HVAC Fact Sheet6.pdf

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

Title of quote request: Heating, Air Conditioning & Refrigeration Service

Contract Reporter Posting Dates: 4/3/25 – 4/24/25 Dates of service for this quote: 5/1/25 – 3/31/26

Due date: 4/24/25 – 3:00PM

Contact & Submittal Information:

Suzanne Shaw, Division of the State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4346 Email: suzanne.shaw@agriculture.ny.gov

DESCRIPTION:

The selected contractor shall provide HVAC and refrigeration maintenance and repair services at various buildings around the Fairgrounds. This shall include all labor, materials and equipment necessary to maintain, repair, adjust and calibrate all air-conditioning, refrigeration, heating and ventilation systems, and related HVAC equipment on the Fairgrounds. Exhibit 1 is a list of all HVAC and refrigeration equipment currently located on the Fairgrounds. Staff provided as part of this solicitation must be Journey level technicians only. Trainees or apprentices do not qualify. Prevailing wage rates must be paid and the wage schedule is attached to this solicitation

(PRC 2025002370).

Please note that for all of the services outlined in this quote, the selected contractor shall not:

• charge AGM for travel time to and/or from the Fairgrounds. The hourly rate can only be charged for the time that the selected contractor is on the Fairgrounds working on approved work.

• charge AGM for more than one (1) employee unless it has been approved by AGM prior to the work commencing.

• charge AGM for on-the-job training of vendor staff.

Regular Repair and Maintenance Service: A regular repair and/or maintenance service request will be initiated when there is an occurrence of equipment failure, malfunction or interruption in service or a request for routine maintenance or inspection of HVAC and refrigeration equipment during normal business hours of 7:30 a.m. and 5:00 p.m. Monday through Friday, except for State Holidays. All work, except for overtime/emergency repairs, shall be performed during normal business hours (Monday through Friday, 7:30 a.m. to 5:00 p.m. except for State Holidays). Regular repair and maintenance services shall be responded to within two (2) hours from when the time the request for service call is made unless otherwise agreed to by AGM.

Overtime (“Emergency”) Service: An overtime/emergency service request will be initiated when there is an occurrence of equipment failure, malfunction or interruption in service outside of normal business hours (Monday through Friday between the hours of 5:01 p.m.

and 7:29 a.m., weekends, and State Holidays). The Contractor’s response to overtime/emergency calls from AGM shall be provided within one hour from when the time the request for service call is made. The Contractor shall provide a staffed 24 hours a day, 7 days a week (including holidays) answering service to receive emergency calls and direct repair personnel. Once an emergency call has begun, the Contractor shall provide continuous effort until the problem is resolved.

Repair Parts: All installed parts must be new original OEM factory parts and equipment unless otherwise approved by AGM. New parts shall carry the full manufacturer’s warranty but in no case shall the part carry a warranty of less than ninety (90) days.

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:suzanne.shaw@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.

DEPARTMENT RESPONSIBILITIES

The Department shall provide:

• contact information for the AGM designated point of contact; and

• access to the Fairgrounds as needed to complete approved work.

MINIMUM QUALIFICATIONS

Respondents are advised that AGM’s intent is to ensure that only qualified, responsive and responsible Contractors enter into a contract to provide HVAC and refrigeration maintenance and repair services at the New York State Fairgrounds. AGM considers the following qualifications in order to be considered a qualified respondent for the purposes of this solicitation.

• Experience and References. The Respondent must have experience providing HVAC and refrigeration maintenance and repair services similar in scope to the services requested in this solicitation for at least two (2) clients within the last twelve (12) months preceding submission of this bid who own or operate multi-building facilities or campuses. For purposes of this solicitation, “multi-building facilities or campuses” shall be defined as two or more buildings. The Respondent must provide the name, address, contact person, phone number and email of each client, a description of the HVAC and/or refrigeration maintenance and/or repair services provided to each client, the number of buildings serviced for each client (must be at least two buildings), and date(s) service was provided to each client (must be within the last 12 months preceding submission of this bid). Note that the Department will contact the references to verify the information provided; the Respondent is solely responsible for the availability of the submitted references.

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

QUOTE

All quotes must be submitted on Quote Sheet.

• Submit the hourly rates for each title listed on the Quote Sheet. Please refer to prevailing wage rate requirements.

• Submit the percentage mark-up on repair parts on the Quote Sheet.

Unit prices shall be inclusive of all costs and profit (including but not limited to: Direct & Indirect Costs, Payroll, Fringe Benefits, Supplies and Materials, Equipment, Travel, Overhead and Profit). Unit prices shall be multiplied by the estimated quantities for evaluation purposes only. The selected contractor will only be paid for the actual number of hours worked and the percentage mark-up on the actual repair parts ordered.

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;

• 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:

Contractor shall, prior to execution of the contract, obtain insurance coverage, from a company licensed to do business in New York State, of at least ONE MILLION DOLLARS ($1,000,000) per occurrence combine single limit bodily injury and property damage and vehicle. Contractor shall furnish a certificate of insurance naming the New York State Department of Agriculture & Markets as additional insured.

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

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.

Statewide Financial System:

In addition to receiving electronic payments, all vendors are now required to be registered as a vendor with New York State’s Financial System (SFS). Vendors are responsible for ensuring they are registered with SFS and that all data is correct. The website for SFS is http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684 . The phone number for questions is (toll free) 855-233-8363.

http://www.osc.state.ny.us/epay/index.htm mailto:epunit@osc.state.ny.us http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684 http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684