Bid Notice.pdf

ORANGE COUNTY, NEW YORK

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

Goshen, New York 10924

RFB TITLE: On-Call Snow Removal for Orange County Roads RFB-OC166-26

RFB Shell 7/2024

ON-CALL SNOW REMOVAL FOR ORANGE COUNTY ROADS

PO Box 218, 255-275 Main St.

Goshen, New York 10924

TABLE OF CONTENTS

Notice to Bidders

Instructions to Bidders

Insurance Requirements

Purchases by Other Local Governments and School Districts

Scope

Specifications

Term

Pricing

Payment

Submission of Bids

Additional Information

Basis Of Award

Anticipated RFB Timeline

Bid Form

Certification of Experience (References)

Questions

Non-Collusion Bidding Certification

Disclosure of Prior Non-Responsibility Determinations

Iran Divestment Act Certification

Disclosure of Contractor-Subcontractor and Substantially Affiliated Entity Relationships

Information Sheet

Non-Bidder’s Response

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

Attachment Form Agreement for Vendor Services

Attachment Supplier Forms

Attachment ACH Form

Attachment 2026 County Holiday Schedule

PO Box 218, 255-275 Main St.

Goshen, New York 10924

NOTICE TO BIDDERS

Bids for the County of Orange RFB-OC166-26, On-Call Snow Removal for Orange County Roads will be received by the undersigned Commissioner of the Department of General Services, in her office at 255-275 Main St., Goshen, NY 10924, up to and including Wednesday, October 7, 2026 at 3:00 P.M., prevailing time, when they shall be opened and read aloud.

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

September 9, 2026 Renee Arnold-O’Regan, Commissioner

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

INSTRUCTIONS TO BIDDERS

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

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

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

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

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

3. Bidders are responsible for reporting in writing any errors, omissions and/or ambiguities found in this RFB. All such reports, requests for information, questions, etc. must be on the "Questions Form" provided in this RFB and emailed to: GeneralServices@orangecountygov.com. No questions will be entertained by any other means. All questions must be submitted by Wednesday, September 23, 2026 at 3:00 P.M., prevailing time. Questions received after that time will not be addressed. Please be patient, questions will be answered in addendum/addenda to be shared with all interested bidders. Questions will not be responded to individually.

4. Unless otherwise specified, all bids must be made upon forms provided in this RFB, if any, as may be modified by addenda, contained in sealed envelopes clearly marked on the outside packaging with RFB-OC166-26, On-Call Snow Removal for Orange County addressed to Renee Arnold-O’Regan, Commissioner , Department of General Services, PO Box 218, 255-275 Main St., Goshen, NY 10924 and received up to and including Wednesday, October 7, 2026 at 3:00 P.M., prevailing time. If NOT sending your bid via U.S. Mail (i.e., using FedEx, UPS, hand deliver, etc.) please use the following address: Orange County Department of General Services, 255-275 Main St., Goshen, New York 10924. It is the bidder’s responsibility to clearly mark the outside of their mailing package with the RFB number and title. Faxed or E-mailed Bids are not permitted. NO LATE BIDS WILL BE

ACCEPTED - NO EXCEPTIONS!

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

5. Any alteration of the Bid Form or the Specifications portion of this RFB to suit your pricing, packaging, or manufacturing requirements, etc. will make your bid non-responsive. If clarification is required on any aspect of this RFB, it is necessary to submit questions to the Department of General Services as set forth in Item #3 of these Instruction to Bidders.

6. Each bidder responding to this RFB must include proof of its registration with the NY State Department of Labor as required by NY Labor Law §220-i in its bid. Failure to include such proof in its bid automatically disqualifies a bidder from consideration for a contract award under this RFB.

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

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

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

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

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

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

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

12. Any award under this RFB is subject to the execution of a contract between the successful bidder and the County. The County’s contract obligation is contingent upon bidder's provision of any required insurance and bonds, execution of the contract by both parties and the availability of appropriated funds for this contract. No legal liability on the part of the County for payment of any money shall arise unless and until all required insurance and bonds are provided and maintained; funds are appropriated and made available in each year of the term of the contract and all performance requirements for each payment are met. The County shall have no responsibility or liability for any of bidder's costs related to preparation of Bids, attendance at interviews, etc.; all such costs are solely at Bidder's risk and expense.

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

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

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

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

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

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

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

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

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

INSURANCE REQUIREMENTS

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

PURCHASES BY OTHER LOCAL GOVERNMENTS AND SCHOOL DISTRICTS

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

SUBMIT A PROPOSAL.

1. The Department of General Services shall make award information on any contract resulting from this RFB available to other political subdivisions.

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

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

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

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

SCOPE

The County is seeking to retain a vendor to provide on-call snow removal such as plowing, clearing, and treatment services of snow and ice on County roads within the boundaries of Orange County, New York, for the purpose of limiting and minimizing weather related road condition hazards with maximum consideration being given to the movement of traffic and the safety of the traveling public.

SPECIFICATIONS

ARTICLE I

BACKGROUND

The County currently maintains approximately three hundred and two (302) miles of roads, on which snow and ice removal are performed. The County performs snow and ice removal operations using County trucks, equipment, and personnel. When conditions exist that require additional trucks and operators, the County may utilize vendors to complete some portion of the snow and ice removal effort on a case-by-case basis at the County’s discretion.

ARTICLE II

DEFINITIONS

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

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

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

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

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

6. The term “Work “refers to on-call snow removal, such as plowing, clearing, and treatment services that are to be provided under the Contract.

ARTICLE III

QUALIFICATIONS AND EXPERIENCE

Each bidder submitting a bid in response to this RFB thereby confirms affirmatively to County that, at the time of submission of its bid (and, if awarded the Contract, throughout the term of such Contract), that it:

1. Certification. Vendor must possess a Certificate of Contractor Registration, as required by NY Labor Law

Section 220-I, as amended from time to time. A copy of the Certificate of Registration must be included in this Bid package and updated periodically during the Contract Term if awarded the contract. Vendor must be certified to provide the Work, including electronic and computer services as needed to perform the Work. Vendor shall secure with its own cost and expense, all applicable and necessary permits and certifications from Federal, NY State, or authorities having jurisdiction, if any, required in connection with the Work.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

2. Experience. Vendor shall be capable and qualified to perform the Work. Bidders shall complete and enclose in its Bid the included Certificate of Experience (References). Must have a minimum of three (3) years experience as of the date of the issuance of this RFB in providing the equipment and services identified in these Specifications.

3. Qualified, Licensed, and Experienced Staff. To be considered for a contract award under this RFB, a bidder must employ at the time of submission of its bid and throughout the entire Contract Term sufficient number of Staff qualified to perform services under the Contract. Vendor must provide properly licensed, qualified, and experienced operators of the trucks and plowing equipment described on the Bid Form included with this RFB to be used in connection with the services described in these Specifications. All operators provided by Vendor must understand instructions given by the County, and perform in accordance with such verbal instructions.

ARTICLE IV

GENERAL REQUIREMENTS

1. Need for Services. Vendor shall provide the plowing, clearing, and treatment services sought in this RFB in a professional, efficient, and timely manner so as to limit and minimize weather related road condition hazards, with maximum consideration being given to the movement of traffic and the safety of the traveling public.

2. Items Required to Provide Services. Vendor shall provide all tools, equipment, materials, supplies, and labor necessary to perform and complete services required under the Contract except as set forth in Section 5 of these Specifications.

3. Vendor Representative. Vendor shall assign a representative to serve as the main point of contact for the

County under the Contract, who will be available twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days per year (including Federal, New York State, and religious holidays). Vendor shall provide the County with contact information for said representative, and promptly update this information as necessary during the Contract Term.

4. Compliance. Vendor shall require and ensure that all services are performed in compliance with all applicable Federal, New York State, and Local laws, rules, regulations, codes, and ordinances, as may be amended from time to time including, but not limited to, licensing and permit requirements.

5. Responsibility for Equipment, Tools, and the Like. Vendor shall ensure that all equipment, tools, supplies, and materials used in the performance of plowing, clearing, and treatment services are supervised at all times and not left unattended by Vendor and Staff. The County will have no responsibility or liability for the tools, equipment, supplies, and materials of Vendor and Staff.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

ARTICLE V

SERVICE SPECIFIC REQUIREMENTS

1. Plowing, Clearing, and Treatment Services.

a. On Call Services. When called by the County, Vendor shall provide the trucks as described in Section

2 of these Specifications and operators therefor as described in Section 3 of these Specifications to remove snow and ice from County roads in accordance with these Specifications.

b. Mobilization. The County maintains snow maintenance garages in Goshen, Montgomery, Newburgh, Warwick, and Mount Hope (each a “County Maintenance Garage”). When County calls for plowing, clearing, and treatment services, Vendor shall cause its operators and Staff to report to the County Maintenance Garage specified by the County within four (4) hours from the time of the County’s call-out for such services. Vendor shall cause its operators and Staff to continue providing plowing, clearing, and treatment services as directed by the County.

c. Road Assignments. All roads assigned to Vendor for plowing, clearing, and treatment services must be plowed curb to curb or shoulder to shoulder as applicable. When the plowing, clearing, and treatment of such assigned road(s) is complete, Vendor’s operator must call the County and report same.

d. Plowing Direction. Vendor shall ensure that its operators always operate Vendor’s trucks in the direction of traffic when plowing, clearing, and treating the roads. Vendor shall not plow and/or clear snow to the side of the truck on which traffic has an opportunity to pass.

e. Salt and Sand for Road Surface Treatment Provided by County. The County will provide and load into Vendor’s truck(s) at the County Maintenance Garage, all salt and sanding materials to be spread on assigned roads during the performance of plowing, clearing, and treatment services.

2. Trucks and Plowing Equipment.

a. Trucks and Plows. Vendor must furnish trucks model year 2015 or newer meeting at least the minimum requirements and equipped with plows as indicated on the Bid Form. All trucks must be appropriately registered and maintained in accordance with applicable laws.

b. Lights and Safety Features. All trucks must be equipped with amber lights of the strobe, LED, or rotating type mounted to be visible from three hundred and sixty (360) degrees or a minimum of two (2) safety lights mounted on the back of the truck and one in the front. The safety lights are required in addition to the vehicle’s normal hazard lights. Also, reflective conspicuity markings shall be placed on the rear and sides of the vehicle in conformance with motor vehicle guidelines. All trucks used in the performance of snowplowing, clearing, and treatment services are subject to inspection by the County at any time during a call-out and may not be permitted to operate if not in compliance with these Specifications.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

c. Accidents and Damages. Should any of Vendor’s vehicles become involved in any type of mishap (i.e. contact with to traffic signals or poles, streetlights and posts, street signs, fire hydrants, curbs, sidewalks, mailboxes, fencing, or the like) or accident, Vendor must immediately notify the County and the Orange County Sheriff’s Department. If such accident and/or mishap involve personal injury and/or property damage, Vendor’s Staff must remain at the scene until further notice by the County or Sheriff’s Deputy. Vendor is responsible for any damage by it, its’ operator(s), Staff and/or approved subcontractors. This includes, but is not limited to damage to traffic signals or poles, streetlights and posts, street signs, fire hydrants, curbs, sidewalks, fencing, and the like. The dollar value of any such damage as determined by the County may be deducted or withheld from any payment due Vendor.

3. Operators.

a. Sufficient Number of Staff. Vendor must ensure that it can provide a sufficient number of operators to provide the services twenty-four (24) hours a day, seven (7) days a week when requested by the County.

b. Cellular Phone Communication. Vendor must provide, and each operator of a truck must carry with them, a cellular phone allowing the County to communicate with the operator. The Vendor’s representative must provide the County with phone numbers for each such operator’s cellular phone.

4. County Monitoring of Road Conditions and Vendor’s Performance. The County’s Commissioner of Public

Works or his designee will periodically monitor the condition of the roads assigned to Vendor to assess Vendor’s performance. The County reserves the right to deduct from any amount due Vendor an amount equal to the value any improperly performed services or services not performed at all.

5. Pricing. Vendor shall perform the plowing, clearing, and treatment services for the pricing set forth on the Vendor’s Bid Form submitted in response to this RFB subject to the following:

a. Minimum. The minimum storm duration for which Vendor will be called four (4) hours.

b. Mobilization. The County will pay Vendor one (1) hour at the applicable hourly rate set forth on Vendor’s Bid Form for the type of truck mobilized and delivered to the County Maintenance Garage.

Vendor shall not mobilize until notification is received from the County. In the event that a truck is out of service at any time during the first eight (8) hours of a call-out, the County will not pay the one (1) hour mobilization rate.

c. No Fee Earned during Equipment Breakdown. Hourly rates will be paid for in-service time only.

Breakdown time for any truck which is not in service due to mechanical problems will be considered out of service and the County will not pay Vendor the applicable hourly rate for the time the truck is out of service. It is the responsibility of Vendor to keep accurate hours and submit the to the County on such forms and in such manner directed by the County.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

TERM

The County anticipates that the initial term of the Contract will be for a period of one (1) year (“Initial Term”).

During the Initial Term, Vendor will perform the Work, commencing with the first snow/ice event in the Fall of 2026 and continuing until the last snow/ice event occurring in the Spring of 2027. The County reserves the right, exercisable in its sole discretion, to renew the Contract term for one (1) additional period of one (1) year (“Renewal Term”) on the same conditions and obligations as set forth in the Contract. During the Renewal Term Vendor will perform the Work, commencing with the first snow/ice event in the Fall of 2026 and continuing until the last snow/ice event occurring in the Spring of 2028. If the County exercises its option to renew as stated in this Term portion of this RFB, Vendor must execute a change order or amendment to the Contract memorializing such renewal. Vendor must return the executed change order or amendment to the County by the date provided in the correspondence accompanying such change order or amendment.

PRICING

1. We do not accept any conditional bids (i.e.: minimum quantities, minimum dollar amount orders).

2. Pricing must be submitted on the provided Bid Form.

3. The prices submitted shall be exclusive of Federal and State sales taxes (or other taxes inapplicable to government entities) and must not include any tax for which the bidder may claim exemption because of doing business with the County.

4. Unless otherwise indicated in this RFB, prices shall be net, including transportation and delivery charges fully prepaid by the successful Vendor to the destination indicated in the purchase order. Prices are to be listed as FOB Delivered: ORANGE COUNTY, NY. No freight and/or handling or fuel surcharges will be accepted, unless otherwise agreed to in the purchase order. Delivery of all products will be made free of transportation charges; the prices bid by Vendor being delivered prices.

5. At no time shall any change to price and product specification be permitted, for the entire term of the award, except where an item has been replaced by another item due to obsolescence. In this instance, the County must approve a change of product in a written change order for it to be valid. In the event a product substitution is approved, no change in price will be permitted except when the price will be equal to or lower than the originally awarded price.

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

PAYMENT

1. Payment shall be made in accordance with the payment/compensation provisions of the contract template provided with this RFB.

2. The County offers the payment choices listed below. The payment time in standard County contracts is typically thirty (30) days for Public Improvement Projects. Generally, the County is able to process payments more quickly than those stated timeframes. However, the options for payment choices below are listed in order of speed:

a. Electronic Funds Transfer (EFT) via Automated Clearing House (ACH) – Please complete the form enclosed with this RFB.

b. Check

SUBMISSION OF BIDS

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

1. Completed and signed Bid Form

2. Pricing: to be provided on the Bid Form

3. Non-Collusion Certification

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

5. Iran Divestment Act Certification

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

7. Manufacturers' Warranties, as applicable

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

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

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

INSURANCE: While not required in the Bid package, bidders are reminded that Certificates of Insurance evidencing Vendor's compliance with the Insurance requirements of this RFB must be provided prior to execution of the contract by the County. The number of days for submission may vary but it may be less than one business week, please be prepared. FAILURE TO SUBMIT INSURANCE DOCUMENTS MAY RESULT IN DISQUALIFICATION OF THE VENDOR/CONSULTANT AS NON-RESPONSIVE AND/OR THE COUNTY'S RETENTION OF BID SECURITY.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

ADDITIONAL INFORMATION, INTERVIEWS & SITE VISITS

The County may require any or all bidders to present additional evidence of experience, ability and financial standing as well as a statement as to the materials, equipment or personnel which the bidder will have available for the performance of this contract. The County reserves the right to interview any or all Bidders and/or visit any or all bidder's sites during the evaluation of Bids. If applicable, the County shall contact bidders to arrange an interview (which County may require to be held at the Department of General Services) and/or a site visit of bidder's facilities at any time during the evaluation process. Bidders are reminded to include their best technical and price terms in their initial offer and not to automatically assume that they will have an opportunity to participate in interviews, site visits or be asked to submit a best and final offer. The County may award the contract without interviews and/or site visits for any or all bidders, if deemed to be within the best interests of the County.

BASIS OF AWARD

1. The County will award a firm fixed-price contract to the lowest responsive and responsible bidder for the Total Bid Price.

2. Any discrepancy between bidder’s subtotals or totals on the Bid Form and the correct sum of the line-item pricing will be resolved in favor of the correct sum.

3. The County reserves the right to: waive any informality or reject any or all Bids with or without advertising for new Bids, if in the best interest of the County.

4. In the event of a two-way tie, Bidders will be notified of a coin toss to be held in the office of the Commissioner of General Services, 255-275 Main St., Goshen, New York, 10924, the date and time to be determined as needed.

The first alpha-order Bidder, based on first letter of business entity name, will be asked to call the coin. In the event of a multiple tie, names of tied Bidders will be placed in a hat by the Commissioner of General Services. First alpha-order Bidder, based on first letter of business entity name, will draw the name. In the event there are no attendees for the coin toss or the draw, the coin toss or the draw will be conducted by the Commissioner of General Services and two (2) representatives of the County.

ANTICIPATED RFB TIMELINE

All dates except for the Bids Due date are approximate and subject to change, unless otherwise noted. Any change in the Bids Due date will be made by an Addendum to the RFB issued by the County.

Publication of RFB 9/9/26 Questions Due 9/23/26 Bids Due 10/7/26

PO Box 218, 255-275 Main St.

Goshen, New York 10924

BID FORM

BUSINESS NAME: ______________________________________________________________________________

BUSINESS ADDRESS: ____________________________________________________________________________

NAME, TITLE, PHONE & EMAIL OF CONTACT PERSON: _________________________________________

Does this business have a minority, women's, disadvantaged, or small business certification? Yes No

If yes, please list the designation(s) and certifying entity(ies): ___________________________________________

ON-CALL SNOW REMOVAL FOR ORANGE COUNTY ROADS

Item No.

Description

INITIAL TERM

Price Per Hour Per Truck

POTENTIAL RENEWAL TERM

Price Per Hour Per Truck

1 Provide single rear axle class 7: 26,001- 33,000 lbs.

as defined by the Federal Highway Administration (“FHWA”) snowplow truck (minimum) with 11’ front plow (minimum), 10’ wing plow (minimum) and material spreader, with operator(s) to perform services described in the Specifications portion of the RFB.

Provide tandem rear axle class 8: >33,000 lbs. as defined by FHWA snowplow truck with 11’ front plow (minimum), 10’ wing plow (minimum) and material spreader, with operator(s) to perform services described in the Specifications portion of the RFB.

Subtotal of Each Term

TOTAL BID PRICE

PO Box 218, 255-275 Main St.

Goshen, New York 10924

The undersigned proposes to furnish and deliver RFB-OC166-26,On-Call Snow Removal for Orange County Roads and its responding Bid to the County, at the prices stated within the Bid submitted.

The individual submitting this Bid on behalf of the business entity noted above, certifies by their signature below that:

• they understand and have complied with the requirements of NY State Finance Law Sections 139-j and 139-k and will continue to do so throughout the Restricted Period; they have read and understood the full Request for Bid cited above; and

• they are duly authorized to submit the Bid on behalf of the business entity noted above.

Additionally, by submission of this RFB, the person signing on behalf of the business entity noted above certifies, and in the case of a joint quote each party thereto certifies as to its own organization, under penalty of perjury, that the business entity submitting this quote has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees.

Such policy shall, at a minimum, meet the requirements of Section 201-g of the NY State Labor Law.

By: _________________________________ Date: ________________________________ (Signature)

NAME Federal ID Number

TITLE DUNS Number, if applicable

ADDENDA CONFIRMATION (Bidders should only complete this section if any addenda were issued for this RFB.)

Addendum #____ - Received __________________, 20___ Initialed by person signing above _________

Addendum #____ - Received __________________, 20___ Initialed by person signing above _________

Addendum #____ - Received __________________, 20___ Initialed by person signing above _________

PO Box 218, 255-275 Main St.

Goshen, New York 10924

CERTIFICATION OF EXPERIENCE (REFERENCES)

I, _______________________________, hereby certify that __________________________________________ (Print Signer's Name)

(Bidder – Company Name) has performed work for the following entities within the last three (3) years.

NAME OF BUSINESS: ______________________________ CONTACT NAME: _____________________________

ADDRESS: __________________________________________________________________________________

AMOUNT OF CONTRACT: __________________________PHONE: _____________________________________

EMAIL: ____________________________ TYPE OF WORK: ___________________________________________

NAME OF BUSINESS: ______________________________ CONTACT NAME: _____________________________

ADDRESS: __________________________________________________________________________________

AMOUNT OF CONTRACT: __________________________PHONE: _____________________________________

EMAIL: ____________________________ TYPE OF WORK: ___________________________________________

NAME OF BUSINESS: ______________________________ CONTACT NAME: _____________________________

ADDRESS: __________________________________________________________________________________

AMOUNT OF CONTRACT: __________________________PHONE.: _____________________________________

EMAIL: ____________________________ TYPE OF WORK: ___________________________________________

ATTACH ADDITIONAL PAGES IF MORE THAN THREE (3) REFERENCES ARE REQUIRED BY THE RFB

SIGNED: _______________________________ DATE:______________________

PRINT AUTHORIZED SIGNATURE: _____________________________ TITLE: ______________________

PO Box 218, 255-275 Main St.

Goshen, New York 10924

QUESTIONS

ALL QUESTIONS REGARDING THIS RFB MUST BE sent by email to the Department of General Services on this form:

GeneralServices@orangecountygov.com with the subject line “RFB# & Questions” by the time and date specified in the Instructions to Offerors. Questions will be answered in an Addendum/Addenda to be shared with all interested Offerors. Questions will not be responded to individually.

Business Name _______________________________________________________________________________

Business Email: _______________________________________________________________________________

Phone: ______________________ Email:____________________________________Date: ________________ mailto:GeneralServices@orangecountygov.com

PO Box 218, 255-275 Main St.

Goshen, New York 10924

NON-COLLUSION CERTIFICATION

(a) “By submission of this Bid, each Bidder and each person signing on behalf of any Bidder certifies, and in the case of a joint Bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this Bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor.

(2) Unless otherwise required by law, the prices which have been quoted in this Bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any competitor; and

(3) No attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not to submit a Bid for the purpose of restricting competition.”

(b) A Bid shall not be considered for award nor shall any award be made where the provisions of (a)(1)(2) and (3) above have not been complied with; provided however, that if in any case the Bidder cannot make the foregoing certification, the Bidder shall so state and shall furnish with the Bid a signed statement which sets forth in detail the reasons therefore. Where (a)(1)(2) and (3) above have not been complied with, the Bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the Bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a Bidder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being proposed, does not constitute, without more, a disclosure within the meaning of subparagraph (a)(1)-(3) of this certification.

Any Bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a Bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such Bid contains the certification referred to in subparagraph (a)(1)-(3) of this certification, shall be deemed to have been authorized by the board of directors of the Bidder, or other authorizing body or vote of the bidder’s business entity if other than a corporation, and such authorization shall be deemed to include the signing and submission of the Bid and the this Non-Collusion Certification as the act and deed of the corporation or other business entity submitting the Bid.

DATE SIGNATURE

NAME

TITLE

BUSINESS NAME

PO Box 218, 255-275 Main St.

Goshen, New York 10924

INSTRUCTIONS FOR COMPLETING THE DISCLOSURE OF PRIOR NON-RESPONSIBILITY DETERMINATIONS

Background:

New York State Finance Law §139-k(2) obligates a Governmental Entity to obtain specific information regarding prior non-responsibility determinations with respect to State Finance Law §139-j. In accordance with State Finance Law §139-k, an Offeror must be asked to disclose whether there has been a finding of non-responsibility made within the previous four (4) years by any Governmental Entity due to: (a) a violation of State Finance Law §139-j or

(b) the intentional provision of false or incomplete information to a Governmental Entity. The terms “Offeror” and “Governmental Entity” are defined in State Finance Law § 139-k(1). State Finance Law §139-j sets forth detailed requirements about the restrictions on Contacts during the procurement process. A violation of State Finance Law §139-j includes, but is not limited to, an impermissible Contact during the restricted period (for example, contacting a person or entity other than the designated contact person, when such contact does not fall within one of the exemptions).

As part of its responsibility determination, State Finance Law §139-k(3) mandates consideration of whether an Offeror fails to timely disclose accurate or complete information regarding the above non-responsibility determination. In accordance with law, no Procurement Contract shall be awarded to any Offeror that fails to timely disclose accurate or complete information under this section, unless a finding is made that the award of the Procurement Contract to the Offeror is necessary to protect public property or public health safety, and that the Offeror is the only source capable of supplying the required Article of Procurement within the necessary timeframe.

Instructions:

The County of Orange includes this disclosure request regarding prior non-responsibility determinations in accordance with State Finance Law §139-k in its solicitation of Proposals or Bid documents or specifications or contract documents, as applicable, for procurement contracts. The attached form is to be completed and submitted by the individual or entity seeking to enter into a Procurement Contract, Supplement or Change Order. It shall be submitted with your Bid or Proposal to the County agency conducting the Governmental Procurement.

This following disclosure form must accompany each Bid Form, Letter of Interest, or Proposal submitted by all Offerors.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

DISCLOSURE OF PRIOR NON-RESPONSIBILITY DETERMINATIONS

Name of Individual or Entity Seeking to Enter into the Procurement Contract:

Address:

Name and Title of Person Submitting this Form:

1. Has any Governmental Entity made a finding of non-responsibility regarding the individual or entity seeking to enter into the Procurement Contract in the previous four years? (Please circle): No Yes

If Yes, please answer the next questions:

2. Was the basis for the finding of non-responsibility due to a violation of State Finance Law §139-j (Please circle):

No Yes

3. Was the basis for the finding of non-responsibility due to the intentional provision of false or incomplete information to a Governmental Entity? (Please circle): No Yes

4. If you answered yes to any of the above questions, please provide details regarding the finding of non-responsibility below and attach additional pages as necessary.

Governmental Entity:

Date of Finding of Non-Responsibility:

Basis of Finding of Non-Responsibility:

5. Has any Governmental Entity or other governmental agency terminated or withheld a Procurement Contract with the above-named individual or entity due to the intentional provision of false or incomplete information?

(Please circle): No Yes

6. If yes, please provide details below and attach additional pages as necessary.

Governmental Entity:

Date of Termination or Withholding of Contract:

Basis of Termination or Withholding:

Offerer certifies that all information provided to the Governmental Entity with respect to State Finance Law §139-k is complete, true and accurate.

By: Date:

Signature

PO Box 218, 255-275 Main St.

Goshen, New York 10924

IRAN DIVESTMENT ACT CERTIFICATION

The Iran Divestment Act of 2012 (“Act”), Chapter 1 of the 2012 Laws of New York, added State Finance Law (SFL), §165-a and General Municipal Law §103-g, effective April 12, 2012. Under the Act, the Commissioner of the New York State Office of General Services (“OGS”) developed a list (“Prohibited Entities List”) of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law).