CDTA FAC 254-2000 Janitorial at SSTS FINAL 9.9.26.pdf

CDTA FAC 254-2000 Janitorial Services at SSTS

CAPITAL DISTRICT TRANSPORTATION AUTHORITY

(CDTA)

Invitation for Bids (IFB)

BID TITLE: Janitorial Services at Saratoga Springs Train Station

BID NUMBER: CDTA FAC 254-2000

BID OPENING: October 8, 2026 at 1:00PM

CONTRACT DURATION: Three years with two optional renewal years

The bid must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this Invitation for Bids, Appendix A (Standard Clauses For New York State Contracts), Appendix B (CDTA General Specifications), Draft Agreement and Executive Order 127, and that all information provided is complete, true and accurate. Bidders are requested to retain Appendix A and Appendix B for future reference. Information on Executive Order 127 may be accessed at:

http://www.ogs.state.ny.us/legal/ExeOrder127/overview.asp http://www.ogs.state.ny.us/legal/ExeOrder127/overview.asp

NOTICE TO BIDDERS

GENERAL INFORMATION

ADDITIONAL TERMS

SCHEDULE A-SCOPE OF WORK

ATTACHMENT #1 - Saratoga Springs Train Station Cleaning Service Specifications CDTA Facilities Inc ATTACHMENT #2 - SSTS Cleaning Contract Scope – Safety and Security Section

MINORITY AND WOMAN BUSINESS ENTERPRISE PROGRAM

SCHEDULE B-PRICING

SUBMITTAL CHECKLIST

Agreement

REQUIRED FORMS

APPENDIX A

Appendix B – Federal Transit Administration Contract Clauses

NOTICE TO BIDDERS

PLEASE TAKE NOTICE that bids for CDTA FAC 254-2000 Janitorial Services at the Saratoga Springs Train Station are due no later than 1:00 PM EST on October 8, 2026.

Bids should be addressed to Stacy Sansky, Director of Procurement Capital District Transportation Authority, 110 Watervliet Avenue, Albany, New York 12206. Each bid must be prepared and submitted electronically in accordance with the submittal instructions.

There will be a site walk-thru on September 24, 2026 at 1:00 PM EST –near the ticket counter inside the train station located on Station Lane in Saratoga Springs. All potential bidders are strongly encouraged to attend this important walk-thru.

Questions regarding this Invitation for Bids are to be submitted IN WRITING to Stacy Sansky, Director of Procurement (sdsansky@cdta.org) NO LATER than 11:00 AM EST on September 28, 2026.

It is the intention of CDTA to award a contract based upon bids it receives, but CDTA reserves the right to reject any and all bids.

The Authority hereby notifies all potential service providers that disadvantaged, minority and women-owned business enterprises will be afforded full opportunity to submit proposals in response to this notice and there will be no discrimination on the basis of race, creed, color, sex, national origin, disability or marital status in the award of the contract or any subcontract.

The complete Invitation for Bids may be obtained free of charge at our website www.cdta.org on or after September 9, 2026. Only vendors who complete the online vendor registration form will be able to access the IFB.

Dated: September 9, 2026 http://www.cdta.org/

GENERAL INFORMATION

Important Notice to Potential Bidders:

Receipt of these bid documents does not indicate that the Capital District Transportation Authority, individually or through one of its operating subsidiaries (referred to herein as “CDTA”) has pre-determined your company’s qualifications to receive a contract award. Such determination will be made after the bid opening and will be based on our evaluation of your bid submission compared to the specific requirements and qualifications contained in these bid documents.

Notice to Bidders: The CDTA will receive bids pursuant to the provisions of Article XI of the Sate Finance Law or the provisions of Public Authorities Law and CDTA Procurement Guidelines. The following procedures shall be used for bid submittals:

Bid Preparation: Prepare your bid on this form using ink. All spaces must be completed on the bid form.

Bid Deviations: Deviations are not allowed. The specifications will list out the salient required characteristics of the product required. Those characteristics must be met.

Bid Delivery: Bidder assumes all risk for timely and properly submitted bid delivery.

Late bids will be rejected. CDTA is not able to accept bids that are delivered after the due date/time due to mail courier error. All bids received after the due date/time will be returned to the bidder.

Bid Envelope: Bids will be submitted electronically on secure SharePoint site.

If bids are not properly addressed they may not reach the Procurement Department by the bid due date/time.

Hand Delivery of Bids: Bids may be hand delivered if you are unable to upload your bid electronically (the preferred submittal method). CDTA has security procedures in place that may require bidder to show identification and sign in. It is recommended that bidders hand deliver bids on a date/time prior to the due date to ensure acceptance of documents.

Bid Opening: All bid openings are public.

Bids will be read aloud at the bid opening, but no contracts will be awarded until bidder responsibility is determined. A Microsoft Teams link will be provided to participate in the bid opening.

Method of Award: Award shall be made to the lowest responsive and responsible bidder unless otherwise indicated in the detailed specifications (Schedule A). CDTA will make every effort to notify the bidders of bid results and outcomes as soon as is practical, but in most cases within seven (7) days of bid opening. Where product is required as soon as possible guaranteed delivery may be considered when making award.

Contract and Insurance Requirements:

Upon award, the successful bidder shall be required to execute any written contract of which the terms and conditions are set forth herein. Any significant exception to the required contract and insurance provisions must be submitted during the technical question period. CDTA will review the exceptions and suggested alterations and will determine if they will be acceptable.

CDTA will then notify all bidders via addendum of the accepted changes. Any significant exception to the required provisions that was not submitted during the technical question period will result in a determination that a bid is non-responsive.

Bidders that refuse to execute and return the contract for this reason will forfeit bid deposits/bonds if one was required, additionally bidder may be barred from bidding on future CDTA contracts.

CDTA encourages all bidders to review contract and insurance requirements with their legal counsel and insurance provider prior to due date for technical questions to ensure bidder is compliant with terms and conditions.

Questions and Clarifications: Any questions, requests for clarification or suggested changes to contract terms and conditions and insurance requirements regarding this procurement must be submitted in writing to the Director of Procurement no later than September 28, 2026 at 11:00AM EST. Requests may be sent via email, (sdsansky@cdta.org,).

Responses will be furnished in the form of an addendum directed to all prospective bidders that have requested the IFB.

Dispute Resolution Policy: It is the policy of CDTA to provide vendors with an opportunity to administratively resolve disputes, complaints or inquiries related to CDTA bid solicitations or contract awards.

CDTA encourages vendors to seek resolution of disputes through consultation with CDTA staff. If a bidder wishes to file a formal protest of award they are afforded that opportunity as well. Formal protests must be mailed to CDTA’s Chief Executive Officer (CEO) within seven (7) days of notification of contract award. The CEO will review the protest and the procurement documents and make a final determination in the matter. By submitting bids, bidders agree that any disputes will be resolved in this manner.

Appendix A: All procurements and contracts at CDTA are governed by certain terms and conditions that are spelled out in Appendix A-Standard Clauses for New York State Contracts, revised 2023. These are standard requirements that apply in all contracts with the State of New York and its public entities. The required provisions in Appendix A, attached hereto, are expressly made part of this Bid Document. Please retain Appendix A for future reference.

Appendix B: All procurements and contracts at CDTA are governed by certain terms and conditions that are spelled out in Appendix B-Required Clauses as dictated by the Federal Transit Administration, revised 2026. These are standard requirements that apply in all contracts where federal funds are used. The required provisions in Appendix B, attached hereto, are expressly made part of this Bid Document. Please retain Appendix B for future Reference.

Conflicts of Terms and Conditions:

Conflicts between documents shall be resolved in the following order of precedence:

1. Contract Form (Draft Attached)

2. Appendix A

3. This Invitation for Bids

4. Appendix B

5. Bidders Bid

ADDITIONAL TERMS

Contents of Bid: Bids should be submitted using the bid form attached in Schedule B.

Any bid alternates or options should be priced as indicated on the bid form. Awards will be based upon the base bid, or the combined cost of the base bid and selected mailto:sdsansky@cdta.org alternates and any delivery guarantees that may be applicable. Award for optional items may be subject to CDTA’s election.

No Guarantee of Award: The CDTA reserves the right to reject an obviously unbalanced bid or to make “NO AWARD” on individual listings or sub-items if individual bid prices are deemed to be unbalanced or excessive or if an error in the solicitation becomes evident. In such case, ranking and evaluation of bids may be made on remaining items. Award would be made on the remaining items. The determination of an unbalanced bid shall be at the sole discretion of the CDTA. Options contained in this paragraph shall also be at CDTA’s sole discretion.

Incomplete Bids: Bidder will quote on all listings within each item. Bids with minor incompletions will be given consideration subject to subsequent and final determination by the CDTA as to acceptability. A bid which is 5% or less incomplete, will be considered as having “minor” incompletions.

Delivery: Not applicable

Freedom of Information Law: All bid results are made public. However, the Freedom of Information Law provides exemptions from disclosure of trade secrets or information that would cause injury to the competitive position of commercial enterprises. This exemption would be effective both during and after the evaluation of bids is complete. Should you feel that your bid contains trade secrets or other confidential or proprietary information you must submit a request to except such information from disclosure. Such a request must be in writing, must state the reasons why the information should be excepted from disclosure and must be provided at the time of submission of the subject information. Requests for exemption of the entire contents of a bid from disclosure have generally be found to lack merit and are discouraged. You must limit any requests for exemption of disclosure to bona fide trade secrets or specific information, the disclosure of which would cause a substantial injury to the competitive position of your firm.

Responsibility of Bidders: Bids will be accepted from established manufacturers, authorized dealers, and firms holding appropriate licenses/certifications to perform the required work. By submitting a bid firms guarantee they can fulfill the requirements of their obligations under any resultant contract with the CDTA, and that it will provide any certifications of such.

CDTA reserves the right to investigate or make any inquiry into the capabilities of any bidder to properly perform under any resultant contract.

Bidders must maintain adequate inventories of products offered, and have the ability to process large orders to various destinations.

Bidder must be financially stable and able to substantiate the financial statements of its company. CDTA may request documents that show bidders ability to service a contract of similar size through past sales history. CDTA reserves the right to request additional documentation from bidders and to request reports on financial stability from independent financial rating services. The CDTA reserves the right to reject any bid who is not able to demonstrate financial stability sufficient for the scope of the bid, or who refuses to provide the requested evidence of financial stability within five (5) days of its request.

References: All bidders must provide a minimum of five (5) references including references from two of the bidder’s largest applicable customers. Reference information will be listed on the Reference Form contained herein as part of the Required Forms.

CDTA staff/projects may not be included as a reference.

Visits to Site: There will be a site walk-thru on September 24, 2026 at 1:00 PM EST – meet near the ticket counter inside the station which is located on Station Lane in Saratoga Springs. All potential bidders are strongly encouraged to attend this important walk-thru.

Price Sheets: Not applicable.

Instruction Manuals: Not applicable.

Contract Period: It is the intention of the CDTA to enter into a contract for three years and two optional one year renewals as stated on the Invitation for Bids except that the commencement and termination dates appearing on the Invitation for Bids may be adjusted forward unilaterally by the CDTA for any resulting contract for up to two calendar months, by indicating such change to the contractor.

If mutually agreed between the CDTA and the contractor, the contract may be renewed under the same terms and conditions for additional period(s) not to exceed a total contract term of five (5) years.

In the event the replacement contract has not been issued, any contract let and awarded hereunder by the CDTA, may be extended unilaterally by the CDTA for an additional period of up to one month upon notice to the contractor with the same terms and conditions as the original contract including, but not limited to, quantities (prorated for such one month extension), prices and delivery requirements. With the concurrence of the contractor, the extension may be for a period of up to three months in lieu of one month. However, the extension terminates should the replacement contract be issued in the interim.

Protest Procedures:

Pre-Bid Opening Protests. If an Offeror can demonstrate that the Contract Documents issued by CDTA are unduly exclusionary and restrictive or that federal, state or local laws or regulations have been violated during the course of the procurement, then the Offeror may seek a review by the Chief Executive Officer or his appointed representative, at 110 Watervliet Avenue, Albany, NY 12206. Protests shall be clearly identified as Protests and submitted in writing as early as possible; but no later than five business days before bid opening.

Within four business days after receipt of a pre-bid protest, the Chief Executive Officer shall make one of the determinations listed in the paragraph entitled Rulings on Protests.

Post-Bid Opening Protests. A protest to the acceptance or rejection of any or of all offers or bids to a contract, or to the award thereof, or to any such action proposed or intended by CDTA must be received in writing by the Chief Executive Officer no later than five business days after the protesting party first learned, or reasonably out to have learned, of the action or the proposed or intended action to which he/she protests.

In the event the protester alleges that the Chief Executive Officer or the representative appointed by the Chief Executive Officer to serve as Decision- Maker for the particular protest, engaged in improper conduct during the subject procurement, the General Counsel shall serve as the Decision-Maker.

Rulings on Protests. Within ten business days, the Chief Executive Officer shall render one of the following determinations:

A. Protest is overruled.

B. Protest is substantiated. Chief Executive Officer shall issue instructions to remedy issues relating to the protest.

C. Procurement activity is suspended until written notification by the Chief Executive Officer.

The determination shall be in writing and shall provide at a minimum a general response to each material issue raised in the protest. All documents submitted by the Protester and/or CDTA staff and reviewed by the Decision-Maker in the reaching of a determination shall form and be retained by CDTA as the formal record of the dispute resolution process.

The issuance of the foregoing determination is CDTA’s final determination is CDTA’s final decision of the dispute.

All interested parties shall be notified of any protests that are filed.

CDTA shall refrain from awarding a contract within five business days of the date of a decision rendered by the Chief Executive Officer regarding a protest, unless CDTA determines that:

a. The items to be procured are urgently required.

b. Delivery or performance will be unduly delayed by failure to make a prompt award.

c. Failure to make a prompt award will otherwise cause undue harm to CDTA or the federal government.

Notification. CDTA will notify FTA when a protest is received for procurements that are federally funded. If CDTA denies a bid protest we are required to inform FTA.

Performance Security:

Not applicable.

Small Business Utilization: CDTA encourages participation of small business entities both as prime and subcontractors, as well as material suppliers.

Disadvantaged Business Enterprise (DBE) and Minority/Women-Owned Business Enterprise (MWBE): CDTA has a strong commitment to using DBE and/or MWBE vendors on all our projects.

Vendors may prime contractors, subcontractors, trucking firms, inspectors, manufactures and other applicable trades.

More detailed information regarding DBE and MWBE programs is available in Schedule B.

Federal Clauses to be included in subcontracts for federally-funded procurements.

SCHEDULE A-SCOPE OF WORK

INTRODUCTION

The Capital District Transportation Authority (“CDTA”) is soliciting bids through the Invitation for Bids (IFB) process to provide janitorial and basic security services at the Saratoga Springs Train Station located at 26 Station Lane, Saratoga Springs, NY 12866. The intent of this contract is to keep the station clean and in a neat appearance and also provide enhanced building coverage on a daily basis. This contract has fixed hours the contractor will be expected to perform each day. The scope of work is as follows:

GENERAL INFORMATION

The specifications to clean the train station are provided in Attachment #1 and specifications to provide enhanced building coverage are provided in Attachment #2.

The term of this contract will be for 3 years with 2 one-year options. Prevailing wage rates have been provided to assist in formulating rates.

Prevailing wage rate is required. Certified payroll to be sent with monthly invoice.

Contract Award will be based on the evaluation of the proposals by a selection committee using the criteria listed in Schedule B. The committee may request a personal or telephone interview with the proposer to review and clarify the proposal. The successful proposer will be notified by the Director of Procurement.

BID SUBMITTAL

The preferred method for bid submittal is to utilize the secure upload link provided below to a SharePoint site.

If you must mail or drop off bids they shall be in sealed envelopes addressed to Stacy Sansky at 110 Watervliet Ave Albany, NY 12206. The bid envelope shall be clearly marked “Bid-CDTA FAC 254-2000”.

UPLOAD BIDS HERE:

https://cdtagov.sharepoint.com/:f:/s/ProcurementBids/IgAWBSUEzCwkTYoEm9ZgWXxNAd1Q90Mb2L27Yo xh7mnmVTw

BID OPENING

The bid opening will occur over MS Teams on October 8, 2026 at 1:00PM EST. All interested parties may join the Teams call.

+1 347-506-4221,,519341107# Phone conference ID: 519 341 107# tel:+13475064221,,519341107

ATTACHMENT #1 - Saratoga Springs Train Station Cleaning Service Specifications CDTA Facilities Inc.

SCOPE:

Building floor plans show the interior scope of work (shaded, hashed areas not included in work scope).

CDTA will supply bathroom products: paper products, soap, urinal blocks/screens and air fresheners and contractor will restock the dispensers as necessary.

Contractor will notify CDTA (1-2 weeks in advance) of inventory levels for restocking.

Contractor will be responsible to purchase and replenish all other products including sanitary napkins, trash bags, cleaning supplies and any other products required to perform the service.

Contractor will furnish the services, labor, equipment, and materials required to perform all work.

Floor maintenance is included in the scope of work. Approximately 3700 SF of Linoleum floor will need to be maintained per the frequency schedule and on a bi-annual basis the floor is to be stripped and refinished (See specifications below).

Contractor is responsible to supply a 20” Auto scrubber during the contract for the daily and annual floor work.

7 Sanitize all stainless steel or chrome fixtures 4 8 Sweep and damp mop floor using a disinfectant solution 1 9 Wash ceramic tiled walls 1

Scrub/Auto scrub tile floors as needed. 1

SPECIFICATIONS

FREQU

ENCY

D

LOBBY FLOOR AND PASSENGER WAITING AREA

1 Empty waste receptacles as needed and replace liners when necessary and remove trash to designated area.

2 Spot clean inside and outside of soiled waste receptacles 4 3 Dust walls, columns, ledges, vents, plants and other reachable horizontal surfaces 1

Spot clean door, door frames, walls and light switches to remove fingerprints & smudges 4

5 Spot clean all door glass and windows 4 6 Spot clean all furniture as needed. 1 7 Sweep/Dust mop or vacuum floors 1 8 Wash/Damp mop floors thoroughly using neutral cleaner (Linoleum) as needed 1 9 Clean under all furniture 1 10 Auto scrub Linoleum floors using approved cleaning products as needed (minimum 3xs per week 3-7

Scrub & refinish all linoleum floors (2-3 coats of finish) 1

12 Dust Venetian blinds 1 13 Vacuum rug 4

14 Clean and sanitize water coolers 4

15 Vacuum all mats and runners as needed. Contractor to store mats in mechanical room from approximately May 31st to November 1st.

E TENANT ROOMS

1 Auto scrub floor using approved cleaning products 3 2 Refinish floors 1 F CDTA office and Hallway

1 Empty waste receptacle as needed and replace liner. Remove to designated area 1 2 Dust all furnishings including ledges and blinds 1 3 Vacuum carpeting 3 4* Clean hallway janitor closet floor 1

Linoleum (Forbo Marmoleum) floor Maintenance:

Use approved Forbo Marmoleum products for all floor maintenance. It is essential to maintain a clean appearance on the floor.

Water, mops and other equipment must be clean. Use proper safety precautions for all floor work.

Daily vacuuming, sweeping or dust mopping to remove dust and dirt tracked into the building.

Damp mop lightly soiled floors as needed with an approved marmoleum neutral cleaner.

Auto scrub as needed with approved pads and cleaners (minimum of 3 times per week).

Bi annual: Clean and strip with approved Forbo Marmoleum product and apply three coats of finish.

Work to be scheduled for April and October and done after building is closed.

Tile Floor Maintenance:

Generally cleaned as per specifications.

The bathroom tile floors should be machine scrubbed monthly to keep in good condition.

ATTACHMENT #2 - SSTS Cleaning Contract Scope – Safety and Security Section

In an effort to enhance station coverage and address safety/security concerns, the following scope of work is included in this contract:

• Standard hours and coverage

• Building inspections

• Building locking and alarming

• Emergency contacts and procedures

• Contractor must provide personnel that can communicate effectively and clearly with the general public

STANDARD HOURS AND COVERAGE

Monday-Thursday – 4:00P-7:30P Friday – 4:00P- 10:00P Saturday-Sunday- 5:00P- 8:00P Total Hours per Week to Start – 26 In addition:

*Holidays- Contractor will be required to report at 8am to open station and stay for 1 hour on the (11) CDTA holidays and return for the regularly scheduled hours that day. The holidays are as follows:

1- New Year’s Day 2- Martin Luther King Day 3- 3- Washington/President’s Day 4- Memorial Day 5- Independence Day 6- 6- Labor Day 7- 7- Veteran’s Day 8- Thanksgiving 9- Day After Thanksgiving 10- Christmas 11- Easter Sunday

Note: Days/Hours subject to change at the discretion of CDTA.

The contractor must also be able to expand coverage up to 35 hours per week in any week at the request of CDTA for special events, etc.

Contractor will provide an hourly rate for any additional services.

Such as: Contractor will have to open the station at 8am and stay 1 hour until the Amtrak ticket agent arrives (approx. 25 days per year) when the CDTA Bus sales office is closed. The additional services will be billed hourly.

BUILDING INSPECTIONS

A primary responsibility of the contractor will be to conduct building inspections of all interior areas as well as exterior areas with special emphasis on identification of any/all hazardous conditions: wet floors and other trip/fall hazards, monitoring and acting upon ice/snow conditions outside all entrances/exits and primary walkways. Building inspection reports will be completed two (2) times a day –one (1) immediately at the start of every shift every day and one (1) at the beginning of the final hour of every shift every day. CDTA will supply contract personnel with a standard building inspection form to be used. The completed building inspection forms will be filed in the CDTA ticket agent office.

Contractor will also be responsible for taking reports of known incidents involving patrons of the facility.

Contractor will obtain all necessary information and will ensure that the incident report is completed and submitted in an appropriate and timely manner.

When identified, contractor will first act to secure the unsafe area to prevent incidents or accidents from occurring. For example, hazards such as wet floors and icy areas must be clearly marked with cones and/or barriers to avert possible falls. Where the hazard has been recognized before an accident/incident has occurred, Contractor shall then make every effort to eliminate the hazard by cleaning it up and/or removing it. CDTA will supply contractor with equipment and materials (i.e., cones, salt, barriers, etc).

to assist in this regard. Where an incident has already occurred, Contractor shall immediately notify CDTA personnel, and use the CDTA camera (specifically provided for this purpose) to document the incident scene and the persons involved. Contractor shall then ensure that the incident report is completed and submitted in an appropriate and timely manner.

During the winter the Contractor is not expected to provide snow removal. When slippery and/or unsafe conditions are noticed, or are otherwise brought to the Contractor’s attention, the Contractor is required to immediately secure the location and proceed as described above. The area must be cordoned off in a manner that will notify persons of the unsafe condition, and CDTA must be contacted immediately. The intent is to eliminate any small, icy areas and notify the building manager of a condition.

BUILDING LOCKING AND (ALARMING- If Applicable)

The Saratoga Train Station has an alarm system for the building. Building hours for the public are established by CDTA. The contractor will be responsible to check the entire building to make sure it is empty and lock the public entrances at the prescribed times and alarm the building upon departure (if applicable). Currently the alarm system is not in use, but CDTA reserves the right to reinstate the use of the alarm at any time.

EMERGENCY CONTACTS AND PROCEDURES

CDTA has established emergency contacts and procedures for the station. All contract personnel will familiarize themselves with the SSTS Evacuation procedures and emergency contact list. In the event of any hazardous condition and/or safety/security concern that cannot be eliminated or in the event of any incident – slip/fall, etc. the contractor on duty will contact the SSTS CDTA Facility Manager immediately so that he/she can address the issue and/or be notified of the incident. In cases where medical assistance is needed by injured parties the contractor on duty will call 911. This is the first call that should be made in these instances.

CDTA SSTS Facility Manager/John Rich – Cell -518- 701-7600 if unavailable contact CDTA Director of Facilities/Jeremy Smith - Cell – 518- 729-7845 or CDTA Sales Agent- Mike Pauldine – cell -518-502-9620, home- 518-812-1871

In the event of an incident – slip/fall, etc. the contractor on duty will secure the scene by placing cones and or barriers. The contractor will also take photos of the conditions before the scene changes (floor hazard, injured person(s), close up of injuries, if possible, footwear). A camera will be kept in CDTA Sales Agent Office to be used by the contractor for this purpose.

In addition, an accident/ incident form will be completed by the contractor for every occurrence. Forms will be kept in the CDTA Sales Agent Office to be used by the contractor for this purpose. In every case the contractor will obtain the information for the report and leave it in the CDTA Sales Agent Office for the CDTA Facility Manager.

It is imperative that the contractor obtain the information and complete the form without making any statements/ admissions to anyone.

In any life-threatening situation call 911 and then the SSTS CDTA Facility Manager when able.

MSDS- Contractor is responsible to keep a log of all MSDS available in the Janitor’s room and CDTA office.

CDTA SARATOGA RAIL STATION -BUILDING INSPECTION REPORT

The Inspection Report contained herein will be completed to reflect the results for all building inspections and will be used to document your findings. If you are confronted with something during your building inspection that is not specifically outlined on the form document, it in the “Other Areas” Section.

Building inspection reports will be completed two (2) times a day –one (1) immediately at the start of every shift every day and one (1) at the beginning of the final hour of every shift every day. CDTA will supply contract personnel with a standard building inspection form to be used. The completed building inspection forms will be filed in the CDTA ticket agent office.

When conducting inspections look for any obvious signs of a hazard and/or problem: examples would be spills, unusual sounds, damaged and suspicious items, icy conditions, etc. Pay particular attention to the mechanical/boiler room.

These forms will be kept in the CDTA Sales Agent Office. All completed forms will be left in this same office.

Daily Security Inspection Form

STATUS MARKS: S Satisfactory Condition/Secured US Safety Hazard, Unsecured/Damaged

Condition needs repair Replacement and/or Reporting

INSPECTION: 1 2 3

DATE: _______ TIMES STARTED: _________________

NAME: __________________ TIMES COMPLETED: ________________

EXTERIOR INSPECTION:

AREAS INSPECTED STATUS REMARKS

Exterior Doors and Windows compete full perimeter inspection

Primary Entrances and Walkways

Vehicle Parking Lot

Utilities complete inspection of outside utility yard equipment

Track Area

Grounds

Vehicles Parked Close to the Building – write license plate number

Suspicious Luggage, Packages, Vehicles and /or people

Lighting – mark lights out with tape

Other Areas Section

INTERIOR INSPECTION:

AREA INSPECTED STATUS REMARKS

Interior Doors and Windows

Public Waiting Areas

Mechanical Room

Boiler Room

Bathrooms

Tenant Areas

Suspicious Luggage, Packages and/or people

Other Areas Section

CAPITAL DISTRICT TRANSPORTATION AUTHORTY

Saratoga Springs Train Station

ACCIDENT/INCIDENT REPORT

Date of Incident: ______________ Day of Week: ________________

Time of Incident:____________am / pm

Completed by: __________________________________

Title: __________________________________________

Name of Injured Party: _________________________________________________________

Address of Injured Party: Street: ____

City: State: ___Zip:__________

Phone Number of Injured Party: HOME: ( ) WORK: ( ) ____

Exact location of incident: ____

PLEASE DESCRIBE THE ACCIDENT/INCIDENT IN DETAIL:

Did person(s) receive medical aid YES ______NO______ If so By Whom _________________ _____

Was person transported to hospital YES______NO_______ Name of hospital: _____

Describe Injury or Damage:

Name, Address, Phone # of Witnesses:

Police on Scene YES____NO____ AGENCY____________________________

Report Taken YES____NO____ OFFICER ___________________________

CHECK ALL BOXES THAT APPLY

WEATHER CONDITIONS SURFACE CONDITION SURFACE TYPE LIGHT

CONDTIONS

DAYLIGHT ם CONCRETE ם DRY ם CLEAR ם

DARK (NO ם ASPHALT ם WET ם RAINING ם

LIGHTS)

DARK (LIGHTED) ם STEPS ם SNOW/ICE ם SNOWING ם

_______ OTHER ם __________ OTHER ם ________ OTHER ם

__________ OTHER ם

LOCATION: Be As Specific as Possible

BUILDING

SIDEWALKS

PARKING LOT

OTHER

WERE PHOTOGRAPHS TAKEN? Yes____ No ____

SIGNATURE:_____________________________ DATE:

SEND THIS REPORT TO: CAPITAL DISTRICT TRANSPORTATION AUTHORITY

ATTN: CLAIMS MANAGER

110 WATERVLIET AVENUE

ALBANY, NY 12206

PHONE NUMBER: (518) 437-8317 FAX: (518) 437-8318

MINORITY AND WOMAN BUSINESS ENTERPRISE PROGRAM

SERVICE-DISABLED VETERAN OWEND BUSINESS ENTERPRISE PROGRAM

All prime contractors are encouraged to utilize vendors certified as Minority and/or Women Owned Businesses (MWBE) and/or Service-Disabled Veteran Owned Business (SDVOB) with the State of New York. (See below for links to registries to search for MWBE and SDVOB businesses.)

Vendors may be certified through the New York State Empire State Development program as M/WBE’s. The SDVOB program is also thru New York State.

CDTA has strong commitment to utilizing M/WBE and SDVOB vendors on all of our projects. Vendors may be used as prime contractors, specialty trade contractors, trucking/hauling, inspection, commodity purchase and other areas that have M/WBE’s & SDVOB’s available.

The prime contractor awarded a contract for this work will be required to indicate what level of participation they intend to utilize on this project and will be required to provide a monthly cost summary of money paid to all M/WBE’s and SDVOB’s in association with this project.

Please utilize the below listed directories to locate certified M/WBE’s and SDVOB’s Firms that are not found in one directories will not count toward participation for this project.

New York State Program: http://www.esd.ny.gov/MWBE/directorySearch.html

SDVOB Program: https://online.ogs.ny.gov/SDVOB/search

Note: The FTA Disadvantaged Business Enterprise (DBE) program is currently undergoing revisions. You may find more information about the status of that program at: http://www.nysucp.net/, or https://www.transit.dot.gov/dbe.

http://www.esd.ny.gov/MWBE/directorySearch.html https://online.ogs.ny.gov/SDVOB/search http://www.nysucp.net/ https://www.transit.dot.gov/dbe

SCHEDULE B-PRICING

Bid Number: CDTA FAC 254-2000 General Description: Janitorial Services at JLB Rail Station Date of Issue: September 9, 2026 Bid Opening: October 8, 2026 1:00PM EST

TO: Capital District Transportation Authority (or any of its subsidiaries) with its principal offices at 110 Watervliet Avenue, Albany, NY 12206-2077.

SUBMITTED BY:______________________________________________________________

CDTA agrees to pay the Contractor in current funds for this project as provided in Schedule B and to make payment upon satisfactory completion of all Contract terms in these documents.

CDTA agrees to pay the Contractor in current funds for this project as provided in Schedule B and to make payment upon satisfactory completion of all Contract terms in these documents.

Progress payments using invoices will be accepted.

All employees are to be paid in accordance with Davis Bacon Act and New York State Prevailing Wage schedules when applicable. Wage Rate Schedules are attached with this original bid package for applicable contracts (mainly construction, janitorial, landscaping and moving contracts).

1. The undersigned hereby declares that it has carefully examined all bid and contract documents and has satisfied itself as to all the quantities and conditions, and understands that in signing this bid it waives the right to plead any misunderstanding regarding same. Failure of bidder to acquaint him/herself with all available information concerning the conditions of the site, will not relive him/her from responsibility for properly estimating the difficulty or cost of successfully performing the work.

2. The undersigned understands and agrees that it is to do, perform and complete all the work in accordance with the contract documents and to accept in full compensation therefore the amount of the total bid, modified by such additive or deductive change orders, if any, as are accepted by the CDTA.

3. The undersigned further agrees to accept the unit prices set forth below as full payment for or the amount of credit to the CDTA for any additions, deletions, modifications or changes to the portion or portions of work covered by said unit prices.

4. Bidder is ( ) is not ( ) included in the US Comptroller General’s Consolidated List of Persons or Firms currently debarred for violation of various public contracts incorporating labor standards provisions (if any); and

5. The work proposed here in shall be completed per contract document requirements.

6. The undersigned understands that the total bid and any unit prices include all costs including, but not limited to, labor, materials, profit, overhead, insurance and applicable taxes, all in accordance with the drawings, specifications and other contract documents for the following stipulated amount.

7. Bidder acknowledges that any conditions, clarifications, modifications or exceptions to the recitations above or to any information or documents requested herein will render the bidder unresponsive.

8. Knowledge of local conditions and contract documents: The undersigned has examined the location of the proposed work, drawings specifications and other contract documents and is familiar with local conditions at the place where the work is to be performed. Before ordering any material or performing any work, the contractor shall verify all measurements and shall be responsible for the correctness and coordination of same. No extra compensation will be allowed on differences between actual dimensions and the measurements indicated on the shop drawings or in the contract documents.

9. Bid Period: The undersigned agrees to hold bid open for a forty-five (45) day period following the scheduled time of the opening of bids.

10. Execution of Agreement: Within ten (10) days after being awarded the contract, the undersigned agrees to execute the Form of Agreement.

11. Owner’s Rights Reserved: The undersigned understands that the Owner reserves the right to reject any and all bids or to waive any formality or technicality in any bid.

12. Qualifications: The Owner reserves the right to request a statement of the firm’s qualifications and the specific resume of the personnel attached to this work.

13. Bid Sheet Form: The vendor shall complete the bid sheet using black or blue ink. All spaces must be completed in both words and numbers as indicated.

14. Vendor acknowledges that any conditions, clarifications, modifications or exceptions to the recitations above or to any information or documents requested herein may render the bid unresponsive.

15. Bidder acknowledges receipt of the following addenda:

Addenda Number________ Dated

Addenda Number________ Dated

Addenda Number________ Dated This bid is hereby respectfully submitted by:

Dated____________ _______________________________ (Authorized Signature)

(Print Name)

(Title)

Company Name:________________________________________________

Address:______________________________________________________

City/State/Zip Code:_____________________________________________

Federal Tax ID Number:__________________________________________

Phone Number:_________________________________________________

Fax Number:___________________________________________________

Email Address__________________________________________________

Website:_______________________________________________________

Cost:

Janitorial Services at Saratoga Springs Train Station

Bid Form

Lump Sum for standard hours of coverage and completion of defined scope of work

YEAR 1 $______________

YEAR 2 $______________

YEAR 3 $______________

Total (initial 3-year term) $______________

YEAR 4 (if applicable) $______________

YEAR 5 (if applicable) $______________

Total (full 5-year term) $______________

Hourly Rate for additional services $_________/hr

SUBMITTAL CHECKLIST

Include a completed copy of this checklist with your bid.

Check off when completed/included

Description

Complete contact information

References from five (5) similar engagements-CDTA current or previous engagements may be used.

Completed Bid Form

Completion of all Required Forms

Inclusion of bonding as appropriate

Confirmed that company is registered with the System for Award Management (SAM.gov). All vendors doing business with CDTA MUST register at www.sam.gov) For more information visit :

https://www.fsd.gov/gsafsd_sp?id=kb_category&kb_category=2ad0cf c81b4f64108aa3a8eae54bcbf5

Bid has been uploaded to secure SharePoint site:

https://cdtagov.sharepoint.com/:f:/s/ProcurementBids/IgACAbpLmK YWTr0U1vkKV1m1AS_wt6Ztwl2eGrboFzVgbTY

*Note: The agreement is included for review only.

You are not required to sign and return this agreement with your bid.

http://www.sam.gov/

PAYMENTS TO SUBCONTRACTORS FORM -CDTA

Project Name:____________________________________

Prime Contractor:_________________________________ Federal ID No:__________________________________

Address:_________________________________________ City/State Zip:___________________________________

Telephone:______________________________________ Fax:___________________________________________

Project Cost:____________________________________ Project Completion Date___________________________

Reporting Period:_________________Month ______________Year Date Prime Contractor Paid for Reporting Period:__________________

M/W/BE or SDVOB Firm Participating on

Project

Federal ID No. M/W/Dual Or SDVOB

Payments Made this Month

Payment Date Payments Made to Date

Information provided by: (Print Name & Sign)_____________________________________________________ Date:_______________________

Form must be completed on a monthly basis for the entire project-even if no payments are made that month.

Send completed forms to Stacy Sansky, CDTA DBE Officer: email: sdsansky@cdta.org mailto:stacyss@cdta.org

Agreement THIS AGREEMENT, is made this day of ________20 , by and between the Capital District Transportation Authority or its subsidiary corporation, whose principal office and place of business is at 110 Watervliet Avenue, Albany, New York 12206 (hereinafter referred to as “Owner”, “CDTA” or “Authority”) and , whose principal office and place of business is at __________ (hereinafter "Contractor"):

WHEREAS, the Contractor is willing to contract to provide certain goods and services to CDTA upon the terms and conditions hereinafter set forth; and

WHEREAS, the Contractor has an ongoing business relationship to provide goods and/or services to CDTA that will be governed by the provisions of this Agreement, that is required by CDTA as a prerequisite to work being performed by its Contractors;

NOW, WITNESSETH: That CDTA and Contractor, for good and valuable consideration, agree as follows:

ARTICLE 1. GENERAL DESCRIPTION OF

SERVICES TO BE PERFORMED:

CDTA agrees to and hereby does retain and employ the Contractor and the Contractor agrees to provide such contract labor and/or materials as set forth in the Proposal or Scope of Services attached hereto and made a part of this Agreement as Schedule A for the purpose of Janitorial Services at SSTS accordance with the terms of this agreement and the schedules and appendices annexed hereto and made a part hereof, to assist CDTA in carrying out its purposes as set forth in Chapters 460 and 461 of the Laws of 1970, as amended, and Contractor agrees to be duly licensed (if necessary) at all times during the performance of this agreement.

ARTICLE 2. PROVISIONS FOR PAYMENT:

CDTA shall pay to the Contractor and Contractor agrees to accept as full compensation for labor and/or materials under this agreement. Notwithstanding any contrary language in the proposal, all payments shall be made in accordance with CDTA’s prompt payment policy, adopted in compliance with Public Authorities Law section 2880. CDTA’s prompt payment policy generally requires execution of a Purchase Order and provides that payments will be made within thirty (30) days of receipt of a “proper invoice” or claim voucher. A copy of the full policy is available upon request.

ARTICLE 3. CONTRACTOR'S LIABILITY AND

INDEMNIFICATION:

The Contractor shall, to the fullest extent permitted by law:

3.1 protect, release, indemnify, defend, and save the CDTA and its subsidiaries, officers, employees, agents, consultants and Construction Manager harmless from and against any and all liabilities, damages, claims, demands, liens, encumbrances, judgments, awards, losses, costs, expenses, and suits or actions or proceedings, including reasonable expenses, costs and attorneys’ fees incurred by the CDTA and its officers, employees, agents, Consultants and Construction Manager relating in any manner whatsoever to the Contractor’s work or materials being provided under this Contract; and

3.2 Without regard to negligence, fault or strict liability

on the part of any person, the Contractor covenants and agrees to defend, indemnify and hold harmless the CDTA, its subsidiaries agents and employees and each of them (the “Indemnitees”), against any and all claims, damages, losses, obligations, penalties, liabilities, costs and expenses, including attorney’s fees which may be imposed upon or incurred by or asserted against the Indemnitees, arising from:

(a) Any Work and any other activities of Contractor, its agents, Contractors, employees or invitees in, on, within or about the location of work undertaken pursuant to this Agreement

(b) Injuries, including death, to persons, or damage to property, occurring or alleged to have occurred by reason of, or in connection with, or arising out of any right, duty or obligation created by this agreement or the subsequent work done thereunder, and also against any and all claims for damages, and all liability, loss and expense arising from injuries, including death, to persons, or damage to property, resulting from the presence in or upon any vehicle or other premises of the Contractor, of any article or articles brought or carried by the Contractor, its servants, agents, or employees, or the servants, agents, or employees of any person, firm, or corporation with whom or with which the Contractor may contract, all in connection with the exercise of its rights or performance of its obligation hereunder; and

3.3 Notwithstanding the foregoing, CDTA shall be

liable to Contractor for the actual cost of repair and/or replacement of Contractor’s facilities and equipment caused as a result of CDTA’s gross negligence or willful misconduct.

3.4 It is the intent to the provisions of this article that

the Contractor shall defend, indemnify and save harmless the Indemnitees and each of them against any and all such claims and liabilities arising out of or in any manner connected with the performance of work under this agreement, irrespective of whose negligence may have caused the occurrence upon which the claim or liability is based, and whether or not the same may be due to the negligence of the Contractor, or of any person, firm, or corporation with whom or with which the Contractor may contract in connection with the performance of this Agreement, or the negligence of any Indemnitee, or any of their respective agents, servants, or employees except as to occurrences which are solely due to the negligence of an Indemnitee. The term “liability, loss and expense”, as used in this article, shall include and cover, but not limited to any and all liability for the payment of compensation under the Workers’ Compensation Law of the State of New York.

3.5 Neither Final Acceptance of the Work, Termination

or making any payment shall release the Contractor from the Contractor's obligations under this Article. The enumeration elsewhere in the Contract of particular risks assumed by the Contractor or of particular claims for which the Contractor is responsible shall not be deemed to limit the effect of the provisions of this Article or to imply that the Contractor assumes or is responsible for only risks or claims of the type enumerated; and neither the enumeration in this Article nor the enumeration elsewhere in the Contract of particular risks assumed by the Contractor of particular claims for which the Contractor is responsible shall be deemed to limit the risks which the Contractor would assume or the claims for which the Contractor would be responsible in the absence of said enumerations.

3.6 Contractor's obligations under this Article shall not

be deemed waived, limited or discharged by the enumeration or procurement of any insurance for liability for damages. The Contractor shall notify its insurance carrier within twenty four (24) hours after receiving a notice of loss or damage or claim from the CDTA. The Contractor shall make a claim on its insurer specifically under the provisions of the Contractual liability coverages and any other coverages afforded the CDTA including those of being an additional insured where applicable.

3.7 One half of one percent of the Contractor’s fee is

paid by the CDTA to the Contractor pursuant to this Agreement as separate consideration for the indemnification of the CDTA to the Contractor under this Section.

ARTICLE 4. RISK OF LOSS:

To the extent permitted by law, the Contractor assumes all risk of loss or damage to the equipment and…