Electrical Maintenance Service Fact Sheet1.pdf

New York State Department of Agriculture & Markets Division of State Fair

Fact Sheet

Contract Title: Electrical Service Maintenance & Repair (SF250111)

Dates of service for this quote: 5/1/25 – 3/31/26 Contract Reporter Posting Dates: 4/3/25 – 4/23/25

Proposal Due Date: 4/23/25 – 3:00PM

Contact & Submittal Information:

Barbara Godfrey, NYS Fair Division NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4425 Email: barbara.godfrey@agriculture.ny.gov

Description:

Using the National Electrical Code (NEC) as it is in NFPA 70B - Recommended Practice for Electrical Equipment Maintenance as a guide; provide electrical service maintenance, cleaning, replacement and repair of all main feeders, switches and transformers owned throughout the New York State Fairgrounds. This work is mostly 13,000 volts but always greater than 480 volts.

The Village of Solvay Electric Department provides the Fairgrounds with its electrical power.

Emergency work will require a response onto the Fairgrounds within one (1) hour of notification.

Prevailing wage rates must be paid and are attached (PRC2025002302). All employees must be certified to work on this type of work.

Your quote will be for an hourly rate of service. This rate must include any/all vehicle and equipment (tools of the trade, bucket truck) charges. No mileage, travel time, vehicle or equipment charges will be paid. Your hourly rate must reflect all charges. If special equipment is needed (lifts, etc.) approval must be received prior to incurring the expense.

Delivery slips must be provided for any types of service on the Fairgrounds and signed by either the Property Manager or designee.

Service personnel must check in at the Maintenance Office between the hours of 7:00am and 3:00pm, Monday thru Friday. For service calls outside of those days/hours, service personnel must sign in and out at the Gate 2 Security Post. Failure to sign in and out may negatively impact payment for services. Service records must be signed by a representative of the State Fair at conclusion of the work.

The percentage of markup on parts must be provided as part of your quote (requests for actual receipts may be made by the department). Time cards for labor will be required.

Invoicing should be on a monthly basis for all service during the prior month. Invoices must detail labor, parts and materials.

CONTRACTOR RESPONSIBILITIES

In addition to the responsibilities outlined in the scope of services above, the contractor shall:

• provide a designated point of contact with working mobile phone number and email address;

• provide an assessment of any needed repairs and provide an estimate of any work that must be approved by AGM prior to commencing work;

• provide all necessary supervision, labor, tools, equipment and supplies that are needed to make the approved repairs in the timeline agreed to with AGM; and

• be available 24 hours a day, 7 days a week.

mailto:barbara.godfrey@agriculture.ny.gov

New for all Article 8 Public Work – The Contractor and Subcontractor Registry Law (NYS LL 220-I) is now in effect.

Starting December 30, 2024, all contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-i.

Private projects subject to Article 8 of the Labor Law include those covered by Labor Law Sections 224-a (public subsidy funded projects), 224-d (renewable energy systems), 224-e (broadband projects), 224-f (climate risk-related and energy transition projects, and roadway excavations.)

The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines “subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

Contractors need to register before submitting any new bids or commencing new work on a covered project on or after December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after December 30, 2024. NYSDOL encourages all contractors and subcontractors to register as soon as possible to obtain a Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

The link to apply is located here: https://dol.ny.gov/how-register-contractor-and-subcontractor-registry

PLEASE NOTE:

A $200 nonrefundable fee is required at the time of registration. New York State certified Minority or Woman-owned Business Enterprises (MWBEs) pay a reduced nonrefundable fee of $100 at the time of registration. A service fee will be applied.

NYSDOL estimates it may take approximately 3-4 weeks to review a registration application and issue a Certificate of Registration.

Registration is not valid until a Certificate of Registration has been issued. Providing incomplete or inaccurate information will delay the issuance of a Certificate of Registration.

Each registration certificate is valid for two calendar years from the date of issuance. Contractors and subcontractors must renew their registration at least 90 days before the expiration date of their current registration. Contractors and subcontractors may access their Certificate of Registration or check on the status of an application at any time through the Contractor Registry portal.

Because of this new requirement awards will only be made once the Agency confirms the vendor has successfully registered with the NYS Dept. of Labor.

Quotes:

Please provide the following as part of your quote:

1. A fully completed quote sheet. The quotes will be for an hourly rate for service. This rate should include travel to and from the Fairgrounds. Any minimums must be noted.

2. The percentage of markup to be charged on parts/materials.

3. A detailed list of the three (3) years’ experience providing similar services.

4. Listing of titles and certifications of staff who will be providing services.

Reservation:

The Department reserves the right to:

• reject any or all responses with respect to this request for quotes;

• decline to award from this request for quotes;

• require clarification from any Responder to assure a full understanding of the responsiveness to the requirements for this request for quotes;

https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I https://dol.ny.gov/how-register-contractor-and-subcontractor-registry

• waive or modify minor irregularities in quotes received;

• request from Responder additional information deemed necessary to more fully evaluate its quote. Responders will have (3) business days to respond to the request or may be disqualified;

• amend this request for quotes after its release, with appropriate notice;

• negotiate with any or all Responder within the request for quote requirements, in the best interests of New York State.

The Department reserves the right to inspect the supplied systems at any time during the period of the contract.

Insurance:

Upon contract award, obtain and maintain insurance coverage, from a company licensed to do business in New York State, of at least ONE MILLION DOLLARS ($1,000,000) per occurrence combined single limit bodily injury and property damage and at least ONE MILLION DOLLARS ($1,000,000) each occurrence business automobile liability insurance. The selected Vendor shall furnish a certificate of insurance naming the New York State Department of Agriculture & Markets as additional insured.

The selected Vendor shall also provide a certificate of workers’ compensation and disability insurance as required.

Summary of Department’s Policy Regarding State Finance Law Sections 139-J & 139-K:

Pursuant to State Finance Law Sections 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the Department of Agriculture and Markets and an offeror/bidder during the procurement process. An offeror/bidder is restricted from making contacts from the earliest notice of intent to solicit bids/proposals through final award and approval of the Procurement Contract by the Department, and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law Section 139-j(3)(a). Designated staffs, as of the date hereof, are identified in this solicitation. Department employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the offeror/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the offeror/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found in the Department’s Guidelines and on the Office of General Services Website at http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

The Department has designated the following staff members to receive contacts pertaining to this quote:

Barbara Godfrey, NYS Fair Division, NYS Dept. of Agriculture & Markets 581 State Fair Blvd., Syracuse, NY 13209 Phone: (315) 728-4425 Email: barbara.godfrey@agriculture.ny.gov

Payments Vendor shall provide complete and accurate billing invoices to the NYS Department of Agriculture & Markets, a division of the New York State Fair, in order to receive payments. Billing invoices submitted must contain all information and supporting documentation.

Payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller’s website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032. Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

Invoices must be sent via email to the following address only. Please send all invoices and any backup information to sfinvoice@agriculture.ny.gov.

http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html mailto:barbara.godfrey@agriculture.ny.gov http://www.osc.state.ny.us/epay/index.htm mailto:epunit@osc.state.ny.us mailto:sfinvoice@agriculture.ny.gov