IFB 26-070.pdf

Invitation for Bid: OMH01-C203166-3650547 For the procurement of: Snow Removal Services

EVENT DATES:

Return of Site Visit Registration Form (Attachment B):

Mandatory Site Visit

Notice of Intent to Bid submission (Attachment B-1 ):

Receipt of Questions from Potential Bidders:

Questions & Answers sent by OMH:

Proposal Submission/No Bid Due Date and Time:

Thursday, September 3, 2026 by 3:00 PM

Thursday , September 10, 2026 at 10 AM

Thursday, September 3, 2026 by 3:00 PM

Thursday, September 17, 2026 by 3:00 PM

Thursday, September 24, 2026 by 3:00 PM

Thursday, October 1, 2026 by 3:00 PM

Select/Non-Select Letters sent to appropriate Bidders As soon as possible after the bid opening

Bidder Protest Deadline:

OMH must receive no later than 7 business days after date on non-select letter

Anticipated Contract Start/End Dates: Monday, November 2, 2026

1. Scope of Work:

Deliverables are defined in the Appendix D of attached Office of Mental Health (OMH) contract boilerplate.

2. Issuing Office/Permissible Contacts:

The issuing office named below is the sole point of contact in the State for matters related to this IFB.

Pursuant to State Finance Law 139-j and 139-k, this IFB includes and imposes certain restrictions on communications between OMH and an Offerer/bidder during the procurement process. Please reference

Attachment J, Summary of OMH Procurement Lobbying Guidelines, included with this solicitation.

Attention:

Title:

Address:

Phone:

E-Mail:

Patrick Sheehan

Contract Management Specialist 1

NYS Office of Mental Health

75 New Scotland Ave

Alabny, NY 12208

518-474-6817

Patrick.Sheehan@omh.ny.gov

3. Site Visit:

A Mandatory site visit is scheduled for Thursday , September 10, 2026 at 10 AM . Directions are available at the OMH website http://www.omh.ny.gov - type "directions" at search option, hit go.

Interested bidders are to sign in at Rockland Psychiatric Center - Hudson River Campus;

located at 10 Ross Circle, Poughkeepsie, NY 12601. No one will be admitted to the conference or site visit after the time cited above.

Site visit registration can be accomplished by completing and sending Attachment B, Site Visit

Registration Form, no later than Thursday, September 3, 2026 by 3:00 PM.

4. Questions and Answers:

1 of 51 Revised 9/7/18)

Questions answered during the conference or site visit will not be considered official responses. All questions must be submitted in writing by the bidder. All eligible bidders will receive an email containing the official responses to all questions received by the due date.

All written questions regarding this solicitation must be sent to Bids@omh.ny.gov via e-mail only by

Thursday, September 17, 2026 by 3:00 PM. Questions and answers will be accumulated and published to all potential bidders by Thursday, September 24, 2026 by 3:00 PM. Questions and Answers will also be posted to the New York State Contract Reporter Ad.

5. MWBE/EEO/SDVOB Participation Requirements:

Minority and Woman Business Enterprises (MWBE), Equal Employment Opportunity (EEO), and Service

Disabled Veteran Owned Business (SDVOB) program requirements are set forth in Attachment A.

6. New York State Business Usage Requirements:

Encouraging New York State Businesses in performance of Contracts as set forth in Attachment A-3 and

Attachment N.

7. Response Date:

Electronic proposals must be submitted via email no later than the above due date & time . No facsimiles, hard copy proposals, or links to third-party cloud or other hosted solutions will be accepted. It is the Vendor's responsibility to ensure that the proposal is submitted and received by the due date and time. Proposals received after the submission date and time will be disqualified from consideration.

Electronic bids received by the Issuing Office must conform with the information and submission formats requested herein, or attached hereto, under the terms and conditions of this solicitation. Electronic bids received after the Proposal Submission date or time will be disqualified from consideration. Electronic bids will not be opened by the Issuing Office until after the Proposal Submission due date and time.

The OMH will provide a confirmation email that the electronic bid has been received.

The email subject line must include the following information: The Solicitation Number and Vendor Name. If bid requires files be sent in multiple emails, indicate the email number, e.g. 1 of 2.

Electronic Bids must be emailed to: Bids@omh.ny.gov

If you cannot bid for this solicitation, please return Attachment 8-2, No Bid Explanation Form, as per instructions no later than the bid due date and time.

Bids that are illegible, incomplete, or that contain any omissions, erasures, alterations, additions or items not called for in the solicitation or that contain irregularities of any kind may be rejected. All costs associated with the preparation of a bid are the responsibility of the Bidders. Bidders may modify, in writing, the content of any bid at any time prior to the bid due date and time. Bids may be withdrawn or canceled before the bid due date and time.

8. Determination/Method of Award:

The contract will be awarded to the responsible and responsive Bidder offering the lowest total bid amount and who also meets all minimum mandatory requirements, as defined in Section 9 below. OMH reserves the right to evaluate and/or reject all bids, in whole or in part, and to waive or modify technicalities, irregularities, and omissions, or solicit new bids if, in the agency's sole judgment, the best interest of the

State will be served. Following contractor selections and prior to signing a contract, OMH reserves the right to further negotiate cost or other specifics.

In the case of tied bids between two or more bidders, OMH shall select the tied Bidder who has been in

ATTACHMENT A-3

Encouraging the Use of New York Subcontractors and Suppliers

IFS/Contract#: IFB 26-070/ C203166

New York State businesses have a substantial presence in State contracts and strongly contribute to the economies of the state and the nation. In recognition of their economic activity and leadership in doing business in New York State, Bidders for this contract for commodities, services or technology are strongly encouraged and expected to consider New York State businesses in the fulfillment of the requirements of the contract. Such partnering may be as subcontractors, suppliers, proteges or other supporting roles.

Bidders need to be aware that all authorized users of this contract will be strongly encouraged, to the maximum extent practical and consistent with legal requirements, to use responsible and responsive New York

State businesses in purchasing commodities that are of equal quality and functionality and in utilizing services and technology. Furthermore, Bidders are reminded that they must continue to utilize small, minority and women-owned business, consistent with current State law.

Utilizing New York State businesses in State contracts will help create more private sector jobs, rebuild New

York's infrastructure, and maximize economic activity to the mutual benefit of the contractor and its New York

State business partners. New York State businesses will promote the contractor's optimal performance under the contract, thereby fully benefiting the public sector programs that are supported by associated procurements.

Public procurements can drive and improve the State's economic engine through promotion of the use of New

York businesses by its contractors. The State therefore expects Bidders to provide maximum assistance to

New York businesses in their use of the contract. The potential participation by all kinds of New York businesses will deliver great value to the State and its taxpayers.

Will New York State Businesses be used in the performance of this contract?

YES NO

If yes, complete Attachment N - New York State Business Usage Form to provide identifying information about New York State Businesses that will be used in the performance of this contract.

Name of Firm:

Printed Name:

Authorized Signature: _____________________ _ Date:

ATTACHMENT B

SITE VISIT REGISTRATION FORM

SITE VISIT DATE: Thursday, September 10,2026 at 10 AM

Bid#: IFB-26-070

PLEASE RETURN NO LATER THAN Thursday, September 3, 2026 by 3:00 PM

# of pages including this cover sheet: 1

Today's Date: __________ _

PLEASE SUBMIT REGISTRATION TO:

Attention: Patrick Sheehan

Title: Contract Management Specialist 1

NYS Office of Mental Health

Address:

75 New Scotland Ave

Albany, NY 12208

Patrick.Sheehan@omh.ny.gov

FROM: COMPANY

REPRESENTATIVE NAME

TELEPHONE#

FAX#

EMAIL ADDRESS

(for designated contact)

Number of attendees (maximum of two)

ATTACHMENT B-2

NO BID EXPLANATION

Bid #: IFB 26-070

Please return no later than: Thursday, October 1, 2026 by 3:00 PM

TO: Patrick Sheehan

Contract Management Specialist 1

NYS Office of Mental Health

Email: Patrick.Sheehan@omh.ny.gov

Bureau of Procurement Enterprise Services

FROM: _________________ / ___________ _

(Print Company Representative Name) Signature

COMPANY NAME:

(PRINT)

ADDRESS:

(PRINT)

Email address for designated point of contact: ____________ _

I do not wish to submit a bid for the above solicitation due to:

NAME OF FIRM

ADDRESS

ATTACHMENT C

SOLICITATION COVER SHEET

Bid #: IFB 26-070

PRINTED NAME/SIGNATURE

TITLE

EMAIL ADDRESS

PHONE# I FAX#

New York State Vendor ID

FEDERAL ID (FEIN)#

DUNS#

I

IF THE COMPANY USES, OR HAS USED IN THE PAST TEN (10) YEARS, ANY OTHER BUSINESS NAME, FEIN, OR D/B/A PLEASE PROVIDE

Number of Years in Business: Number of Years of Experience Providing Solicited Service: __

Form submitted to show compliance with New York State Workers Compensation Insurance requirements:

CE-200__ or C-105.2__ or U-26.3__ or SI-12__ or GSl-105.2 __

Form submitted to show compliance with New York State Disability Benefits Insurance requirements:

CE-200__ or DB-120.1

PLEASE CHECK THE APPROPRIATE BOX:

D NYS Minority-owned Business (MBE)

D NYS Women-owned Business (WBE)

D NYS Small Business (SB)

D NYS Disadvantaged Business Enterprise

(DBE)

D NYS Service-Disabled Veteran Owned Business (SDVOB)

D None of the above or DB-155 __

Registration #

Registration #

Registration #

Registration #

Registration #

(Note: Information provided on this form should match, when applicable, to information provided on Vendor Responsibility Questionnaire/ or on the online version of the document.)

ATTACHMENT D

BID QUOTE SHEET FOR BID #: IFB 26-070

Note: Bidders are not to change, delete, or make any additions to this form, and are to supply only the bid information that is required. If any changes, deletions, or additions are made by the Bidder, or if all of the required bid information is not provided, then at OMH's discretion, the bid may be disqualified.

Hudson River Campus/Ross Circle Campus Location

Estimated Yearly Service Yearly Cost

Contract Total Contract X =

Occurrences* Years Value

Snow Removal of Driveway and Parking

X 5 =

Area

Sand/Ice Melt Application to

X 5 =

Driveway/Parking Areas Shoveling of Sidewalks/Walkways &

40 Entrances listed in Scope (Excluding X 5 = sidewalk along Cheney Drive)

Sand/Ice Melt Application to

X 5 =

Sidewalks/Walkways & Entrances

Shoveling of Sidewalk to Bus Stop along

X 5 =

Cheney Drive

Total Contract Value -Ross Circle Campus =

Highview Residence Location

Estimated Yearly Service Yearly Cost

Contract Total Contract X =

Occurrences* Years Value

Snow Removal of Driveway and Parking

X 5 =

Area

Sand/Ice Melt Application to

X 5 =

Driveway/Parking Areas

Shoveling of Sidewalks/Walkways &

X 5 =

Entrances

Sand/Ice Melt Application to

X 5 =

Sidewalks/Walkways & Entrances

Total Contract Value-Highview Residence =

Alliance Residence Location

Estimated Yearly Service Yearly Cost

Contract Total Contract X =

Occurrences* Years Value

Snow Removal of Driveway and Parking

X 5 =

Area

Sand/Ice Melt Application to

X 5 =

Driveway/Parking Areas

Shoveling of Sidewalks/Walkways &

X 5 =

Entrances

Sand/Ice Melt Application to

X 5 =

Sidewalks/Walkways & Entrances

Total Contract Value-Alliance Residence =

ATTACHMENT F

Business References for Bid #: IFB 26-070

REFERENCE #1

Company Name

Address

City/State/Zip Code

Contact Name

Contact Phone

Contact E-mail

Dates Work Performed for

Reference

REFERENCE #2

Company Name

Address

City/State/Zip Code

Contact Name

Contact Phone

Contact E-mail

Dates Work Performed for

Reference

REFERENCE #3

Company Name

Address

City/State/Zip Code

Contact Name

Contact Phone

Contact E-mail

Dates Work Performed for

Reference

ATTACHMENT J-1

OFFEROR'S AFFIRMATION OF, UNDERSTANDING OF, AGREEMENT TO, AND COMPLIANCE WITH

OMH PROCUREMENT LOBBYING GUIDELINES

New York State Finance Law 139-j(6)(b) provides that OMH shall seek written affirmation from all Offerers on their understanding of and agreement to comply with OM H's procedures relating to permissible contacts during each procurement pursuant to State Finance Law 139-j(3). OMH is expanding on that requirement, requiring that

(1) Offerers affirm they have complied with the OMH Guidelines throughout the procurement process, and (2)

Offerers agree that OMH shall have the right to terminate any contract, purchase order or purchase authorization resulting from the procurement in the event that the affirmation is found to be intentionally false or intentionally incomplete.

Solicitation # and/or OMH descriptive name of solicitation: IFB 26-070, Snow Removal Services

I hereby affirm that I have read and understand the OMH Procurement Lobbying Guidelines, and agree to comply with the OMH procedures relating to permissible contacts during this New York State governmental procurement pursuant to State Finance Law 139-j(3). Unless I provide notice otherwise, my execution of this affirmation shall be an ongoing representation that I have complied with, and continue to be in compliance with, the OMH Guidelines.

I understand and agree that: 1) OMH shall have the right to terminate the contract, purchase order or purchase authorization resulting from this solicitation in the event that this affirmation is found to be intentionally false or intentionally incomplete; and 2) upon such finding, OMH may exercise its termination right by providing written notification.

Date: _____ 20_

Signature of Offerer's Authorized Representative _____________ _

Printed Name and Title

Name of Offerer

Offerer's Address:

ATTACHMENT J-2

NEW YORK STATE OFFICE OF MENTAL HEALTH

OMH OFFEROR DISCLOSURE OF

PRIOR NON-RESPONSIBILITY DETERMINATIONS

New York State Finance Law 139-k requires Offerers to disclose findings of non-responsibility within the last four years by a governmental entity where such prior finding of non-responsibility was due to unlawful contacts during a procurement as stated under State Finance Law §139-j or the intentional provision of false or incomplete information to a governmental entity.

Failure to submit this form, the submission of a form with false, misleading or incomplete information, or failure to update this form when required may result in a determination of non-responsiveness and disqualification of the bid, proposal or offer. If the failure to comply is discovered after the contracting process has been completed, it may result in termination of the contract.

(Please circle):

Solicitation # and/or OMH descriptive name of solicitation: IFB 26-070 , Snow Removal Services

(1) Has any New York State agency or authority made a finding of non-responsibility regarding the Offerer in the last four years? No Yes

If yes, what was the basis for the finding of the Offerer's non-responsibility?

Please check all that apply:

_ Unlawful Contacts during a procurement contract (State Finance Law §139-j) _ The intentional provision of false or incomplete information

If yes, please provide details regarding the finding of non-responsibility below:

New York State Agency or Authority: _______________ _ Year of Finding of Non-Responsibility: _______________ _ Facts Underlying Finding of Non-Responsibility: ____________ _ Add additional sheets if necessary

(2) Has any New York State agency or authority terminated or withheld a procurement contract with the Offerer due to the intentional provision of false or incomplete information? (Please circle): No Yes

If yes, please provide details regarding the termination/withholding below:

New York State Agency or Authority: _______________ _

Date of Termination/Withholding of Contract: _____ Contract #: ___ _ Facts Underlying Termination: _________________ _ Add additional sheets if necessary

Offerer certifies that all information provided to OMH with respect to State Finance Law 139-k is complete, true and accurate.

Date: _____ 200 ______________________ _ Signature of Offerer's Authorized Representative

Printed Name and Title of Authorized Representative

Name and Address of Offerer OMH Attachments J2: March 27, 2006

General instructions: All Offerors and each subcontractor identified in the bid or proposal must complete an EEO Staffing Plan (04-10) and submit it as part of the bid or proposal package. Where the work force to be utilized in the performance of the State contract can be separated out from the contractor's or subcontractor's total work force, the Offeror shall complete this form only for the anticipated work force to be utilized on the State contract. Where the work force to be utilized in the performance of the State contract cannot be separated out from the contractor's or subcontractor's total work force, the Offeror shall complete this form for the contractor's or subcontractor's total work force.

Instructions for completing:

1. Enter the Solicitation number or RFP number that this report applies to along with the name and address of the Offeror.

2. Check off the appropriate box to indicate if the Offeror completing the report is the contractor or a subcontractor.

3. Check off the appropriate box to indicate if the work force being reported is just for the contract or the Offerors' total work force.

4. Enter the total work force by EEO job category.

5. Break down the total work force by gender and enter under the heading 'Work force by Gender'

6. Break down the total work force by race/ethnic background and enter under the heading 'Work force by Race/Ethnic Identification'. Contact the

Designated Contact(s) for the solicitation if you have any questions.

7. Enter information on disabled or veterans included in the work force under the appropriate headings.

8. Enter the name, title, phone number and email address for the person completing the form. Sign and date the form in the designated boxes.

RACE/ETHNIC IDENTIFICATION

Race/ethnic designations as used by the Equal Employment Opportunity Commission do not denote scientific definitions of anthropological origins. For the purposes of this report, an employee may be included in the group to which he or she appears to belong, identifies with, or is regarded in the community as belonging. However, no person should be counted in more than one race/ethnic group. The race/ethnic categories for this survey are:

□ WHITE (Not of Hispanic origin) All persons having origins in any of the original peoples of Europe, North Africa, or the Middle East.

□ BLACK a person, not of Hispanic origin, who has origins in any of the black racial groups of the original peoples of Africa.

□ HISPANIC a person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race.

□ ASIAN & PACIFIC a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent or the Pacific Islands.

ISLANDER

D NATIVE INDIAN (NATIVE a person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal AMERICAN/ ALASKAN affiliation or community recognition.

NATIVE)

OTHER CATEGORIES

D DISABLED INDIVIDUAL

D VIETNAM ERA VETERAN

D GENDER

any person who: -has a physical or mental impairment that substantially limits one or more major life activity(ies)

-has a record of such an impairment; or

-is regarded as having such an impairment.

a veteran who served at any time between and including January 1, 1963 and May 7, 1975.

ATTACHMENT N

New York State Business Usage Form

IFS/Contract#: IFB 26-070

Question Yes No

1. Will subcontractors be used in the performance of this contract? □ □

2. Will New York State Businesses be used as subcontractors in the performance of the contract?

3. Will suppliers be used in the performance of the contract? □ □

4. Will New York State Businesses be used as suppliers in the performance of the contract? □ □

I If you answered "Yes" to either questions 2 or 4, please provide identifying information below:

NYS Business

Subcontractor Estimated Amt to

Company Name Company Address Company Company NYS Business in or Phone# FEIN the performance of

Supplier this contract

Name of Firm:

Printed Name:

Authorized Signature: _____________________ _ Date: ______ _