HVAC Services RFP 2026-12.pdf

City of Saratoga Springs, NY

Request for Proposal

PREPARED BY: Department of Public Works

June, 2026

ALL BIDS SHALL BE ENCLOSED IN A SEALED ENVELOPE MARKED:

RFP #: 2026-12 – HVAC Services

Name of Bidder: ____________________________________

RFP Opening: Tuesday, July 7, 2026 at 2:00 p.m.

AND RETURN TO:

City of Saratoga Springs Department of Accounts 474 Broadway Suite 14

Saratoga Springs, NY 12866

JOHN SAFFORD

MAYOR

JOANNE KIERNAN

COMMISSIONER OF FINANCE

BK KERAMATI

COMMISSIONER OF PUBLIC WORKS

TIM COLL

COMMISSIONER OF PUBLIC SAFETY

JESSICA TROISI

COMMISSIONER OF ACCOUNTS

HVAC Services

City of Saratoga Springs, NY RFP Opening: Tuesday July 7, 2026 2:00 p.m.

HVAC Services: RFP #2026-12

NOTICE TO BIDDERS

The City of Saratoga Springs, New York, will receive sealed bids for HVAC Services. Sealed bids must be received in its’ entirety by the City of Saratoga Springs, Office of the Commissioner of Accounts, 474 Broadway Suite 14, Saratoga Springs, New York, 12866, by Tuesday July 7, 2026 at 2:00 p.m. at which time they will be publicly opened and read.

Copies of the Request for Proposal (RFP) may be obtained on the City’s web page at www.saratoga-springs.org, under current bids. There is no fee for these documents.

Addenda, if any, will be issued only to those persons whose name and address are on record with the City as having obtained a bid packet. Addenda to the bid, when issued, will be on file in the City Clerk’s Office at least five

(5) days before the bid opening date. If you have obtained a bid packet through the City’s web site and would like to be on record for any Addenda please email stefanie.richards@saratoga–springs.org with your name, the name of the bid packet obtained and email address.

Questions regarding the bid should be directed to Stefanie Richards in writing at stefanie.richards@saratoga-springs.org. All bids must be made on the official bid form or an exact copy by reproduction thereof and enclosed is a sealed envelope.

No Bidder may withdraw his/her bid within sixty (60) calendar days after the actual date of the opening thereof. A Bidder may withdraw their bid response in writing immediately following this sixty (60) day per New York State Finance Law §163(9)(e). The City reserves the right to reject any and all bids, to waive any and all informalities and the right to disregard all nonconforming, non-responsive or conditional bid documents per New York State Finance Law §163(9)(d).

INSTRUCTIONS TO BIDDERS

1. RFP DOCUMENTS

This document includes a complete set of the RFP specifications and required documents, which are for the convenience of Bidders and are not to be detached from the bid. Failure to submit the required forms at the time of bid submission may disqualify the bid submission.

2. INTERPRETATION OR ADDENDA

No oral interpretation will be made to any Bidder as to the meaning of the bid or any part thereof. Every request for such an interpretation shall be made in writing to the City. Any inquiry received seven (7) or more days prior to the date fixed for opening of bids shall be given consideration. Every interpretation made to a Bidder shall be in the form of Addenda to the bid, and when issued, shall be on file in the City Clerk’s Office at least five (5) days before bids are opened. All Addenda shall be emailed to each person whose name and address are on record with the City as having obtained a bid packet or has attended a pre-bid meeting. All such Addenda shall become part of the bid and all Bidders shall be bound by such Addenda, whether or not received by the Bidders.

3. BIDS

All bids shall be submitted on documents supplied by the City and shall be subject to all requirements of the bid, including any plans, and these Instructions to Bidders. All bids shall be regular in every respect and no interlineations, excisions or special conditions shall be made or included in the bid documents by the Bidder.

The City may consider as irregular any bid on which there is an alteration of or departure from the bid forms hereto attached and at its’ option may reject the same. Purchases by the City of Saratoga Springs are not subject to any sales or federal excise taxes.

4. NON-COLLUSIVE BIDDING AND VENDOR CERTIFICATIONS:

Each Bidder submitting a bid to the City for the work contemplated by the documents on which bidding is based shall execute and attach thereto, the Non-Collusion and Vendor Code of Conduct Affidavit on the form herein provided, to the effect that he/she has not colluded with any other person, firm or corporation in regard to any bid submitted.

5. RISK AND SAFETY AGREEMENT AND CERTIFICATE OF INSURANCE:

Bidder must execute the Risk and Safety Agreement and include the agreement with the bid response submission. A Certificate of Insurance providing proof of the required insurance as outlined in the Risk and Safety Agreement with the bid response submission

6. APPRENTICESHIP PROGRAM:

The City of Saratoga Springs hereby requires any contractor on a project in excess of Two Hundred Thousand Dollar ($200,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a construction contract with the City of Saratoga Springs, or any sub-contractor on such a project with a sub-contract in excess of Fifty Thousand Dollar ($50,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a sub-contract with a contractor who has a construction contract with the city of Saratoga Springs on a project in excess of Two Hundred Thousand Dollar ($200,000.00)aggregate, to have apprenticeship agreements traditionally and historically appropriate for the type and scope of work to be performed, which have been registered with, and approved by, the New York State Commissioner of Labor, and which have a graduation rate of at least thirty percent (30%).

7. CORRECTIONS:

The Bidder must initial erasures or other changes in the bid.

8. RECEIVING BIDS:

Bids received prior to the advertised time of opening shall be securely kept, sealed. The City Clerk’s office, whose duty it is to open them shall decide when the specified time has arrived to open bids, and no bid received thereafter will be considered. LATE BIDS shall be rejected. E-mail or faxed bid submissions are not acceptable and shall not be considered.

9. OPENING OF BIDS:

At the time and place fixed for the opening of bids, the City shall cause to be opened and publicly read aloud every bid that was received within the time set for receiving bids. Bidders and other persons properly interested may be present, in person or by representative.

10. WITHDRAWAL OF BIDS:

Bids may be withdrawn on written request dispatched by the Bidder in time for delivery in the normal course of business prior to the time fixed for opening; provided that written confirmation of withdrawal over the signature of the Bidder is placed in the mail and postmarked prior to the time set for bid opening.

11. EVALUATION PROCESS:

After the bid opening, each Bidder’s proposal will be screened for completeness and conformance with the requirements for this bid submission as set forth under the Bidders Submittal Instructions. Written bid amounts are the legally binding bid amount. Numeric bid amounts are viewed as a convenience. Proposals that do not meet the City’s requirements, as outlined in the RFP, may be deemed nonresponsive and given no further consideration. Proposals meeting the City’s requirements shall be evaluated first on technical information (i.e. operational plan, company background, staffing and personnel biographies, relevant experience, references) and then on the cost proposal.

12. AWARD OF CONTRACT: REJECTION OF BIDS

If the contract is awarded, it shall be awarded to the responsive and responsible Bidder submitting the best value bid complying with the conditions and qualifications of the Notice to Bidders and Instructions to Bidders.

The Bidder to whom the award is made will receive a "Notice of Award" at the earliest possible date.

The City, however, reserves the right to:

a. reject any and all bids and to waive any informality in bids received whenever bid packages are submitted incomplete without the required attachments and/or such rejections or waivers are in the City’s best interest;

b. consider as not responsible any Bidder who does not habitually perform with their own forces at least fifty percent (50%) of the dollar value of the work involved in the contract;

c. award the bid, in part, on the Bidder’s ability to provide timely technical assistance, part(s) replacement and service for repairs;

d. give preference to Minority Women Business Enterprise (MWBE) businesses; and/or

e. extend the contract for one (1) year from expiration up to three (3) years under the same terms and conditions as long as the extension is agreeable to both the City and the Contractor.

13. EQUAL EMPLOYMENT OPPORTUNITY:

The City, state and federal government have stringent requirements for ensuring that all Bidders comply with regulations requiring that employees and applicants for employment are not discriminated against because of their race, color, religion, sex or national origin. Bidders will be required to abide by those requirements.

14. AMERICANS WITH DISBILITY ACT:

The Bidder agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of employment in its services, programs, or activities. The Bidder agrees to hold harmless and indemnify the City from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding brought alleging a violation of ADA and/or Section 504 caused by the Bidder. The Bidder agrees that accommodations will be provided upon request to allow individuals with disabilities to participate in all services, programs and activities provided by the Bidder.

15. CIVIL RIGHTS:

The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §2000d to 2000d-4) and its regulations, hereby notifies all Bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement will provide the opportunity for disadvantaged business enterprises to be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

16. SEXUAL HARRASSMENT:

Every employer in the New York State is required to adopt a sexual harassment prevention policy giving all employees a legal right to a workplace free from sexual harassment. The City is committed to maintaining a workplace free from sexual harassment. Per New York State law, the City has a sexual harassment prevention policy in place. This policy applies to all employees, paid or unpaid interns and non-employees in our workplace, regardless of immigration status.

17. COMPLIANCE

Failure to comply with any of the above terms or any evidence of poor quality or service will be considered cause of discontinuing business with the successful Bidder.

BIDDING SUBMITTAL INSTRUCTIONS

Failure to submit RFP documents as required may lead to an immediate disqualification.

In order to guard against premature opening of the bid documents, your bids must be returned and enclosed in a sealed and clearly labeled envelope as follows:

Step One: You MUST execute and include the following documents, one original and one copy of each, with your response:

Your response to the RFP in question (one original and one thumb drive) Non-Collusive Bidding and Vendor Code of Conduct Certification Risk & Safety Agreement and Certificate of Insurance

Step Two: Enclose your bid in a sealed envelope marked:

RFP #: 2026-12 – HVAC Services

Name of Bidder: ____________________________________

Bid Opening: Tuesday, July 7, 2026 at 2:00 p.m.

Step Three: Please return your response to this RFP to the following address:

City of Saratoga Springs Department of Accounts 474 Broadway Suite 14

Saratoga Springs, NY 12866

STATEMENT OF SPECIFICATIONS: HVAC Services

SCOPE OF SERVICES

The scope of services is to include the following, but not limited to: routine HVAC maintenance, controls, gas piping, motors, air balancing and fixtures, and other related services. The successful bidder shall provide and furnish all labor, tools, materials, supplies, equipment, fees, permits, and transportation necessary to complete the work.

The term HVAC services, when used in these specifications shall mean the practice, materials and fixtures used in the installation, maintenance, extension, alteration and/or for the removal, repair and or replacement of all piping, fixtures, and boiler appurtenances in connection with any of the following: venting systems, boiler and heating systems within and/or adjacent to any City building. Further, the practice and material used in the installation, maintenance, extension, alteration or removal of refrigeration and air conditioning drainage, liquid waste, sewage and water supply shall be handled in accordance with State regulations.

Technicians shall be on call 24 hours a day with a guaranteed two (2) hour response time.

Technicians shall contact the authorized City representative upon arrival at the job site. Actual travel time to and from the job work location is not reimbursable under the contract. Technicians shall ensure that the authorized City representative logs the start and completion times on the service ticket for services performed. Technicians shall provide the following information on the service ticket: Department name and location (i.e. building & room), name of technician(s) performing the work, and purchase order number. Copies of work orders signed by City employee shall accompany the invoice. For routine maintenance service calls, technicians shall complete and submit “Attachment B” to the work order.

All work required to correct any problems diagnosed by the successful bidder must be approved by the City representative. The successful bidder shall work until each job is completed. The successful bidder shall have multiple technicians available to be able, if necessary, to respond to multiple requests for service at the same time.

The successful bidder shall leave the work area broom-clean of materials, debris, and equipment and shall dispose of all defective materials removed in performance of the service and within strict accordance with all applicable rules, regulations, codes, laws, ordinances, statutes, etc.

The successful bidder shall clean, repair, or replace any item damaged by the successful bidder during the performance of the service at no additional cost to the City.

UNSATISFACTORY PERFORMANCE:

The City may consider the following performance by the successful bidder as unsatisfactory performance:

1. In excess of one service “call back” to correct the same problem within 30 consecutive calendar days.

2. In excess of one instance within one calendar year of successful bidder personnel assigned to an authorized service call not having the skill or knowledge to diagnose the problem and/or perform the repair.

PERFORMANCE WARRANTY:

Work performed shall meet all applicable requirements of the latest revision of the Mechanical, National Electrical and Unified Building and Plumbing codes. The successful bidder shall guarantee all work against any defects in workmanship; and shall satisfactorily correct, at no cost to the City, any such defect that may become apparent within a period of one year after completion of work.

MATERIAL WARRANTY:

Parts furnished under this bid shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material. Used, shopworn, demonstrator, prototype, reconditioned or discontinued models are NOT acceptable. The warranty period for successful bidder provided materials shall be for a period of one year after completion of the installation or within the manufacturer’s warranty, whichever is the later period. The warranty shall commence upon the date of acceptance by the City. The successful bidder shall provide the City’s representative with all manufacturers’ warranty documents upon completion of installation and prior to leaving the job site.

SAFETY:

The successful bidder shall provide all equipment and tools which shall be the appropriate type for the task and shall be well maintained, calibrated, and in proper working order before use in the performance of the work. The successful bidder shall, prior to commencing work, thoroughly examine and become familiar with the system(s) and associated facilities to insure the service can be completed in an orderly, safe manner. The successful bidder shall maintain a safe work environment at all times. The successful bidder shall report to the City’s representative the existence of unsafe condition(s) which will compromise the performance of the service.

Where work makes temporary shutdown of services unavoidable, shutdown at night or at such times as approved by the City, which will cause least interference with established operating routines, shall be required. The successful bidder will arrange to work continuously, including overtime if required, to assure that building services will be shut down only during time actually required to make necessary connections to existing work and/or removals that may be required. Any shutdowns of existing services are to be kept to a minimum. Prior to any shutdown, arrangements shall be made with the City to establish a time agreeable to them.

The City reserves the right to contract independently of this contract for HVAC services for any capital improvements projects in excess of $20,000 in total anticipated project cost.

The successful bidder shall maintain a record logbook on site of all maintenance and repairs relating to the equipment included in this agreement. Log books will record each visit by the Contractor and retain one copy of the Preventative Maintenance checklist (Attachment B). Work orders with Preventative Maintenance checklist (Attachment B) are to be turned in to a designated person at the City upon completion of each inspection as long as equipment checks out satisfactorily. If a problem is found that has the potential to be a major problem, or if it may be the cause for shutdown repairs, the problem must be directly brought to the attention of the City so that a plan of action can be formulated for the timeliest repair to the equipment.

DEFINITION OF ‘SERVICE WORK’ AND ‘EMERGENCY WORK’:

‘Service Work’ hours are defined as any hours worked between 8:00 am and 5:00 pm, Monday through Friday.

‘Emergency Work’ hours are defined as any work performed outside of ‘service work’ hours; which may include holidays.

TIME AND MATERIAL WORK:

All quotes for Special Requests and Emergency Services shall include a cost breakdown submitted by the contractor as follows: labor rate, quantity of hours and materials list. Each Special Request and Emergency Service shall generate a separate invoice detailing labor charge and parts/materials as outlined.

INVOICING:

An invoice will be generated after each service has been performed and submitted to the City for payment within 30 days. Each service call or additional work request shall generate a separate invoice detailing the labor charge, parts and materials. All invoices must reference the purchase order number. Each invoice shall attach a final service report referencing all service activity per work order and/or monthly report.

BID PROPOSAL FORM

Bidders will quote an hourly labor rate as specified below. The contractor must bid on all of the following items (Hourly rates are to be total cost)

1. SERVICE WORK

A. CERTIFIED HVAC TECHNICIAN

Regular Working Hours 8 am- 5 pm M-F $___________/hour Overtime Working Hours 5 pm- 8 am M-F $___________/hour

5 pm Fri- 12 Midnight Sat $___________/hour Sunday Working Hours 12 Midnight Sat- 8 am Mon $___________/hour Holiday 5 pm prior night – 8 am following day $___________/hour

B. HVAC TECHNICIAN HELPER (Apprentice)

Overtime Working Hours 5 pm- 8 am M-F $___________/hour

5 pm Fri- 12 Midnight Sat $___________/hour

Holiday 5 pm prior night – 8 am following day $___________/hour

2. EMERGENCY WORK

A. CERTIFIED HVAC TECHNICIAN $___________/hour

Overtime Working Hours 5 pm- 8 am M-F $___________/hour

5 pm Fri- 12 Midnight Sat $___________/hour

Holiday 5 pm prior night – 8 am following day

B. HVAC TECHNICIAN HELPER (Apprentice)

$___________/hour

Regular Working Hours 8 am- 5 pm M-F $___________/hour Overtime Working Hours 5 pm- 8 am M-F $___________/hour

5 pm Fri- 12 Midnight Sat $___________/hour

Holiday 5 pm prior night – 8 am following day

3. Material Mark-up from wholesale rates

COMPANY NAME:

ADDRESS:

Phone No. ( ) - (City) (State) (Zip)

E-MAIL ADDRESS:

AUTHORIZED SIGNATURE:

PRINTED NAME:

TITLE: DATE:

Statement of Bidder’s Qualifications

All questions must be answered and the data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Bidder may submit any additional information they desire.

1. When organized: State of Incorporation:_________________

2. How many years have you been engaged in HVAC services under your present firm or trade name?

3. General character of work performed by your company:

4. Have you ever defaulted on a contract? Yes No (If yes, please state where and why on a separate sheet of paper.)

5. Have you ever failed to complete any work awarded to you? Yes No (If yes, please state where and why on a separate sheet of paper.)

Check below whether your company has professional experience with the HVAC equipment listed below and as in Attachment A

Experienced with Equipment Listed Mfg ‘Preferred Dealer’ Aaon ( ) Yes / ( ) No ( ) Yes / ( ) No Burnham ( ) Yes / ( ) No ( ) Yes / ( ) No Carrier ( ) Yes / ( ) No ( ) Yes / ( ) No Coleman ( ) Yes / ( ) No ( ) Yes / ( ) No Conserv ( ) Yes / ( ) No ( ) Yes / ( ) No Daikin ( ) Yes / ( ) No ( ) Yes / ( ) No Dais Conserv ( ) Yes / ( ) No ( ) Yes / ( ) No De Bietrich ( ) Yes / ( ) No ( ) Yes / ( ) No ELBI ( ) Yes / ( ) No ( ) Yes / ( ) No EZ Vent ( ) Yes / ( ) No ( ) Yes / ( ) No Federal ( ) Yes / ( ) No ( ) Yes / ( ) No FHP Manufacturing ( ) Yes / ( ) No ( ) Yes / ( ) No Goodman Mfg Co ( ) Yes / ( ) No ( ) Yes / ( ) No Greenheck ( ) Yes / ( ) No ( ) Yes / ( ) No Hartell ( ) Yes / ( ) No ( ) Yes / ( ) No Hydro Therm ( ) Yes / ( ) No ( ) Yes / ( ) No Liebert ( ) Yes / ( ) No ( ) Yes / ( ) No Lochinvar Knight XL ( ) Yes / ( ) No ( ) Yes / ( ) No Modine ( ) Yes / ( ) No ( ) Yes / ( ) No P-K Mach ( ) Yes / ( ) No ( ) Yes / ( ) No Price ( ) Yes / ( ) No ( ) Yes / ( ) No Rapid Control ( ) Yes / ( ) No ( ) Yes / ( ) No Rapid Engineering ( ) Yes / ( ) No ( ) Yes / ( ) No Reznor ( ) Yes / ( ) No ( ) Yes / ( ) No Runtal ( ) Yes / ( ) No ( ) Yes / ( ) No Ruskin ( ) Yes / ( ) No ( ) Yes / ( ) No Ruud ( ) Yes / ( ) No ( ) Yes / ( ) No Samsung ( ) Yes / ( ) No ( ) Yes / ( ) No Sanyo ( ) Yes / ( ) No ( ) Yes / ( ) No Smith Cast Iron Boiler ( ) Yes / ( ) No ( ) Yes / ( ) No Trane ( ) Yes / ( ) No ( ) Yes / ( ) No Weil-McLain ( ) Yes / ( ) No ( ) Yes / ( ) No York ( ) Yes / ( ) No ( ) Yes / ( ) No York Stellar Plus ( ) Yes / ( ) No ( ) Yes / ( ) No

City of Saratoga Springs, NY: Risk and Safety Agreement for Contractor Services

City Project Number: City Project Name: Prevailing Wage Project No.:

City Department: Department Contact Person: City Ext.

Company Name:

Company Address:

Company Telephone No.: Company Fax No.:

Contractor Primary Contact for This Project: Title:

Any and all professional services performed under this Agreement shall be completed by an individual licensed by the NYS Office of Professions - Education Department as applicable to the service provided including, but not limited to accounting, actuarial, engineering and architectural services. The Contractor represents that it has all necessary governmental licenses to perform the services described herein.

The Contractor shall procure and maintain during the term of this contract, at the Contractor’s expense, the insurance policies listed with limits equal to or greater than the enumerated limits. The Contractor shall be solely responsible for any self-insured retention or deductible losses under each of the required policies. Every required policy, including any required endorsements and any umbrella or excess policy, shall be primary insurance. Insurance carried by the City of Saratoga Springs (the “City”), its officers, or its employees, if any, shall be excess and not contributory insurance to that provided by the Contractor. Every required coverage type shall be “occurrence basis” with the exception of Professional Errors and Omissions Coverage which may be “claims made” coverage. The Contractor may utilize umbrella/excess liability coverage to achieve the limits required hereunder; such coverage must be at least as broad as the primary coverage (follow form). The Office of Risk and Safety must approve all insurance certificates. The City reserves its right to request certified copies of any policy or endorsement thereto. All insurance shall be provided by insurance carriers licensed & admitted to do business in the State of New York and must be rated “A:VII” or better by A.M. Best (Current Rate Guide). If the Contractor fails to procure and maintain the required coverage(s) and minimum limits such failure shall constitute a material breach of contract, whereupon the City may exercise any rights it has in law or equity, including but not limited to the following: (1) immediate termination of the contract; (2) withholding any/all payment(s) due under this contract or any other contract it has with the vendor (common law set-off); OR (3) procuring or renewing any required coverage(s) or any extended reporting period thereto and paying any premiums in connection therewith.

All monies so paid by the City shall be repaid upon demand, or at the City’s option, may be offset against any monies due to the Contractor.

The City requires the Contractor name the City of Saratoga Springs as a Certificate Holder for the following coverage for the work covered by this Agreement:

Commercial General Liability Including Completed Products and Operations and Personal Liability Insurance: One Million

Dollars per Occurrence with Two Million Dollars Aggregate;

Commercial Automobile Insurance: One Million Dollars Combined Single Limit for Owned, Hired and Non-owned

Vehicles;

Pollution Liability Insurance: One Million Dollars per Occurrence Aggregate;

Excess Insurance: One Million Dollars per Occurrence Aggregate; AND NYS Statutory Workers Compensation, Employer’s Liability and Disability Insurance: Failure to secure compensation for the benefit of, and keep insured during the life of this agreement, employees required in compliance with the provisions of Workers’ Compensation Law shall make this Agreement void and of no effect.

It shall be an affirmative obligation of the Contractor to advise City's Office of Risk and Safety via mail to Office of Risk and Safety, City of Saratoga Springs, 474 Broadway, Suite 14, Saratoga Springs, NY 12866, within two (2) days of the cancellation or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The Contractor acknowledges that failure to obtain such insurance on behalf of the municipality constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the City. The Contractor is to provide the City with a Certificate of Insurance naming the City as Additional Insured on a primary and non-contributory basis prior to the commencement of any work or use of City facilities. The failure to object to the contents of the Certificate of Insurance or the absence of same shall not be deemed a waiver of any and all rights held by the municipality. In the event the Contractor utilizes a Subcontractor for any portion of the services outlined within the scope of its activities, the Subcontractor shall provide insurance of the same type or types and to the same extent of coverage as that provided by the Contractor. All insurance required of the Subcontractor shall name the City as an Additional Insured on a primary and non-contributory basis for the same coverage all those activities performed within its contracted activities for the contact as executed.

The Contractor, to the fullest extent provided by law, shall defend, indemnify and save harmless the City, its Agents and Employees, from and against all claims, damages, losses and expense (including, but not limited to, attorneys’ fees), arising out of or resulting from the performance of the work or purchase of the services, sustained by any person or persons, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of property caused by the tortious act or negligent act or omission of Contractor or its employees or anyone for whom the Contractor is legally liable or Subcontractors. Without limiting the generality of the preceding paragraphs, the following shall be included in the indemnity hereunder: any and all such claims, etc., relating to personal injury, death, damage to property, or any actual or alleged violation of any applicable statute, ordinance, administrative order, executive order, rule or regulation, or decree of any court of competent jurisdiction in connection with, or arising directly or indirectly from, errors and/or negligent acts by the Contractor, as aforesaid.

The Contractor agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of employment in its services, programs, or activities. The Contractor agrees to hold harmless and indemnify the City from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding brought alleging a violation of ADA and/or Section 504 caused by the Contractor. Upon request accommodation will be provided to allow individuals with disabilities to participate in all services, programs and activities.

The Contractor will provide his or her own equipment and materials as necessary to perform the work except as identified within the RFP/RFQ/BID Documents. It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of copartners between the parties hereto or as constituting the Contractor's staff as the agents, representatives or employees of the City for any purpose in any manner whatsoever. The Contractor and its staff are to be and shall remain an independent Contractor with respect to all services performed under this Agreement. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of the Contractor or other persons, while engaged in the performance of any work or services required by the Contractor under this Agreement, shall not be considered employees of the City, and any and all claims that may or might arise under the Workers' Compensation Laws of the State of New York on behalf of said personnel or other persons while so engaged, and any and all claims whatsoever on behalf of any such person or personnel arising out of employment or alleged employment including, without limitation, claims of discrimination against the Contractor, its officers, agents, Contractors or employees shall in no way be the responsibility of the City; and the Contractor shall defend, indemnify and hold the City, its officers, agents and employees harmless from any and all such claims regardless of any determination of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the City, including, without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers' Compensation, Unemployment Compensation, disability, and severance pay.

The City specifically reserves the right to suspend or terminate all work under this contract whenever Contractor and/or Contractor’s employees or subcontractors are proceeding in a manner that threatens the life, health or safety of any of Contractor’s employees, subcontractor’s employees, City employees or member(s) of the general public on City property. This reservation of rights by the City in no way obligates the City to inspect the safety practices of the Contractor. If the City exercises its rights pursuant to this part, the Contractor shall be given three (3) days to cure the defect, unless the City, in its sole and absolute discretion, determines that the service cannot be suspended for three (3) days due to the City’s legal obligation to continuously provide Contractor’s service to the public or the City’s immediate need for completion of the Contractor’s work. In such case, Contractor shall immediately cure the defect. If the Contractor fails to cure the identified defect(s), the City shall have the right to immediately terminate this contract. In the event that the City terminates this contract, any payments for work completed by the Contractor shall be reduced by the costs incurred by the City in re-bidding the work and/or by the increase in cost that results from using a different vendor.

Contractor, having agreed to the terms and the recitals set forth herein, and in relying thereon, herein signs this Agreement.

Contractor Signature: Date:

ATTACHMENT A

Estimated List of City Owned HVAC Equipment

The City of Saratoga Springs has 14 facilities located at various locations throughout the City. This is an estimated list and does not completely represent the current inventory. Below is a listing of the 14 sites:

City Hall

Category Brand Model# Serial # Year

Energy Recovery Wheel Aaon ERC 3628C

Energy Recovery Wheel Aaon ERC 4136C

Air Handling Aaon H3-ERB-2-0-142D-41F

Air Handling Aaon HC-DRB-8-0-142D-41F

Duct Sound Attenuator (2 ea) Price ERM60/XD

Duct Sound Attenuator (2 ea) Price ERM48/9D

Steam Boiler Weil-McLain LGB-17

Heat Pump - Water Source Daikin WCCW5012

Steam Condensate Pump Federal BFV-5015-4

Steam Condensate Pump Hartell (2 ea) Plenumplus A5

Gravity Ventilator Greenheck (4 ea) FGI 36x36

Eletric Unit Heater/Baseboard Reznor (2 ea) EHA

Eletric Unit Heater/Baseboard Runtal (2 ea) EB3

VRF Fan Coil Samsung (10 ea) AM007MNMDCH/AA

VRF Fan Coil Samsung (6 ea) AM018MNMDCH/AA

VRF Fan Coil Samsung (2 ea) AM009MNMDCH/AA

VRF Fan Coil Samsung (2 ea) AM024MNMDCH/AA

VRF Fan Coil Samsung AM012MNMDCH/AA

VRF Fan Coil Samsung (2 ea) AM030MNMDCH/AA

VRF Fan Coil Samsung AM048MNMDCH/AA

Condensing Unit Samsung AM144FXVAFR2AA

Condensing Unit Samsung AM192HXVAFR2AA

Condensing Unit Aaon (2 ea) CFA-018-C-A-8-DC00K Radiator (6 ea) Burnham CR Radiator (8 ea) Burnham SR 19-4 Chemical Feed Tank ELBI FB5-200 Louver Ruskin ELM6375DX

Visitors Center

Gas Boiler Weil McLain P-EG 45-S-P1 1983

Gas Boiler Weil McLain EGH-105-P1 CP1678806 1983

Canfield Casino

Air Exchanger Trane K90A02890

Gas Boiler P-K Mach C-1050 W816-08-2813 2008

Gas Boiler P-K Mach C-1050 W816-08-2819 2008

Condenser-Air Conditioner York YCAL0060EB17 2DTM000476 2008

DPW Garage

Gas Heater

Gas Heater Ruud 2002

Air Exchanger – Electric Climate Controller Liebert DMED2DE-PH1

Condenser – Air Conditioner

Gas Heater Modine PA75AB 30012011290

Gas Heater Modine PA130AB 08012011090

Gas Heater Modine PA30AB 30012011190

Arts Council Building

Air Exchanger EZ Vent E2V-310 A1000383

Air Exchanger L-12 Trane K152145

Gas Boiler Hydro Therm MR-750C R-2011-3234 1969

Gas Boiler Weil McLain LGB5W/SN5 H7268.51234679T 2000

Condenser Goodman Mfg Co CK60-3C 9703105656

Condenser York H5CE090A25A (s)NHMM084499 1982/2003

Condenser York H4CE090A25C (s)NDHM049885 1978/1999

Weibel Ice Arena

Air Exchanger-Forced Air Carrier 39LF1183AB114-S 4193T43914

Air Exchanger-Forced Air Carrier 39LF1183AB114-S 4193T43913

Condenser-Chiller York HCIV0207PA46VABBXTX RDVM024871 2009

Heater Reznor RPBL 600 2013

Heater Reznor RPBL 600 2013

Heater Reznor RPBL 400 2013

Vernon Ice Arena

Chiller York YCIV0157VABBXT RDVM024847 2009

Senior Citizens Center

Air Conditioner Sanyo SAP241V 0017452

Air Conditioner York Stellar Plus M3UF032SA EABS002710

Air Exchanger-Forced Air FC48D3XN1H

Gas Boiler Lochinvar Knight XL KBN501 I12H10230288 2012

Gas Boiler Lochinvar Knight XL KBN501 I12H10230299 2012

Condenser Ruud

Condenser Sanyo SAP241C 01085 52

Condenser York D3NZ060N11025A (S)NOH8214960

Franklin Community Center

Gas Boiler De Bietrich GT 120 A/II Series GT 126A A8578 7005 03 09 000001 2009

Gas Boiler De Bietrich GT 120 A/II Series GT 126A A8578 7005 03 09 000002 2009

Southside Rec Bldg

Air Exchanger

Air Exchanger

Air Exchanger Conserv M04IHH23H9K00CEFY 2009

Condenser-Chiller Trane 4TTB3036B1000BA 9483K7D5F 2009

Condenser-Chiller York J30HBC00A2DAA2 A (S)NON9463717

Condenser-Chiller York J30HBC00A2DAA2 A (S)NON9463716

Heat Pump Exchanger (Geothermal) FHP Mfg EC036-3VTC SK128730 2009

Heat Pump Exchanger (Geothermal) FHP Mfg EC018-1VTC SK128725 2009

Heat Pump Exchanger (Geothermal) FHP Mfg EC048-3VTC SK128732 2009

Heat Pump Exchanger (Geothermal) FHP Mfg EC036-3VTC SK128748 2009

Heat Pump Exchanger (Geothermal) FHP Mfg EC036-3VTC SK128726 2009

Heat Pump Exchanger (Geothermal) Rapid Control 4C44 AM

Water Treatment Plant

Gas Boiler Weil McLain LBG-13 1994

Lake Ave Fire Station

Gas Boiler Smith Cast Iron Boiler GB300-S/W-14 INT GB300-14-070014 2006

West Ave Fire Station

Gas Furnace Coleman TG9S120D20MP11B W1K4102191

Gas Furnace-Forced Air Goodman Mfg Co CAPF1824BBCA 0809431542

Indoor Recreation Center

Heat Pump Exchanger (Geothermal) FHP Manufacturing EC036-3VTC SK128726 2009

Heat Pump Exchanger (Geothermal) FHP Manufacturing EC036-3VTC SK128748 2009

Heat Pump Exchanger (Geothermal) FHP Manufacturing 2009

Heat Pump Exchanger (Geothermal) FHP Manufacturing EC030-3VTC SK128730 2009

Heat Pump Exchanger (Geothermal) FHP Manufacturing EC018-1VTC SK128725 2009

Heat Pump Exchanger (Geothermal) FHP Manufacturing EC048-3VTC SK128732 2009

Air Exchanger Dais Conserv M041-HH223H9K0033EFY 292525 2009

Air Exchanger Dais Conserv M021-S03H9K00CEFK 292525 2009

Air Exchanger-Forced Hot Air (Natural Gas) Rapid Engineering 4044AM 99129 2009

Air Conditioner-Chiller York J30LBC00A6AAA1A N09N4668813 2009

Air Conditioner-Chiller York J30LBC00A6AAA1A N09N42266785 2009

Air Conditioner-Chiller Trane 4ttb3036B1000BA 9483K7D5F 2009 Heat Pump Exchanger (Geothermal) FHP Manufacturing EC036-3VTC SK128726 2009

ATTACHMENT B

PREVENTATIVE MAINTENANCE CHECKLIST

(To be attached to Work Orders during Routine Maintenance Visits)

GENERAL

Clean and check condensate pan and drains, traps Completed: Yes No N/A

Replenish pan treatment Completed: Yes No N/A

Inspect all coils for cleanliness, fin condition Completed: Yes No N/A

Tighten all electrical connections Completed: Yes No N/A

Inspect all wiring for chafing, burning, deteriorated insulation Completed: Yes No N/A

Inspect all compressors and starter Completed: Yes No N/A

Megohm, or oil test compressors Reading: ______________________

N/A

Inspect condenser fans – blade conditions, clearance, etc. Completed: Yes No N/A

Lube condenser fan motors Completed: Yes No N/A

Replace condenser fan belts Completed: Yes No N/A

Lube condenser fan bearings Completed: Yes No N/A

Lube condenser fan drive Completed: Yes No N/A

Inspect refrigerant system for possible leaks Completed: Yes No N/A

Inspect refrigerant system for potential leak points Completed: Yes No N/A

Record amount of refrigerant Amount Removed:_______________

Amount Replaced:_______________

N/A

Inspect unit disconnect system Completed: Yes No N/A

Record unit voltage Rated:_________________________

Actual: _________________________

N/A

Inspect “economizer” Completed: Yes No N/A

AIR HANDLERS

Check filters Completed: Yes No N/A

Replace all belts – 1 time/year Completed: Yes No N/A

Check drive components for wear and alignment Completed: Yes No N/A

Check blower wheels – conditions and cleanliness Completed: Yes No N/A

Inspect blower housing, deck mountings Completed: Yes No N/A

Check fan bearings Completed: Yes No N/A

Lube fan bearings Completed: Yes No N/A

Check blower bearings Completed: Yes No N/A

Lube blower motor bearings Completed: Yes No N/A

Record supply fan amperage Rated:_________________________

Actual: _________________________

N/A

Record return fan amperage Rated:_________________________

Actual: _________________________

N/A

Inspect all wiring for chafing, burning, deteriorated insulation Completed: Yes No N/A

Record overall condition of equipment Completed: Yes No N/A

Check heat and cooling coils for cleanliness and clean if needed Completed: Yes No N/A

RESIDENTIAL REFRIGERANT TYPE A/C UNITS HEAT PUMPS

Check economizer operation Completed: Yes No N/A

Check compressor crankcase heater(s) Completed: Yes No N/A

Record: _______________________

Compressor Voltage: _______________________

Amperage:_____________________

Operating suction pressure ______________________________

Operating head pressure ______________________________

Operating superheat ______________________________

Operating oil level ______________________________

Operating oil pressure ______________________________

Check unloader function Completed: Yes No N/A

Check hot gas bypass function Completed: Yes No N/A

Check all controls for proper function and setpoints Completed: Yes No N/A

Check and record discharge air temperature Completed: Yes No N/A

Record overall condition of equipment Completed: Yes No N/A

FORCED HOT AIR HEATERS, GAS

Check combustion controls

Completed: Yes No N/A Check room air intake system

Completed: Yes No N/A Check contacts

Completed: Yes No N/A Check mercury bulbs

Completed: Yes No N/A Inspect all wiring for chafing, burning and deteriorated insulation

Completed: Yes No N/A Clean internal surfaces

Completed: Yes No N/A Clean external surfaces

Completed: Yes No N/A Clean burner assembly

Completed: Yes No N/A Clean fireside

Completed: Yes No N/A Clean flue

Completed: Yes No N/A Inspect refactory

Completed: Yes No N/A Prepare heater for winter conditions

Completed: Yes No N/A Do efficiency test and record

Completed: Yes No N/A Log heater condition at departure

Completed: Yes No N/A

CONTROLS – TEMPERATURE, HUMIDITY, HAVAC & SENDERS

Perform programming adjustments

Completed: Yes No N/A Clean

Completed: Yes No N/A Check set points, make adjustments

Completed: Yes No N/A Check contacts and relays, clean or tighten contact

Completed: Yes No N/A Check thermostats, calibrate

Completed: Yes No N/A Check sensors and adjust

Completed: Yes No N/A

NOTES:

The specification herein states the minimum requirements of the City. All bids must be regular in every respect.

Unauthorized conditions, limitations, or provisions shall be cause for rejection. The City may consider as “irregular” or “non-responsive” any bid not prepared and submitted in accordance with the bid document and specification, or any bid lacking sufficient technical literature to enable the City to make a reasonable determination of compliance to the specification.

It shall be the Bidder’s responsibility to carefully examine each item of the specification. Failure to offer a completed bid or failure to respond to each section of the technical specification may cause the proposal to be rejected without review as “non-responsive”. All variances, exceptions and/or deviations shall be fully described in the appropriate section.

TOTAL BID IN FIGURES: $

TOTAL BID WRITTEN:

COMPANY NAME:

ADDRESS:

Phone No. ( ) - (City) (State) (Zip)

E-MAIL ADDRESS:

AUTHORIZED SIGNATURE:

PRINTED NAME:

TITLE: DATE:

City Saratoga Springs’ NON-COLLUSIVE BIDDING CERTIFICATION: Section §139(d) State Finance Law

By submission of this bid, each Bidder and each person signing on behalf of any Bidder certifies, and, in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any competitor; and

(3) No attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.”

A bid shall not be considered for award nor shall any award be made where (1), (2), (3) above have not been complied with; provided however, that if in any case the Bidder cannot make the foregoing certification, the Bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore.

City Saratoga Springs’ VENDOR CODE OF CONDUCT

The City is committed to conduct business in a lawful, ethical and moral manner and expects the same standards from Vendors that the City conducts business with. The City requires that all Vendors abide by this Code of Conduct. Failure to comply with this Code may be sufficient cause for the City to exercise its rights to terminate its business relationship with the Vendor. Vendors agree to provide all information requested when necessary to demonstrate compliance with this Code. To promote a working relationship with the City based on ethical business practices, contractors, consultants, vendors and suppliers are expected to:

Not seek, solicit, demand or accept any information, verbal or written, from the City or its representatives that provides an unfair advantage over a competitor.

Not engage in any activity or course of conduct that restricts open and fair competition on City related projects and transactions.

Not engage in any course of conduct with City employees or its representatives that constitutes a conflict of interest, in fact or appearance.

Not offer any unlawful gifts or gratuities, or engage in bribery or other criminal activity.

Report to the City any activity by a City employee or contractor, consultant or vendor of the City that is inconsistent with the City of

Saratoga Springs’ Code of Ethics.

At a minimum, the City requires that all vendors, suppliers and their subcontractors will meet the following standards:

Agree to comply with all applicable local, state and federal laws, regulations, statutes, rules and procedures.

Set working hours, wages, and NYS statutory benefits and overtime pay in compliance with applicable labor laws.

Provide and treat workers with a safe and healthy work environment that complies with local, state and federal laws.

No person shall be subject to any discrimination in employment, including hiring, salary, benefits, advancement, discipline, termination or retirement on the basis of gender, race, religion, age, disability, sexual orientation, nationality, political opinion, party affiliation or social ethnic origin.

Provide a working environment for employees to have the right to decide whether they want collective bargaining.

Ensure that subcontractors shall operate in a manner consistent with this Code.

Comply with all applicable environmental laws and regulations. Vendors, suppliers and subcontractors shall ensure that the resources and material they use are sustainable, are capable of being recycled and are used effectively and a minimum of waste.

Where practicable, vendors, suppliers and subcontractors are to utilize technologies that do not adversely affect the environment and when such impact is unavoidable, to ensure that it is minimized.

The undersigned Vendor hereby acknowledges that it has received the City Non-collusive Bidding Certification and Vendor Code of Conduct and agrees that any and all of its facilities and subcontractors doing business with the City will receive the Code and will abide by each and every term therein. You the Vendor acknowledge that your failure to comply with any condition, requirement, policy or procedure may result in the termination of your business relationship with the City. You the Vendor may reserve the right to terminate this agreement to abide by the Code of Conduct at any time for any reason upon ninety (90) days prior written notice to the City.

Signature: ______________________________________Printed name: ________________________________

Title: __________________________________________________ Date: _______________________________

Company Name: _______________________________________________________________________________

Company Address: ______________________________________________________________________________

Subscribed to under penalty of perjury under the laws of the State of New York, this __________ day of __________, 2026 as the act and deed of said corporation of partnership.