Floor Refinishing Delancey Hall - 2026-08-27.pdf

Request for BIDS – Floor Sanding and Refinishing of Delancey Hall, 266 Titicus Road, North Salem

The project site is Delancey Hall, a two-story historic building constructed circa 1765. The building is approximately 3,000 square feet in size and has undergone recent renovations.

The project involves preparing the two areas of wood floor, on both the first floor approximately

280 square feet; and the second floor approximately 160 square feet. In addition to the wood flooring, the two (2) landings and 12 steps that account for approximately 54 square feet will also be sanded and refinished.

This RFP outlines the areas of the flooring, the landings, and the stairs to be sanded and refinished as well as any other requirements specified herein.

Building address: Delancey Hall 266 Titicus Road, North Salem, NY 10560

Sealed proposals for performing the work described herein will be received by the Office of the

Town Clerk, 270 Titicus Road, North Salem, NY 10560, until September 15, 2026 at 10:00 a.m., at which time the bids will be publicly opened and read aloud.

Prevailing Wages:

New York State requires that municipal contracts pay Prevailing and Supplemental wages on all contracts. It is a requirement that the Prevailing wage schedule for Westchester County be used in the calculations to determine cost. For an apprentice, the rates are based on the time they are in the job.

Throughout the contract, the Contractor shall obtain and pay workers in accordance with periodic wage rate schedule updates from the New York State Department of Labor (NYSDOL). A prevailing wage rate case number has been assigned to the project, PRC# 2026024939. A copy of the prevailing wage rates has been provided for informational purposes only. It is not the Town’s responsibility to provide the correct rates or make sure the proper rates are paid.

Payroll sheets will be required to be presented to the Town by the contractor and they may be reviewed by the NYSDOL at their request. Please provide written quotes for the job using the section on the last page.

Site Visit:

A non-mandatory site meeting will be held on Monday September 9, 2026 at 9:30 a.m. at the site (Delancey Hall 266 Titicus Road, North Salem, NY 10560).

Please call (914) 669-5110 or email jkourakos@northsalemny.gov and wlucas@northsalemny.gov with any questions.

General workmanship:

1. Prepare the surfaces by sanding 50 grit, then 80 grit abrasive down to the wood planks removing all existing sealer. Final pass use 100 or 120 grit.

2. Provide wood filler in all gaps, and scratches. Wood filler is intended to make the floor surface more uniform and not to fill between wood planks. Apply two (2) coats of a water-based stain and one (1) coat of a water-based sealer to the surface. The stain and sealer shall be compatible with wood filler, according to the stain manufacturer’s recommendations. Up to three (3) sample colors shall be provided to the Town for Review and approval by the Town prior to application. Color shall be “Dark Walnut” or “Special

Walnut” manufactured by Minwax or Engineers approved equal. Apply water-based polyurethane for a level 3 AC rating for durability.

3. Provide protection of the surface during preparation and drying. All materials shall comply with ASTM for durability and slip resistance.

4. Protect all surrounding surfaces and areas from spills, or damage. Cleaning, dust control and protection of the areas shall be included.

5. Any loose floor boards that require fastening shall be screwed to the joist below and covered with wood filler. The type of screws and filler shall be submitted for review.

6. Hand tools shall be used along baseboards to avoid damage to the baseboards. Any damage to the baseboard will be repaired by the flooring contractor.

Any work not specifically mentioned, but required to complete the project, shall comply with the National Wood Flooring Association (NWFA) guidelines. NWFA guidelines can be found at the following link: nwfa-sand-finish-wood-floors-2016.pdf.

Shop Drawings:

Shop drawings are required for all manufactured items and any item directed by the Engineer.

Shop drawings shall be submitted to the Engineer for review sufficiently in advance of requirements to afford ample time for checking, correcting, resubmitting, and rechecking as necessary.

mailto:jkourakos@northsalemny.gov mailto:wlucas@northsalemny.gov https://link.edgepilot.com/x/9na2BkO4Del1qB2wQtzGoPQ?u=https://www.oldewoodltd.com/uploads/nwfa-sand-finish-wood-floors-2016.pdf

No construction, purchase, delivery, installation, or work shall be done or made on any part or feature of this Contract which is dependent upon shop drawing review, until such review has been received from the Engineer. If the Contractor proceeds without reviewed shop drawings, it shall be at his own risk.

Insurance:

The bidder will have the proper Workers Comp insurance covering all people on the job and will have $2M of General Liability insurance. The latter can be a rider on a lower valued existing policy. The documentation showing this coverage will be requested after bids are opened.

The Contractor/Subcontractor shall purchase and maintain insurance of the following types of coverage and limits of liability:

1) Commercial General Liability (CGL) coverage with limits of Insurance of not less than

$1,000,000 Per Occurrence/$2,000,000 Annual Aggregate and including a Waiver of

Subrogation.

a. CGL coverage shall be written on ISO Occurrence form CG 00 011093 or a substitute form providing equivalent coverage and shall cover liability arising from premises, operations, independent contractors, product-completed operations, and personal and advertising injury, blanket contractual including injury to subcontractors employees.

b. Town of North Salem and their agents, officers, directors and employees shall be included as additional insured on the CGL, using ISO Additional Insured

Endorsement CG 20 10 1185 or an endorsement providing equivalent or broader coverage to Town of North Salem and their agents, officers, directors and employees. The Coverage must be underwritten by an Insurance Company with at least ‘A 7’ Best rating as defined by A.M. Best. Coverage for the additional insured.

c. Contractor/Subcontractor shall maintain CGL coverage for itself and all additional insureds for the duration of the project and maintain Completed Operations coverage for itself and each additional insured for at least 2 years after completion of the work.

2) Workers Compensation and Employers Liability

a. Statutory Workers’ Compensation, Employers’ Liability.

b. Workers Compensation must include a waiver of subrogation.

3) The Contractor shall not sublet any part of his work without written approval of the Town, and without assuming full responsibility for requiring similar insurance from his subcontractors and shall submit satisfactory evidence to that effect to the Town of North

Salem. Each such insurance policy, except the Workers’ Compensation and Disability policies, shall include the Town of North Salem and their agents, officers, directors and employees as an additional insured.

4) Policy shall be endorsed to provide that 30 days written notice prior to cancellation be given to the Town of North Salem. Policies that lapse and/or expire during the term of occupancy shall be re-certified and received by Town of North Salem no less than 30 days prior to cancellation or renewal.

5) Contractor acknowledges that failure to obtain such insurance on behalf of the Town of

North Salem Constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the Town of North

Salem. The contractor/permittee is to provide the Town of North Salem with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of the Town of North Salem to object to the contents of the certificate or absence of same shall not be deemed a waiver of any and all rights held by the Town of North Salem.

NOTE: ACORD forms are not acceptable proof of workers compensation coverage; must provide C-105.2 and Disability to be provided on DB-120.1.

Contractor/Subcontractor Registry :

Pursuant to Section 220-I of Article 8 of the New York State Labor Law, contractors and sub-contractors shall be registered with New York State Department of Labor (NYSDOL) prior to submitting bids or performing construction work on public work pursuant to the requirements therein. Pursuant to Section 220-I Subpart 6, the Bidder shall provide a copy of the Certificate of Registration for contractors and sub-contractors performing work on the project as part of the bid proposal. Failure to be registered with NYSDOL may result in bid rejection.

Throughout the duration of the project, contractors and sub-contractors shall be required to maintain their registration with NYSDOL and shall not let their registration expire. If at any time during the project, a contractor’s or sub-contractor’s Certificate of Registration expires, revoked, or otherwise made invalid, the Owner and Engineer shall promptly be notified.

You are requested to provide references:

Please provide three (3) references:

• The following information should be provided for each of the three (3) references:

Company name, Contact name and title, Phone Number, Email ID, the job you worked on and description of work.

Payment:

1. The Contractor shall be paid the LUMP SUM amount for providing all labor, materials and equipment required to complete the work in all respects as specified above and as directed by the Town.

2. Progress payments shall be made to the Contractor as a percentage of the lump sum amount for work completed. The value of the progress payment shall not exceed the value of the work completed as determined by the Town Engineer. A schedule of values should be submitted for the Town Engineer’s review. Payments shall not be made for repairs to damaged areas or materials caused by the Contractor’s operations. No payment shall be made for work that has not be accepted by the Town Engineer or that has become defective due to Contractor’s error.

3. Final payment will be made once all work is complete.

Changes in Work:

The Owner may make changes in the work required to be performed by the Contractor under the Contract by making additions thereto, or by omitting work there from, without invalidating the Contract.

The Contractor shall make no change in the materials used or in the specified manner of constructing and/or installing the improvements or supply additional labor, services or materials beyond that actually required for the execution of the Contract, unless in pursuance of a written order from the Owner authorizing the Contractor to proceed with the change. No claim for an adjustment of the Contract price will be valid unless so ordered.

The Contractor agrees to perform any of the aforementioned changed work, along with all other required work found under the Contract, without delay and in accordance with good construction practices. All such work shall be executed under the terms of the original Contract unless it is provided otherwise.

Any changes in the scope of work shall be paid for based on time plus materials plus 10% for overhead and profit.

Claims for Extra Cost:

All claims between the parties, including all claims for additional compensation and/or additional time, arising out of, or in any way related to this Contract and/or the performance of the same, or its interpretation, shall within ten (10) days of the event, or action giving rise to the claim be presented to the Engineer and/or Town in writing.

As soon as practicable, upon receipt of all information, the Owner shall make a determination of any claim. Said decision of the Owner shall be a condition precedent to any further action on the claim. In the event of an unfavorable decision by the Owner, the Contractor shall have the right to contest said decision as provided for under the provisions of the Contract.

Quote Price:

Provide the quote here or on your own document. Please provide the following information:

Business Name:

Business Address:

Quote Price for work outlined above:

Signed:

Business Principal’s name printed:

Date: ___________________________

Contact Information: Office phone #_______________________________

Cell # ____________________ Email __________________________________

August 27, 2026