IFB HVAC (Greene County)_FINAL.pdf

Version 02252026

INVITATION FOR BID

Bid # 2026-S1132

HVAC Products, Installation, Labor Based Solutions, and Related

Products and Services

Greene County, NY invites Prospective Bidders to submit sealed bids for the furnishing of all labor and materials necessary for HVAC Products, Installation, Labor Based Solutions, and Related Products and Services. Sealed bids will be received by Greene County, New York at 411 Main Street, Suite 408, Catskill, NY 12414, Attn: Shaun Groden, County Administrator, on or before 3:00 P.M. local time Tuesday, September 8, 2026, at which time they will be read aloud. Late bids will not be accepted. Electronic and fax submissions will not be accepted.

A copy of this solicitation is available for download at: https://greenecountyny.gov/category/rfp/.

Copies may also be examined and copies obtained at the Clerk of the Greene County Legislature, 411 Main Street, Suite 408, Catskill, New York, and online at (www.greenegovernment.com). The County reserves the right to reject any and all bids received.

Bids must be in a sealed envelope or box and show the Bidder’s name, address, and ‘Bid # 2026- S1132 – HVAC Products, Installation, Labor Based Solutions, and Related Products and Services’ on the cover. Your bid must be manually signed and dated and include all requested information.

Any questions regarding this Invitation For Bid must be directed to:

Craig Seaburg at cseaburg@greenecountyny.gov

No other Greene County employee or representative is authorized to provide information or interpret any portion of this solicitation. No contact from a bidder to any Greene County employee or elected official should be made during this process.

GREENE COUNTY, NY RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS;

TO WAIVE ANY TECHNICALITY OR ERROR IN ANY BID OR PART THEREIN, AND TO

ACCEPT THE SAME OR COMBINATIONS, IN WHOLE OR IN PART, WHICHEVER IS DEEMED

TO BE IN THE BEST INTEREST OF GREENE COUNTY, NY IN ITS SOLE AND EXCLUSIVE

DISCRETION.

Release of Bid: August 6, 2026 https://greenecountyny.gov/category/rfp/ http://www.greenegovernment.com/ mailto:cseaburg@greenecountyny.gov

A. INSTRUCTIONS TO BIDDERS

1. BIDDER’S QUESTIONS

Bidders are reminded to carefully examine the bid and specifications upon receipt. If the Bidder does not fully understand the Invitation For Bid (IFB) or is in doubt as to the County’s ideas or intentions concerning any portion of the IFB, any/all questions shall be submitted via email to Craig Seaburg, at cseaburg@greenecountyny.gov by 4:00 p.m. on Monday, August 17, 2026. Email only. No faxes will be accepted.

No verbal explanation or instructions will be given in regard to the meaning of the specifications during the bid period. If necessary, in Greene County’s sole discretion, answers to questions will be provided via addendum, posted to the Greene County website.

2. ADDENDA

Any changes made to this Invitation For Bid will be issued via bid addenda which will be posted to the Greene County website (greenecountyny.gov/category/rfp/) under RFPs, RFQs, and Bidder Information. Bidders are responsible for checking this website for any future addenda, etc. prior to the opening date. All addenda must be acknowledged on the Certification of Bidder form – Attachment F. Bidders who do not acknowledge all addenda may have their bids rejected.

3. METHOD OF BID

Bidders shall submit the bid on the Attachments included in this IFB and shall submit all other information and materials required by this IFB. A legally authorized representative of the Bidder shall sign the Certification of Bidder Form – Attachment F of this IFB. Bids submitted must use the attached forms and provide the information requested. Failure to meet any requirements listed in this bid document may be cause for disqualification of the bid.

Any information considered to be proprietary by a Bidder must be plainly marked as such and may not include pricing.

4. INCURRING COSTS

Greene County is not liable for any costs incurred in replying to this IFB.

5. ADDITIONAL DATA WITH BID

Bidders may include any additional information deemed advantageous to Greene County and Participating Public Agencies. Consideration of additional data and information is to be held optional to Greene County, NY however if an award is made, it will be awarded as outlined in item 3. Award under Section D. Award Information.

6. DUE DATE

Sealed bids will be accepted by Greene County Administrator at 411 Main Street, Suite 408, Catskill, NY 12414, until 3:00 P.M. local time, Tuesday, September 8, 2026. Bidders will submit two (2) original copies of their sealed bid along with one (1) USB drive containing all Bidder’s bid documents. All Bids will be reviewed as described in Section D, Award Information. No electronic or fax submissions will be accepted.

Bids shall be submitted in a sealed envelope marked with Bidder’s name and return address, addressed as follows:

TO: SHAUNE GRODEN, COUNTY ADMINISTRATOR

GREENE COUNTY

411 Main Street, Suite 408 Catskill, NY 12414 mailto:cseaburg@greenecountyny.gov https://greenecountyny.gov/category/rfp/

On the front of each of the two (2) sealed envelopes write:

HVAC Products, Installation, Labor Based Solutions, and Related Products and Services Solicitation #: 2026-S1132

Any Bid received by the County after this date and time will not be accepted. Bidders are responsible for ensuring that their bid is received before the deadline.

7. AMENDMENTS TO BIDS

Each Bidder will be allowed a period of forty-eight (48) hours after the time and date set for receipt of bids to notify the County in writing of a material mistake in the bid. However, no changes to the line-item prices in Bid Form, included as part of this bid, are permitted after sealed bids are accepted by the due date and time outlined in this IFB. Failure of Bidder to notify the County in the manner and within the time limit specified above will constitute a waiver by the Bidder of all rights and remedies relative to a material mistake.

Formal bid amendments thereto, or requests for withdrawal of bid received by Greene County after time specified for opening will not be considered.

8. LATE BIDS

Late bids will not be accepted and will be returned unopened.

9. WITHDRAWAL OF BIDS

Bids may be withdrawn by written or electronic request received from Bidder prior to time and date fixed for bid opening if the Bid contains a mistake, omission, or error. Negligence on the part of the Bidder in preparing the bid confers no right for withdrawal of the bid after it has been opened. Bids that are withdrawn prior to the time and date set for bid opening will be returned unopened, and the Bidder may not re-bid upon this IFB unless no contract is awarded under this IFB and this IFB is re-advertised.

10. BIDS BINDING – 60 DAYS

Unless otherwise specified, all formal bids submitted shall be binding for sixty (60) calendar days following bid-opening date.

B. TERMS AND CONDITIONS

1. GENERAL TERMS AND CONDITIONS

The successful Bidder(s) (the “Contractor(s)”) agree to all of Greene County’s General Terms and Conditions provided as follows:

With submission of a bid, a Bidder agrees to be bound by the requirements set forth in the following general conditions. Whenever reference is made to "Contractor", "Bidder", or "Vendor", this shall include the party with whom Greene County, NY has entered into an agreement, as well as any subcontractors whom the Vendor has engaged.

Greene County, NY does not assume responsibility for errors or misinterpretations resulting from the use of incomplete sets of documents or documents that were not directly issued by the Clerk of the Greene County Legislature. Any Vendor submitting a bid based on incomplete or inaccurate information resulting from documentation received from a third party shall not have cause for relief or completion of a contract in accordance with the official documents on file with the Clerk of the Greene County Legislature. Verbal explanations or instructions regarding this bid provided by an employee of Greene County shall be considered informal and will not be binding on the County unless confirmed in writing as an amendment to this solicitation if such information is deemed necessary for the preparation of uniform bids. Greene County, NY reserves the right to "Revise" or "Amend" the bid specification prior to the bid opening date by "Written Addenda". Prior to submission of a bid, it is the responsibility of each Bidder to become fully familiar with the requirements of this solicitation. No Bidder may plead misunderstanding because of the misinterpretation of estimates, scope of work, or other issues related to this request. It shall be the responsibility of each Bidder to identify any apparent discrepancy in the specifications or question of interpretation thereof. Failure to do so constitutes acceptance as written. The apparent silence of this specification as to any details or the omission from it of a detailed description concerning any part shall be interpreted as meaning that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used. Greene County, NY shall have the right to waive any technical defect, qualification, omission, informality, or irregularity in any bid received if, in its judgment, the best interest of the County shall. Greene County, NY will issue no response to any request for clarification received within seven (7) days of the due date.

(a) Taxes. No charge will be allowed for sales and excise taxes from which the County is exempt. Exemption Certificates will be provided upon request.

(b) Deviations. Deviations to the specifications must be fully explained, and if judged to be in the best interest of the County, may be accepted at the sole discretion of Greene County, NY.

(c) Qualifications. Each Bidder must be prepared to present satisfactory proof of ability to successfully complete the requirements of this solicitation. Greene County, NY reserves the right to make whatever investigations or inquiries necessary to determine the competency and ability of any Bidder to complete the requirements of this solicitation. A review may include but not be limited to inspection of the Bidder's facilities and equipment, references or previous contract performance with Greene County, NY or others.

(d) Non-Discrimination. The successful Bidder agrees to comply with any and all applicable laws, codes, and regulations in connection with the goods and services called for in this bid as well as the non-discrimination and employment practices as required by applicable State and Federal laws and regulations regarding employment discrimination. The Bidder assures Greene County, NY that in accordance with applicable law it does not and agrees that it will not discriminate in any manner on the grounds of race, color, gender, or national origin.

2. INSURANCE

i. Requirement:

Contractor shall procure and maintain in full force and effect for the duration of this Agreement, insurance protecting against claims for injuries to persons or damages to property which may arise from or in connection with performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.

ii. Minimum Limits of Insurance:

Contractor shall maintain insurance policies with coverage and limits no less than:

1. Commercial General Liability: $1,000,000 combined single limit per occurrence/$3,000,000.00 aggregate and naming the County of Greene, NY as an additional insured, on a non-contributory basis with waivers of subrogation, for comprehensive coverage including bodily and personal injury, sickness, disease or death, injury to or destruction of property, including loss of use resulting therefrom, damage for premises/operations, products/completed operations, independent contractors and contractual liability (specifically covering the indemnity), broad-from property damage, and underground, explosion and collapse hazard. This coverage may be achieved by using an excess or umbrella policy. The policy or policies must be on “an occurrence” basis (“claims made” coverage is not acceptable).

2. Commercial Automobile Liability (owned, non-owned and hired): $1,000,000 combined single limit per occurrence and for bodily and personal injury, sickness, disease or death, injury to or destruction of property, including loss of use resulting therefrom.

3. Workers' Compensation and Employers Liability: Workers’ Compensation limits as required by the State of New York and Employers Liability of $1,000,000 per occurrence or disease. Policy should not exclude coverage for Claims by employees doing the work, usually called an ‘action over’ exclusion or Endorsement.

4. Professional Liability (Errors and Omissions) Coverage: $1,000,000 combined single limit per occurrence is required, in the event a contractor is performing design, engineering or other professional services.

5. Commercial Umbrella or Excess Liability Coverage: $2,000,000 in liability excess coverage per occurrence above the contracts stated minimum coverage limits for Commercial General Liability, Commercial Automobile Liability, and the Workers' Compensation and Employers Liability policies of insurance. This may be satisfied by having the underlying liability limits that equal or exceed the combined amount of the underlying liability limits and umbrella coverage.

6. Builder's "All Risk" Insurance: In the event Contractor is performing construction services under the Contract, Contractor shall procure and maintain “All-Risk” Builder’s insurance, written on a commercially recognized policy form, providing coverage for the Work performed under the contract, and the materials, equipment or other items incorporated therein, while the same are located at the construction site, stored off-site, or at the place of manufacture. The policy limit shall be in a minimum amount equal to the "full insurable value" of such equipment and 100% of the value of the Contract, including any additional costs which are normally insured under such policy. The insurance coverage shall include boiler and machinery insurance on a comprehensive basis and include coverage against damage or loss caused by earth movement (including but not limited to earthquake, landslide, subsidence and volcanic eruption), fire, flood, hurricanes, explosion, hail, lighting, weather, vandalism, malicious mischief, wind, collapse, riot, aircraft, smoke, or other cataclysmic events, and coverage against damage or loss caused by machinery accidents and operational and performance testing, commissioning and start-up, with extended coverage, and providing coverage for transit, with sub-limits sufficient to insure the full replacement value of the property or equipment removed from its site and while located away from its site until the date of final acceptance of the Work.

The making of progress payments to the Contractor shall not be construed as relieving the Contractor or its subcontractors or insurance carriers providing the coverage described herein for responsibility for loss or direct physical loss, damage or destruction occurring prior to final acceptance of the Work.

iii. Deductibles and Self-Insured Retention

Any deductibles or self-insurance retentions must be declared to and approved by Greene County so that the County may ensure the financial solvency of the Contractor. At the option of the County, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the County, its officers, officials, and employees; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Contractor shall pay all deductibles and be liable for all claims, losses and damages for which it self-insures.

iv. Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability, Automobile Liability, and Umbrella/Excess Insurance

a. Additional Insured Requirement. Greene County, NY its elected and appointed officials, officers, boards, commissions, officers, employees, representatives, servants, volunteers and agents (hereinafter referred to as “Insured Party” or “Insured Parties”) are to be covered as additional insureds as respects:

liability arising out of activities performed by or on behalf of the Contractor;

products and completed operations of the Contractor, premises owned, leased, or used by the Contractor; and automobiles owned, leased, hired, or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Insured Parties. Nothing contained in this section shall be construed to require the Contractor to provide liability insurance coverage to the any Insured Party for claims asserted against such Insured Party for its sole negligence.

b. Primary Insurance Requirement. The Contractor's insurance coverage shall be primary and noncontributing insurance as respects to any other insurance or self-insurance available to the Insured Parties. Any insurance or self-insurance maintained by the Insured Parties shall be in excess of the Contractor's insurance and shall not contribute with it.

c. Reporting Requirement. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Insured Parties.

d. Separate Coverage. Coverage shall state that the Contractor's insurance shall apply separately to each Insured Party against whom claim is made or suit is brought.

e. Defense Costs/Cross Liability. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion.

v. Workers' Compensation and Employers Liability Coverage

The Contractor shall have and maintain in full force and effect for the duration of this Agreement, insurance protecting against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Work by the Contractor, its agents, representatives, employees or subcontractors. The insurer shall agree to waive all rights of subrogation against Greene County, NY and its officers, officials, employees and volunteers for losses arising from the work performed by the Contractor for Greene County, NY.

vi. Waiver of Subrogation

The insurers shall agree under each policy of insurance required by this Contract to waive all rights of subrogation against the Insured Parties for losses arising from work performed by the Contractor for Greene County, NY.

vii. All Coverages

1. Notice Requirement.

Each insurance policy required by this Contract shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to Greene County Administrator, 411 Main Street, Suite 408, Catskill, NY 12414. The County reserves the right to accept alternate notice terms and provisions provided they meet the minimum requirements under New York law.

2. Acceptability.

The insurance to be maintained by Contractor must be issued by a company licensed or approved to transact business in the State of New York. Such insurance shall be placed with insurers with a Best's Policyholder’s Rating of “A” or better and with a financial rating of Class VII or greater, or be otherwise acceptable to Greene County. All policies shall be subject to approval by Greene County, NY as to form and content.

3. Failure of Insurers.

The Contractor shall be responsible for any delay resulting from the failure of any insurer to furnish proof of coverage in the prescribed form.

viii. Verification of Coverage

Contractor shall furnish Greene County, NY with certificates of insurance and endorsements to the policies evidencing all coverages required by this Contract.

Additionally, the declarations page for each insurance policy listed on the certificate of insurance shall be submitted to the County. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements shall be received and approved by the County before any work commences. Greene County, NY reserves the right to require complete, certified copies of all required insurance policies at any time. The contractor shall provide proof that any expiring coverage has been renewed or replaced prior to the expiration of the coverage

ix. Subcontractors

Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated in this Agreement, including, but not limited to, naming the Insured Parties as additional insureds.

3. BIDDER SUPPLIED DOCUMENTATION AND MATERIALS; CONFIDENTIALITY

All Bidder-supplied materials, including the Bidder’s Bid, become the property of Greene County, NY.

The New York State Freedom of Information Law as set forth in Public Officers Law, Article

6, Sections 84 et seq., mandates public access to government records. However, bids submitted in response to this IFB may contain technical, financial background or other data, public disclosure of which could cause substantial injury to the bidder's competitive position or constitute a trade secret. Bidders who have a good faith belief that information submitted in their bids is protected from disclosure under the New York Freedom of Information Law shall:

a) insert the following notice in the front of its bid:

“NOTICE”

The data on pages of this bid identified by an asterisk (*) contains technical or financial information constituting trade secrets or information the disclosure of which would result in substantial injury to the bidder’s competitive position.

The bidder requests that such information be used only for the evaluation of the bid but understands that any disclosure will be limited to the extent that Greene County, NY considers proper under the law. If Greene County, NY enters into an agreement with this bidder, Greene County, NY shall have the right to use or disclose such information as provided in the agreement, unless otherwise obligated by law.

And

b) clearly identify the pages of the bid containing such information by typing in bold face on the top of each page " * THE BIDDER BELIEVES THAT THIS INFORMATION IS

PROTECTED FROM DISCLOSURE UNDER THE STATE FREEDOM OF

INFORMATION LAW."

Greene County, NY assumes no liability for disclosure of information so identified, provided that Greene County, NY has made good faith legal determination that the information is not protected from disclosure under applicable law or where disclosure is required to comply with an order or judgment of a court of competent jurisdiction. The contents of the bid, which is accepted by Greene County, NY except portions "Protected from Disclosure", may become part of any agreement resulting from this IFB.

Bidders may not mark their entire bid as proprietary as bids submitted in response to this IFB become a matter of public record subject to release after Contracts are executed. If a Bidder believes its bid, or parts of its bid, may be exempt from disclosure, the Bidder must specify page-by-page and line-by-line the parts of the bid, which it believes, are exempt. In addition, the Bidder must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s), as stated above. Any unmarked information will be considered public information and released, if requested under the Freedom of Information Act. Price is not confidential and will not be withheld unless Greene County, NY determines that withholding same is necessary to protect Greene County’s competitive processes.

Greene County, NY assumes no responsibility for asserting legal arguments on behalf of any Bidder. Bidders are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information. After completion of the award, these documents may be made available for public inspection.

4. COOPERATIVE CONTRACT

While this solicitation specifically covers HVAC Products, Installation, Labor Based Solutions, and Related Products and Services to Participating Public Agencies in New York, the awarded Bidder may offer their complete product, service, and solution offering, or balance of line to Participating Public Agencies outside of the state. Greene County, NY as the Lead Public Agency f/k/a a Principal Procurement Agency, defined in Attachment G, has partnered with OMNIA Partners, Public Sector, Inc., a Delaware corporation (“OMNIA Partners”) to make the resultant contract (also known as the “Master Agreement” in materials distributed by OMNIA Partners) from this solicitation available to other public agencies in New York and nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through OMNIA Partners’ cooperative purchasing program. Greene County is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with OMNIA Partners (a “Participating Public Agency”) and by using the Master Agreement, any such Participating Public Agency agrees that it is registered with OMNIA Partners, whether pursuant to the terms of a Master Intergovernmental Cooperative Purchasing Agreement, a form of which is attached hereto on Attachment G, or as otherwise agreed to. Attachment G contains additional information about OMNIA Partners and the cooperative purchasing program.

OMNIA Partners is the largest and most experienced purchasing organization for public sector procurement. Through the economies of scale created by OMNIA Partners’ public sector subsidiaries and affiliates, our participants have access to competitively solicited and publicly awarded cooperative agreements. For all public sector contracts, the lead agency contracting process continues to be the foundation on which we were established. OMNIA Partners is proud to offer more value and resources to state and local government, higher education, K-12 education, non-profits, and agencies for the public benefit.

OMNIA Partners provides shared services and supply chain optimization to government, education, non-profits and agencies for the public benefit. With corporate, pricing and sales commitments from the Bidder, OMNIA Partners provides marketing and administrative support for the Bidder that directly promotes the Bidder's products and services to Participating Public Agencies through multiple channels, each designed to promote specific products and services to Public Agencies on a statewide or national basis. Participating Public Agencies benefit from pricing based on aggregate spend and the convenience of a contract that has already been advertised and publicly competed. The Bidder benefits from a master contract awarded by a lead government agency that generally allows Participating Public Agencies to directly purchase goods and services without the Bidder's need to respond to additional competitive solicitations. As such, the Bidder must be able to accommodate a regional, statewide or national demand for services and to fulfill obligations as a regional, statewide or nationwide Bidder and respond to the OMNIA Partners documents (Attachment G).

While no minimum volume is guaranteed to the Bidder, the estimated annual volume of HVAC Products, Installation, Labor Based Solutions, and Related Products and Services purchased under the Master Agreement through OMNIA Partners is approximately $150M.

This projection is based on the current annual volumes among the Greene County, other Participating Public Agencies anticipated to utilize the resulting Master Agreement to be made available to them through OMNIA Partners, and volume growth into other Public Agencies through a coordinated marketing approach between the Bidder and OMNIA Partners.

The successful Bidder will be required to sign Attachment G – Requirements for Cooperative Contract to be Administered by OMNIA Partners, Exhibit B – Administration Agreement. Bidders should have any reviews required to sign the document prior to submitting a response.

Notwithstanding the foregoing, Greene County makes no representation or warranty concerning the use of the Master Agreement by any other Participating Public Agency.

C. HVAC PRODUCTS, INSTALLATION, LABOR BASED SOLUTIONS, AND RELATED

PRODUCTS AND SERVICES SPECIFICATIONS

The requirements identified in this section represent the products and services currently being used and are the basis for the resulting contract. The following specifications are minimum acceptable requirements. Bid specifications may not be revised without an official written addendum issued by Greene County, NY.

1. DESCRIPTION OF WORK

Bidders that are qualified are expected to propose the broadest possible selection of HVAC products, installation, labor-based solutions, and related products and services that they offer commercially. The intent of this IFB is to provide Participating Public Agencies with turn-key solutions to meet their HVAC needs. Therefore, the Bidder must demonstrate that it has sufficient experience in providing and installing HVAC products and services as described in item b. Qualifying Bidders under Section 3. Award Information. Greene County, NY reserves the right to accept or reject any or all balance of line items offered.

The Bidder must demonstrate in the bid that it satisfactorily possesses the necessary qualifications to Greene County, NY and Participating Public Agencies as further described in Section C. HVAC Products, Installation, Labor Based Solutions, and Related Products and Services Specifications. The Master Agreement shall be available to Participating Public Agencies who wish to purchase HVAC products separately, installation services separately, or any combination of products and services together.

Although this section reflects the needs and requirements of Greene County, NY, OMNIA Partners Participating Agencies may have different requirements. OMNIA Partners participants may sign a supplemental or usage agreement with the awarded supplier(s) substantially based on the terms and conditions of the Greene County contract. Participants may elect to negotiate certain terms to conform to their purchasing and contracting requirements.

2. HVAC PRODUCTS AND SERVICES

HVAC Equipment and Products: This includes, but is not limited to, all commercial equipment such as chillers: air-cooled chillers, water-cooled chillers, compressor chillers, ancillary chiller water plant equipment and absorption liquid chillers; unitary systems that combine heating, cooling and fan sections: rooftop systems, split systems, self-contained systems and water source heat pumps; air handling systems: performance air handlers, blower coil air handlers, make-up air gas heating systems, air handler options and air cleaning options; terminal devices: unit heaters, unit ventilators, fan coil units, ventilation fans and variable air volume; ductless variable refrigerant volume units; dedicated outdoor air systems; replacement coils; automation equipment; parts and aftermarket products and any other HVAC products offered by Bidder.

Installation and Services: This includes, but is not limited to, any installation of new equipment, maintenance of existing systems, upgrading of existing infrastructure, turn-key services and any other installation and services offered by Bidder.

Related Products, Solutions, and Other Services: This includes, but is not limited to, new, and/or retrofitting older products and solutions, HVAC equipment controls, ancillary services, thermostats, sensors, energy programs, design and analysis tools, commissioning, building management and/or certifications, enterprise management, rental and lease services, financial services, training and/or educational services, municipal services, and any other related products and services offered by Bidder.

3. TERM

Contract Period: Contract(s) awarded as a result of bids submitted under this Invitation For Bid shall extend from the date of award for a period of three (3) years.

Contract is renewable, at the sole option of Greene County, NY. However, the total duration of the contract, including the exercise of any options, shall not exceed five (5) years (initial three (3) year period and two (2) additional one (1) year periods). Awarded Bidder and Participating Public Agencies may initiate contracts or enter into local “service” agreements accessing the contract through OMNIA Partners, so long as the effective date of such agreement is prior to the expiration of the Master Agreement. All local agreements may have a full potential term (any combination of initial and renewal periods) not to exceed five

(5) years. Agreements for projects initiated on or before the end date of the Master Agreement shall remain in effect until the project completion date or as established and agreed to by the awarded Bidder and Participating Public Agency. Terms and conditions set forth in the Master Agreement shall continue to be applicable for contracts executed on or before the end of the contract term.

Greene County, NY may terminate the Master Agreement without penalty due to the non-appropriation of funds, or for cause or convenience in accordance with the procedures set forth in the Master Agreement.

The resulting Master Agreement shall be governed by the state in which the Participating Public Agency is based. Participating Public Agencies commonly require a modification to a term of the Contract. The awarded Bidder and Participating Public Agencies may agree to modify terms on any specific purchase by a Participating Public Agency without being in conflict with the Contract.

3. PRICING

Pricing for all products and services that Bidders intends to provide must be addressed through an auditable pricing mechanism. The pricing submitted must be inclusive of all fees, service charges, freight/shipping charges, any other cost factors, if applicable. When a percent discount for products or co-efficient pricing is being utilized, the discount or co-efficient should remain fixed for the term of the Master Agreement. The Awarded Bidder(s) agree to offer all future product and service introductions at similar pricing as that offered through this solicitation and contract.

Prices shall remain fixed for the first twelve (12) months of the Master Agreement term.

Reasonable price changes based on market conditions and price/cost analysis may be made after the initial twelve (12) months. The Contractor shall supply documentation satisfactory to Greene County, NY such as: documented changes to Producers Price Indexes; Consumer Price Indexes; or a manufacturer’s published notification of price change(s). Greene County will evaluate this information to determine if revising the pricing is considered fair and reasonable to the satisfaction of Greene County. Requests for any such change must be received in writing by the Greene County Purchasing Department thirty (30) days prior to end of the first 12-month period. All price reductions at the manufacturers or distributors’ level shall be reflected in a reduction of the contract price(s) to Greene County, NY retroactive to the effective date of the price reduction(s).

A. LABOR RATES

Provide classifications of labor with billable rates for each of the regions identified in the Attachment A- Bid Form. Bidder’s office(s), territories or district(s) along with any sub-office pricing as required.

o Refer to Attachment A- Labor Wage Classification Definitions. Bidders are to submit Attachment B- Labor Rates Bid Form. Bidders should provide only the labor classifications that they will utilize under a resulting Master Agreement and mark unused lines as N/A.

o Labor rates should be based on prevailing wages for the specified region/area in New York, regional and/or national rates.

o Each of these labor classification rates shall be fully burdened, defined and will be set for Normal Working Hours and Non-Normal Working Hours. Sub-contractor labor shall not be recognized. Each Bidder shall determine their sub-contractor’s labor rate as a prime labor classification. For example, an electrician’s labor rate shall be calculated based on the Bidder’s sub-contractor’s labor billable rate plus respondent’s normal margins on sub-contractor labor. Labor classifications shall be provided in the Bidder’s response.

B. ALTERNATIVE COSTING METHOD

If a project requires goods and services that are not covered in the pricing schedule or if a product or service is required that is more appropriate to be custom designed and manufactured to meet an individual project site’s conditions and/or provided for a unique application or project, the successful Contractor may use the alternative costing method as follows:

i. If a project requires products, services, and solutions that are not covered by the successful Contractor’s pricing options listed above, the Contractor may choose to work with the Participating Public Agency and obtain written cost proposals from local providers; three (3) written cost proposals from local providers are recommended but Participating Public Agencies may approve differing or additional requirements. The successful Contractor is to use the most advantageous cost proposal. All products and services falling under this category must be submitted in advance and approved by the Participating Public Agency prior to being included in any quote or proposal from the successful Contractor.

ii. The successful Contractor may choose to use RSMeans; when doing so, the unit prices established for the contracts shall be specified by the latest version of the RSMeans Construction Procurement Catalog (Unit Price Book “UPB”); the UPB utilized by the awarded Contractor(s) is hereby incorporated by reference into this solicitation.

For Bidders submitting a coefficient, Normal Working Hours (7:00 am – 6:00 pm, Monday- Friday) and Non-Normal Working Hours (6:00pm – 7:00 am, Monday-Friday, Weekends and Holidays).

a. Bidder is to provide the following as part of their bid, should they choose to utilize alternative pricing methods: a NY state co-efficient for standard and non-standards hours, other applicable co-efficient (for specific regions within NY or for other states that the Offeror may choose to do business in), and/or markup percentages for non-pre-priced solutions.

iii. Bidder may propose cost multiplier(s) to be used for any/all of the nine (9) regions in New York which Bidder proposes to provide services in. The eight (8) regions and one (1) statewide region is further defined in Section D. Award Information, subsection

3. Award.

C. PRICE LIST FOR PRODUCTS AND SERVICES

Bidders are encouraged to provide a complete line of HVAC products and related services.

Manufacturer’s Price Lists for additional related products including green products. Provide pricing for all products and services being proposed by Bidder:

o Include equipment manufacturers, equipment types and pricing based on a discount from a Manufacturer’s Price Lists, other price list/catalogs or based on fixed line-item prices for indefinite quantities. Prices listed will be used to establish the extent of a manufacturer’s product lines, services, warranties, etc. that are available from Bidder and the pricing per item. Multiple percentage discounts are acceptable where different percentage discounts apply, and the different percentages are specified.

Additional pricing and/or discounts may be included.

o Include any equipment offerings for new, used, parts, accessories, service and repair, leasing/financing options and provide a pricing structure for each of these items.

o Bidders are encouraged to provide Manufacturer’s Price Lists for additional related products as well as current catalogs and price lists. Bidders should include one (1) copy of their price list or retail price sheet, clearly marking the column to which the discount is applied for each item listed. Refer to Attachment C for information requested.

o Include any additional discounts for volume orders, special manufacturer’s offers, total spend programs, etc. in Attachment C, Section B.

Manufacturer’s Price Lists shall be the currently published Regional or National Standard Manufacturer’s Price Lists. The Bidder’s Retail Price Sheets shall be the current Price Sheet at the time of bid submission. Bidders shall quote the percentage of discount from the Manufacturer’s Price List or Retail Price Sheet cited above and shall furnish a copy of same with the bid submission. Discounts must be stated as a single percentage. FAILURE

TO PROVIDE THE MANUFACTURER’S PRICE LIST OR RETAIL PRICE SHEET MAY BE

CAUSE FOR REJECTION OF THE BID. When award is made, the successful Contractor shall furnish current catalogs and price lists which shall become a part of the contract. The Bidder’s name and address shall appear on all catalogs and price lists. Where the price list shows more than one (1) column of prices, Bidder shall clearly mark the column which represents its bid. If a fee or charge is to be made, it should be indicated on the bid form.

4. SPECIAL OFFERS & PROMOTIONS

In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, the successful Contractor may conduct sales promotions involving price reductions for a specified lesser period. The successful Contractor may offer Participating Public Agencies competitive pricing which is lower than the not-to-exceed price set forth herein at any time during the Contract term and such lower pricing shall not be applied as a global price reduction under the Contract.

5. FEDERAL FUNDING PRICING

Due to products, services, and solutions potentially being used in response to an emergency or disaster recovery situation in which federal funding may be applied, pricing that does not include cost plus a percentage of cost or pricing based on time and materials should be provided as a pricing alternative; if time and materials is necessary, a ceiling price that the contract exceeds at its own risk will be needed. Products, services, and solutions provided in a situation where an agency is eligible for federal funding, Bidder is subject to and must comply with all federal requirements applicable to the funding including but not limited to the FEMA Special Conditions section located in Attachment F, Exhibit F- Federal Funds Certifications Exhibit. Bidders that will comply with Federal Funding requirements must submit a completed copy of Attachment F, Exhibit F with their bid submission.

AWARD INFORMATION

1. CONDITIONS OF AWARD

All Bidders, by submission of their respective bids, agree to abide by the rules, regulations, procedures, and decisions of Greene County, NY.

2. RESPONSIBLE BIDDERS

Failure of Bidder to provide the required information, may result in a determination that Bidder is a non-responsive bidder. If Bidder does not adequately demonstrate the necessary qualifications, as outlined throughout Section C. HVAC Products, Installation, Labor Based Solutions, and Related Products and Services Specifications, Bidder may be deemed non-responsive and/or not responsible. Greene County, NY reserves the right to make such additional investigations as it deems necessary to verify a Bidder submitting a bid is qualified and responsible to include investigating Bidder’s past work with Greene County, NY and Greene County, NY employees. In addition to the pricing and certification information indicated under item C. Award of this Section, Bidders will submit the following items with their bid:

i. Business History and Contract Information:

1. Include a detailed response to Attachment G, Exhibit A – Contract Requirements, Section 3.0 Supplier Response. These requirements for Cooperative Contract are to be administered by OMNIA Partners, to show proof of organizational capacity, and technical competency.

2. Include a plan to manage the Master Agreement. Explain the ability for staff to operate the HVAC Products, Installation, Labor Based Solutions, and Related Products and Services. The plan should include key details, such as:

i. Project management procedures and staffing.

ii. A detailed organizational chart stating job titles, responsibilities and number of years of experience for each person. Identify all key personnel, and alternates including but not limited to: principals, supervisory staff, and project superintendent to be assigned to the Master Agreement. Key personnel should be on-call at all times, throughout an awarded contract period.

iii. Procedures by which key personnel assigned to a potential contract can be reached by the Lead Public Agency prior to and after the Master Agreement has been awarded.

iv. Resumes of key personnel identified. (a) Greene County, NY shall be notified in writing, of any change to the list of key personnel identified. This notification must include a current resume of the key personnel’s selected replacement.

The replacement must meet all experience and other requirements set forth within this document.

v. Current customer service/public relations processes, down to the frontline crews and including sub-contractors (if applicable). Include examples of all training provided to your employees.

vi. Quality Control Procedures to include process for ensuring quality. State how a plan will be developed for the work performed for Participating Public Agencies. Describe any quality problems your firm has documented in the past five (5) years.

ii. Certifications/Licenses:

1. Evidence of a HVAC or general contractor’s license from the State of New York to perform the work as described in this IFB. List the states where other business or contractor licenses are held.

2. Proof of insurance in the form of a letter from the insurance provider stating the provider’s commitment to insure the Bidder for the types of coverages or an Insurance Certificate to be in conformance with the types of coverage’s noted in the IFB.

3. A completed and signed W-9 Request for Taxpayer Identification Number and Certification form.

iii. Contractor Integrity and Financial and Organizational Capacity:

1. Proof of performance of similar experience demonstrated by providing a work history that describes their experience in providing labor, supervision, materials, equipment, tools, transport, supplies and installation services for HVAC products, and related services. Bidders must have the following experience and provide evidence of such with their bid: a minimum of five (5) years’ experience in North America; have successfully delivered, installed and completed two (2) turn-key HVAC projects for public agencies in the State of New York within the previous twenty (20) months where each of the final contract amounts exceeded One Hundred-Thousand dollars ($100,000). Bidders shall provide this information in Attachment C - Experience Record, Bidder’s shall verify contact information listed with projects in Attachment C is up to date and correct prior to submitting a bid.

Greene County reserves the right to check references other than those submitted.

2. Proof of satisfactorily completing past projects and further demonstration of ability to perform the work properly and expeditiously through the submission of detailed descriptions of the following:

a. A detailed description of the products and services offered, how the business functions on a continuing basis (short- and long-term projects), quality of relevant services, steps taken to adhere to project budgets, any problems encountered and how they were handled (if any). Include an explanation of any roof failures and how they were resolved.

b. History of customer relationships with previous public sector customers (not including the Federal Government).

c. Ability to meet set schedules with minimal disruption in service.

d. Safety history record for the past five (5) years.

e. Populate the following table, then aggregate the totals for the two (2) cost columns to determine the aggregate change order percentage of bonded public projects performed by the Bidder over the last three (3) years:

Project Bond Number

Initial Contract Amount

Brief Description of Change Order(s) Where Applicable

Total Cost of Change Order(s) per Bonded Project

3. A thorough discounted-cash-flow analysis of the long-term comparative value between your proposed HVAC/replacement and alternative options, taking into consideration site-specific project conditions including labor rates, building height, project complexities, etc.

4. A description for Bidder’s ability to provide integrated project delivery and incorporate various services; installation labor and related equipment and tools;

materials; and supervision/construction management, including quality control and close-out procedures. If more than one entity is responsible for fulfillment, describe all checks and balances designed into your delivery process to ensure the interests of all owners and third parties are aligned with those of the Participating Public Agencies, specifically, with their desire to achieve best services at the lowest available cost.

a. A description for Bidder’s ability to warranty a completed project and to provide ongoing inspections, condition assessments and maintenance services to help ensure its warranted service life. If more than one (1) entity will be responsible for fulfillment, describe all checks and balances designed into your delivery process to ensure the interests of all owners and third parties are aligned with…