Removal of Trees Bid Package.pdf

COUNTY OF SARATOGA

REQUEST FOR BIDS

REMOVAL OF TREES

Specification 25-PWRT-9R

Opening September 4, 2025 @ 11:00 a.m.

SARATOGA COUNTY DEPARTMENT OF CENTRAL SERVICES

JOHN T. WARMT, DIRECTOR OF PURCHASING

50 WEST HIGH STREET

BALLSTON SPA, NEW YORK 12020

COUNTY OF SARATOGA

DEPARTMENT OF CENTRALSERVICES

50 WEST HIGH STREET

BALLSTON SPA, NEW YORK 12020

(p) 518-885-2210 (f) 518-885-2220

GENERAL CONDITIONS

(For the purchase of materials, supplies, services, and equipment)

All invitations to bid issued by the County of Saratoga will bind bidders and successful bidders to the conditions and requirements set forth in these general conditions, and such conditions shall form an integral part of each purchase contact awarded by the County.

DEFINITIONS

“County”

“Bid”

“Bid Offer”

“Bidder”

“Business Day”

“Successful bidder”

“Specification”

- shall be the legal designation of the County of Saratoga.

- an offer to furnish materials, supplies, services, and or equipment in accordance with the invitation to bid, the general conditions, and the specifications.

- the form on which the bidder submits their bid

- any individual, company, or corporation submitting a bid.

- any day that the Saratoga County Department of Central Services is open to conduct normal business.

- any bidder to whom an award is made by the County.

- a detailed description of materials, supplies, services, and/ or equipment.

BIDS

1. The date and time of all bid openings will be given in the Notice to Bidders, the bid cover page, and in the Instructions to Bidders. In the event the County is closed due to inclement weather, or other circumstance, on the day indicated, an addendum will be released with updated opening information the next day the County is open.

2. Saratoga County distributes bidding documents through the Empire State Purchasing Group website (http://www.empirestatebidsystem.com/) or through the Saratoga County Department of Central Services. Only those vendors who obtain bidding documents from either the Saratoga County Department of Central Services or from the Empire State Purchasing Group website are guaranteed to receive addendum information, if such information is issued. If you have obtained this document from any other source you are strongly encouraged to obtain a copy from a source mentioned above.

3. All bids received after the deadline, by any delivery method, will be considered late and will be returned unopened. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the County. The bidder assumes responsibility for having his bid deposited on time at the place specified. The County will not accept facsimile or e- mail bids.

4. All information required by the Instructions to Bidders, Specifications, and Bid Offer, in connection with each item against which a bid is submitted, must be given to constitute a regular bid. The County reserves the right to reject any incomplete bid.

5. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, materials, services or equipment required and a representation that the bidder can furnish the supplies, services, materials, or equipment in complete compliance with the specifications.

6. No alteration, erasure, or addition is to be made in the typewritten or printed matter. Deviations from the specifications must be indicated in the space provided on the bid forms or additional sheet of paper.

7. Prices and information required, except signature of bidder, should be typewritten for legibility. Illegible or vague bids may be rejected. All signatures must be original signatures. Photocopied, facsimile, printed, stamped, or typewritten signatures will not be accepted, unless electronic bids are accepted.

8. No charge will be allowed for federal, state, or municipal sales and excise taxes since the County is exempt from such taxes. The price bid shall be net and shall not include the amount of any such tax. The County of Saratoga is also exempt from Transportation Tax.

9. In all specifications, the words “or equal” are understood after each article giving a manufacturer’s name or catalog reference, or on any patented article, unless, for reasons of efficiency and economy, theBoard of Supervisors has passed a resolution “standardizing” certain equipment purchases. The decision of the County as to whether an alternate or substitution is in fact “equal” shall be final. If bidding on items other than those specified, the bidder must in every instance give the trade designation of the item, manufacturer’s name, and detailed specification of the item he proposes to furnish.

Otherwise, the bid will be construed as submitted on the identical item as specified.

10. Bids on equipment must be standard new equipment, of latest model, and in current production, unless otherwise specified.

11. All regularly manufactured stock electrical items must bear the label of the Underwriters’ Laboratories, Inc.

http://www.empirestatebidsystem.com/) http://www.empirestatebidsystem.com/)

12. When bids are requested on a lump sum basis, bidder must bid on each item in the lump sum group. A bidder desiring to bid “no charge” on an item in a group must so indicate; otherwise the bid for that group may be rejected.

13. All prices quoted must be “per unit” as specified; do not quote “per case” when “per dozen” is requested; otherwise the bid may be rejected.

14. If indicated in the bid documents, all bidders must insert the price per unit and the extensions against each item in their bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions.

15. Prices shall be net F.O.B. to the requesting Saratoga County department. If the award is made on any other basis, transportation charges must be prepaid by the successful bidder and added to the invoice as a separate item. In any case, title shall not pass until items have been delivered and accepted.

16. All bids must be sealed. Bids may be submitted either in plain or opaque envelopes. All bids must be addressed to the Director of Purchasing. Bid envelopes must be clearly marked with the bid name, the date and time of the bid opening, as indicated on the Notice to Bidders. Bids must not be attached to or enclosed in packages containing bid samples. Telephoned quotations or amendments will not be accepted at any time. The County will not accept facsimile or e-mail bids.

17. No interpretation of the meaning of the specifications or other contract document will be made to any bidder orally.

Every request for such interpretation should be in writing, addressed to the County, not later than five (5) days prior to the date fixed for the opening of bids. Notice of any and all such interpretations and any supplemental instructions will be sent to all bidders of record by the County in the form of addenda to the specifications. All addenda so issued shall become a part of the contract documents.

SAMPLES

18. All specifications are minimum standards; and accepted bid samples do not supersede specification for quality unless the bid sample is superior, in which case, deliveries must be the same identity and quality as accepted bid sample.

19. The County reserves the right to request a representative sample of the item quoted prior to the award or before shipments are made. If the sample is not in accordance with the requirements of the specification, the County may reject the bid; or, if award has been made, cancel the contract at the expense of the successful bidder.

20. Samples, when required, must be submitted strictly in accordance with the instructions; otherwise, the bid may not be considered. If samples are requested subsequent to bid opening, they shall be delivered within ten (10) business days of the request, or as directed, for the bid to have consideration. Samples must be furnished free of charge and must be accompanied by descriptive memorandum indicating if the bidder desires their return and specifying the address to which they are to be returned provided they have not been used or made useless by tests.

Award samples may be held for comparison with deliveries.

The County will not be responsible for any samples destroyed or mutilated by examination or testing. Samples shall be removed by the bidder at their expense. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned and the County shall have the right to dispose of them as its own property.

21. When a specification indicates that an item to be purchased is to be equal to a sample, such sample will be on display at a designated location in the County. Failure on the part of the bidder to examine sample shall not entitle him to any relief from the conditions imposed in the proposal, specification, etc.

AWARD

22. Awards will be made to the lowest responsible bidder unless Best Value Methodology is indicated in the bid documents, taking into consideration the reliability of the bidder, the quality of the materials, services, equipment, or supplies to be furnished, their conformity with the specifications, the purposes for which required, and the terms of delivery. If used, the Best Value Award criteria will be listed in the specification.

23. The County reserves the right to reject all bids. Also reserved to the County is the right to reject, for cause, any bid in whole or in part and to waive technical defects;

qualifications; irregularities; and omissions if in the County’s judgement the best interests of the County will be served. Also reserved is the right to reject bids and to purchase items on State or County contract or BOCES or other municipal bids if such items can be obtained at a lower price.

24. The County reserves the right to make awards within forty-five (45) days after the date of the bid opening during which period bids may not be withdrawn unless the bidder can prove that their submission has an obvious clerical error or where the enforcement of the bid would impose unconscionable hardship on the bidder.

25. Under NYS General Municipal Law Section (103), subdivision (3), it is the intent of this Request For Bids that all political subdivisions, and districts located in the State of New York, be entitled to make purchases of materials, equipment or supplies from the resulting bid award. Each participating entity shall be billed by and make payment directly to the successful bidder. In the event of a failure or breach in performance of any such bid by a participating entity or the successful bidder, Saratoga County, specifically and expressly disclaims any and all liability for such defective performance or breach, or failure of either party to perform in accordance with its obligations, covenants and the terms and conditions of this bid.

26. Where a bidder is requested to submit a bid on individual items and also on a total sum or sums, the right is reserved to award bids on individual items or on total sums.

PROTEST PROCEDURE

27. A formal Protest concerning a pending contract award must be received within five (5) business days after the protesting party knows or should have known of the facts that form the basis of the protest.

28. The formal protest must be submitted in writing to the Saratoga County Department of Central Services either by mail (50 West High Street, Ballston Spa, New York, 12020), fax or e-mail to ogs@saratogacountyny.gov

29. The formal protest must include:

a. The bid number and protesters contact information

b. A statement of the grounds for the protest, specific information is required

c. A description of all remedies or relief requested

d. All supporting documentation

30. The Director of Purchasing, in consultation with the County Attorney, will review the protest and draft a formal response to the protester. This Notice of Decision shall state the basis of the decision and inform the protester of the right to appeal to the Saratoga County Administrator.

The decision by the Director of Purchasing shall be a final and conclusive determination unless appealed, in writing, to the County Administrator (40 McMaster Street, Ballston Spa, New York 12020) within ten (10) business days after receipt of the Notice of Decision is sent to the protestor.

31. The County Administrator shall hear and make a final determination on all appeals. The County Administrator may designate a person or persons to act on his/her behalf. A formal appeal may not introduce new facts unless responding to issues raised by the Director of Purchasing in the initial protest determination.

CONTRACT

32. Each bid will be received with the understanding that the acceptance thereof by the County, approved by the County, to furnish any or all of the items described therein shall constitute a contract between the successful bidder and the County. The Contract shall bind the successful bidder on his part to furnish and deliver at the prices and in accordance with the conditions of the bid. Minimum Orders are not acceptable; the Contract will be for all items actually ordered. The Contract shall bind the County on its part to order from such successful bidder (except in the case of emergency) and to pay for at the contract prices, all items ordered and delivered, unless otherwise specified.

Payments will be processed after the receipt of a proper invoice from the successful bidder.

33. The placing in the mail of a notice of award or purchase order to a successful bidder, to the address given in the successful bid, will be considered sufficient notice of acceptance of contract.

34. If the successful bidder fails to deliver within the time specified or within a reasonable amount of time as interpreted by the County, or fails to make replacement of rejected articles, when so requested, immediately or as directed by the County, the County may purchase from other sources to take the place of the item rejected or not delivered. The County reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases the successful bidder agrees to reimburse the County promptly for excess costs occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity. Whenever the County seeks legal enforcement of the provisions of said contract, the successful bidder shall be liable for payment of the County’s legal costs, including reasonable attorney’s fees.

35. The County may cancel the contract in writing with 10 days’ notice upon non-performance of the contract.

36. If the successful bidder fails to deliver as ordered, the County reserves the right to cancel the contract and purchase the balance from other sources at the successful bidder’s expense.

37. Cancellation of a contract for any reason may result in the bidder being found as non-responsive/non- responsible and removal of the successful bidder’s name from mailing lists for future proposals until such time that the County has determined the bidder has resolved any issues that caused the initial finding.

38. When materials, equipment, services or supplies are rejected, they must be removed by the successful bidder from the premises of the County within five business (5) days of notification. Rejected items left longer than five business (5) days will be regarded as abandoned, and the County shall have the right to dispose of them as its own property.

39. No items are to be shipped or delivered until the successful bidder receives an official order from the County.

40. It is mutually understood and agreed that the successful bidder shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute such contract to any other person, company, or corporation, without the previous written consent of the County.

INSTALLATION OF EQUIPMENT

41. The successful bidder shall clean up and remove all debris and rubbish resulting from his work from time to time as required or directed. Upon completion of the work the premises shall be left in a neat, unobstructed condition, and the buildings broom cleaned, and everything in perfect repair and order.

42. Equipment, supplies, services and materials shall be stored at the site only on the approval of the County and at the successful bidder’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss of the material.

43. Work shall be progressed so as to cause the least inconvenience to the County and with proper consideration for the rights of other successful bidders or workmen. The successful bidder shall keep in touch with the entire operation and handle installation work promptly.

44. Bidders shall acquaint themselves with conditions to be found at the project site, or sites, and shall assume all responsibility for placing and installing the equipment in the locations required.

45. Equipment for trade-in shall be dismantled by the successful bidder and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the successful bidder shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented “as is”. Equipment is available for inspection only at the delivery point listed unless otherwise specified.

mailto:jwarmt@saratogacountyny.gov bidder when packages are not received in good condition.

46. The successful bidder guarantees:

• The products against defective material or workmanship and will repair or replace any damages or marring occasioned in transit.

• To furnish adequate protection from damage for all work and to repair damages of any kind for which the successful bidder or its workers are responsible, to the building or equipment, to their own work, or to the work of other successful bidders.

• To carry adequate insurance to protect the County from loss in case of accident, fire, theft, etc.

• That the equipment or furniture offered is standard, new, latest model of regular stock product or as required by the specifications, with parts regularly used for the type of equipment or furniture offered: also that no attachment or part has been substituted or applied contrary to manufacturer’s recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the County.

• Any merchandise provided under the contract, which is or becomes defective during the guarantee period, shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment (one year from the date of acceptance of the replacement). The successful bidder shall make any such replacement immediately upon receiving notice from the County.

Delivery

47. Delivery must be made as ordered and in accordance with the proposal and specification. If delivery instructions do not appear in the Instructions or Specification, it will be interpreted to mean prompt delivery (not to exceed 30 calendar days). The decision of the County as to reasonable compliance with delivery terms shall be final.

Burden of proof of delay in receipt of order shall rest with the successful bidder. Failure to deliver because of delayed payments or for any other reason except that described in Paragraph 57 will be cause for open market purchase at the expense of the successful bidder.

48. The County will not schedule any deliveries for Saturdays, Sundays, or legal holidays, except commodities required for daily consumption or where the delivery is an emergency, a replacement, or is overdue, in which event the convenience of the County shall govern.

49. Items shall be securely and property packed for shipment, storage, and stocking in new shipping containers and according to accepted commercial practice, without extra charge for packing cases, baling, or sacks.

50. The successful bidder shall be responsible for delivery of items in good condition at point of destination. He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The receiving department will note for the benefit of successful

51. Unless otherwise stated in the specifications, all items must be delivered into and placed at a point within the building as directed by the shipping instructions or the agent for the County. The successful bidder will be required to furnish proof of delivery in every instance.

52. Unloading and placing of the equipment and furniture is the responsibility of the successful bidder, and the County accepts no responsibility for unloading and placing of equipment. Any costs incurred due to the failure of the successful bidder to comply with this requirement will be charged to him. No help for unloading will be provided by the County, and suppliers should notify their truckers accordingly.

53. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain the following information for each item delivered:

Contract Number

Purchase Order Number

Name of Article

Item Number

Quantity

Name of the successful bidder

54. Payment for the used portion of an inferior delivery will be made by the County on an adjusted price basis

55. Payment will be made only after correct presentation of packing slips and invoices are provided to the requesting department by the successful bidder.

56. Payments of any claim shall not preclude the County from making claim for adjustment on any item found not to have been in accordance with the general conditions and specifications.

SAVE HARMLESS

57. Successful bidders shall protect, indemnify, defend and save the County harmless from and against any damage, cost or liability, including reasonable attorney’s fees, for any or all injuries to persons or property arising from acts or omissions of the successful bidder’s company, its officers, employees and agents, including but not limited to claims brought by third parties, employees of the County or employees of the company.

NONDISCRIMINATION CLAUSE

58. The bidder agrees that it will not discriminate against any employee, applicant for employment or student because of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation or other non-merit factors. Such action shall be taken with reference to, but not be limited to employment practices and provision of services under any contract with the County of Saratoga.

TITLE VI NONDISCRIMINATION STATEMENT

59. The County of Saratoga, 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 Title 49, Code of Federal Regulations Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally assisted programs of the Department of Transportation issued pursuant to such Act) hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertised bid, that disadvantaged business enterprises will 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. The entire County of Saratoga Title VI Plan can be viewed by going to the SaratogaCounty website (www.saratogacountyny.gov). A Vendor Information questionnaire is included with this bid which provides an opportunity to disclose any DBE designation.

FEDERAL GRANT PROVISIONS

60. In addition to other provisions required by the Federal agency or County, all contracts made by the County under the Federal award must contain provisions covering the following, as applicable.

(A) Contracts for more than the Simplified Acquisition Threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41

U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the County including the manner by which it will be effected and the basis for settlement.

(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “Federally assisted construction contract” in 41 CFR Part 60-

1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964- 1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

(D) Davis-Bacon Act, as amended (40 U.S.C. 3141- 3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis- Bacon Act (40 U.S.C. 3141- 3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The County must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The County must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”).

The recipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The County must report all suspected or reported violations to the Federal awarding agency.

(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the County in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5).

Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40

U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

(F) Rights to Inventions Made Under a Contract or Agreement.

If the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or sub-recipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or sub- recipient must http://www.saratogacountyny.gov/ comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251- 1387), as amended—Contracts and sub-grants of amounts in excess of $150,000 must contain a provision that requires the non- Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

(H) Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201).

(I) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government-wide Excluded Parties List System in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3CFR Part 1989 Comp.,

p. 235), “Debarment and Suspension.” The Excluded Parties List System in SAM contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

(J) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)— Contractors that apply or bid for an award of $100,000 or more must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C.

1352. Each tier must also disclose any lobbying with non- Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

(K) See 2 C.F.R.§200.322 Procurement of recovered materials.

61. All questions regarding this bid should be directed to the Saratoga County Department of Central Services at (518) 885-

62. By submitting a bid/signing a proposal, or accepting a purchase order or contract you are indicating that you have read and will abide by these General Conditions.

INSTRUCTIONS TO BIDDERS

1. By these specifications, 25-PWRT-9R, it is the intent of Saratoga County, through its Department of Central Services, to secure a bid for the Removal of Trees. Sealed bids will be received until 11:00 a.m. Thursday, September 4, 2025 at which time bids will be publicly opened and read aloud. Any proposal received after the deadline listed in these instructions, by any delivery method, will be considered late and returned unopened.

2. Hard Copy (paper) Bids must be addressed to the Saratoga County Department of Central Services, 50 West

High Street, Ballston Spa, NY 12020 and must be in a sealed envelope plainly marked - BID FOR REMOVAL

OF TREES.

3. Electronic bids will be accepted for this solicitation. Electronic submissions are to be submitted only through the

Empire State Purchasing Group (bidnet) website. Electronic submissions will be made available to the County on the date and time listed in the invitation to bidders. Any electronic bid submitted in any other manner will not be considered.

4. The contract period is for one (1) year beginning September 15, 2025 through September 14, 2026 with the option to renew the contract on a yearly basis, up to an additional two (2) years, upon written agreement of both parties.

5. Insurance requirements are attached. Signed Indemnity and Insurance Agreement and a copy of your Certificate of Insurance must be returned with your bid.

6. This Agreement shall be void and of no affect unless through the term of this Agreement CONTRACTOR, in compliance with the provisions of the Worker’s Compensation Law, shall secure compensation for the benefit of and keep insured during the life of this Agreement such employees as are required to be insured according to law.

7. Contractor must comply with Section 220 of the Labor Law as it pertains to the payment of the minimum prevailing wage rates for Saratoga County. A schedule of these wage rates may be obtained upon request. The contractor must also comply with all other Federal, State, and Local laws and regulations applicable to this type of work.

8. Award will be based on the total cost of all items, using the estimated quantities listed.

9. The quantities listed are estimated only. However, each contract shall be for the quantities actually ordered during the contract period. The contractor must furnish all quantities actually ordered during the contract period.

10. Under NYS General Municipal Law Section (103), subdivision (3), it is the intent of this Request For Bids that all political subdivisions, and districts located in the State of New York, be entitled to make purchases of materials, equipment or supplies from the resulting bid award. Each participating entity shall be billed by and make payment directly to the successful bidder. In the event of a failure or breach in performance of any such bid by a participating entity or the successful bidder, Saratoga County, specifically and expressly disclaims any and all liability for such defective performance or breach, or failure of either party to perform in accordance with its obligations, covenants and the terms and conditions of this bid.

11. Purchases by Saratoga County are not subject to any sales or federal excise taxes. Saratoga County is also exempt from the Transportation Tax.

12. Saratoga County distributes bidding documents through the Empire State Purchasing Group website (http://www.empirestatebidsystem.com/) or through the Saratoga County Purchasing Office. Copies of bidding documents obtained from any other source are not considered official documents. Only those vendors who obtain bidding documents from either the Saratoga County Purchasing Department or from the Empire State Purchasing Group website are guaranteed to receive addendum information, if such information is issued. If you have obtained this document from any other source you are strongly encouraged to obtain an official copy.

INSTRUCTIONS TO BIDDERS page 2

13. Saratoga County will reject any bid that does not have a signed Statement of Required Disclosures, Representations, and Certificates that includes the Non-Collusive Bidding Certificate, a Certificate of Compliance with the Iranian Divestment Act, and a Certificate for the Prevention of Sexual Harassment, and binds the bidder to their proposal (attached).

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

15. Saratoga County, through its Purchasing Division, reserves the right to accept any alternate proposal not significantly altering the bid specifications.

16. Saratoga County, through its Purchasing Division, reserves the right to reject parts of any or all bids.

17. All questions regarding this bid should be directed to the Purchasing Division at (518) 885-2210.

Removal of Trees

SPECIFICATION 25-PWRT-9R

Removal of Trees

It is the intent of these specifications to describe the removal of those trees which shall be designated by Saratoga County.

GENERAL:

The contractor shall furnish materials, equipment, machinery, tools, labor, services, insurance, etc.

except as provided herein to do and perform all of the work necessary and incidental to the removal of trees designated and ordered removed by Saratoga County.

TREES TO BE REMOVED:

Contractor shall remove only those trees which shall be designated by Saratoga County. Trees to be removed shall be designated with a readily identifiable mark on the tree. No tree shall be removed unless so marked.

PROTECTION OF UTILITIES AND PRIVATE PROPERTY:

The contractor shall progress all work in such a manner as to cause no damage to public utility poles, power lines, telephone lines and other private property. Most of the trees which will be designated for removal by the contractor must have limbs cut and lowered to the ground before the tree can be felled because of utility lines or private structures. The contractor shall notify the owner of any utility poles, cables, lines, wires, guides or braces connected or attached to, over, under or adjacent within 40 feet of the tree to be removed, not less than 24 hours before starting work on said tree.

CUTTING OF STUMPS:

All stumps shall be cut to within 3" of the adjacent ground level or in such a manner as not to create a hazard to public safety.

METHOD OF REMOVAL:

All limbs 8" or more in diameter shall be cut and lowered to the ground on ropes or cables. The trunk shall be felled either in sections or whole in such manner so as not to damage any property, private or public, including lawns, highway pavements, shoulders, etc.

PROTECTION OF HIGHWAY PROPERTY:

The contractor shall endeavor at all times to protect the highway pavement, shoulders, ditches, guide posts, guard rails, signs, culvert headwalls, etc. from damage and shall be responsible for repairs to or replacement of any damage caused by him in the course of the execution of this contract.

PROGRESS OF WORK:

The contractor shall begin work not more than five (5) days after notification or receipt of order. The contractor shall give the County Commissioner of Public Works not less than 24 hours notice of the time and date of starting work. No work shall progress during periods of weather requiring snow removal, ice control or other operations of emergency nature. In the event of postponement of work because of weather, an extension of time to start shall be allowed. Work shall progress continuously to completion for each tree before removal of the next tree is started, as determined by the Saratoga County foreman, or designee, on site.

CONTRACT PRICE:

The County shall pay the contractor for the performance of the contract in the manner and subject to all conditions stated herein (6” to 12” dbh), (over 12" to 18" dbh), (over 18" to 24" dbh), (over 24" to 36" dbh) and (over 36" dbh) per tree removed. (dbh= average diameter breast high, measured 4.5 ft.

above ground)

SPECIFICATION 25-PWRT-9R – Removal of Trees page 2 of 3

EXPERIENCE OF THE CONTRACTOR:

The contractor shall have been engaged in the business of tree removal on a full-time basis for not less than five (5) years. The contractor shall own sufficient and adequate equipment necessary for the execution of the contract, to include, but not limited to, a minimum 85’ crane and minimum 50’ bucket truck.

SUPPLIES AND MATERIALS:

Saratoga County shall not furnish or purchase any supplies or materials from the contractor or for the contractor from any source as a result of this contract or its execution.

PAYMENT ON CONTRACT:

Payment to the contractor shall be lump sum per tree and shall be made only after complete and satisfactory removal of each tree and the execution of a Saratoga County voucher by the contractor for the trees removed. Payment for removal of any trees shall in no way relieve the contractor of liability for damage caused by removal of that tree.

WORK FOR MUNICIPALITIES:

All provisions of this specification and the ensuing contract shall be extended to all municipalities in the County of Saratoga, and work ordered by them shall be furnished according to their needs at the prices and terms of the contract.

DAILY SERVICE SLIP (mandatory):

Contractor shall contact the Commissioner of Public Works or his representative by the end of the next working day after notification for tree removal by the County. In addition, contractor is responsible for supplying daily service slips; indicating day, tree size, and number of trees removed. Each service slip is to be signed by the County’s foreman or representative.

EMERGENCY WORK:

When tree removal is designated as "Emergency Work", contractor shall begin removing trees within 24 hours.

OPTION A – Contractor is responsible for entire job, Saratoga County has no interaction with the tree removal process.

Protection of Traffic:

The contractor shall erect signs, post flagmen, and place barricades, as necessary, for protection of traffic. All signs and the placement of all signs shall be in accordance with the current “New York State Manual of Uniform Traffic Control Devices”. No work shall progress unless an approved warning sign not less than four (4) sq. ft. in diameter is posted in the highway, approximately 300’ in each direction from the tree being removed. Traffic shall be maintained continuously except for periods of not more than 30 minutes during which a tree may be across a highway. No work shall progress at night.

Site Clearing:

The contractor shall cut for loading, and remove from the pavement and shoulders, all brush, limbs, logs, stubs, butts, etc. before stopping work at the end of the day.

Cutting of Stumps:

All stumps shall be cut to within 3” of the adjacent ground level or in such a manner as not to create a hazard to public safety.

SPECIFICATION 25-PWRT-9R – Removal of Trees page 3 of 3

OPTION B – Contractor works with Saratoga County during tree removal process.

Protection of Traffic:

The County shall erect signs, post flagmen, and place barricades, as necessary, for protection of traffic. All signs and the placement of all signs shall be in accordance with the current “New York State Manual of Uniform Traffic Control Devices”. Traffic shall be maintained continuously except for periods of not more than 30 minutes during which a tree may be across a highway. No work shall progress at night.

Site Clearing:

The contractor shall cut all limbs and logs to a size which may be loaded easily on an 8’ x 7’ dump truck and in no event shall any be longer than 12’. All material which is too large or heavy to be safely loaded by hand shall be loaded, by the County, on County trucks for disposal. The County shall furnish dump trucks, drivers, and laborers to clean the site of all limbs, brush, and debris. The County shall furnish the place of disposal for the removed trees.

Stump grinding to be done by the County.

PROPOSAL

agrees to provide the Removal of Trees (firm name) for the Saratoga County Public Works Department, as called for in specification 25-PWRT-9R.

ESTIMATED

TREE SIZE

QUANTITY

OPTION A

BID PRICE

OPTION B

BID PRICE

6” to 12” dbh

$ /ea.

$ /ea.

over 12" to 18" dbh 10 $ /ea. $ /ea.

over 18" to 24" dbh 17 $ /ea. $ /ea.

over 24" to 36" dbh 50 $ /ea. $ /ea.

over 36" dbh 50 $ /ea. $ /ea.

(note: dbh = tree diameter breast high - 4.5 ft. above ground)

Saratoga County, through its Purchasing Department, reserves the right to reject parts of any or all bids.

INDEMNITY AND INSURANCE AGREEMENT

IT IS HEREBY AGREED by , the CONTRACTOR, as follows:

INSURANCE

CONTRACTOR’S LIABILITY INSURANCE

The Contractor shall purchase and maintain such insurance as will protect him from all claims as set forth below, which may arise out of or result from the Contractor’s operations under the Contract, whether such operations be by himself or any subcontractor or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable:

1. claims under workmen’s compensation, disability benefit and other similar employee benefit acts;

2. claims for damages because of bodily injury, occupational sickness or disease, or death of his employees;

3. claims for damages because of bodily injury, sickness or disease, or death of any person other than his employees;

4. claims for damages insured by usual personal injury liability coverage which are sustained (1) by any person as a result of an offense directly or indirectly related to the employment of such person by the Contractor, or (2) by any other person; and

5. claims for damages because of injury to or destruction of tangible property, including loss of use resulting therefrom.

Certificates of Insurance acceptable to the County shall be filed with the County prior to commencement of the work. These Certificates shall contain a provision that coverage afforded under the policies will not be cancelled until at least 30 days prior written notice has been given to the County by certified mail.

The Contractor’s Comprehensive General Liability Insurance and Automobile Insurance shall be in an amount not less than One Million Dollars ($1,000,000) for injuries, including accidental death, to any one person and subject to the same limit for each person, and in an amount not less than One Million Dollars ($1,000,000) on account of one occurrence. The Contractor’s Property Damage Liability Insurance shall be in an amount not less than One Million Dollars ($1,000,000). The Contractor shall require his subcontractors to procure and to maintain during the life of his subcontract, Subcontractors’ Comprehensive General Liability, Automobile Liability, and Property Damage Liability Insurance of the type and in the same amounts as specified hereinabove. The Contractor’s and his subcontractors’ Liability Insurance shall include adequate protection against the following special hazards:

Bodily Injury and Property Damage – completed job operation and/or products liability at before mentioned limits with $1,000,000 for bodily injury and $1,000,000 aggregate for operations, protection, contractual and products and/or completed job operations. Property Damage shall be on the broad form and shall include coverage for explosion, collapse and underground damages.

The above insurance is not, and shall not be construed as, a limitation upon CONTRACTOR’s obligation to indemnify the COUNTY.

Attorney’s Approval

All documents submitted shall be subject to the approval of the Saratoga County Attorney as to form and content.

HOLD HARMLESS

The CONTRACTOR shall, at all times, indemnify and save harmless the COUNTY from and against any and all claims and demands whatsoever, including costs, litigation expenses, counsel fees and liabilities in connection therewith arising out of injury to or death of any person whomsoever or damage to any property of any kind by whomsoever, caused in whole or in part, directly or indirectly, by the acts or omissions of the CONTRACTOR, any person employed by the CONTRACTOR, its Contractors, subcontractors, materialmen, or any person directly or indirectly employed by them or any of them, while engaged in the work hereunder. This clause shall not be construed to limit, or otherwise impair, other rights or obligations of indemnity which exist in law, or in equity, for the benefit of the COUNTY.

IN WITNESS WHEREOF, the CONTRACTOR have set its hand this day of , .

SIGNATURE

NAME & TITLE

INSURANCE - CONTRACTOR (Removal of Trees - 25-PWRT-9R – 9/4/25)

VENDOR INFORMATION

FOR THE COUNTY OF SARATOGA

Please complete the following information which is necessary in order for Saratoga County to track vendor applicant information and the County’s purchasing process.

Business Name

Address

Business Type (Sole Proprietorship, Corporation, LLC, etc.)

Is your business a Disadvantaged Business Enterprise (DBE)? Yes No

Is your business a Minority and Women-Owned Business Enterprise (MWBE)? Yes No

Does your business have a small business status? Yes No

Any other business status, please provide information:

Provide the name of the Certifying Entity (ties):

Have you conducted business with the County before? Yes No

If the answer to the above question is NO, please provide your Federal ID Number and attach a copy of your W-9

Form. FEIN # :

How did you discover this Bid opportunity?

Do you use the Empire State Municipal Purchasing Group Website (BidNet)? Yes No

If Yes, do you find it useful (explain) or if No, why?

Completing the above information does not change your chances of being awarded a contract. The information collected will NOT be sold and will not be used to contact you.

Thank you.

Vendor Information

STATEMENT OF REQUIRED

DISCLOSURES, REPRESENTATIONS AND CERTIFICATIONS

Note: ALL Sections on the following pages must be completed and this Statement must be SIGNED (see Instructions to Bidders for Electronic Signature Requirement)

Name of the Reporting Entity:

Address:

Remit to Address if different from above:

FID No.:

Name of Individual Completing thisform:

Title/Position:

Telephone Number: ( )

Fax Number:

EMAIL address:

EMAIL address (for Purchase Orders to be emailed, this is mandatory):

SIGNATORY FIRST & LAST NAME:

SIGNATORY TITLE:

Disclosure Requirements under New York State Finance Law Sections 139-j and 139-k

1. Background:

In compliance with New York State Finance Law Sections 139-j and 139-k, any individual or entity applying for this procurement must submit certain disclosures concerning its compliance with the state's procurement lobbying rules.

2. Disclosure of Prior Findings of…