Bid Notice.pdf

CHAUTAUQUA COUNTY PURCHASING DEPARTMENT

INVITATION TO BID

BID NO. PW-2-26 PFS

PW-3-26 PFS

PW-4-26 PFS

PW-5-26 PFS

BID NAME:

LEACHATE LINE CLEANING & SUMP CHAMBER PUMPING—ROUTINE SERVICE

LEACHATE LINE CLEANING & SUMP CHAMBER PUMPING—EMERGENCY SERVICE

LEACHATE LINE CLEANING & SUMP CHAMBER PUMPING—ROUTINE & EMERGENGY SERVICE

Issue Date: AUGUST 10, 2026 Questions Due By: AUGUST 21, 2026 Bids Open at 2:00 p.m. On: AUGUST 27, 2026

RESPOND TO:

ATTN: Becky Anderson, Purchasing Manager 454 N. Work

Falconer, NY 14733

PAUL M. WENDEL, JR

COUNTY EXECUTIVE

KITTY LYONS

DIRECTOR OF FINANCE

BECKY ANDERSON

PURCHASING MANAGER

BRANDI MCINTYRE

PURCHASING AGENT

NICOLE PATTISON

PURCHASING AGENT

TINA HUCKABONE

PURCHASING AGENT

http://ny-chautauquacounty.civicplus.com/

NOTICE TO BIDDERS

Publication Date: August 10, 2026

Chautauqua County is accepting sealed bids for:

INVITATION TO BID

NO. PW-2-26 PFS

PW-3-26 PFS

PW-4-26 PFS

Leachate Line Cleaning & Sump Chamber Pumping—Routine Service Leachate Line Cleaning & Sump Chamber Pumping—Emergency Service

Leachate Line Cleaning & Sump Chamber Pumping—Routine Service & Emergency Service

Invitation to Bid (ITB) Documents are available at the County’s Purchasing Office, 454 N. Work Street, Falconer, NY 14733, may be downloaded from bidnetdirect.com/new-york, or may be requested by email from andersob@chqgov.com. Chautauqua County is not responsible for the completeness or accuracy of ITB documents received from any other source, and the successful bidder shall be subject to official County ITB terms and conditions.

Bids must be received by the County’s Purchasing Office no later than 2:00 P.M. on August 27, 2026, at which time they will be publicly opened and read. EACH BID ENVELOPE MUST BE PLAINLY MARKED WITH THE PROPOSAL NUMBER AND THE

ITEM BID THEREIN.

Becky Anderson Purchasing Manager mailto:bidnetdirect.com/new-york mailto:andersob@chqgov.com

INSTRUCTIONS TO BIDDERS

Enclosed with these Instructions are:

(a) A Copy of the Public Notice identifying goods and/ or services being sought and specifying the date, time and location of receipt and examination of bids by Chautauqua County;

(b) Specification(s) for item(s) on which bids are being solicited; and

(c) Non-Collusion Bidding Certification, Affidavit of Financial Records and Certification Pursuant to Section 103-g, all of which must be completed and returned with each proposal submitted. Product Data Sheets must also be submitted with each bid.

1. Bidders are responsible for submitting their bids to the appropriate location at or prior to the date and time set forth in County’s bid documents. No bids will be accepted after the designated date and time. Delay in mail delivery is not an exception to this rule. BIDS WILL NOT BE ACCEPTED VIA FACSIMILE OR E-MAIL.

Proposals which are not timely submitted will be returned unopened.

2. Bid Proposals must be submitted to the attention of the Purchasing Manager and/or Agent in charge of bidding.

Bids must be enclosed in a sealed envelope plainly marked with the title of the bid and the ITB (information to bid) number. Bidder’s name and complete mailing address must be included on the outside of the envelope.

Purchasing Manager and/or Agent in Charge:

Becky Anderson

Bid Title: PW-2-26 A & B PFS

PW-3-26 A & B PFS

PW-4-26 PFS

ITB No. Leachate Line Cleaning & Sump Chamber Pumping-Routine Leachate Line Cleaning & Sump Chamber Pumping-Emergency Leachate Line Cleaning & Sump Chamber Pumping-Routine & Emergency

3. As set forth in General Municipal Law §109, bid awards may not be assigned, transferred, conveyed, sublet or otherwise disposed of without County’s express written consent.

4. Please complete the Bid Response form and email to andersob@chqgov.com.

GENERAL CONDITIONS

SCOPE: Chautauqua Department of Finance, Purchasing Division is requesting invitations to bid for Leachate Line Cleaning and Sump Chamber Pumping.

Bid #PW-2-26 PFS: Contractor is to perform semi-annual (Spring/Fall in each contract year) leachate line cleaning as required at the Chautauqua County Landfill 3889 Towerville Road, Jamestown, New York, and line cleaning as needed at closed County landfills, transfer stations and related facilities. (The Stockton Landfill has two, 2 inch diameter lines, 110 ft. long each, located 7 miles from the CCLF).

Bid #PW-3-26 PFS: Contractor shall provide emergency response leachate line cleanings for environmental situations that may arise at the facilities identified in this bid package. Contractor must be able to arrive on-site within 24 hours of County’s contacting Contractor.

Bid #PW-4-26 PFS: Contractor is to perform semi-annual (Spring/Fall in each contract year) leachate line cleaning as required at the Chautauqua County Landfill 3889 Towerville Road, Jamestown, New York, and line cleaning as needed at closed County landfills, transfer stations and related facilities. (The Stockton Landfill has two, 2 inch diameter lines, 110 ft. long each, located 7 miles from the CCLF). Also, the vendor shall provide emergency response leachate line cleanings for environmental situations that may arise at the facilities identified in this bid package. Contractor must be able to arrive on-site within 24 hours of County’s contacting Contractor.

The County is inviting separate bids for routine and emergency services, and also combined bids for both types of services. Invitations to bid are further delineated by the number of personnel to be provided by the bidder, as stated below.

I. GENERAL:

a.) Chautauqua County encourages all qualified applicants, including Minority-owned Business Enterprises, Women-owned Business Enterprises, Small Business Enterprises and Disadvantaged Business Enterprises, to partake in the bidding of this and all other commodities. The successful Bidder must be an EOE.

b.) Chautauqua County is exempt from all Federal and State taxes.

c.) By submitting a bid, you are asking the county of Chautauqua to accept your offer for the sale of goods or services. It is important that you READ and UNDERSTAND all terms and conditions herein as well as understand the laws that govern Municipal Purchasing which can be found at http://public.leginfo.state.ny.us.

d.) The enclosed bid forms must be used and may not be substituted amended, or altered. Bids submitted that are not on the enclosed forms will not be considered. All bid documents must be submitted for each bid, and must be signed by an authorized individual. Documents with a place for a notary signature must be notarized. Copies of bid documents obtained from any other source are not official copies.

Only those bidders who obtain documents from the Purchasing Division or have been downloaded from BidNet are guaranteed to receive addendum information.

e.) Addendum: Questions about or requests for clarification of a bid item must be submitted in writing to andersob@co.chautauqua.ny.us only. Questions must be submitted prior to the scheduled date on the front page of this bid document. County responses will be submitted to all parties in the form of an Addendum to the original bid, receipt of which must be acknowledged with each bid submittal.

http://public.leginfo.state.ny.us/ mailto:andersob@co.chautauqua.ny.us

• “From the time of issuance of a County Invitation to Bid until final determination of the successful vendor, all prospective vendor questions and communications shall be directed to the Purchasing Manager and/or agent. Contacting any other County employee prior to County’s issuance of a bid award may result in rejection of a bid.”

f.) Withdrawal Of Proposals - Negligence on the part of the Bidder in preparing his bid confers no right for the withdrawal of the bid after it has been opened. Any Bidder, upon his properly notarized written request, will be given permission to withdraw his bid not later than the time set for opening. At the time of opening of the bids, when such bid is included, it will be returned to the Bidder unopened.

II. CONTRACT TERM:

a.) The contract will be for a three (3) year period, commencing January 1, 2027 and ending December 31, 2029.

III. INTENT OF DOCUMENTS AND INSTRUCTIONS

a.) The Specifications and instructions as set forth herein are complementary, are intended to provide for, and include everything necessary for, the proper and orderly execution and completion of the service as specified. Specifications that have omissions reference to any material and/or service description which obviously was intended under the Contract, shall not excuse or relieve the awardee from furnishing the same. Materials described in words which have a generally accepted technical or trade meaning, shall be interpreted by such customary and recognized standard of meaning.

IV. PRICING AND BID FORM:

a.) Bid Form: All awards will be based on the actual rates quoted by the bidder in the space provided on the bid form. When applicable, escalation is to be calculated as specified in County’s bid documents.

• When a bid form is broken down for services that include labor, parts and/or material pricing the proposed bid pricing for MSRP Parts Plus or MSRP Parts discount or Material Mark-up shall be used as a basis for purchasing those parts and material from that awarded vendor throughout the term of the contract at any time for any purpose.

b.) PRICE ADJUSTMENTS PARTS and MATERIALS ONLY- Price includes all customs duties and charges and to be net, F.O.B. destination. At no time during the contract term may any of the contract pricing be changed for any reason without written approval by the county. Other municipalities participating in this bid may incur some shipping charges. It is up to the awarded bidder and the municipality or other eligible entity to negotiate reasonable shipping charges.

All pricing shall remain firm for the first year. Per each (12) twelve-month period the vendor or the County may request a price adjustment. The vendor shall give the County a minimum of thirty (30) calendar day's notification of any request for a price adjustment. Such increase may not exceed more than 3%.

HOURLY RATES – Shall remain firm for the length of the contract.

c.) The County will not pay any type of fuel surcharge on any item or contract unless specifically indicated as such by the County in the solicitation or contract. Any fuel charges added and not authorized by the County will be deleted from any payments made to the vendor.

d.) Unless otherwise specified all bid prices for goods shall include delivery F.O.B. to the agency ordering the goods.

e.) NYS Prevailing Wage Rates: NYS Prevailing wage rates may apply and successful contractor must make available to their employees the wage rates in accordance with the directions contained in the official schedule.

Further, successful contractor must submit to the County along with each invoice certified payroll records for the work being billed and the county will keep these records on file for there (3) years.

Chautauqua County will provide the successful Bidder upon request the NYS Prevailing Wage Rate schedule specific to this contract upon award. Or the vendor my download the schedule on the website at https://apps.labor.ny.gov/wpp/showFindProject.do?method=showIt Contractors are responsible to obtain the current wage rate for the Trade being bid by contacting the regional office in Buffalo NY at (716)847-7159 or on the website referenced above. The wage schedule for this bid is PRC# 2026020801.

f.) If vendor offers a lower price to any other municipality or contractor, such price shall be also extended to the County for the life of this bid or any contract as a result of this bid and prices will be adjusted accordingly.

V. PAYMENT:

a) All invoices submitted for payment must reflect the proposed bid to ensure prompt payment, also please reference the assigned Agreement of Service Number if applicable on the invoice. Any additional fee added to the invoice when billed will not be paid unless specified on the Bid Form. Cost of all repairs to be approved prior to commencement of work.

b) Contractor acknowledges that County issues vendor payments electronically, and shall complete payment forms as required by the County for that purpose.

VI. ALTERNATE SOURCE

a.) Where a New York State bid or a bid from another municipality results in an award for an item herein at a total price which is more favorable than that of the bidder to whom an award is made herein, and such price is available to County, County reserves the right to purchase from the State bid or from such other, alternate bid, notwithstanding its award to the lowest responsible bidder herein, after offering the County bid awardee an opportunity to meet or better the item price.

VII. PRODUCT REFERENCES “Or Equal”:

https://apps.labor.ny.gov/wpp/showFindProject.do?method=showIt a.) Meaning: alike in amount, rank, value, size, and same in operation or effect. In all Specifications the words

“or equal” are understood to apply where a copyrighted, brand name, trade name, catalog reference, or patented Product is referenced. References to such specific Product are intended as descriptive, not restrictive, unless otherwise stated. Comparable Product will be considered if proof of compatibility is provided, including appropriate catalog excerpts, descriptive literature, specifications and test data, etc. The Purchasing Agent’s decision as to acceptance of the Product as equal shall be final.

b.) Whenever a particular brand or make of material, equipment, or other item is specified, another brand or make which, in the opinion of Chautauqua County, is equivalent in quality, value, performance and suitability to that specified or indicated may be offered only if the particular brand or make of material, equipment cannot be offered by the bidder.

c.) The County shall be the sole judge as to whether a proposed equivalent or substitution is to be approved and the bidder shall have the burden of proving same, at his own expense, to the satisfaction of the County. Any deviations shall be noted with explanations of change including equipment name brand, etc. Deviations shall be equal or better and so noted throughout specifications.

IX. QUALIFICATIONS:

1.1 Demonstrate Experience: The Contractor shall supply 3 letters of reference demonstrating landfill leachate line cleaning experience.

1.2 Personnel: The Contractor shall supply all necessary trained/experienced personnel and equipment to conduct the work.

1.3 Health and Safety: Once a successful bid has been awarded, the Contractor shall supply the County with a Health and Safety Plan and OSHA training records of personnel for County information.

1.4 Coordination: The Contractor shall cooperate and coordinate its work with the Chautauqua

County Sanitation Supervisor and/or designated county personnel.

1.5 Contract Period: Contract will start January 1, 2027 and end December 31, 2029, with an option for a (2) year extension with a 2% rate increase when mutually agreed upon.

1.6 Termination: Upon written notice of cancelation, accounts between the parties shall be prorated, adjusted and settled as of the date of the termination.

MATERIALS AND EQUIPMENT

1.1 Equipment: The Contractor shall supply, operate, and maintain all necessary mechanical equipment.

For the purpose of this agreement, the Contractor should assume that 99.9% of leachate line cleaning will be at the CCLF. Line lengths at the Landfill range up to 1,150 feet, with a typical distance of 800 feet.

1.1.1 Equipment needed for completion of the cleaning includes, but is not limited to:

Water Blaster™ High Pressure machine or equivalent (minimum 10,000 psi rated).

Vactor 2100 combination Sewer cleaner or equivalent (minimum 80 gpm at 2500psi) Easement machine (mobile real) capable of holding 600’ of 1” sewer jet hose

1.1.2 A High pressure line (minimum 1,200 ft) must be on site at all times while cleaning is taking place.

1200 ft. of 1 inch sewer jet hose.

1200 ft of ½ inch sewer jet hose.

1.1.3 Contractor must use a Wet-Dry Vacuum Truck with mounted hydraulic boom and one operator.

1.1.4 When requested by the County, the Contractor shall provide a Pipe Video Taping System that is suitable for observation of 6” diameter or larger pipes.

1.1.5 Personnel: The Contractor shall provide laborers, operators, supervisors, and mechanics as necessary for the safe and efficient completion of the work.

1.1.5.1 Personnel Requirements for Pipe Cleaning System (Line Cleaning) The County is requesting pricing for two staffing options for Pipe Cleaning System (Line Cleaning) work only.

Bid A – Contractor Provides All Personnel For Pipe Cleaning System (Line Cleaning), the Contractor shall provide one (1) equipment operator and two (2) laborers. The County will provide the water supply, water truck with one County operator, and project oversight.

Bid B – County Provides One Laborer For Pipe Cleaning System (Line Cleaning), the Contractor shall provide one (1) equipment operator and one (1) laborer. The County will provide one (1) laborer, the water supply, water truck with one County operator, and project oversight.

These staffing options apply only to Pipe Cleaning System (Line Cleaning) operations. All other work required under this contract shall be staffed by the Contractor as necessary to safely and efficiently complete the work.

Bidders shall provide pricing for both staffing options on the Bid Form.

1.1.6 Should the Contractor’s equipment produce a hazardous spill (not limited to oil or fuel), Contractor shall supply Spill Control Units, Personal Protective Equipment, and mechanical equipment, and shall remediate the spill.

1.2 Hourly Rates: The hourly rates will be as listed in the bid form, and shall apply for actual time used or worked at the job site for each piece of equipment including any labor cost associated with the operation of that piece of equipment.

1.2.1 The rates shall include per diem charges and any extra labor costs.

1.2.2 The rates shall include cost for all supplies and all necessary additional equipment.

1.2.3 Work is not expected to exceed fifteen (15) workdays per leachate line cleaning season

(Spring/Fall=two seasons if needed), including (1) day for vacuum services.

1.2.4 The County is not responsible for payment of time during equipment breakdown/malfunction/repairs, while Contractor is on site.

1.3 Equipment & Workmanship: Contractor’s equipment and workmanship shall conform to all National, State and Local applicable laws and regulatory requirements, including those specified by, but not limited to, New York State Vehicle and Traffic Law, the New York State Environmental Conservation Law, OSHA, EPA and NYS Labor Department. Observation of the work by the county does not relieve the Contractor of any of these responsibilities.

1.4 Water Supply: The County will supply the Contractor with water in sufficient quantities to facilitate the work.

1.4.1 The county will supply a tanker with hoses to connect the water supply to the cleaning equipment.

1.4.2 The County will supply personnel to operate the tanker.

1.5 Disposal of Debris: All material collected as a result of tank vacuuming will be disposed of on site at no expense to the contractor for disposal. Liquid is decanted into the Leachate pond and the remaining sediment is placed in the landfill as directed by the Sanitation Supervisor or designated personnel.

EXECUTION

2.1 The Contractor shall mobilize / transport all required materials / equipment to and from the site and shall assemble, prepare and put into operation al necessary materials, equipment and labor necessary to meet the requirements of these contract documents.

2.1.1 In an emergency situation, the Contractor shall respond to such emergency with all needed equipment and personnel within 24 hours to the site of the emergency and will be paid the set mobilization cost and at the set hourly rate for the period that work is performed on county property, with a minimum paid time of 4 hours.

X. OBLIGATION OF BIDDERS:

a.) It is the bidder’s responsibility to contact Chautauqua County to confirm that they have received all addenda prior to submittal of a bid.

b.) A bidder shall not plead misunderstanding or deception of estimates of quantities, character, location, or other conditions surrounding the same. Permission will not be given to withdraw, or modify, or explain any proposal or bid after it has been opened.

XI. AWARD:

a.) Only items requested by County bid documents shall be considered as the basis for award. At County’s sole option a bid submittal with non-conforming, different or additional information can be: rejected as a nonconforming bid; or accepted as bid, with non-conforming, additional or different information enforced or rejected by County, in whole or in part, as County deems most advantageous. Bidder shall have no recourse against County in connection with County’s exercise of its option to accept or reject unsolicited information. Information, statements, terms or requirements, or parts thereof, which the County deems not directly responsive to the information requested will, in County's sole discretion, be void, voidable or enforceable."

b.) When bids are split into different sections and/or categories there may be multiple awards. Awards will be made to the lowest responsible bidder per section and/or category. The County may be making two awards: one for routine services, awarding either ITB A or ITB B as County deems most advantageous, and one for emergency services, awarding either ITB A or ITB B as County deems most advantageous. Int the alternative, the County may make one award for the combined routine and emergency services, awarding either ITB A or ITB C. Awards will be made to the lowest responsible bidder on each awarded bid.

XII. INSURANCE & EXECUTION OF THE AGREEMENT:

a.) Insurance - Must be in place prior to execution of the agreement by the County Executive and shall be up to date and maintained for the contract term. It is preferred that you attach your updated certificates of insurance along with your bid. You may also e-mail certificates to wakamata@chqgov.com.

*Failure to supply up-to-date certificates of insurance within (5) five days of receipt of the Notice of Award may be cause for the County to declare a bid non-responsive, with the result that the award may go to the lowest bidder.

b.) Agreement of Service (AOS) or Form of Agreement - The successful bidder upon award will be required to execute a standard Chautauqua County Agreement of Service (AOS) or a Law Department Drafted Agreement. A sample agreement or AOS along with terms and conditions is attached herein.

c.) No services shall commence or payments made prior to the full execution of the contract.

• Fully executed by the County Executive and the Awarded Vendor.

ATTENTION BIDDERS – BID RESPONSE FORM

If you find that you are not interested in bidding/quoting this particular project please indicate your reasons below. If you wish to be removed from our bidders list, please fill in this sheet and return by emailing to:

andersob@chqgov.com.

Bid Proposal Number: _____________________

Name of Project being bid: ___________________________

VENDOR NAME: __________________________________________________

COMPANY REPRESENTATIVE: ______________________________________

ADDRESS: ______________________________________

PHONE:____________________/Email: _____________________________

For purposes of facilitating your firm's response to our invitation to bid, the County of Chautauqua is interested in hearing reasons for your not wishing to be on the bid list.

WE ARE NOT INTERESTED BECAUSE:

_____ Items and/or materials requested are not manufactured by us or are not available to our Company.

_____ Our items and/or materials do not meet your specifications.

_____ Specifications are not clearly understood or applicable _____too vague _____ too rigid.

_____ Quantities too small

_____ Insurance Requirement

_____ Other reason not listed above (or) elaborate on the checked marked reason above:

CHAUTAUQUA COUNTY FINANCE DEPARTMENT

Becky Anderson Purchasing Manager

Kitty Lyons Director of Finance

CHAUTAUQUA COUNTY RESPONSE CHECKLIST BID NAME: Leachate Line Cleaning Services

BID NO. PW-2 - 4-26 PFS DUE DATE:

Please note below a list of documents which must be submitted in full as part of this bid. Failure to submit any of the documents as part of your proposal or failure to acknowledge any addendum in writing with your bid may be cause for rejection of the proposal.

Submitting a bid on any condition, limitation or provision not officially invited in this bid may also be cause for rejection.

Please check each item indicating your compliance:

THIS CHECKLIST MUST BE SUBMITTEDAS PART OF YOUR PROPOSAL.

_____RESPONSE CHECKLIST

_____NON-COLLUSION CERTIFICATE

_____IRANIAN DIVESTMENT CERTIFICATE

_____FINANCIAL AFFIDAVIT

_____ AFFIDAVIT OF A FOREIGN CORPORATION

_____CORPORATE ACKNOWLEDGEMENT CERTIFICATE

_____EXCLUSION CHECK

_____PRICING SUBMISSION SHEET (PROPOSAL FORM) IF INCLUDED OR VENDOR’S OWN SUBMISSION

_____REQUIRED FORMS AS LISTED IN BID

_____ADDENDUM(S) ACKNOWLEDGE (IF APPLICABLE)

_____INSURANCE CERTIFICATES _____ WILL PROVIDE WITHIN 5 DAYS OF NOTICE OF AWARD

COMPANY

TELEPHONE NUMBER

ADDRESS

EMAIL ADDRESS

AUTHORIZED REPRESENTATIVE (PRINT) TITLE

AUTHORIZED SIGNATURE

FED ID NO.

DATE

CHAUTAUQUA COUNTY BID FORM

LEACHATE LINE CLEANING

PW-2 to 4 -26 PFS DATE DUE: August 27, 2026

Bid PW-2-26A PFS – Contractor Provides All Personnel (bidding regular and emergency separate)

ITEM TIME TASK UNITS ESTIMATED

MAXIMUM

QUANTITY

UNIT PRICE ESTIMATED

ITEM COST

1 2027 Mobilization Lump Sum 4 $ $

2 2027 Pipe Cleaning System Hours 192 $ $

3 2027 Vacuum Cleaning Hours 32 $ $

4 2027 Pipe videoing/inspecting Foot 30,000 $ $

5 2028 Mobilization Lump Sum 4 $ $

6 2028 Pipe Cleaning System Hours 192 $ $

7 2028 Vacuum Cleaning Hours 32 $ $

8 2028 Pipe videoing/inspecting Foot 30,000 $ $

9 2029 Mobilization Lump Sum 4 $ $

10 2029 Pipe Cleaning System Hours 192 $ $

11 2029 Vacuum Cleaning Hours 32 $ $

12 2029 Pipe videoing/inspecting Foot 30,000 $ $

Part 1 Total $

Bid PW-3-26A

PFS

1 Emergency Calls Mobilization Lump Sum 6 $ $

2 Emergency Calls Pipe Cleaning Hours 40 $ $

3 Emergency Calls Vacuum Cleaning Hours 40 $ $

Part 2 Total $

Bid PW-2-26B PFS – County Provides One Laborer (Pipe Cleaning System only)(bidding regular & emergency separate)

ITEM TIME TASK UNITS ESTIMATED

MAXIMUM

QUANTITY

UNIT PRICE ESTIMATED

ITEM COST

1 2027 Mobilization Lump Sum 4 $ $

2 2027 Pipe Cleaning System Hours 192 $ $

3 2027 Vacuum Cleaning Hours 32 $ $

4 2027 Pipe videoing/inspecting Foot 30,000 $ $

5 2028 Mobilization Lump Sum 4 $ $

6 2028 Pipe Cleaning System Hours 192 $ $

7 2028 Vacuum Cleaning Hours 32 $ $

8 2028 Pipe videoing/inspecting Foot 30,000 $ $

9 2029 Mobilization Lump Sum 4 $ $

10 2029 Pipe Cleaning System Hours 192 $ $

11 2029 Vacuum Cleaning Hours 32 $ $

12 2029 Pipe videoing/inspecting Foot 30,000 $ $

Part 1 Total $

Bid PW-3-26B

PFS

3 Emergency Calls Vacuum Cleaning Hours 40 $ $

Bid PW-4-26 PFS – Contractor Provides All Personnel (bidding regular and emergency together)

ITEM TIME TASK UNITS ESTIMATED

MAXIMUM

QUANTITY

UNIT PRICE ESTIMATED

ITEM COST

1 2027 Mobilization Lump Sum 4 $ $

2 2027 Pipe Cleaning System Hours 192 $ $

3 2027 Vacuum Cleaning Hours 32 $ $

4 2027 Pipe videoing/inspecting Foot 30,000 $ $

5 2028 Mobilization Lump Sum 4 $ $

6 2028 Pipe Cleaning System Hours 192 $ $

7 2028 Vacuum Cleaning Hours 32 $ $

8 2028 Pipe videoing/inspecting Foot 30,000 $ $

9 2029 Mobilization Lump Sum 4 $ $

10 2029 Pipe Cleaning System Hours 192 $ $

11 2029 Vacuum Cleaning Hours 32 $ $

12 2029 Pipe videoing/inspecting Foot 30,000 $ $

Part 1 Total $

3 Emergency Calls Vacuum Cleaning Hours 40 $ $

TOTAL BID $

Bid PW-5-26 PFS – County Provides One Laborer (Pipe Cleaning System only)(bidding regular and emergency together)

ITEM TIME TASK UNITS ESTIMATED

MAXIMUM

QUANTITY

UNIT PRICE ESTIMATED

ITEM COST

1 2027 Mobilization Lump Sum 4 $ $

2 2027 Pipe Cleaning System Hours 192 $ $

3 2027 Vacuum Cleaning Hours 32 $ $

4 2027 Pipe videoing/inspecting Foot 30,000 $ $

5 2028 Mobilization Lump Sum 4 $ $

6 2028 Pipe Cleaning System Hours 192 $ $

7 2028 Vacuum Cleaning Hours 32 $ $

8 2028 Pipe videoing/inspecting Foot 30,000 $ $

9 2029 Mobilization Lump Sum 4 $ $

10 2029 Pipe Cleaning System Hours 192 $ $

11 2029 Vacuum Cleaning Hours 32 $ $

12 2029 Pipe videoing/inspecting Foot 30,000 $ $

Part 1 Total $

3 Emergency Calls Vacuum Cleaning Hours 40 $ $

TOTAL BID $

There is the possibility of 2 awards with this bid. The low bidder will be determined by the lowest bid, by what is most advantageous for the County.

By signing this bid form and submitting a bid, the vendor acknowledges that they have read, understand and agree to all aspects of this bid document as presented.

SUBMITTED BY:

DATE: _________________________

Company Name:____________________________________________________________

Contact:_____________________________________________________________________

Address:_____________________________________________________________________

Telephone:__________________________________________________________________

E-Mail:______________________________________________________________________

Z-K/Lndfl/Leachate Line Cleaning

21-54-XX.11

AGREEMENT

Leachate Line Cleaning and Sump Chamber Pumping

This Agreement is made as of , 2026 by and between the following parties:

COUNTY: COUNTY OF CHAUTAUQUA, NEW YORK

A Municipal Corporation

Gerace Office Building Mayville, New York 14757 hereinafter called "County,"

-and-

CONTRACTOR: NAME OF CONTRACTOR

Street Address

City, State, Zip Code hereinafter called "Contractor."

WITNESSETH:

WHEREAS, County issued Invitation to Bid No. ________________on , 2026 soliciting competitive bids for <routine and/or emergency> leachate line cleaning and sump chamber pumping for the Chautauqua County Landfill and transfer stations, and

WHEREAS, Contractor certifies that it has the necessary qualifications, experience, authorizations and resources to timely perform Agreement services, and

WHEREAS, Agreement services are funded by County funds, and

WHEREAS, County is authorized and empowered to proceed with this Agreement pursuant to County Law §226-b, NOW THEREFORE THE PARTIES AGREE AS FOLLOWS:

1. Contract Documents. The Contract Documents consist of the following, including all current and future appendices, attachments, and incorporated references: this Agreement; County’s bid solicitation documents, including but not limited to the Advertisement, the Notice to Bidders, the Notice of Award, and all items in the Invitation to Bid package; the County Leachate Line

Cleaning Plan (Map and Table), attached hereto as Appendix C; Prevailing wage schedule PRC#

2026020801, as applicable; Contractor's bid dated , to the extent it does not conflict with the wording or intent of another Contract Documents; and all applicable federal, state, and local laws, rules, regulations, and requirements, including without limitation provisions concerning the environment, health, labor and safety. The Contract Documents are as fully a part of this Agreement as if attached hereto or repeated herein.

All services, including those provided by subcontractors, shall be provided in furtherance of and in conformance with Contract Documents. It is Contractor's responsibility to make itself and any subcontractors aware of Contract Document requirements.

In the event of a conflict between the terms of this Agreement and the terms of another

Contract Document, the terms of this Agreement shall apply, provided, however, that where the other Contract Document provides greater detail about or elaboration of an obligation set forth in this Agreement, the provisions of the other Contract Document shall be considered as additional requirements to the duty or obligation found in this Agreement, enforceable at the option of

County. This Agreement is to be construed as requiring conformance with all federal, state, and local requirements.

2. Performance. <Contractor shall perform routine leachate line cleaning at the Landfill on

Towerville Road in Jamestown, New York each spring and fall, and routine leachate line cleaning at other locations under the County’s purview, when requested by County and in accordance with

Contract Documents. Additional, non-emergency line cleaning and vacuuming services will be provided upon request. AND/OR Contractor shall perform emergency line cleaning and vacuuming services, as requested by County, at the Landfill on Towerville Road in Jamestown, New

York and at other locations under County’s purview. Contractor shall commence such emergency work within twenty-four (24) hours of County’s request for service. Services shall be performed in accordance with Contract Documents.>

Contractor shall perform all work and furnish all supplies, materials, machinery, equipment, personnel, and facilities, all of which shall meet or exceed industry standards. County's project liaison may assist County in determining the amount, quality, acceptability, and fitness of the various types of workmanship and materials and will assist County in deciding questions which arise in relation to Contract Documents.

Contractor shall, at a minimum, provide <Bid A: a three-person team during the line cleaning process (one to operate the pump and two to run the line into the cleanout), and, for the vacuuming process, a two-person team (a driver/operator and a laborer). OR Bid B: a two-person team during the line cleaning process (one to operate the pump and another to run the line into the cleanout), and, for the vacuuming process, a two- person team (a driver/ operator and a laborer).

County will provide one laborer to assist during the line cleaning process.>

County will provide assistance overseeing line cleaning operations. County will assist with identification of locations at which work is to be performed, and will assist with identification of a means of responding to any issues or problems Contractor might encounter while performing the work. The two processes, line cleaning and vacuuming, are not performed concurrently.

Routine cleaning work shall be performed on mutually agreed upon dates in the spring and fall. Vacuum work shall be performed immediately upon County’s request. Any extension of time frames must be authorized in writing by the County’s Director of Public Facilities, not to exceed the

Agreement term.

Contractor shall carefully protect its employees, work, equipment, and materials against all injuries and damages relating to the work and to the weather, and shall protect County's property from injury or loss in connection with Contractor’s services. Should a hazardous spill (including but not limited to an oil or fuel spill) occur during the performance of Agreement services, Contractor shall supply Spill Control Units, Personal Protective Equipment, mechanical equipment, and all other resources necessary to immediately and fully remediate the spill. Contractor shall minimize any interference with normal County activities at the work site.

3. Payment. County will pay Contractor the maximum sum of and No/100 Dollars ($XXXXX) for work performed pursuant to this Agreement. Monthly payments at the rates in Appendix B will be made upon

County’s receipt of a properly itemized and executed invoices, in form and content approved by

County's Director of Public Facilities or a duly authorized subordinate, together with all fiscal records and documents as are reasonably requested.

4. Term. This Agreement shall commence on January 1, 2027 and shall terminate on

December 31, 2029. The parties may by mutual agreement, as evidenced by a duly executed amendment to this Agreement, extent the contract term for up to two additional years, with payment rates during each extension year reflecting a two percent (2%) increase over the previous contract year. County can terminate or cancel this Agreement in whole or in part upon thirty (30) days written notice to Contractor, with accounts between the parties adjusted and prorated as of such termination date. County can immediately by written notice terminate this Agreement in the event Contractor violates any provision of a Contract Document.

5. Digital Signatures and Document Storage. Each party may affix a digital signature to this

Agreement by electronic means. By affixing a digital signature the parties are affirming they have authority to enter into this Agreement, and that this Agreement executed by digital signature or other electronic means shall be legally binding and effective. Each party also agrees that this

Agreement, and any document including or relating to this Agreement, may be imaged and stored electronically and may be introduced as evidence as original business records and neither party shall contest their admissibility.

6. Execution in Counterparts. This Agreement, and any amendment or modification, may be signed in counterparts, each one of which is considered an original, but all of which constitute one and the same instrument. The exchange of copies of signature pages by scanned portable document format (".pdf") email attachment, or through any digital signature program, shall constitute effective execution of this Agreement, and .pdf copies of this Agreement shall have the same force and effect as an original.

7. Additional Terms and Conditions. Contractor shall comply with all provisions contained in Appendix A, attached hereto and made a part of this Agreement.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first set forth above.

COUNTY OF CHAUTAUQUA

BY________________________________________DATE__________________

Paul M. Wendel, Jr., County Executive

NAME OF CONTRACTOR

By applying a signature I certify that I am duly authorized to affix the below signature to this Agreement, and that such signature, coupled with County’s signature, shall create a binding Agreement.

BY_______________________________________DATE___________________

Title

Appendix A = Standard County Appendix A

Appendix B = follows this page

Appendix C = County Leachate Line Cleaning Plan (Map and Table)

APPENDIX B

Hourly rates shall apply for actual time used or worked at the job site for each piece of equipment, including any labor cost associated with the operation of that piece of equipment. Rates are all-inclusive, including but not limited to per diem charges, overhead, labor costs, supplies, materials and equipment. County will not pay for time periods during which Contractor is on site, but equipment is not fully present or fully operational.

ROUTINE

SERVICES

UNIT

CHARGE

Months 1-12

CHARGE

Months 13-24

CHARGE

Months 25-36

Mobilization Lump Sum Per Event $

Pipe Cleaning

System

Hours $

Vacuum Cleaning Hours $

Pipe videoing/inspecting

Foot $

EMERGENCY

SERVICES

UNIT

CHARGE

Months 1-12

CHARGE

Months 13-24

CHARGE

Months 25-36

Mobilization Lump Sum Per Event $

Pipe Cleaning Hours

(4 hour minimum)

Vacuum Cleaning Hours

(4 hour minimum)

Chautauqua County Appendix A – July 31 2026

Amendment. No waiver, modification, or amendment of this Agreement or any part thereof shall be valid unless in writing and duly executed by the parties hereto. A waiver of any breach hereof shall not prevent forfeiture for any succeeding breach.

Artificial Intelligence. Contractor shall not

(i) upload or otherwise input County information into any publicly-available

Artificial Intelligence model, including but not limited to Large Language Models; or

(ii) utilize Artificial Intelligence in any way that infringes on any third-party intellectual property rights, including but not limited to copyright, trademark, or patent rights. In the event Contractor utilizes Artificial Intelligence in the performance of any contract work or in the creation of any work product or deliverable to be transmitted to County, Contractor must review such work, work product, or deliverable. Contractor is solely responsible for ensuring the accuracy, completeness, and relevance of any such work, work product, or deliverable. Contractor is solely liable for any damages to County caused by inaccurate, incomplete, or otherwise deficient work, work product, or deliverables completed or created using

Artificial Intelligence and which was not reviewed by Contractor in accordance with this paragraph.

Assignment. Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of this Agreement or any of its right, title, or interest therein, or the power to execute this Agreement, without the prior written consent of the County. (GML

Section 109)

Audit. County, itself or through a third party, reserves the right to audit Contractor upon reasonable notice to ensure compliance with this Agreement.

Contractor shall fully comply with any such audit.

Binding Agreement. This Agreement shall be binding on the parties, their successors, heirs, and assigns.

Confidentiality. Information relating to individuals who may receive services pursuant to this Agreement shall be confidential, and maintained and used only for the purposes intended under this

Agreement, in accordance with all applicable state and federal laws, rules and regulations and industry standards. If

Contractor is a Business Associate of the

County as defined by HIPAA, Contractor shall comply with the terms of County’s standard Business Associate Agreement, as the same may be amended from time to time, unless otherwise agreed upon in writing by the parties. This requirement shall survive termination of this

Agreement.

Conflict. In the event of a conflict between the terms of this Agreement and the terms of any other Contract Document, the terms of this Agreement shall be controlling notwithstanding anything in

Contractor’s documents to the contrary.

Debarment/Suspension – see County solicitation documents.

Digital Signatures and Document Storage.

Each party may affix a digital signature to this Agreement by electronic means. By affixing a digital signature the parties are affirming they have authority to enter into this Agreement, and that this Agreement executed by digital signature or other electronic means shall be legally binding and effective. Each party also agrees that this Agreement, and any document including or relating to this Agreement, may be imaged and stored electronically and may be introduced as evidence as original business records and neither party shall contest their admissibility.

Entire Agreement. This Agreement contains the sole and entire Agreement between the parties relating to the goods and services provided hereunder and shall supersede any and all other Agreements between the parties. Any other statements or representations made by either party are void and have no force or effect.

Exclusion Certification

By executing this Agreement, Contractor certifies that neither Contractor nor any entities/individuals that will perform

Agreement work is subject to federal or state exclusion.

Execution in Counterparts. This

Agreement, and any amendment or modification, may be signed in counterparts, each one of which is considered an original, but all of which constitute one and the same instrument.

The exchange of copies of signature pages by scanned portable document format

(".pdf") email attachment, or through any digital signature program, shall constitute effective execution of this Agreement, and

.pdf copies of this Agreement shall have the same force and effect as an original.

Federal Funding. If Agreement services are funded in whole or in part by federal funds, Contractor acknowledges and agrees that (i) Contractor shall timely cooperate with County requests that further County compliance with audit, reporting, and other requirements in 2 CFR

Part 200 and in presidential Executive

Orders, (ii) Contractor shall promptly comply with reasonable County requests to amend this Agreement in furtherance of

County compliance with 2 CFR Part 200 and presidential Executive Orders; and (iii) in the event of a suspension of, reduction in, or termination of federal funds, County shall have the right to suspend or terminate this Agreement in whole or in part, effective as of the date of such federal suspension, reduction or termination, and

Contractor shall take immediate steps to terminate as many relevant outstanding contract-related obligations as possible.

Force Majeure. Either party may terminate or suspend its performance under this Agreement, in whole or in part, immediately upon the occurrence of a

“force majeure.” A “force majeure” shall include, but not be limited to, natural disasters, war, rebellion, insurrection, riot, strikes, lockout, and any unforeseen circumstances and acts beyond the control of such party that render performance of its obligations impossible.

Governing Law and Jurisdiction.

Notwithstanding any statement in this or any other document to the contrary, this

Agreement shall be governed by the laws of the State of New York, without regard to its principles on conflicts of law.

Contractor consents to New York State

Court jurisdiction in Chautauqua County, New York as the exclusive jurisdiction for this contract, agrees that service of process shall be deemed to be effected on the non-

County party(ies) by County delivery of papers to the New York State Department of State, and agrees that any disputes hereunder shall be heard by a court of competent jurisdiction in Chautauqua

County, New York, unless this paragraph is physically crossed out and initialed by both parties, or unless the federal supremacy clause requires otherwise.

Guarantee. Contractor shall fully guarantee the quality and workmanship of the services and/or goods provided, and shall represent and warrant that such goods or services meet or exceed all applicable industry standards.

Indemnification. Contractor shall be solely responsible and answerable in damages for any and all accidents and/or injuries to persons (including death) or property arising out of or related to the goods provided or services to be rendered by Contractor or its subcontractors pursuant to this Agreement. To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold County and its officers and employees harmless from any liability, claim, demand, loss, judgment, expense, and cost of every type, amount, and nature, direct and indirect and without limitation, including the costs of defense, arising from Contractor's performance or failure to perform the terms of this Agreement. In the event that this Agreement is funded by federal or state funds, and County is required to indemnify the funding source(s) of this

Agreement, Contractor shall be required to indemnify the funding source to the full extent that County is contractually obligated to do so, to the extent such obligation arises from Contractor’s action or failure to act in accordance with this

Agreement.

All money expended by County as a result of such claims, actions, damages, losses, expenses, and costs, together with interest at a rate not to exceed the maximum interest rate permitted by law, shall be immediately and without notice due and payable by Contractor to County.

Such obligation to the County shall not be construed to negate, abridge or reduce other rights of indemnity which would otherwise exist. This provision shall supersede any other provision in this

Agreement, including attachments and referenced items, deemed to be in conflict, unless specifically stated otherwise.

Independent Contractor. Contractor is an independent contractor and not an employee, servant, or agent of the County.

Contractor shall have exclusive responsibility for the means, manner, and methods of performing its obligations under this Agreement.

Insurance. Unless waived by the County

Attorney or his/her designee in writing, Contractor shall secure and maintain the insurance specified at https://chqgov.com/finance/insurance-requirements as the same may be amended from time to time, incorporated herein by reference as though fully set forth herein, with County named as an additional insured for purposes of coverage on a direct, primary, and non-contributory basis. The insurance afforded the additional insureds shall be at least as broad as that afforded to the first named insured. County as additional insured will be entitled to the limits stated in the contract or the full limits of the policy, whichever is greater. Contractor shall file a certificate of insurance with the County prior to performing pursuant to this

Agreement or receiving any payment.

Contractor shall provide new insurance certificates when the existing certificates expire, without demand.

Contractor shall immediately forward to

County at

FinanceRiskMgmtDivision@chqgov.com any notice of actual or pending termination, suspension, or non-renewal of insurance. In the event Contractor's insurance expires or is terminated or suspended, County shall have all rights available for breach of contract, and may declare this Agreement to be automatically and immediately terminated effective as of the moment of expiration, termination, or suspension. In addition, County reserves the right to withhold payment to

Contractor until such new certificates have been provided and approved. County shall have unlimited access to Contractor's insurance company and policies.

Licenses and Permits. Contractor shall secure and maintain throughout the term of this Agreement all necessary licenses, permits, and other certifications and qualifications required for its performance of this Agreement. Contractor shall immediately notify the County of any notice of, or actual, revocation or restriction of a license, permit, or other certification necessary for its performance of this Agreement. In the event of a revocation which prohibits Contractor from being able to perform this

Agreement, this Agreement shall automatically terminate effective as of the moment of such revocation.

Medicaid/Medicare Programs If this contract involves the provision of goods or services funded by the United States

Medicaid or Medicare program, all contract services shall be fully compliant with program requirements. County shall have the right to immediately terminate this Agreement upon Contractor’s failure to comply in any manner with a program requirement.

Non-Discrimination. In the performance of this Agreement, Contractor will not discriminate,…