with the vendor name, address, telephone number, and month and year maintenance was performed on each extinguisher. This tag shall identify the person performing the service, indicate if recharging was performed, and show the date the test was completed, per NFPA 10. At the time of maintenance, the tamper seal of rechargeable fire extinguishers shall be removed by operating the pull pin or locking device. After the applicable maintenance procedures are completed, a new tamper seal shall be installed.

TERM

1. The County anticipates that the initial term of the Contract will be for a period of two (2) years (“Initial Term”). The County reserves the right, exercisable in its sole discretion, to renew the Contract for one (1) additional period of two (2) years (“Renewal Term”) on the same terms and conditions as the terms and conditions set forth in the Contract. If the County exercises its option to renew as stated in this section, the Vendor must execute a change order or amendment to the Contract memorializing such renewal. Vendor must return the executed change order or amendment to the County by the date provided in the correspondence accompanying such change order or amendment.

2. Upon expiration of the Initial Term or the Renewal Term, if such renewal option is exercised by the County as stated above, the Contract may be extended unilaterally by the County for an additional period of up to two (2) months on the same terms and conditions as the terms and conditions set forth in the Contract. With the concurrence of Vendor, such short-term extension may be for a period of up to three (3) months in lieu of the up to two (2)-month period. Any such short-term extension shall be referred to as an “Extended Term.” Vendor must

PO Box 218, 255-275 Main St.

Goshen, New York 10924 execute a change order or amendment to the Contract memorializing such Extended Term. Vendor must return the executed change order or amendment to the County by the date provided in the correspondence accompanying such change order or amendment.

PRICING

1. NO CONDITIONAL BIDS. The County does not accept any conditional bids (i.e., minimum quantities, minimum dollar amount orders, etc.).

2. SUBMISSION OF PRICING. Pricing must be submitted on the Bid Form provided in this RFB. The quantities shown are approximate, based on prior years’ use and are for the purpose of bid evaluation. Prices shall include travel required to and from respective Sites. Vendor's pricing per unit shall include all the vendor's overhead, including, but not limited to, trip-related charges and mileage. Only the cost of the inspection, testing, maintenance, repair, recharging and parts will be paid under this bid. Labor rate is for the repair of extinguishers not outlined in the specifications. A percentage markup or percentage discount off Vendor’s supplier’s invoice for parts/materials required for repair services and/or installation services must be provided on the Bid Form. The percentage markup/discount provided on Vendor’s Bid Form will remain constant and in effect for the entire Contract Term, with no adjustment permitted.

3. EXTENDED TERM PRICING. In the event of an Extended Term (as discussed in Section 2 of the Term portion of this RFB), the rates from the immediately preceding Initial Term or Renewal Term, as applicable, will apply throughout the duration of such Extended Term with no adjustment permitted.

4. NO TAXES. The prices submitted must be exclusive of Federal and State sales taxes (or other taxes inapplicable to government entities) and must not include any tax for which the bidder may claim exemption because of doing business with the County.

5. FREIGHT CHARGES; SURCHARGES. Any freight charges on parts will only be reimbursed at the actual cost upon proof of invoice from Vendor’s common carrier showing what the actual freight charges were. No additional markup will be allowed. No handling, fuel, inflation, or other surcharges will be accepted or reimbursed by the County.

6. NO CHANGE TO PRODUCT. If the Bid involves provision of goods, equipment, or technology, at no time shall any change to price and product specification be permitted during the Contract Term, except where an item has been replaced by another item due to obsolescence. In this instance, the County must approve a change of product in a written change order or amendment to the Contract for it to be valid. In the event a product substitution is approved, no change in price will be permitted except when the price is lower than the original Contract price.

7. NO GUARANTEED VOLUME OR QUANTITIES. The proposed Scope and Specifications in this RFB are not a guarantee, were developed based on past or anticipated needs, and are as accurate as the County can ascertain at the time of issuance of this RFB. When an anticipated volume or other quantities or goods or services are listed, the County has listed these either based upon a history of usage over a previous period or anticipated need. The County in no way guarantees that the actual quantities listed will be ordered. When volume or quantities are listed, the bidder should understand that the actual volume or quantities may be more or less, depending on the actual needs of the County. The bidder shall hold the County harmless against any damages because of estimated volume or quantities. In the event quantities exceed the estimate, the County shall receive the price as listed in the Contract

PO Box 218, 255-275 Main St.

Goshen, New York 10924 or, if a better price is available at that time, the better price shall be passed on to the County.

PAYMENT

1. PAYMENT TERMS. Payment shall be made in accordance with the payment/compensation provisions of the form contract document provided with this RFB. Certified payrolls MUST be submitted with each invoice involving prevailing wage labor before the County may make any payment(s).

2. INVOICES.

(a) Content. Vendor shall submit invoices for services performed under the Contract, which must include the following information:

(i) The fire extinguisher that received services and the site at which said equipment is located;

(ii) A description of the services performed (i.e., testing, maintenance, recharging, installation);

(iii) The date that the services were performed; and

(iv) The name of the Staff who performed the services.

(b) Address.

(i) Vendor invoices for services performed at the County Government Center, County Courthouse, OCCF, County Department of Public Works (including Bldg. 1 – Administration;

Bldg. 2 – Garage; Bldg. 3 – EF&S/Carpenter Shop; Bldg. 4 – Receiving/Sign Shop/Guide Rail), County Community Campus, Emergency Housing HONOR Shelter, Newburgh Armory, Parry Building, 1887 Building, 1841 Courthouse, County Surrogate’s Court, County Board of Elections, County IT Building, Caroline Building, Woolworth Building, Maple Building, 30 Matthews Street, 40 Matthews Street, 99 Main Street, Middletown DMV, Cromline Creek, the Former Chester School Building, Mt. Hope Maintenance Garage, Montgomery Maintenance Garage, Newburgh Maintenance Garage, and/or Warwick Maintenance Garage must be delivered to the following address:

Orange County Department of Public Works P.O. Box 509, 2455-2459 Route 17M, Goshen, New York 10924

(ii) Vendor invoices for services performed at the Sugar Loaf Performing Arts Center, Thomas Bull Memorial Park, Orange County Arboretum, Blackburne Park, Brick House Museum, Glenmere Park, Gonzaga Park, Heritage Trail, Kowawese Unique Area at Plum Point, Neversink Valley Museum, Winding Hills Park, Hickory Hill Golf Course Facility, Camp LaGuardia, Cronomer Hill Park, Farmers Museum, Hill Hold Museum, D&H Canal Park, and/or Algonquin Park must be delivered to the following address:

Orange County Parks Department 211 Route 416, Montgomery, New York 12549

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(iii) Vendor invoices for services performed at the County’s Department of Social Services must be delivered to the following address:

Orange County Department of Social Services 11 Quarry Road, Goshen, New York 10924

(iv) Vendor invoices for services performed at the County’s Emergency Tower Sites, County Emergency Services Center and/or Fire Training Center must be delivered to the following address:

Orange County Emergency Services Center 22 Wells Farm Road, Goshen, New York 10924

(v) Vendor invoices for services performed at the County Sewer District #1 Treatment Plant, Kiryas Joel Pump Station, Commerce Lane Pump Station, Woodroe Estates Pump Station, New Hampton Transfer Station, Port Jervis Transfer Station, and/or Newburgh Transfer Station must be delivered to the following address:

Orange County Environmental Facilities P.O. Box 637, Goshen, New York 10924

(vi) Vendor invoices for services performed at Valley View (including Couser Bldg.; Simon Bldg.;

Glenmere Bldg.; Water Plant; Sewer Plant) must be delivered to the following address:

The Valley View Center for Nursing Care & Rehabilitation 2 Glenmere Cove Road, Goshen, New York 10924

(vii) Vendor invoices for services performed at the County’s Department of Mental Health must be delivered to the following address:

Orange County Department of Mental Health

30 Harriman Drive, Goshen, New York 10924

(viii) Vendor invoices for services performed at the County’s Sheriff K9 Facility and/or the Sheriff Shooting Range must be delivered to the following address:

Orange County Sheriff’s Office 110 Wells Farm Road, Goshen, New York 10924

(ix) Vendor invoices for services performed at the Orange County Airport must be delivered to the following address:

Orange County Airport 500 Dunn Road, Montgomery, New York 12549

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(x) Vendor invoices for services performed at the County’s Veterans Service Agency must be delivered to the following address:

Orange County Veterans Service Agency 111 Craigville Road, Goshen, New York 10924

(xi) Vendor invoices for services performed at the Cornwall Senior Dining Program and/or the Central Kitchen at Arden Hill must be delivered to the following address:

Orange County Office for the Aging 40 Matthews Street, Suite 305, Goshen, New York 10924

(xii) Vendor invoices for services performed at any of the residential and/or rental properties owned by the County must be delivered to the following address:

Orange County Real Property Tax Service Agency 255-275 Main Street, Goshen, New York 10924

(xiii) Vendor invoices for services performed at the Medical Examiner’s Office must be delivered to the following address:

Orange County Medical Examiner’s Office 20 Wells Farm Road, Goshen, New York 10924

3. NO TRAVEL TIME PERMITTED. No separate travel time will be paid to Vendor.

4. PAYMENT OPTIONS. The County is able to offer the payment methods listed below:

(a) Electronic Funds Transfer (EFT) via Automated Clearing House (“ACH”) – any bidder that selects this payment method must complete the ACH Form provided with this RFB and include it in the Bid package submitted in response to this RFB; and

(b) Check.

BASIS OF AWARD

1. AWARD CRITERIA. Bidders do not have to bid on all Lots but must bid on all items within a Lot to be eligible for an award. Any Bidder submitting pricing for Lot 1, Lot 2, and/or Lot 3 MUST submit pricing for Lot 4, Lot 5 AND Lot 6 as multiple awards will be made to the low Bidder of each Lot to be determined as follows:

A. Lot 1 + Lot 4 + Lot 5 + Lot 6

B. Lot 2 + Lot 4 + Lot 5 + Lot 6

C. Lot 3 + Lot 4 + Lot 5 + Lot 6

PO Box 218, 255-275 Main St.

Goshen, New York 10924

In the event that a Bidder is awarded more than one of the above Lots, the County reserves the right to combine all awards into one contract.

2. TIE PROCEDURE. In the event of a two (2)-way tie in a given lot, bidders in that lot will be notified of a coin toss to be held in the office of the Commissioner of General Services, 255-275 Main St., Goshen, New York, 10924, the date and time to be determined as needed. The first alpha-order bidder, based on the first letter of business entity name, will be asked to call the coin. In the event of a multiple tie in a given lot, names of tied bidders in that lot will be placed in a hat by the Commissioner of General Services. The first alpha-order bidder, based on the first letter of the bidder’s business entity name, will draw the name. In the event there are no attendees for the coin toss, or the draw, the coin toss or the draw will be conducted by the Commissioner of General Services and two (2) representatives of the County.

3. RESERVATION OF RIGHTS. The County reserves the right to waive any informality or reject any or all bids in any lot with or without advertising for new bids, if in the best interest of the County.

SUBMISSION OF BIDS

Unless otherwise noted below, one (1) UNBOUND signed original (as applicable to the document type) and the number of copies specified in Item #6 of the Instructions to Bidders, of each of the following items should be submitted in your Bid package- It is NOT necessary to include a copy of the entire RFB in your proposal package only the items required below. Bids must include:

1. Completed and signed Bid Form.

2. Pricing: Must be on the Bid Form.

3. Certificate of Experience (References): Names and contact information for at least three (3) clients wherein similar projects have been completed, references for New York government entities are preferable, but not required.

4. Non-Collusion Certification.

5. Disclosure of Non-Responsibility Determination (copy of instruction page not required).

6. Iran Divestment Act Certification.

7. Certificate of Authority/Incorporation/Partnership/dba, etc., as applicable to your business entity.

8. Bid security and/or letter from bank.

9. Supplier Forms (if not already a current County awarded vendor).

10. Information or other materials to be included, only as requested in the Specifications.

11. Any supplemental agreements (e.g. a licensing agreement) requested by a bidder must be included in the Bid and are subject to the discretionary approval of the County Attorney and the County Executive. For any software

PO Box 218, 255-275 Main St.

Goshen, New York 10924 required in the Specifications, include any proposed license or maintenance agreements with your Bid. Bidders awarded a contract agree to execute the contract in the same form as the template enclosed in this RFB and in the timeframe, if any, indicated in this RFB. Failure to reach agreement on contract terms and conditions may result in rejection of a proposal, rescission of an award and/or retention of Bid security by the County.

ALL SUBMISSIONS MUST BE CLEARLY MARKED ON THE OUTSIDE PACKAGING WITH THE RFB TITLE AND NUMBER.

INSURANCE: While not required in the Bid package, bidders are reminded that Certificates of Insurance evidencing Vendor's compliance with the Insurance requirements of this RFB must be provided prior to execution of the contract by the County. The number of days for submission may vary but it may be less than one business week, please be prepared.