Bid Notice.pdf

CLARKSTOWN CENTRAL SCHOOL DISTRICT

62 OLD MIDDLETOWN ROAD

NEW CITY, NY 10956

TEL. NO. (845) 639-6426

FAX NO. (845) 639-6611

salvarado@ccsd.edu

INVITATION TO BID # RFB-FY26-15

ATHLETIC FIELD MAINTENANCE

BIDS TO BE OPENED:

Time: 11:00 AM

Day: MONDAY

Date: AUGUST 17, 2026

Place: CLARKSTOWN CENTRAL SCHOOL DISTRICT

PURCHASING DEPARTMENT

62 OLD MIDDLETOWN ROAD

NEW CITY, NY 10956

BID # RFB-FY26-15: ATHLETIC FIELD MAINTENANCE

SUBMIT BID TO:

Clarkstown Central School District

Attn: Sabrina Alvarado, Purchasing Department 62 Old Middletown Road

New City, NY 10956

In accordance with the provision of Section 103 of the General Municipal Law, an advertisement for bids was published. As stated in such notice, all bids must be delivered to the Purchasing Department no later than 11:00 AM on AUGUST 17, 2026, and such bids will be publicly opened and read on AUGUST 17, 2026 AT 11:00 AM at the Administrative Building, 62 Old Middletown Road, New City, NY 10956.

BID # RFB-FY26-15: ATHLETIC FIELD MAINTENANCE must be clearly marked on sealed envelopes.

Signed Bid Certification must be enclosed with response.

Since New York State Law requires original signatures on the Non- Collusive Bidding Certification and Signature Form. We CANNOT accept bids facsimile.

BID SPECIFICATIONS

SECTION I: INSTRUCTIONS TO BIDDERS

1. Bids must be: (1) Submitted to the Board of Education, Clarkstown Central School District, on the bid form furnished by the District; (2) Prepared in accordance with the Specifications in the bid solicitation; (3) Enclosed in a sealed plain or opaque envelope bearing (a) name and address of the bidder, (b) name of the project or contract bid, bid number and time and date of opening and (4) Delivered no later than 11:00 a.m. on AUGUST 17, 2026 (“Delivery Deadline”) to the Attention of:

Sabrina Alvarado, Purchasing Department, 62 Old Middletown Road, New City, NY 10956.

2. The date and time of bid opening shall be AUGUST 17, 2026. In the event that the School District’s Purchasing Office is closed the day of the Bid Opening, the bid(s) will be opened the next business day that the School District’s Purchasing Office is open at the same time.

3. Paper bids bids must be CLEARLY LABELED: BID #RFB-FY26-15 – ATHLETIC FIELD MAINTENANCE - DO NOT OPEN - BID OPENING AUGUST 17, 2026, and must be in the format described herein.

4. The timely submission of a bid or offer in compliance with instructions provided for such submission in the advertisement for bids or offers and/or the specifications shall be the responsibility solely of each bidder or offeror or prospective bidder or offeror. The bidder assumes the risk of any delay in the mail or handling of the mail by employees of the School District, 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.

5. The Board of Education of the Clarkstown Central School District, in accordance with Section 103 of the General Municipal Law, hereby invites the submission of sealed bids for ATHLETIC FIELD MAINTENANCE, as set forth more fully herein.

SECTION II: PREPARATION OF BIDS

1. All bids must be submitted on and in accordance with forms provided by the Board to the School District’s Purchasing Office. All information required by Specifications and Bid Offer, in connection with each item against which a bid is submitted, must be given to constitute a regular bid.

2. The bid documents shall consist of the Invitation to Bid, Bid Specifications, General Conditions, Statement of Bidder’s Qualifications, Reference Sheet, Certificate and Signature, Non-Collusive Bidding Certification, Affidavit of Compliance, Certification of Compliance with Iranian Divestment Act of 2012, Bidder’s Statement of Sexual Harassment in Accordance with New York State Finance Law Section 139-1, and Price Schedule (collectively “Bid Documents”). All Bid Documents must be completed and signed by an authorized representative of the firm submitting the bid. The bid Specification book must be kept intact.

3. Prices and information required, except signature of Bidder, should be typewritten for legibility.

Illegible or vague bids may be rejected. Paper bid signatures shall be in ink and in longhand.

4. Each bid proposal shall include all Bid Documents, duly completed and executed by the bidder. In addition, each bidder must:

• provide employee certifications, as required by the Specifications

• provide documentation evidencing the Bidder's experience as required by the Specifications

5. The School District reserves the right to make awards within ninety (90) days after the date of the bid opening during which period bids may not be withdrawn unless the Bidder distinctly states in his bid that acceptance thereof must be made within a shorter period of time. In no event may a bidder withdraw their bid less than forty-five (45) days prior to the date of bid opening. No amendments or requests for withdrawal will be considered after the final date/time of submission, and no oral amendments will be considered at any time. All prices and information required must be legible.

Illegible, incomplete, conditional, vague or unclear bids may be rejected. To be considered for award, a bid must comply in all material respects with all terms, conditions and provisions as listed herein.

6. The submission of a bid will be construed to mean that the Bidder is fully informed as to the extent and character of the supplies, materials and/or equipment required and a representation that the Bidder can furnish the supplies, materials and/or equipment satisfactorily in complete compliance with the Specifications. The failure or omission of any bidder to receive or examine any or all of those documents shall in no way relieve the bidder from performing any obligation required of him thereby.

7. No alteration, erasure, or addition is to be made in the typewritten or printed matter. Deviations from the Specifications must be set forth in space provided in bid for this purpose.

8. No oral interpretation of the Specifications, contract terms, these conditions and requirements or other contract document will be made to any Bidder, or if made, will not be binding on the District.

9. Written requests for such interpretation shall be mailed to the attention of: Sabrina Alvarado, Purchasing Department, 62 Old Middletown Road, New City, NY 10956 or sent via e-mail to:

bids@ccsd.edu. Mailed or e-mailed requests for such interpretation must be received no later than five (5) days prior to the bid Delivery Deadline. Notice of any and all such interpretations and any supplemental instructions will be sent to all Bidders of record by the School District in the form of addenda to the Specifications. All addenda so issued shall be sent by e-mail or by fax and shall become a part of the contract documents. All bidders are responsible for ensuring that they have received all addenda issued. Failure of any bidder to receive any such addendum or interpretation shall not relieve any bidder from any obligations under their proposal submitted.

10. The Successful Bidder shall have had no involvement whatsoever in the drafting of these specifications.

11. No bid will be considered unless submitted in the standard form hereinafter prescribed for that purpose, and must be enclosed in a sealed envelope. For paper bids, one original copy will be required and must bear on the outside the name and address of the bidder. The bid must be submitted mailto:bids@ccsd.edu without change in phraseology, erasure, omission, addition, or condition. There is no expressed or implied obligation for the District to reimburse responding bidders for any expense incurred in preparing bids, or responding to this bid in any way, including but not limited to, any site visitation.

Bids submitted after the stated time and date will not be considered and will be returned unopened.

12. Bids which are incomplete, conditional, or obscure, or otherwise not in compliance, may be rejected as not meeting the Bid Specifications.

13. Sales to School Districts are not affected by any fair trade agreements (General Business law, Ch 39, Sec. 369-a, Sub. 3, L 194.).

14. No charge will be allowed for federal, state or municipal sales and excise taxes since the School District is exempt from such taxes. The price bid shall be net and shall not include the amount of any such tax. Exemption certificates, if required, will be furnished on forms provided by the Bidder.

15. In all Specifications, the words “or equal” are understood after each article giving Manufacturer’s name or catalog reference or any patented article. The decision of the School District as to whether an alternate or substitution is in fact “equal” shall be final. If bidding on items other than those specified, Bidder must in every instance give the trade designation of the article, manufacturer’s name and detailed Specifications for the proposed item. Otherwise, the bid will be construed as submitted on the identical item as specified.

16. Bids for equipment must be on standard new equipment, the latest model and currently in production, unless otherwise specified.

17. All regularly manufactured stock electrical items must bear the label of the Underwriters’ Laboratories, Inc.

18. When bids are requested on a lump sum basis, the bidder must bid on each item in the lump sum group. A bidder desiring to bid “no charge” on an item in a group must so indicate; otherwise, the bid for the group may be rejected.

19. All prices quoted must be “per unit” as specified; e.g., do not quote “per case” when “per dozen” is requested; otherwise, the bid may be rejected.

20. The bidder must insert the price per unit and the extensions against each item in the bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions.

21. Prices shall be net including transportation and delivery charges fully prepaid by the Successful Bidder to the destination indicated in the proposal. If an award is made on any other basis, transportation charges must be prepaid by the Successful Bidder and added to the invoice as a separate item. In any case, title shall not pass until items have been delivered and accepted.

22. Where manufacturers’ names and catalog references are used in the bid solicitation, they are intended only to designate type, size, materials and quality. It is not the intent to limit competition.

Quotes on “alternative but equal” items are invited, but must be designated as an alternate or substitute. Bids on alternate items will be considered only when an analysis of the specifications and/or sample clearly indicates that it is the “equal” of the specified item. If you indicate any change in the item or items specified, you must submit a complete description including, without limitation, the manufacturer’s name, model number, warranty terms, and complete product specifications of the item offered. Failure to include complete information for substitute products such as, without limitation, indicating a catalog number next to an item without substituting adequate details, will be considered an unauthorized change in specifications and not acceptable for consideration as an alternate or equal.

23. All items supplied must carry a manufacturer’s standard warranty against any defects in design, workmanship, and suitability for use, commencing upon date of delivery by bidder. Irrespective of the duration of the manufacturer’s standard warranty, the successful bidder must guarantee the merchandise for a period of at least one year from the date of delivery (“guarantee period”). Any merchandise provided under the contract which is or becomes defective during the guarantee period shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee period (or greater, if pursuant to the manufacturer’s warranty) as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the District.

24. Where Unit Prices are called for and there is a discrepancy between the unit price and the extension, the unit price will govern, except where such an extension reflects a volume purchase discount. All prices are to be F.O.B. Destination. Including, but not limited to, Bethpage Union Free School District, New York. All prices and information required must be legible and printed on the Bid Pricing Forms.

25. Bidders must supply copies of Department of Environmental Conservation Certificates of New York State Environmental Protection Agency Registration status for all E.P.A. registered products at the time of bidding. These Certificates must be included with your bid for each product that is E.P.A.

registered.

SECTION III: AWARD

1. Awards will be made to the lowest responsible Bidder, as will best promote the public interest, taking into consideration the reliability of the Bidder, the quality of the materials, the equipment or supplies to be furnished, their conformity with the Specifications, and the purposes for which they are required and the terms of delivery.

2. Only the adoption of a Board of Education resolution at a duly authorized Board meeting will obligate the District to the terms and conditions contained in the Bid documents.

3. Any contract resulting from the award of this bid shall be for a one (1) year term from the date of award.

4. The School District reserves the right to allow all municipal, not-for-profit and political subdivisions authorized under the General Municipal Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS General Municipal Law. However, it is understood that the extension of such contracts are at the discretion of the vendor and the vendor is only bound to any contract between the School District and the vendor.

Additionally, the School District reserves the right to purchase any goods or services included as a part of this bid from any means legally available to it at any time.

5. The School District guarantees no minimum or maximum purchases or contracts as a result of award of this bid. Where a bidder is requested to submit a bid on individual items as well as total sum, the School District reserves the right to award the bid on an individual item basis or as a total bid award.

The District reserves the right to order only those items for which a genuine need exists and for which funds are available.

6. The Board of Education reserves the right to accept or reject in whole or part any or all bids that it considers not to be in the best interest of the District, to waive any informality as to non-material errors or omissions in the bid submissions, to accept parts of a bid from more than one bidder, or to reject any and all bids, re-advertise, or accept that bid, or combination of bids which, in its judgment, is in the best interest of the District. All Bid Documents, together with the District’s corresponding purchase order, Successful Bidder’s response, and Notification of Award shall constitute the “Contract” between the District and the Successful Bidder. The acceptance of a Successful Bidder’s bid response by the District’s Board of Education constitutes the formation of the Contract, which is binding upon the Successful Bidder. Nevertheless, the District guarantees no minimum or maximum purchase as the result of the Award.

7. The District reserves the right to reject bids and to purchase items on a State contract if such items can be obtained on the same terms, conditions, Specifications and at a lower price. The School District reserves the right to purchase items or services included in this bid on State, County or other Governmental Agency contracts if such items can be obtained on the same terms, conditions, specifications and at a lower price if applicable when available.

8. If the Successful Bidder fails to deliver within the time specified, or within a reasonable time as interpreted by the School District, or fails to take replacement of rejected articles, when so requested, immediately or as directed by the School District, the School District may purchase from other sources to take the place of the item(s) rejected or not delivered. The School District reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases, the Successful Bidder agrees to reimburse the School District promptly for excess costs incurred as a result of such purchases. Should the cost be less, the Successful Bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity.

9. The Contractor shall perform all Services set forth in herein in conformance with any Federal, State or local law, rule, order or determination, as well as any guidance issued by the Center for Disease Control and Prevention or any New York State or local agency, which shall include but not be limited to the cleaning and disinfecting of surfaces, the use of face masks or coverings, the use of proper personal protection equipment, screening, testing, vaccinations, reporting, tracing and social distancing protocols. The Contractor’s compliance with this Paragraph shall not result in any additional cost to the District.

10. In performing the Services set forth herein, the Contractor shall be responsible for, at no additional cost to the District, providing its own personal protective equipment and any other equipment and/or materials reasonably deemed necessary to prevent the spread of COVID-19 or otherwise address a public health emergency.

11. Any goods and services shall be provided in conformance with any applicable Federal, State, or local laws, rules, regulations, Executive Orders, and/or District policies/regulations.

12. A bidder may be disqualified from receiving awards if such bidder or anyone in his employ has, in the sole judgment of the District, previously failed to perform satisfactorily in connection with public bidding or contracts. The District reserves the right to terminate the contract at any time and for any reason or no reason, in whole or in part, upon thirty (30) days written notice, and shall only remain obligated to pay the Contractor the pro-rata portion of the contract price for services that were provided. In the event of termination of the Agreement, Contractor shall cooperate with the District to wind down any activities hereunder and all reports or other materials due to the District from Contractor shall be promptly completed.

SECTION IV: SCOPE OF SERVICES

1. CONTRACT TERM

Any contract resulting from the award of this bid shall be for a one (1) year term from the date of award.

2. SCOPE

The School District is requesting bids from qualified contractors to provide a balanced field maintenance program in accordance with the specifications and terms of the bid. This will include non-selective weed control of all fencing, curbs, sidewalks, pavement, building edges, etc. at all locations during the summer; fertilization of elementary school fields in the spring and fall; and comprehensive turf maintenance as specified, including soil and turf analyses for each individual athletic field, at North HS, South HS and Felix Festa Middle School.

Top-dressing and repair of fields will be ordered, as needed.

3. LOCATIONS

3.1. BARDONIA ELEMENTARY

31 Bardonia Road Bardonia, NY 10954

(845) 639-6460

3.2. BIRCHWOOD SCHOOL

214 Sickeltown Road

West Nyack, NY 10994 (845)639-6480

3.3. CHESTNUT GROVE

ADMINISTRATIVE BUILDING

62 Old Middletown Road New City, NY 10956

(845) 639-6300

3.4. CONGERS Community Learning Center (Optional)

9 Lake Road West Congers, NY 10920

(845) 639-6330

3.5. LAKEWOOD ELEMENTARY

77 Lakeland Avenue Congers, NY 10920

(845) 639-6320

3.6. LAUREL PLAINS ELEMENTARY

14 Ivy Lane New City, NY 10956

(845) 639-6350

3.7. FELIX FESTA MIDDLE SCHOOL

30 Parrott Road West Nyack, NY 10994

(845) 624-3971

3.8. CLARKSTOWN HIGH SCHOOL SOUTH

31 Demarest Mill Road West Nyack, NY 10994

(845) 624-3400

3.9. LITTLE TOR ELEMENTARY

56 Gregory Street New City, NY 10956

(845) 624-3471

3.10. NEW CITY ELEMENTARY

60 Crestwood Drive New City, NY 10956

(845) 624-3467

3.11. STRAWTOWN ELEMENTARY

413 Strawtown Road West Nyack, NY 10994

(845) 624-3473

3.12. WEST NYACK ELEMENTARY

661 West Nyack Road West Nyack, NY 10994

(845) 624-3474

3.13. WOODGLEN ELEMENTARY

121 Phillips Hills Road New City, NY 10956

(845) 624-3417

3.14. CLARKSTOWN HIGH SCHOOL NORTH & ANNEX

151 Congers Road New City, NY 10956

(845) 639-6504

3.15. TRANSPORTATION DEPT

30 Parrott Rd West Nyack, NY 10994

(845) 639-6380:

3.16. LINK ELEMENTARY

51 Red Hill Road New City, NY 10956

(845) 624-3494

4. REQUIREMENTS

4.1. Contractor shall have a minimum of five (5) years’ experience in athletic field maintenance and improvements. All employees working on the site performing services shall be trained and properly supervised in accordance with acceptable turf management practices.

4.2. Provide a minimum of three (3) references for work performed within the past three years that is similar in scope to the work specified.

4.3. Contractor shall have been in business for not less than five (5) years.

4.4. Contractor shall possess all required licenses to perform all required applications and provide all notification. Such licenses shall be kept current throughout the term of the contract.

4.5. NY State requires background checks for employees working on school grounds who have contact with children. Contractor shall comply with Board policy 6317.

4.6. General safety and security standards for construction projects

4.6.1. All construction materials shall be stored in a safe and secure manner

4.6.2. Fences around construction supplies or debris shall be maintained.

4.6.3. Gates shall always be locked unless a worker is in attendance to prevent unauthorized entry.

4.6.4. During exterior renovation work, overhead protection shall be provided for any sidewalks or areas immediately beneath the work site or such areas shall be fenced off and provided with warning signs to prevent entry.

4.6.5. Workers shall be required to wear photo identification badges at all times for identification and security purposes while working at occupied sites.

4.7. Separation of Construction Areas from Occupied Spaces: Construction areas that are under the control of a contractor and therefore not occupied by School District staff or students shall be separated from occupied areas. Provisions shall be made to prevent the passage of dust and contaminants into occupied parts of the building. Periodic inspection and repair of the contamination barriers must be made to prevent exposure to dust or contaminants. Gypsum board must be used in exit ways or other areas that require fire rated separation. Heavy duty plastic sheeting may be used only for a vapor, fine dust or air infiltration barrier, and shall not be used to separate occupied spaces from construction areas.

4.7.1. A specific stairwell and/or elevator should be assigned form construction worker use during work hours. In general, workers may not use corridors, stairs or elevators designated for students or school staff.

4.7.2. Large amounts of debris must be removed by using enclosed chutes or a similar sealed system. There shall be no movement of debris through halls of occupied spaces of the building. No material shall be dropped or thrown outside the walls of the building.

4.7.3. All occupied parts of the building affected by renovation activity shall be cleaned at the close of each workday. School buildings occupied during a construction project shall maintain required health, safety and educational capabilities at all times that class is in session.

4.8. Construction and maintenance operations shall not produce noise in excess of 60dB in occupied spaces, or shall be scheduled for times when the building or affected building spaces are not occupied, or acoustical abatement measures shall be taken

4.9. Contractor shall be responsible for the control of chemical fumes, gases and other contaminants produced by welding, gasoline or diesel engines, roofing, paving, painting, etc. to ensure that they do not enter occupied portions of the building or air intakes.

4.10. Contractor shall be responsible to ensure that activities and materials which result in off-gassing of volatile organic compounds, such as glues pants, furniture, carpeting, wall covering, drapery, etc., are scheduled, cured, or ventilated in accordance with manufacturers’ recommendations before a space can be occupied.

4.11. Large and small asbestos abatement projects as defined by 12NYCRR56 shall not be performed while the building is occupied. Note: It is our interpretation that the term “building” as referenced in this section means a wing or major section of a building that can be completely isolated from the rest of the building with sealed non-combustible construction. The isolated portion of the building must contain exits that do not pass through the occupied portion, and ventilation systems must be physically separated and sealed at the isolation barrier.

Exterior work, such as roofing, flashing, siding or soffit work, may be performed on occupied buildings provided that proper variances are in place as required and complete isolation of ventilation systems and at windows is provided. Care must be taken to schedule work so that classes are not disrupted by noise or visual distraction

4.12. A project that contains materials identified to be disturbed which test positive for lead shall have provisions for the abatement of such. The design package must address the availability of lead testing data for the building and include a statement that the abatement shall be in accordance with HUD guidelines and EPA and OSHA regulations.

5. SOIL ANALYSIS AND REPORT OF ROOT ZONE

5.1. Above shall include pH value of soil, excess carbonate, organic matter percentage (%), soluble salts, sodium PPM, major nutrient content (nitrogen, potassium, phosphorus), secondary nutrients (magnesium, calcium, sulfur), micro-nutrients, (zinc, manganese, copper, iron, boron)and Cation exchange capacity of soil.

5.2. Include a turf profile analysis detailing root development, top growth condition, soil compaction, weeds, fungi, pests and drainage conditions and recommend remedies contained within the contract scope as well as a cost estimate for any solution that is beyond the scope of work.

5.3. Conduct field conditions training for CCSD staff once per year including pre-game and post-game inspections, assessment of conditions, progress of maintenance system, safety and playability of field and maintenance program of fields between services. Cultural and grooming practices, mowing procedures, aeration, lining of fields, infield grooming at the beginning of the season, detailing for fields and actual measurements of the fields shall also be addressed.

6. SCHEDULE OF SERVICES (Unless otherwise indicated, services shall be performed at all locations)

6.1. Early Spring (Secondary Schools)

6.1.1. Monitor growth of turf under blankets and coordinate with Groundskeeper for removal.

Removal to be performed by contractor.

6.1.2. Optional Service: Aeration of fields (Deep-Tine) or equal. All cores shall be removed or broken up.

6.1.3. Soil and turf analysis

6.2. Application Early Spring

6.2.1. Remove thatch that has accumulated over ½ inch on fields. This should be reviewed with the Groundskeeper and the School District will make the final decision on thatching.

(Secondary School)

6.2.2. Apply Fertilizer – Application rate 1.5 lbs. of Nitrogen per 1000 sq. ft. (All Schools)

6.2.3. Soil pH shall be between (6.5-6.7) will be adjusted as per the attached Rutgers CR&E Fact

Sheet. (All Schools)

6.3. Application Mid/Late Spring (Secondary Schools)

6.3.1. Fertilization and weed control. Application rate 0.8 lbs. of Nitrogen per 1000 sq. ft. Weed control application must be in accordance with local, state and federal requirements.

6.4. Late Summer (Secondary Schools)

6.4.1. Fertilize. Application rate 1.0 lbs. of Nitrogen per 1000 sq. ft.

6.5. Application Early Fall (Secondary Schools)

6.5.1. Fertilization. Application rate 0.8 lbs. of Nitrogen per 1000 sq. ft.

6.6. Mid-Fall (All Schools)

6.6.1. Aeration of fields (Deep-Tine) or equal. All cores shall be removed or broken up.

6.6.2. Apply winter fertilizer

6.6.3. Using an Aera-vator Seed @ 7.0 lbs. / 1000 sq ft. Over seed on all high traffic and worn areas with and Aero-vate or (see Seed Specification). (Areas for over-seeding are to be recommended by the contractor, but only be performed with approval from the district on a unit cost basis)

6.6.4. Coordinate with Groundskeepers for installation of turf blankets at all secondary schools.

Installation to be performed by contractor.

6.7. Non-Selective Weed Control (All schools) non selective weed control application must be in accordance with local, state and federal requirements.

6.7.1. Application in Mid-August

6.7.2. Spray curbs, walkways, sidewalks, entrances and parking lot cracks and around tennis court fences at all locations

6.7.3. Provide notification and signage as required.

6.7.4. Sterilant will be EPA registered product.

6.8. Poison Ivy Control (Optional Service, As Requested by the School District)

6.8.1. Spraying poison ivy with organic herbicide approximately two times per year, if requested by the School District.

7. EQUIPMENT SPECIFICATIONS

7.1. In order to ensure the proper applications and rates to perform the work, the contractor shall have equipment that is equal in performing the tasks as described. Below is a listing of required equipment:

7.2. Boom sprayer Cushman Truckster with a 200-gallon tank or equal

7.2.1. Cushman mounted 3 section electrical control 16’ boom sprayer

7.2.2. Low pressure- 30 lbs. or less of psi, to eliminate run-off and slows for quick drying

7.2.3. Foam droppers to eliminate skips and over application

7.2.4. Low pressure for reducing drift

7.2.5. External tank fill with air gap flow meters

7.2.6. Four wheels with turf tires

7.2.7. Overall weight not to exceed 3,600 lbs.

7.3. Tractor with Turf Tires

7.3.1. Not to weigh more than 3000 lbs.

7.3.2. PTO output rating of at least 28-38hp

7.3.3. Complete remote hydraulics system

7.4. Metered fertilizer spreader Vicon or equal

7.4.1. Ground speed control governor gives precise uniform distribution of fertilizer

7.4.2. Rotary agitators ensure a constant flow of material

7.5. Turf Prep and seeder – Aera-vator AE-60 or equal

7.5.1. AERE-vator with dual seed box and dimple roller

7.5.2. Softens soil around and between the holes creating more openings for root growth and absorption of water, air, nutrients and chemicals

7.5.3. The soil disturbance cause by the burrowing tines stimulates thatch decomposition with the scattering of loosened soil

7.5.4. Seed germination is improved with better seed to soil contact

7.5.5. Versatility – aerates established turf, tills bare ground for sod or screening, or tills a plant bed without destroying the mulch.

7.5.6. Penetrates harder soils, Degree of soil loosening is varied by the tractor gear selection

7.6. Aeration

7.6.1. Shatter Tine, Deep Tine Verti-Drain Aerator or equal

7.6.2. Flotation tires

7.6.3. Tractor with 47hp, overall length 135”, width 73” with oversize rear turf tires

7.6.4. Front and rear rollers for keeping the soil level before and after aeration

7.6.5. PTO Driven

7.6.6. Aeration Depth up to 12”

7.6.7. Maximum speed 1/3 mph, Weight 1,850 lbs., 6 Tine Holders, 12 @ ¾” or 18 @ ½”

7.6.8. Distance between tine holes (side to side) 2.35”, in direction of movement variable hole spacing every 2” – 5”, Holes per Acre at 3” – 4” spacing 325,000 to 400,000

8. PRODUCTIONS SPECIFICATIONS

8.1. Seed

8.1.1. All seed to be certified as per the following

8.1.2. Seed to be 50% Kentucky Bluegrass blend containing (30% Baronie & 20% Baron + 50%

Turf Type Perennial Ryegrass blend containing 25% Premier II and 25% Barlennium)

8.1.3. High (80%) endophyte enhanced see for resistance to pests

8.1.4. 98% pure seed, 0% noxious weed, 90% + germination rate

8.1.5. Combination of Kentucky Blue (50%) and Rye-Gro Perennial Du-Plex Rye (50%)

8.1.6. Seed must be at least 85% endophyte, All seed must be planted in a random pattern

8.2. Fertilizer

8.2.1. Early Spring: 24-5-11 fertilizer with SCU, Iron and Micro-nutrients

8.2.2. Late Spring: Fertilization (and weed control if desired) 32-0-0 + 0-0-20

8.2.3. Late Summer: Anderson’s 14-28-10 Gold Course Quality Fertilizer with 50% Nutralene.

(125 SGN) Iron and Micro-nutrients

8.2.4. Early Fall: Fertilization (and weed control if required and not applied in the late Spring)

32-0-0 + 15-0-0 with Iron

8.2.5. Winterization: 24-5-11 Fertilizer with SCU, Iron and Micro-nutrients 4.6 lbs. of nitrogen in the low wear areas, 5.6 lbs. of nitrogen in the high wear areas

8.3. Pesticide (if approved by the School District)

8.3.1 Contractor must submit required business applicators license and commercial pesticide applicator license.

8.3.2 If pesticide application is approved by the School District, submit all product MSDS’ and coordinate with the School District’s Pest Management Coordinator

8.4. Topdressing

8.4.1. Two parts screened, ¼ inch, topsoil, one part sand and nutrients to allow growth and root development

8.4.2. Aerate high wear areas twice a year between 5” – 7” using a Deep Tine Verti-Drain

Aerator equivalent

8.4.3. All applications will be made with a precision calibrated with Low volume (between 40-60 gallons per acre). Low pressure (less than 30 psi) boom device

8.5 Blanket Placement

8.5.1 Cover field with Athletic Field Blankets using TYPAR turf blankets, if used.

8.6. Seed

8.6.1. Turf type Kentucky Bluegrass blend containing (30% Baronie & 20% Baron + Turf Type Perennial Ryegrass blend containing 25% Premier II and 25% Barlennium)

8.6.2. High (80%) endophyte enhanced seed for resistance to pests

8.6.3. 98% pure seed

8.6.4. 0% noxious weeds

8.6.5. 90% + germination rate

8.6.6. Combination of Kentucky Blue (50%) and Rye-Gro Perrennial Du-Plex Rye (50%)

8.6.7. All see must be planted in a random pattern

8.7. Grade field using a Hydraulic Box-Grader

8.8. Turf Blankets

8.8.1. Shall be DuPont Turf Blankets with Xavan or equal

9. REQUIREMENTS FOR NOTIFICATIONS OF PESTICIDE APPLICATIONS

9.1. It is the responsibility of the contractor to develop, plan and implement, in conjunction with the School District, a system whereby the School District shall provide written notification of pesticide application to all staff and persons in parental relation at the beginning of each school year, or as necessary. If a child enrolls after the beginning of the school year, notification shall be provided within one week of such enrollment. The notification provided at the beginning of the school year, or as necessary, shall include at a minimum the following information:

9.2 A statement that pesticide products may be used periodically throughout the school year.

9.3 A statement that the schools are required to maintain a list of staff and persons in parental relation who wish to receive forty-eight hour prior written notification of pesticide applications at relevant facilities, and instructions on how to register with the school to be on such notification list, and

9.4 The name of a school representative and contact number to obtain further information.

9.5 The specific date and location of the application at the relevant facility. IN case of outdoor applications, the notice must provide a specific date, and may include two alternative dates in case of adverse weather conditions.

9.6 The product name and pesticide registration number assigned by the U.S. Environmental Protection Agency.

9.7 A list of pesticide applications that are not subject to prior notification requirements.

10. SITE VISIT

10.1. To arrange a site visit, please call the Facilities Department at 845-639-6433. Contractor will be required to perform the work as specified, at the quoted bid prices, regardless of whether they visited the sites.

11. AMENDMENTS TO BID

11.1 Any verbal information obtained from or statements made by any representative of the School

District at the time of examination of the documents or site shall not be construed as, in any way, amending bid documents. Only such corrections or addenda as are issued by the Purchasing Agent in writing to all contractors shall become a part of the bid award.

11.2 Any addendum issued during the time of bidding shall be included in bids and become a part of the bid award.

11.3 Pricing must be quoted for each school; however, the bid shall be awarded in its entirety to the lowest responsive and responsible bidder meeting all requirements.

SECTION V: INDEMNIFICATION AND INSURANCE

1. Indemnification

To the fullest extent permitted by law, the Contractor agrees to defend, indemnify and hold harmless the District, its Board of Education, the Board’s and/or the District’s agents, officers, trustees, attorneys, employees, staff, and volunteers, all in their individual and corporate capacities, for all claims, demands, actions, lawsuits, judgments, settlements, costs, damages, and expense, including but not limited to attorney’s fees, arising out of or resulting from any act, omission, error, recklessness or negligence of the Contractor, its officers, directors, agents, or employees, in connection with the performance of this Agreement. For the avoidance of doubt, the foregoing includes, but is not limited to, damage to property and/or bodily injury and/or death. This obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph.

2. Insurance

Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the contractor hereby agrees to effectuate the naming of the District as an additional insured on the contractor's insurance policies, with the exception of workers' compensation and N.Y. State disability insurance.

The policy naming the District as an additional insured shall:

a. Be an insurance policy from an A.M. Best rated "secured" or better insurer, authorized to conduct business in New York State. A New York licensed insurer is preferred. The decision to accept specific insurers lies exclusively with the District.

b. State that the organization's coverage shall be primary and non-contributory coverage for the District, its Board, employees and volunteers.

c. Additional insured status shall be provided by standard or other endorsements that extend coverage to the District for both on-going and completed operations. The decision to accept an endorsement rests solely with the District. A completed copy of the endorsements must be attached to the certificate of insurance.

The certificate of insurance must describe the specific services provided by the contractor (e.g., roofing, carpentry, plumbing) that are covered by the liability policies.

a. At the District's request, the contractor shall provide a copy of the declaration page of the liability and umbrella policies with a list of endorsements and forms. If so requested, the contractor will provide a copy of the policy endorsements and forms.

b. A fully completed New York Construction Certificate of Liability Insurance Addendum (ACORD 855 2014/05) must be included with the certificates of insurance.

The contractor agrees to indemnify the District for any applicable deductibles and self-insured retentions.

Required Insurance:

a. Commercial General Liability Insurance

$1,000,000 per occurrence/ $2,000,000 general and products/completed operations aggregates. The general aggregate shall apply on a per-project basis.

b. Automobile Liability $1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles.

c. Workers' Compensation, Employers Liability and NYS Disability Insurance Statutory Workers' Compensation, Employers' Liability Insurance and NYS Disability Insurance for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable.

d. Excess Insurance: $1,000,000 each Occurrence and Aggregate. Excess coverage shall be on a follow-form basis.

e. Owners Contractors Protective Insurance $1,000,000 per occurrence/$2,000,000 aggregate, with the District as the named insured.

f. Builders Risk Insurance or Installation Floater Coverage shall be on a direct risk of loss basis in the amount of $___________. The District shall be an additional insured, as their interest may apply.

Contractor acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the District. The contractor is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities.

Sub-contractors are subject to the same terms and conditions as stated above and submit same to District for approval prior to start of any work. In the event the Contractor fails to obtain the required certificates of insurance from the subcontractor and a claim is made or suffered, the Contractor shall indemnify, defend and hold harmless the District, its Board of Education, the Board's and/or the District’s agents, officers, trustees, attorneys, employees, staff, and volunteers from any and all claims for which the required insurance would have provided coverage.

In the event of the failure of the Contractor to perform within the time stated, the Contractor shall be liable for and agrees to pay the District, on demand, the difference between the price or prices proposed and the price or prices for which such services shall subsequently be obtained.

The District is a member/owner of the NY Schools Insurance Reciprocal (NYSIR).

The Contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the District but also NYSIR, as the District's insurer.

GENERAL CONDITIONS

(For the purchase of materials, supplies and equipment)

All invitations to bid issued by the above named School District will bind Bidders and Successful Bidders to the conditions and requirement set forth in these general conditions and such conditions shall form an integral part of each purchase contract awarded by the School District.

DEFINITIONS

For purpose of these General Conditions, the following definitions shall apply:

“School District” or “District”

- Shall be the legal designation of the district who is contracting with the bidder for goods/services.

“Notice to bidders” - A formal statement which, when issued by the school district, constitutes an invitation to bid on the materials, supplies, and equipment described by the Specifications.

“Board” - The board of education of the school district who is contracting with the bidder for goods/services.

"Bid" - An offer to furnish materials, supplies, and/or equipment in accordance with the invitation to bid, the general conditions, special instructions, and the Specifications.

"Bid Offer" - The form on which the bidder submits his bid.

"Bidder" - Any individual, company, or corporation submitting a bid.

"Contract" or "Agreement"

- a notice to the Successful Bidder by the issuance of a purchase order; also all documents relating to the transaction, including but not limited to, the Bid Pricing forms of the Successful Bidder, notice to bidders, general information, general conditions, special instructions, specifications, notice of award, bid proposal certifications; also a formal document signed by the bidder and the school district representative

"Successful Bidder"

- Any bidder to whom an award is made by the school district.

"Contractor" - Any bidder to whom a contract award is made by the board of education

“Specification” - A description of materials, supplies, and/or equipment and the conditions for its purchase.

BIDS

1. The date, time, and place of bid opening will be given in the

Notice to Bidders.

2. All bids must be submitted on the Bid Pricing forms and in accordance with instructions provided by the board.

3. All bids received after the time stated in the Notice to Bidders may not be considered and will be returned unopened to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the School District.

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. All information required by the Bid such as, without limitation, that set forth in the Notice to Bidders, General Conditions, Specifications, Information to Bidders/Supplemental Conditions, and bid pricing forms, in connection with each item against which a bid is submitted, must be given to constitute a regular bid.

5. The non-collusive bidding certification must be included with each bid as required by General Municipal Law, section 103-d.

6. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, materials, or equipment required and a representation that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete compliance with the bid requirements.

7. No alteration, erasure, or addition is to be made in the typewritten or printed matter. Deviations from the Specifications must be set forth in space provided in bid for this purpose.

8. Prices and information required shall be typewritten for legibility.

Illegible or vague bids may be rejected. All signatures must be written. Facsimile, printed, or typewritten signatures are not acceptable.

9. No charge will be allowed for Federal, State, or municipal sales and excise taxes since the School District is exempt from such taxes. The price bid shall be net and shall not include the amount of any such tax.

10. In all Specifications, the words “or equal” are understood after each article giving manufacturer’s name or catalog reference, or where a copyrighted brand name, trade name, catalog reference, or patented product is referenced. References to such specific products are intended as descriptive, not restrictive, unless otherwise stated. Comparable products will be considered if proof of compatibility is provided, including, without limitation, appropriate catalog excerpts, descriptive literature, detailed specifications, test data, etc. . The decision of the School District as to whether an alternate or substitution is in fact “equal” shall be final. If such documentation is not furnished, the bid will be construed as submitted on the identical item as specified in the bid specifications.

11. Bids on equipment must be on standard new equipment, of latest model, and in current production, unless otherwise specified.

12. All regularly manufactured stock electrical items must bear the label of the Underwriters’ Laboratories, Inc.

13. When bids are requested on a lump sum basis, bidder must bid on each item in the lump sum group. A bidder desiring to bid “no charge” on an item in a group must so indicate; otherwise bid for the group may be rejected.

14. All prices quoted must be “per unit” as specified; e.g., do not quote “per case” when “per dozen” is requested; otherwise, bid may be rejected.

15. Bidder must insert the price per unit and the extensions against each item in his bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions.

16. Prices shall be net, including transportation and delivery charges fully prepaid by the Successful Bidder to destination indicated by the bid or an authorized District representative. If award is made on any other basis, transportation charges must be prepaid by the Successful Bidder and added to the invoice as a separate item. In any case, title shall not pass until items have been delivered and accepted.

17. All bids must be sealed. They must be submitted in envelopes furnished by the School District, if any. Otherwise, plain, opaque envelopes may be used, clearly marked “BID”. Also the date and time of the bid opening as indicated on the Notice to Bidders must appear on the envelope. Bids must not be attached to or enclosed in packages containing bid samples. Telephoned quotations or amendments will not be accepted at any time.

18. As set forth in the Bid Proposal Certification sheet, under penalty of perjury, the bidder must certify that:

a. The bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies, or equipment of the type described in the invitation for bids, and

b. The contents of the bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid.

19. No interpretation of the meaning of the Specifications or other contract document will be made to any bidder orally. Every request for such interpretation should be in writing, addressed to the School District, not later than five (5) days prior to the bid Delivery Date. If deemed necessary in the sole discretion of the District, the District will answer the inquiry in writing in the form of an addenda to the bid solicitation which will be sent to all bidders solicited or of record. All addenda so issued shall become a part of the contract documents.

20. If the supplies, materials, or equipment are to be delivered over an extended period of time, or if the Specifications so state, then the Successful Bidder shall be required to execute an agreement in relation to the performance of his contract, such agreement to be executed by the bidder within fifteen (15) days…