CCSD BID #B2025-06.pdf

NOTICE TO BIDDERS

CHAPPAQUA CENTRAL SCHOOL DISTRICT

66 ROARING BROOK ROAD

P.O. BOX 21

CHAPPAQUA, NEW YORK 10514

The Board of Education of the Chappaqua Central School District, hereby invites submission of bids for:

CCSD BID # B2025-06

RENTAL, SERVICING AND OPERATING OF SOUND, VIDEO AND LIGHTING EQUIPMENT

Sealed envelope bids or digital bids will be received until August 4, 2025 by no later than 12:00pm at the Purchasing Office, Education Center, 66 Roaring Brook Road, Chappaqua, New York -at which time and place all bids will be opened and read publicly.

Mailing address for sealed envelope bids: Chappaqua Central School District, 66 Roaring Brook Rd., P.O. Box 21, Chappaqua, New York 10514 (if using third party courier, use street address only). Digital bids are to be e-mailed to anholmquist@chappaquaschools.org

If further information is needed, call Anne Holmquist in the Purchasing Office at 914 238-7200, Ext. 1036 or e-mail at anholmquist@chappaquaschools.org .

The Board of Education reserves the right to reject any and all bids which do not seem to be in the best interest of the School District.

66 Roaring Brook Road Chappaqua, NY 10514

CCSD BID #B2025-06 - RENTAL, SERVICING AND OPERATING OF SOUND, VIDEO AND LIGHTING

EQUIPMENT

The Chappaqua Central School District invites qualified vendors to provide servicing as well as operating of sound, video and stage equipment on an as needed basis.

PRICING

The bid shall be on a unit basis for each item and hourly rates for service.

SITE VISIT

A mandatory visitation meeting with the Director of Facilities to review this bid is a requirement for participation in the bid. The enclosed “Proof of Visitation” form must be signed by both the bidder and the Director of Facilities. The signed form must then be submitted with bid documents in the bidder’s bid submission. If the visitation form is not included in bid submission, the bid will not be accepted.

The visit must be scheduled between the hours of 7:30 am & 2:00 pm Monday through Friday.

Appointments can be scheduled with the Chappaqua CSD Buildings and Grounds Office at (914) 238-7200, Ext. 1202.

LIST OF SUBCONTRACTOR’S FORM

If the contractor is self-performing the work for this project or if the contractor utilizes subcontractors, the attached ‘List of Subcontractors’ form must be completed, signed and included as part of bid submission. Failure to provide as well as sign this form will result in disqualification from bid.

BID / TERM OF CONTRACT

Bids submitted shall remain in effect for a contract term of ONE (1) YEAR. A bidder may withdraw in writing after forty-five (45) days or after the contract is awarded to another Bidder.

OPTION TO EXTEND TERM OF CONTRACT

1) For the service portion of this contract, Chappaqua Central School District has the option of extending or renewing this contract for a period not to exceed two (2) additional one (1) year periods at a price not to exceed the 2026 and 2027 respective annual Consumer Price Indices (CPI) Average (CPI NY, Northern NJ Area).

QUALIFICATIONS OF BIDDER

No bid will be considered unless the firm submitting the bid can meet the following conditions:

● That it has in operation, and on hand, all the necessary equipment or the intention to purchase all necessary equipment and for the adequate completion of this contract;

INSURANCE

As part of the submission, bidder must submit the following insurance requirements:

1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the contractor hereby agrees to effectuate the naming of the District as an Additional Insured on the contractor's insurance policies, except for workers' compensation and N.Y. State Disability Insurance.

2. The policy naming the District as an additional insured shall:

a. Be an insurance policy from an A. M. Best rated or better insurer, licensed to conduct business in New York State. A New York licensed and admitted insurer is required.

b. State that the organization's coverage shall be primary and noncontributory coverage for the District, its Board, employees and volunteers with a waiver of subrogation in favor of the District for all coverages including Workers Compensation.

c. Additional insured status shall be provided by standard or other endorsements that extend coverage to the District for on-going operations (CG 20 38) or equivalent and completed operations (CG 20 37) or equivalent. The decision to accept an endorsement rests solely with the District. A completed copy of the endorsements must be attached to the Certificate of Insurance to include General Liability, Auto Liability and Umbrella/Excess coverages

d. There will be no coverage restrictions and/or exclusions involving New York State Labor Law statutes or gravity related injuries.

e. No policies containing escape clauses or exclusions contrary to the Owner’s interests will be accepted.

3. a. The certificate of insurance must describe the services provided by the maintenance, repair or service provider that are covered by the liability policies.

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

4. The maintenance, repair or service provider agrees to indemnify the District for any applicable deductibles and self-insured retentions.

5. Required Insurance:

a. Commercial General Liability Insurance

$1,000,000 per occurrence/ $2,000,000 aggregate $2,000,000 Products and Completed Operations $1,000,000 Personal and Advertising Injury $100,000 Fire Damage $10,000 Medical Expense The general aggregate shall apply on a per-project basis.

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

c. Workers’ Compensation, Employers Liability and NYS Disability Insurance Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability

Insurance (DB-120.1) for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200 Form with the state. The form can be completed and submitted directly to the WC Board online.

d. Umbrella/Excess Insurance

$3,000,000 each Occurrence and Aggregate coverage.

$10,000,000 each Occurrence and Aggregate for high risk construction, work at elevation (>1 story or 10 feet) and/or for project values greater than $1,000,000.

Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the General Liability and Auto Liability coverages.

e. Garage Liability & Garagekeepers Insurance (where applicable)

$1,000,000 limit for garage operations; minimum of $75,000 per vehicle for Garagekeepers liability. The policy shall include coverage for all garage operations of the service provider, including premises and operations, products and completed operations and Garagekeepers liability coverage.

6. The maintenance, repair or service provider acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the District. The maintenance, service or repair provider is to provide the District with a certificate of insurance, evidencing the above requirements have been met. The failure of the District to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any rights held by the District.

7. Insurance Certification Form:

The enclosed Insurance Certification form must be filled out and signed by both the bidder’s insurance representative as well as the bidder. The signed form must then be submitted with bid documents in the bidder’s sealed bid package.

9. The District is a member/owner of the NY Schools Insurance Reciprocal (NYSIR). The contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the District but also NYSIR, as the District's insurer.

10. The Contractor agrees to provide a copy of the insurance requirements to its insurance representative (such as, its insurance broker) prior to entering into the contract.

INDEMNIFICATION/HOLD HARMLESS AGREEMENT

The District assumes no liability for unsafe equipment, or damages caused to the Contractor’s equipment by misuse, theft or vandalism while being used at the District’s work sites.

Furthermore, the Contractor shall indemnify and hold harmless the District to persons or property caused by the Contractor while fulfilling his/her duties under this contract. The

Contractor will be responsible for any damage to the District’s buildings or property.

Contractor must sign and complete the enclosed Hold Harmless Agreement and include it as part of their bid submission.

INVOICES

All invoices must be submitted with a detailed labor and material breakdown. When invoicing is submitted for payment, vendor must reference the District's purchase order number. Absolutely no invoices will be paid for work performed prior to the issuance of a District purchase order.

REFERENCES

Bidder shall with their bid submission a list of a minimum of three (3) references from schools or municipalities of similar scope and size as Chappaqua Central School District with a current contact person, address, phone/fax numbers and e-mail address if available. Failure to provide this listing of references may be cause for rejection of bid.

GENERAL REQUIREMENTS

The specifications, requirements, terms, conditions, and obligations hereunder form a part of and are included under the Contract Requirements. The vendor shall provide for the cost of all labor, materials, supplies, tools, appliances, equipment, transportation and incidentals necessary to perform the work and comply with all the requirements hereunder.

Work cannot begin without an estimate as well as a purchase order in place before work commences.

TABULATION OF LOW BID

Contract will be awarded based on the following point system criteria:

a. Lowest amount of service contract for all sound and video equipment. = 60 Points

b. Lowest amount of all hourly rates added together. = 20 points

c. Lowest average total of all daily rates for equipment rental. = 20 Points

AWARD OF CONTRACT

The award of this contract shall be made to the lowest, responsive and responsible bidder based on who, in the opinion of the district, qualifies to perform the work. All work under this contract shall be performed by skilled personnel with the necessary experience.

PIGGYBACKING

Any school district, municipality or political subdivision of the State of New York may participate in this contract, upon written request to the Chappaqua Central School District, and authorization from the School District. Any such entity that wishes to “piggyback” on this bid shall be solely responsible for submitting tax exemption information to the vendor/contractor and for paying for any goods and materials purchased. Any liability created as a result of purchases by other enumerated entities shall be the sole responsibility of such entity placing the order.

SERVICE CONTRACT FOR ALL SOUND AND VIDEO EQUIPMENT

Service contract for annual maintenance of all sound and video equipment in the following areas at CCSD. Areas to include:

● Horace Greeley High School Auditorium and Academic Commons

● Seven Bridges Middle School, Performing art center

● Douglas Grafflin, Westorchard, and Roaring Brook Cafeterias & Gyms

Twice annual maintenance of field sound systems, including fall set up and winterizing. Areas to include:

● Horace Greeley High School Field C and Competition Field

Service contract for above areas $____________________ yearly price

HOURLY RATES

Hourly labor rate for repairs, replacement and set up of equipment in above areas.

Supervisor $ ____________________ Hourly rate

Technician $____________________ Hourly rate

Technician helper $____________________ Hourly rate

Hourly rates to operate sound systems and video systems for various school events.

Supervisor $____________________Hourly rate

Technician $____________________ Hourly rate

Technician helper/Assistant Labor $____________________Hourly rate

Audio Engineer/Designer $____________________Hourly rate

SOUND TECHNICIAN

Sound Tech, 4 Days a week, 8 Hours a Day, September 1st through December 20th and January 1st through June 30th, excluding Holidays and School Breaks.

$________________per hour

$________________school year amount based on above

DAILY RATES FOR EQUIPMENT - RENTAL

2,000 watt Sound system, speakers and board with wireless microphones, stands and cables

$________________Daily rental rate sound

Yamaha Stage Pass 600 BT Rechargeable Mobile Sound System $________________Daily rental rate

15 Inch Powered Monitors $________________Daily rental rate

Microphones Handheld $________________Daily rental rate per microphone

Wireless Microphones $________________Daily rental rate per microphone

Band Instruments $________________Daily rate per instrument

Lighting equipment $________________Daily rate for set of lights

Stage with Roof and Staircases, Size 40 feet X 20 feet $________________Daily rental rate

Sound System, Line Array Rigged $________________Daily rental rate

Sound System, 4 Powered 2,000 Range Speakers and 4 18 inch Powered Subwoofers

$________________Daily rental rate

Digital Projector $________________Daily rental rate

Multi-Media Black Magic Design 4K $________________Daily rental rate

Wi-Fi Broad-Band Connection with Fiberoptic Cable (900 Feet or less)

$________________Daily rental rate

45KW Portable Generator $________________Daily rental rate

Chauvet 43 Nova Processor, Mapper, Switches $________________Daily rental rate

Chauvet Video LED Walls Package, 20 feet X 20 feet (Please see attached Exhibit A)

$________________Daily rental rate

Chauvet Video LED Walls Package, 10 feet X 16 feet (Please see attached Exhibit A)

$________________Daily rental rate

4 foot X 1000 foot Red Carpet Runner $________________Daily rental rate

DJ and MC for 4 Hour Event $________________Daily rental rate

3 Zone Sound System $________________Daily rental rate

70 Inch Display Screen $________________Daily rental rate

Intelligent Moving Head Effect Lighting System

$________________Daily rental rate

10 Foot Lighting Truss with 5 LED Stage Lights $________________Daily rental rate

Light-Up Cube 2 Feet X 4 Feet $________________Daily rental rate

Up-Lighting $________________Daily rental rate

Photo Booth $________________Daily rental rate

Camera Person for Filming Event $________________Daily rental rate

TOTAL $________________

Percentage mark up on rates not listed _________________%

BIDDER INFORMATION

Name of Bidder:_____________________________________________________

Address:____________________________________________________________

Contact Person:______________________________________________________

Telephone: (____)________________________

Fax: ( )________________________

E-Mail: _____________________________

Federal E. I. Number:______________________

BID SUBMISSIONS

Sealed envelope bids as well as digital bids must include the following documents:

1) Completed Bid Proposal Form

2) Insurance with Policy naming Chappaqua Central School District as additional insured as described in the section labeled “Insurance”. This is to include the Completed Insurance Certification Form (enclosed).

3) Completed Visitation Form

4) List of Three (3) References as listed in section labeled “References”

5) Completed Hold Harmless Agreement as listed in section labeled “Indemnification/Hold Harmless Agreement” (enclosed)

6) Signed Bid Proposal Certification located on the second to last page of the general bid document.

7) Completed, notarized & signed “Bid Form and Specifications” located on the last page of the general bid document. This page must be notarized otherwise the bid will not be accepted.

8) Completed Iran Divestment Act Compliance Rider and Certification

9) Completed Sexual Harassment Certification

Sealed envelope bids or digital bids will be received until August 4, 2025 by no later than 12:00 pm at the Purchasing Office, Education Center, 66 Roaring Brook Road, Chappaqua, New York -at which time and place all bids will be opened and read publicly. Mailing address for sealed envelope bids: Chappaqua Central School District, 66 Roaring Brook Rd., P.O. Box 21, Chappaqua, New York 10514 (if using third party courier, use street address only). Digital bids are to be emailed to anholmquist@chappaquaschools.org

If further information is needed, call the Purchasing Office at 914 238-7200, Ext 1036 or email at anholmquist@chappaquaschools.org

The Board of Education reserves the right to reject any and all bids which do not seem to be in the best interest of the School District. A bidder may be disqualified from receiving awards if such bidder or anyone in his or her employ has previously failed to perform satisfactorily in connection with public bidding or contracts.

Chappaqua CSD Contract Information P.O. Box 21: 66 Roaring Brook Road Chappaqua, NY 10514

Insurance Certification

Bid or Project No. #______________________ Name of Project: ______________________

Your insurance representative must complete the form below in order to be considered for the award of this bid or project, and it is important that you complete the Bidder's Acknowledgment section of this form. Please note that a certificate of insurance must accompany your bid submission in order for your bid to be considered.

Insurance Representative’s Acknowledgment:

We have reviewed the insurance requirements set forth in the bid and are capable of providing such insurance to our insured in accordance with such requirements in the event the contract is awarded to our insured and provided our insured pays the appropriate premium.

Insurance Representative: _____________________________________________________

Address: ___________________________________________________________________

Are you an agent for the companies providing the coverage? Yes _____ No _____

Date: _____________________ ________________________________________ Insurance Representative

Bidder's Acknowledgment:

I acknowledge that I have received the insurance requirements of this bid and have considered the costs, if any, of procuring the required insurance and will be able to supply the insurance required in accordance with the bid, if it is awarded. I understand that a certificate of insurance must be submitted with my bid; and if it is not, the Chappaqua CSD may reject my bid and award to the next lowest bidder.

Firm Name: ________________________________________________________________

Address: ___________________________________________________________________

Date: _____________________ ________________________________________ Bidder’s Signature

CCSD BID #B2025-06 - RENTAL, SERVICING AND OPERATING OF SOUND, VIDEO AND LIGHTING

EQUIPMENT

PROOF OF VISITATION FORM

I, ____________________ of _____________________ certify that I have met with the Director of Facilities to review this bid on _______________.

Date

Signature of Vendor Representative

Printed name of Vendor Representative

Signature of Director of Facilities

Printed name of Director of Facilities

CCSD BID #B2025-06 - SERVICING AND OPERATING OF SOUND, VIDEO AND LIGHTING

EQUIPMENT

HOLD HARMLESS AGREEMENT

The undersigned hereby agrees to defend, indemnify, and save harmless the Chappaqua Central School District, its Board of Education, officers, employees and agents, from and against any and all liability, loss, damages, claims for bodily injury and/or property damages, cost and expense, including counsel fees, to the extent permissible by law, that may occur or that may be alleged to have occurred in the course of the performance of this agreement by the Contractor, whether such claims shall be made by an employee of the Contractor or by a third party. The Contractor covenants and agrees that it/they will pay all costs and expenses arising therefrom and in connection therewith, and if any judgment shall be rendered against the District, in any such litigation, the Contractor shall at their own expense satisfy and discharge the same.

By: ________________________________________________________ (Signature of Authorized Representative of Corporation)

Print Name & Title: _________________________________________

Company Name: _________________________________________

Date: _________________________________________

IRAN DIVESTMENT ACT COMPLIANCE RIDER AND CERTIFICATION

The Iran Divestment Act of 2012, effective as of April 12, 2012, is codified at State Finance Law

(“SFL”) §165-a and General Municipal Law (“GML”) §103-g. The Iran Divestment Act, with certain exceptions, prohibits municipalities, including the District, from entering into contracts with persons engaged in investment activities in the energy sector of Iran. Pursuant to the terms set forth in SFL §165-a and GML §103-g, a person engages in investment activities in the energy sector of Iran if:

1. The person provides goods or services of twenty million dollars or more in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or liquefied natural gas, for the energy sector of Iran; or

2. The person is a financial institution that extends twenty million dollars or more in credit to another person, for forty-five days or more, if that person will use the credit to provide goods or services in the energy sector in Iran and is identified on a list created pursuant to paragraph (b) of subdivision three of Section 165-a of the SFL and maintained by the Commissioner of the Office of General Services

Each bidder or proposer must certify that it is not on the list of entities engaged in investment activities in Iran created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the SFL.

In any case where the bidder or proposer cannot certify that it is not on such list, the bidder or proposer shall so state and shall furnish with the bid or proposal a signed statement which sets forth in detail the reasons why such statement cannot be made. The District may award a bid to a bidder who cannot make the certificate on a case by case basis if:

1. The investment activities in Iran were made before the effective date of this section (i.e., April 12, 2012), the investment activities in Iran have not been expanded or renewed after the effective date of this section and the person has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

2. The District makes a determination that the goods or services are necessary for the

District to perform its functions and that, absent an exemption, the District would be unable to obtain the goods or services for which the contract is offered. Such determination shall be made in writing and shall be a public document.

A bid or proposal shall not be considered for award nor shall any award be made where the bidder or proposer fails to submit a signed and verified bidder’s certification.

CERTIFICATION - IRAN DIVESTMENT ACT OF 2012

(This form must be signed and notarized, and submitted with Proposal)

As a result of the Iran Divestment Act of 2012 (Act), Chapter 1 of the 2012 Laws of New York, added new provisions to the State Finance Law (SFL), §165-a and General Municipal Law (GML)

§103-g effective April 12, 2012. Under the Act, the Commissioner of the Office of General

Services (OGS) will be developing a list (prohibited entities list) of “persons” who are engaged in

“investment activities in Iran” (both are defined terms in the law). Pursuant to SFL § 165-a(3)(b) and GML §103-g, the initial list is expected to be issued no later than 120 days after the Act’s effective date, at which time it will be posted on the OGS website.

By submitting a response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Proposer (or any assignee) certifies that once the prohibited entities list is posted on the OGS website, it will not utilize on such Contract any subcontractor that is identified on the prohibited entities list. Additionally, Proposer is advised that once the list is posted on the OGS website, any Proposer seeking to enter into, renew or extend a Contract or assume the responsibility of a Contract awarded in response to the solicitation, must certify at the time the Contract is bid upon or a proposal submitted, or the contract is renewed, extended or assigned that it is not included on the prohibited entities list.

During the term of the Contract, should the District receive information that a person is in violation of the above referenced certification, District will offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then

District shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages, or declaring the Contractor in default.

District reserves the right to reject any bid, proposal or request for assignment for an entity that appears on the prohibited entities list prior to the award of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the prohibited entities list after contract award.

Signature: ___________________________________________ Date: __________________

Sworn to before me this ____ day of ________________, 2024

________________________________Notary Public

Sexual Harassment Certification

In accordance with State Finance Law §138-l, which generally prohibits the School District from entering into contracts pursuant to the bid/RFP process with persons who fail to submit a certification affirming compliance with New York State Labor Law §201-g, the proposer submit the following certification under the penalty of perjury

By submission of this bid, each proposer and each person signing on behalf of any proposer, certifies, and in the case of a joint bid/proposal each party thereto certifies as to its own organization, under penalty of perjury, that the proposer has implemented written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment training to all of its employees. Such policy shall, at a minimum, meet the requirements of Section 201-g of the NYS Labor Law

Dated: _______________, New York

_______________, 2025

Firm’s Name

(Print Name)

(Signature)

Sworn to before me this _____ day of ______________, 2025

Notary Public

CCSD BID #B2025-06 - RENTAL, SERVICING AND OPERATING OF SOUND, VIDEO AND

LIGHTING EQUIPMENT

LIST OF SUBCONTRACTORS FORM

If the bidder will be utilizing the services of Subcontractors, General Municipal law requires bidders to provide a list of Subcontractors as part of bid submission.

The bidder understands that failure to submit the required Subcontractor information on this form will result in rejection of bid, and the Company agrees to employ the Subcontractors specified below. (Use additional sheets as necessary).

Even if the project will be self-performed by the bidder, this form must still be signed by the bidder as well as be included with the bid submission.

Note: This list of Subcontractors shall not be modified after the bid opening without a showing of good cause and the written consent of Chappaqua Central School District.

IF PROJECT WILL BE SELF-PERFORMED BY BIDDER

The undersigned hereby certifies that their company/firm will be performing the work for the project exclusively without the utilization of any subcontractors.

Print Name & Title: __________________________________________

Company Name __________________________________________

Or

IF PROJECT WILL BE PERFORMED BY BIDDER ALONG WITH UTILIZATION OF

SUBCONTRACTORS

Bidder will be utilizing the services of the following listed Subcontractors:

Type of Work Corporate Name of

Subcontractor Subcontractor

Primary Contact Person &

Telephone Number

Subcontractor’s License Number

(if applicable)

Percentage of Work or Dollar

Amount

Other Trade

The undersigned hereby certifies that their company/firm will be utilizing the above list of Subcontractors to perform the work for the project.

Print Name & Title: __________________________________________

Company Name _______________________________________

CCSD BID #B2025-06 - RENTAL, SERVICING AND OPERATING OF SOUND,

VIDEO AND LIGHTING EQUIPMENT

GENERAL BID DOCUMENT

Bid Documents must be submitted in a sealed envelope or a digital bid bearing the assigned Bid Number on the outside of the envelope or on the subject line of the digital bid.

Sealed bid envelopes are to be sent to:

Chappaqua Central School District

66 Roaring Brook Road P.O. Box 21

Chappaqua, New York 10514 Attention: Purchasing Office

Or

Digital bids are be e-mailed to:

anholmquist@chappaquaschools.org

Any questions regarding this bid should be directed to the Purchasing Office at

(914) 238-7200, Ext. 1036 or anholmquist@chappaquaschools.org

NOTE: If you intend mailing your submission in a sealed bid envelope, please note that our address is a Post Office Box, and mail is picked up once a day. It is therefore recommended that you mail your bids early or deliver them by hand to:

Education Center

66 Roaring Brook Road P.O. Box 21

Board of Education

P.O. Box 21, Chappaqua, New York 10514

INSTRUCTIONS TO BIDDERS:

1. Sealed proposals for the furnishing and delivery, where called for, of the services and materials as required by the Board of Education of the Chappaqua Central School District, Chappaqua, New York, as set forth in the attached specifications prepared under the direction of said Board of Education, will be opened at the Purchasing Office, Education Center, 66 Roaring Brook Road, Chappaqua, New York on 08/04/2025 at 12:00pm (CCSD Bid # B2025-06).

2. The person, firm or corporation making such proposal shall submit it in a sealed envelope at the place and on or before the hour and day stated above, and the envelope shall be endorsed on the face thereof with the name of the person, firm or corporation making such proposal, the date of its presentation and title of the services, materials, equipment or supplies for which such proposal is made.

3. The bidder shall insert the price per stated unit and the extension against each item in the schedule hereto annexed, which he proposes to furnish and deliver. In the event of a discrepancy between the unit price and total price, the unit price will govern. The price inserted must be net and must include delivery charges.

Computation must be made of the total amount of the bid for all items bid upon and the total shall be stated in the space provided at the end of the schedule.

4. No charge will be allowed for cases, boxes, carboys, bottles, etc., nor for freight expenses, expressage or cartage. No empty packages, cases, boxes, carboys, bottles, etc., will be returned to the bidder or contractor and none will be paid for by the Board of Education. Such empty cases, boxes etc., may be removed by the bidder or contractor at his own expense.

5. No charge will be allowed for federal, state or municipal sales and excise taxes, in that the Board of Education is exempt there from. The price bid shall be net and shall not include the amount of any such tax; exemption certificates, if required, will be furnished on forms provided by the bidder.

6. When a catalog reference follows the description of an item, such catalog reference is intended as a means of more fully describing the item in the shortest possible space and is to be regarded as part of the description of the item. All catalogs to which reference is made shall be available at the business office. The use of such catalogs is not intended to limit competition.

7. Items delivered by successful bidder must be equal in all respects to those referred to by catalog numbers.

Bidder must submit samples upon request if bidding on items other than those referred to.

8. Each bidder must state that no member of the Board of Education, Chappaqua Central School District, Chappaqua, New York, nor any officer or employee thereof, is directly or indirectly interested in the proposal.

9. The Board of Education reserves the right to accept this bid by items or as a whole, or, in its discretion to waive technical formalities, or reject all bids and re-advertise in the manner provided by Section 103, or the general municipal law.

10. The bid deposit of the successful bidder will be returned upon the satisfactory completion of the contract.

11. Delivery will be required to be made to the location indicated in the bid or to such place as indicated in the purchase order issued to the successful bidder. Unless otherwise noted in the main specification, deliveries shall be made between the hours of 9:00 AM and 4:00 Pm on weekdays other than Saturdays and holidays. All materials and supplies must be securely packed in uniform containers, adequately marked as to contents and delivered without damage or breakage in such units as are specified in the schedule.

12. These instructions are to be considered an integral part of all proposals.

13. Successful bidders shall furnish the Board of Education, prior to commencement of work, with certificate of Workers’ Compensation and General Liability Insurance.

Board of Education

P.O. Box 21

Chappaqua, NY 10514

GENERAL CONDITIONS

(For the purchase of materials, supplies, equipment to be sent and delivered to the district as well as services to be performed for the district)

All invitations to bid issued by the above-named school district will bind bidders and successful bidders to the conditions and requirements set forth in these general conditions, and such conditions shall form an integral part of each purchase contract awarded by the school district.

DEFINITIONS

“School district” • Shall be the legal designation of the district.

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

“Board” • The Board of Education of the school district.

“Bid” • An offer to furnish materials, supplies, and/or equipment in accordance with the invitation to bid, the general conditions, special instructions, and the specification.

“Bidder” • The form on which the bidder submits his bid.

“Contract” • A notice to the successful bidder by the issuance of a purchase order: also all documents relating to the transaction, including but not limited to, the bid offer of the successful bidder, notice to bidders, general information, general conditions, special instructions, specifications, notice of award, bid proposal certifications: also a formal document signed by the successful bidder and the school district representative.

“Successful bidder” • Any bidder to whom an award is made by the school district.

“Contractor” • Any bidder to whom a contract award is made by the Board of Education.

“Specification” • Description of materials, supplies, and/or equipment and the conditions for its purchase.

BIDS

1. The date, time, and place of bid opening will be given to the Notice of Bidders.

2. All bids must be submitted on bid offer forms and in accordance with instructions provided by the Board.

3. All bids received after the time stated in the Notice to Bidders may not be considered and will be returned unopened to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the school district. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified.

4. All information required by Notice to Bidders, General Conditions, Specifications, and Bid Offer, in connection with each item against which a bid is submitted, must b given to constitute a regular bid.

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

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

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

8. Prices and information required should be typewritten for legibility. Illegible or vague bids may be rejected.

All signatures must be written. Facsimile, printed, or typewritten signatures are not acceptable.

9. Sales to school district are not affected by any fair trade agreements. (General Business Law, Section 369-a, Sub.3).

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

11. In all specifications, the words, “or equal,” are understood after each article giving manufacturer’s name or catalog reference, or on any patented article. The decision of the school district as to whether an alternate or substitution is in fact “equal” shall be final. If bidding on items other than those specified, bidder must in every instance give the trade designation of the article, manufacturer’s name, and detailed specifications of item he proposes to furnish. Otherwise, bid will be construed as submitted on the identical item as specified.

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

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

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

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

otherwise bid may be rejected.

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

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

18. All bids must be sealed. They must be submitted in envelopes furnished by the school district, if any.

Otherwise, plain opaque envelopes may be used, clearly marked “BID.” Also the date and time of the bid opening as indicated on the Notice to Bidders must appear on the envelope. Bids must not be attached to or enclosed in packages containing bid samples. Telegraphed bids may be considered at the discretion of the school district. Telephoned quotations or amendments will not be accepted at any time.

19. No interpretation of the meaning of the specifications or other contract document will be made to any bidder orally. Every request for such interpretation should be in writing, addressed to the school district, not later than five (5) days prior to the date fixed for the opening of bids. Notice of any and all such interpretations and any supplemental instructions will be sent to all bidders of record by the school district in the form of addenda to the specifications. All addenda so issued shall become a part of the contract documents.

20. If the supplies, materials, or equipment are to be delivered over an extended period of time, or if the specifications so state, then the successful bidder may be required to execute an agreement in relation to the performance of his contract, such agreement to be executed by the bidder within fifteen (15) days after notification to execute such contract. If the specifications so state, the successful bidder also may be required to furnish a performance bond equal to the full amount of the contract to guarantee the faithful performance of such contract. Such performance bond shall be maintained in full force and effect until the contract shall have been fully performed. The surety company furnishing such performance bond shall be authorized to do business in the State of New York and must be satisfactory to the school district. The performance bond shall be executed by the successful bidder at the time of the execution of the contract by the successful bidder and the Board.

SAMPLES

21. All specifications are minimum standards; and accepted bid samples do not supersede specification for quality unless bid sample is superior, in which case deliveries must be the same identity and quality as accepted bid sample.

22. The school district reserves the right to request a representative sample of the item quoted upon either prior to the award or before shipments are made. If the sample is not in accordance with the requirement of the specification, the school district may reject the bid; or, if award has been made, cancel the contract at the expense of the successful bidder.

23. Samples, when required, must be submitted strictly in accordance with instructions; otherwise, bid may not be considered. If samples are requested subsequent to bid opening, they shall be delivered as directed for bid to have consideration. Samples must be furnished free of charge and must be accompanied by descriptive memorandum invoices indicating if the bidder desires their return and specifying the address to which they are to be returned provided they have not been used or made useless by tests. Award samples may be held for comparison with deliveries. The school district will not be responsible for any samples destroyed or mutilated by examination or testing. Samples shall be removed by the bidder at his expense. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned, and the school district shall have the right to dispose of them as its own property.

24. When a specification indicates that an item to be purchased is to be equal to a sample, such sample will be on display at a designated location in the school district. Failure on the part of the bidder to examine samples shall not entitle him to any relief from the conditions imposed in the proposal, specification, etc.

AWARD

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

26. The school district reserves the right to reject all bids. Also reserved is the right to reject, for cause, any bid in whole or in part; to waive technical defects; qualifications; irregularities; and omissions if in its judgment the best interests of the district will be served. Also reserved is the right to reject bids and to purchase items on state or county contracts if such items can be obtained on the same terms, conditions, specifications, and at a lower price.

27. The school district reserves the right to make awards within thirty (30) days after the date of the bid opening during which period bids may not be withdrawn unless the bidder distinctly states in his bid that acceptance thereof must be made within a shorter specified time.

28. Where a bidder is requested to submit a bid on individual items and also on a total sum or sums, the right is reserved to award contracts on individual items or on total sums, whichever is in the best interests of the school district.

29. If two or more bidders submit identical bids as to price, the decision or the Board to award a contract to one of such identical bidder shall be final. (General Municipal Law, Section 103, Sub.1).

CONTRACT

30. Each bid will be received with the understanding that the acceptance thereof in writing by the Board, to furnish any or all of the items described therein shall constitute a contract between the successful bidder and the school district. Contract shall bind the successful bidder on his part to furnish and deliver at the prices and in accordance with the conditions of his bid. Contract shall bind the school district on its part to order from such successful bidder and to pay for at the contract prices, all items ordered and delivered, within ten (10) percent over or under the award quantity, unless otherwise specified.

31. The placing in the mail of a notice of award or purchase order to a successful bidder, to the address given in his bid, will be considered sufficient notice of acceptance of contract.

32. If the successful bidder fails to deliver as ordered, or within the time specified, or within reasonable time as interpreted by the school district, or fails to make replacement of rejected articles, when so requested immediately or as directed by the school district, the school district may purchase from other sources to take the place of the item rejected or not delivered. The school district reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases the successful bidder agrees to reimburse the school district promptly for excess costs occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity.

33. A contract may be cancelled at the successful bidder’s expense upon nonperformance of contract.

34. Cancellation of contract for any reason may result in removal of the successful bidder’s name from mailing list for future proposals for an indeterminate period.

35. When materials, equipment, or supplies are rejected, they must be removed by the successful bidder from the premises of the school district within ten (10) days of notification. Rejected items left longer than ten (10) days will be regarded as abandoned, and the school district shall have the right to dispose of them as its own property.

36. No items are to be shipped or delivered until receipt of an official purchase order from the school district.

37. It is mutually understood and agreed that the successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute such contract, to any other person, company, or corporation, without the previous written consent of the school district.

INSTALLATION OF EQUIPMENT

38. The successful bidder shall clean up and remove all debris and rubbish resulting from his work from time to time as required or directed. Upon completion of the work the premises shall be left in a neat, unobstructed condition, and the buildings broom cleaned, and everything in perfect repair and order. Old materials are the property of the successful bidder unless otherwise specified.

39. Equipment, supplies, and materials shall be stored at the site only on the approval of the school district and at the successful bidder’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss of the materials.

40. Work shall be progressed so as to cause the least inconvenience to the school district and with proper consideration for the rights of other successful bidders or workmen. The successful bidder shall keep in touch with the entire operation and install his work promptly.

41. Bidders shall acquaint themselves with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required.

42. Equipment for trade-in shall be dismantled by the successful bidder and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the successful bidder shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply “as is.” Equipment is available for inspection at the delivery point listed for new equipment, unless otherwise specified.

GUARANTEES BY THE SUCCESSFUL BIDDER

43. The successful bidder guarantees:

a) His products against defective material or workmanship and to repair of any damages or marring occasioned in transit.

b) To furnish adequate protection from damage for all work and to repair damages of any kind for which he or his workmen are responsible, to the building or equipment, to his own work, or to the work of other successful bidders.

c) To carry adequate insurance to protect the school district from loss in case of accident, fire, theft, etc.

d) That all deliveries will be equal to the accepted bid sample.

e) That the equipment delivered is standard, new, latest model of regular stock product or as required by the specifications; also that no attachment or part has been substituted or applied contrary to manufacturer’s recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the school district.