RFB-0011273.pdf

County of Onondaga

Executive Department -- Division of Purchase John H. Mulroy Civic Center, 13th Floor

421 Montgomery Street Syracuse, New York 13202-2989

Phone (315) 435-3458 -- Fax (315) 435-3424

INVITATION TO BID -- INSTRUCTIONS TO BIDDERS

Bid Reference: BID0011273

Procurement Description: UV-17 Unit Ventilator Replace

Date of Bid Release: 09/04/2025 at 02:27 PM

Deadline for Submission of Questions: September 12, Bid Submission Deadline: 09/25/2025 at 02:27 PM

Is a Bid Security Required? Yes

Pre-Bid meeting: Yes

If a Bid Security Required, the amount of such security is as follows: 5%

Is a Performance Security Required? Yes

PRC Number: Yes PRC Number: 2025010803

If a Performance Security is required, the amount of such security is as follows: 100%

MWBE Required: No

Onondaga County is soliciting sealed bids for the above referenced procurement, as described in the specifications and documents referenced in this Bid Packet. Bids must be received and accepted no later than the final submission date and time set forth above. Bid related questions must be received in writing no later than the date set forth above.

Pre-Bid Meeting: A pre-bid meeting will be held on 09/10/2025 10:00 AM

Syracuse Metropolitan Wastewater Treatment Plant Conference Room, Administration Building 650 Hiawatha

Boulevard West, Syracuse, NY 13204.

Bidders’ Attendance at this meeting is strongly recommended to understand the scope of this project. Any information missed by not attending pre-bid meeting will be at the vendor's risk.

Note: All bid information provided is accurate to the best of our knowledge; however, field verification by the

Contractor is required and mandatory.

Such sealed bids or Bid related questions will be received either electronically through the PeopleSoft vendor portal or in paper form at the Office of the Purchasing Director, John H. Mulroy Civic Center, 13th floor, 421 Montgomery Street, Syracuse, New York 13202.

- To register for the vendor portal, use the following link: https://supplier.ongov.net. Becoming a registered vendor will also allow your firm to access future bid solicitations through the portal

- For bids submitted on paper, bid documents must be sealed in an envelope and clearly marked on the outside with the name of your firm, the above Bid Reference Number, and the Final Date of Submission for Sealed Bids. Faxed bids are unacceptable.

Bids must be submitted on the provided Bid Proposal Form.

Each bidder shall provide with its proposal a bid security in the form of a bid bond, certified check, bank cashier/teller/treasurer's check, payable to the County of Onondaga, or cash, in the amount of 5%. The bid security is a guarantee extended to the County by each bidder, promising that such bidder will contract with the County in the event that the bid is accepted.

No late bids are accepted for any reason.

Onondaga County reserves the right to reject any or all bids in the sole discretion of the Director of Purchase, or such officer's designee.

Daniel Hammer Director of Purchasing

INSTRUCTIONS TO BIDDERS

Bidder must submit the following:

1) Properly completed and executed Bid Form with Certification (Exhibit 2).

2) Non-Collusion Certification.

3) Certification of no Conflict of Interest or Detrimental Effect

4) Iranian Divestment Certification

5) Prevention of Sexual Harassment Certification

6) Completed Form W-9

7) If applicable, the Specialty Sub-Contractor Listing (NY GML §101(5) -- Wicks) in a separate sealed envelope within the Bid envelope.

8) If applicable, the Minority- and Women-Owned Business Enterprise (MWBE) and EEO Utilization

Plan included with these bid documents.

Documents that are Part of this Bid (Bid Packet):

The following additional documents are incorporated by reference into this Bid Solicitation:

Procurement Documents:

Invitation to Bid -- Instructions to Bidders (this document) Exhibit 1: Technical Specifications and Contract Duration.

Exhibit 2: Bid Form with Certification.

Contract Documents (Listed in next Section).

Additional Certifications (Listed Below).

Contract Documents:

Agreement Form Exhibit 1: Technical Specifications and Contract Duration.

Exhibit A: Contract Pricing Sheet (Provided at time of contracting and derived from the awarded bid) Exhibit B: Standard Terms & Conditions.

Exhibit C: Insurance Requirements.

Prevention of Sexual Harassment The below listed Additional Certifications Form W-9 The following (if applicable):

Minority- and Women-Owned Business Enterprise (MWBE) Prevailing Wage Case Number Specialty Sub-Contractor Listing (NY GML §101(5) -- Wicks)

The successful bidder will enter into the above Agreement after it is modified to include the Bidder's accepted bid prices. The Agreement will then require duly issued Purchase Orders which will authorize proceeding with incremental procurement of items or work.

Additional Certifications:

Non-Collusion Certification.

Certification of no Conflict of Interest or Detrimental Effect Iranian Divestment Certification Prevention of Sexual Harassment Certification

Components of Bid Submissions:

Each bid must be signed by an authorized officer or agent of the Bidder on the provided Bid Form with Certification (Exhibit 2) with the additional documents and certifications referenced above.

Bidder shall properly complete the Bid Form and Certification (Exhibit 2) and state clearly any variation from anything identified within the specifications.

Brand names and model numbers shall be furnished on all items proposed within the bid, including information necessary to demonstrate compliance with the specifications.

Bidder should submit with its bid any information, specifications, circulars, etc. that will explain or clarify the differences from or compliance with the specifications.

Bidder must provide a properly completed IRS Form W-9.

Partnerships:

Bids submitted by partnerships must be signed using the partnership name by one of the members of the partnership. Alternatively, an authorized representative of such partnership may sign the bids, with the signature followed by the printed name and title of the person signing.

Corporations:

Bids by corporations must be signed with the name of the corporation, with the signature followed by the printed name and designation of the president, vice-president or person authorized to bind the corporation in this matter. A corporate resolution may be required to confirm authorization.

Manufacturer's Agent:

Bids by agents of a manufacturer must be accompanied by a certification showing that the agent is authorized to bind the manufacturer in this matter.

Bid Certification:

By submitting a bid, Bidder agrees to timely provide all the material, equipment, labor and/or services set forth in the Technical Specifications and Contract Duration Exhibit 1, at the Prices set forth in its Bid. Bidder agrees to perform in accordance with the terms and conditions of the attached Agreement and the other documents referenced therein.

Onondaga County reserves the right to reject any or all bids in the sole discretion of the Director of Purchase, or such officer's designee.

Submission of Bids:

Bids remain sealed until publicly opened and read by the Onondaga County Division of Purchase.

Bids shall be opened at 2 p.m. in the office of the Onondaga County Division of Purchase, 421 Montgomery Street, Syracuse, NY 13202, on the day bids are scheduled to be received. See the Bid Submission Deadline for the specific date.

Bids must be received, with the date and time stamped by the Division of Purchase, prior to the Bid Submission Deadline.

Bidder assumes all responsibility for completing on-time delivery of its sealed bid to the Division of Purchase.

No late bids are accepted for any reason:

To submit a bid, each bidder shall use the proposal form and or pricing/page furnished by the Division of Purchase. The County will accept this form in an envelope that is clearly marked with your company name, the bid reference number, and the date the bid is due. Envelopes must be sealed when submitted.

Faxed or emailed bids will not be accepted.

Separate bid envelopes must be submitted for each bid reference number.

Bidders may submit bids on any one or group of items, provided that the unit prices are shown as requested in the Bid Form (Exhibit 2) and the Technical Specifications (Exhibit 1).

Method of Award:

County reserves the right to reject any and all bids at its discretion, in whole or in part.

County reserves the right to accept or reject any item in the bid, awarding the contract resulting from the bid, in whole or in part, to the lowest responsive and responsible bidder. Such award shall be made within 45 days of opening, unless otherwise specified.

County reserves the right to increase or reduce quantities.

Bids will be evaluated by the Division of Purchase and the department requiring the goods, equipment, or services.

Only the Division of Purchase shall issue to the successful bidder a letter indicating notice of the intent to contract. Such notice is not a notice to proceed.

Protests of companies, products or services being offered from competing bidders must be made within 3 days of bid opening, in writing, to the Director of the Division of Purchase.

If the County rejects the lowest bid, for any reason, such bidder will have 48 hours in which to submit a written statement to the Director of the Division of Purchase explaining why the bid was responsive and the bidder was responsible. Thereafter, the County may proceed to issue a letter indicating its intent to contract to the lowest bidder that is both responsive and responsible.

Withdrawal of Bids and Errors:

Bids may be withdrawn at any time prior to the bid opening by written request of the bidder to the Director of the Division of Purchase.

Errors in accordance with NY General Municipal Law Sec. 103(11) may be grounds for withdrawal of the bid after opening at the request of the bidder and at the discretion of the Purchasing Director.

In case of an error in extending the total amount of the bid, the individual unit prices will govern.

GENERAL INFORMATION FOR BID DEVELOPMENT AND SUBMISSION

Standard Terms and Conditions:

County's Standard Terms and Conditions, found in Exhibit B, are incorporated within and made a part of this Bid and the subsequent Agreement.

Additional Insurance Obligations:

Contractor's Insurance Obligations, found in Exhibit C, are incorporated within and made a part of this Bid and the subsequent Agreement.

Special Conditions:

The Special Conditions set forth below are a part of this Bid.

Renewal:

The parties may agree to extend this Agreement for not more than two additional periods of one year each, where any such extension is to be in the form of an amendment duly executed by all parties.

Pricing:

Prices must be stated in units of quantity specified. Prices submitted by bidders must be held firm for forty-five

(45) days from the date of the bid opening. Prices shall be in US funds only.

Price includes all delivery charges for packing, crating, containers, shipping FOB the County or Project site as directed by the County, clean up and disposal of packing materials and, if applicable, installation of materials purchased.

Prices bid shall be the full amount of compensation to be paid by the County for all items to be furnished under this contract, irrespective of the time of shipment or delivery, unless otherwise expressly provided.

Applicable sales tax exemption certificates will be provided upon request.

Where pricing is described in both words and numerals, the words will govern.

Cash or early payment discounts will not be considered in determining low bidder.

Execution of Contract:

The successful bidder must return the signed contract, completed insurance certificates and performance security within fourteen (14) days from the date of the letter of intent to contract and receipt of a properly drafted contract from the County.

Reporting and Documentation:

Contractor shall report directly to [need bind] who is designated as the point of contact to act on County's behalf in directing and reviewing Contractor's services. This point of contact does not have authority to bind the County.

To the extent practicable, deliverables are to be provided in an electronic format, unless otherwise directed by County within the Solicitation.

Notice to Proceed -- Use of Purchase Orders:

Contractor is not authorized to provide goods, equipment, services, or, in any other manner, commence work under the Agreement until and unless County issues a purchase order duly executed on behalf of the County to Contractor for specific work or materials, consistent with an executed amendment (describing a phase, task, or deliverable). The purchase order shall constitute notice to proceed for such work. Contractor shall be limited to providing only the work specified on the purchase order and shall not incur costs or invoice County for amounts in excess of the purchase order. No oral modifications are permitted.

One or more purchase orders may be needed to accomplish the work of this Agreement, including any executed amendments. Under this Agreement, work may be phased or otherwise delivered at specific times in connection with a developed work schedule. County may choose to issue supplemental task orders or directives as may be needed to implement such work plan. The use of such supplemental documents, if any, may be specified within the purchase order or statement of work.

In the event Contractor reasonably anticipates costs or compensable work in excess of the dollar amounts authorized under a purchase order, Contractor shall promptly notify County and seek direction.

No purchase order shall be issued where the work is reasonably anticipated to extend beyond the end of the term, as specified herein. If it is reasonably anticipated that work shall extend beyond the end of the term, an extension in the form of an executed amendment should be in place, and Contractor shall promptly notify County and seek direction.

The County's obligation to make any payments under a contract resulting from this bid shall be limited to such amounts as has been duly appropriated by the County and made available for such contract. Until such time as a purchase order is issued by County for specific work, following a certification within the County that funds are appropriated and available to support such work, County shall not incur a financial obligation under this Agreement for such work.

Use of Electronic Contract System -- Permitted for Bids:

Bidder acknowledges that any contract awarded through this solicitation shall constitute the agreement governing the transaction described herein and that such contract takes precedence over inconsistent information relative to the transaction located within the Supplier Contract System/PeopleSoft, where such information is kept for administrative convenience. The parties further acknowledge that the use of electronic signature, affixed through DocuSign, may be accepted as valid and binding, provided that the proper security protocols are followed. The documents may be signed in counterparts.

Security for Bids:

If required on the front page of this bid packet, each bidder shall provide with its proposal a bid security. Such security may be in the form of a bid bond, certified check, bank check, each payable to Onondaga County, or cash. The amount of the security shall be as stated on the front page of this bid packet.

The bid security is a guarantee extended by each bidder to the County (or municipality utilizing a contract resulting from this solicitation) promising that such bidder will contract with the County in the event that the bid is accepted.

The performance security bond, issued in accordance with the Standard Terms & Conditions, provides a guarantee for the faithful performance of a contract awarded to a bidder through this solicitation.

Bid security deposits will be released by the County to all but the three lowest bidders at such time as the County issues its written intent to award. Bids lacking bid security at the time of opening, when required, will not be eligible for award.

Bid Security will be forfeited and paid to the County in the event a Bidder, who has timely been asked to proceed to contract, fails to timely do so.

SPECIAL CONDITIONS

Each Bid Response is further subject to the following Special Conditions.

Use of Brand Names, Model Numbers or other References:

References within the specifications to a trade name, manufacturer's catalog or model number are intended to establish the type and quality of materials, supplies or work desired.

If Bidder proposes goods, equipment, supplies, and methods that are not as specified, Bidder warrants that the proposed items are equal or better quality to the specified items in all respects. Each variance from any specified item must be clearly and fully stated within the bid. Bidder should provide supporting documentation (catalog cuts, product literature, model number's, etc.) for each such item as part of its bid.

The Purchasing Director will determine, in such officer's sole discretion, whether such variant goods, equipment, supplies, and methods by which work is to be performed are accepted as being equal to the goods, equipment, supplies, and methods by which work is to be performed stated within the specifications.

Purchases by other Governmental or Authorized Entities:

Consistent with provisions of General Municipal Law § 103 and other applicable law, rules, and regulations, this contract is intended to be open and available for use by other government entities, including, but not limited to, counties, towns, and villages within New York State, and certain authorized users. Any such entity wishing to use this contract should consult with counsel as to its applicability and/or suitability within the specific context of such entity's governmental structure, authorized procurement processes, and market for comparable goods and/or services, accounting for such other factors as may be relevant to such transaction.

The County shall not be responsible for paying any costs incurred by such entity in using this contract, where such responsibility shall be borne solely and exclusively by the entity actually receiving services under this contract. Contractor and any such entity shall memorialize and provide in a separate written instrument responsibility for payment and performing other obligations, including terms and conditions that may differ from this contract. The County shall not be responsible for liability arising from such use by any such entity in using this contract.

This contract shall be held open for such use, at prices quoted on the bid, for the entire term of the contract.

In the event that there are any minimum order requirements, delivery charges, or other deviations from the prices offered to County to be applied to purchases by such entities, any such deviations shall be clearly stated in the bid. No such charges to the entities purchases through this contract shall be permitted if such are not expressly contained in the original bid.

In all places where "the County" is used, the name of the entity making the purchase through this contract shall be substituted therefor, except for actions to be performed expressly by the County's Division of Purchase.

Interpretations:

By submitting a bid, bidder understands, acknowledges, and otherwise agrees that the Purchasing Director does expressly have the right to determine the meaning of terms used within specifications, and such determination shall control, be binding, and be final.

The Purchasing Director may make corrections to errors or omissions in specifications, when such corrections are necessary for the proper fulfillment of the intention of such specifications.

Bidders shall submit all requests for interpretations and questions relating to bid requirements, specifications, drawings, etc. in writing to the contact person identified in the Instructions to Bidders not later than the deadlines listed above.

No interpretation will be made to any bidder orally. Interpretations made will be by addendum, if required, and provided to all known prospective bidders.

Bidders bear full responsibility for searching for the existence of written interpretations issued through the Purchasing Division.

Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from its obligations and performance to be made under its bid as submitted.

Failure to request an interpretation constitutes a waiver of potential claims regarding ambiguities or misunderstandings arising from the specifications, where such would have been claimed to have caused a bidder to improperly submit its bid or to otherwise inadvertently bid on certain items.

County reserves the right to waive non-material deviations from bid specifications.

By submitting a bid, bidder understands, acknowledges, and otherwise agrees that the County shall not accept a plea of ignorance relating to data, conditions, policies or requirements as a reason for failure or default on the part of the bidder to fulfill in every respect all the requirements of the contract. Further, such shall not be accepted as the basis for any claim for increased compensation.

See also, Ambiguities or Conflicts within Contract Documents, in Exhibit B, Onondaga County: Standard Terms and Conditions.

Inspection, Samples and Testing:

Material offered under a bid shall be available for inspection before delivery at a point agreed upon between the bidder and the Purchasing Director.

Samples are required to be furnished by the bidder at the request of the Purchasing Director. Samples are to be furnished at no cost to the County. Samples will be returned only at the cost of the bidder when requested within ten (10) days of bid award. Absent such timely request, the samples are deemed property of the County.

Some samples may be retained for the life of the contract to verify delivery is in compliance with specifications.

By submitting a bid, bidder understands, acknowledges, and otherwise agrees that bidder shall bear responsibility for the cost of all deliveries tested by the County.

Delivery and Acceptance:

Time is of the essence: Delivery of goods, equipment, services, or other work in connection with this solicitation is required to be made on or before the date specified herein.

If County has specified a schedule for delivery within this solicitation, County may direct expedited delivery in the event that bidder, after receiving an award, fails to deliver according to such schedule. In such event, the bidder shall be responsible for all related costs of expediting.

Failure to deliver as specified may result in termination of the contract and may further disqualify your firm from receiving future contracts for at least two years, as such failure may be considered, among other factors, when determining your firm's responsibility in connection with performance on public contracts.

County shall assume no liability for any expense or loss because of early termination arising from a failure to perform according to the delivery schedule, where established, or in a reasonable manner, where a schedule is not established.

No work is authorized until and unless County issues a purchase order, with such work including the shipment or delivery of goods, equipment, or services described within this solicitation.

Condition: Any goods or equipment to be purchased in connection with this solicitation shall be delivered in good condition to the designated destination. Performance is to be in a manner consistent with this solicitation.

All broken and/or damaged items received by County shall be replaced by the contractor, immediately, at his own cost and expense.

Unless otherwise specified, all equipment offered in response to this solicitation shall be standard, new, the latest model, or a regular stock product, with parts available and with equipment and parts that are not currently scheduled to be discontinued.

Bidder shall guarantee that no attachment or part has been applied contrary to manufacturer's recommendations.

Acceptance: Performance of the work will be deemed complete only upon delivery and acceptance by County after inspection. Payment alone does not constitute acceptance. County may reject the work or otherwise return goods, in whole or in part, at its discretion, reasonably exercised. Acceptance does not waive claims by County for damages arising from this transaction. For return of goods, your firm agrees to pay delivery costs.

Charges and Fees: Unless provided otherwise by County in writing, bidder agrees to deliver goods FOB Destination, Prepaid and Allowed, with bidder bearing the risk of loss until the goods reach the designated destination and paying for all costs of delivery.

To the extent practicable, deliverables are to be provided in an electronic format, unless otherwise directed by County's designated point of contact or in the specifications.

Payments:

All public contracts are executory only to the extent of the monies appropriated and available for the purpose of such contracts. No liability on account thereof shall be incurred by County beyond monies appropriated and available for such purpose.

Compensation shall be paid based on unit pricing stated within the bid submission resulting in a contract award.

No additional charges may be imposed, including, without limitation, delivery charges and travel costs, unless the County expressly agrees to such charges in writing. In no event shall County be obligated to pay compensation for amounts in excess of the pricing on the bid sheet, unless otherwise agreed in writing, where such shall be in full and final satisfaction of work arising out of this solicitation.

County shall receive invoices, referencing the number assigned to a contract resulting from this solicitation and detailing the basis for the claimed compensation (i.e., hours worked, percentage of phases completed, or deliverables received). Documentation shall be provided to support such claim, as reasonably needed, consistent with the terms and conditions of the contract arising from such solicitation. Such documentation shall be promptly provided to County's designated point of contact upon request.

All payment shall be made using procedures consistent with the Onondaga County Charter and Administrative Code.

Payment will be made upon compliance with the following:

1) Prior issuance of a Purchase Order by the Division of Purchase within the scope and limits of the Contract for the work/material being invoiced;

2) Full and faithful performance/delivery of the work/material authorized by such Purchase Order;

3) Acceptance of the work/material by County's duly authorized designee;

4) Receipt of vendor invoices within the limits of such previously authorized Purchase Order.

5) Receipt of Certified Payrolls pursuant to the NYS Labor Law where applicable.

Partial payments for delivered items or quantities of a bid may be made by County upon presentation of properly executed claim voucher or invoice, unless otherwise stated.

By submitting a bid in response to this solicitation, bidder, if awarded a contract, agrees:

1) County may withhold, out of any amounts due the contractor, sums sufficient to cover any unpaid claims by mechanics or laborers for work or labor performed under this contract; provided, that the notice in writing of such claims, signed by the claimants, shall have been previously filed.

2) Unless otherwise specified, County may in any contract involving construction work or labor retain up to five percent (5%) of the amount of the contract until final completion and acceptance of all work covered by the contract.

3) Bidder agrees that Bidder shall not be entitled to demand or receive any payment except in the manner set forth in this contract.

Governing Laws and Regulations:

This solicitation, including any resulting contracts and performance thereunder, shall be governed by and construed in accordance with the internal laws of the State of New York, without giving effect to otherwise applicable principles of conflicts of law. For legal disputes, venue shall be a State or Federal court of competent jurisdiction located within Onondaga County, and bidder, by submitting its bid, consents to such jurisdiction. County does not agree to arbitration.

Bidder shall be responsible for obtaining knowledge of and complying with all applicable laws, rules, and regulations, including, without limitation, payment of prevailing wages for public works projects.

Such compliance is a material obligation of any contract resulting from this solicitation, bidder's failure to comply with these provisions affords County the right to pursue any and all remedies for breach of agreement.

Bidder shall obtain at its own expense all licenses or permits required for its services or work in connection with this solicitation, prior to the commencement of performance.

Special attention is called to those laws and requirements set forth below:

Section 103-d of the state's General Municipal Law requires the signing of a non-collusion certification, which reads:

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

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

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

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

By submitting this bid, the bidder warrants that this bid is made without any connection with any person making another bid for the same contract and that the bid is in all respects fair, and without collusion or fraud; also that no member of the County Legislature or other officer of the County or any person employed by the County is directly or indirectly interested in said bid or in the supplies or work to which it relates or in any portion of the profits thereof.

The Toxic Waste Right to Know Law requires the bidder, supplier, manufacturer to provide, upon delivery, any and all information required by law. County reserves the right to refuse shipments and payment when Safety Data Sheets (SDS) are not immediately supplied upon request.

Bidder will maintain Worker's Compensation during the life any resulting contract for the benefit of the bidder's employees.

The provisions of NY Labor Law §220-e are incorporated within and made a part of any resulting contract.

Specifically, bidder acknowledges that discrimination on the basis of race, creed, color, disability, sex or national origin is prohibited under various provisions of federal, state, and local law, including applicable rules and regulations.

NY Labor & Prevailing Wage Laws:

The provisions of NY Labor Law, including those pertaining to wages and public work, are incorporated within and made a part of any resulting contract to the extent they are applicable, including certified payrolls.

For construction projects that disturb more than one acre in total, construction contractors will be responsible for implementing storm water runoff control measures in accordance with the specifications. All construction projects disturbing more than one acre must control storm water runoff in full compliance with the SPDES general permit for storm water discharge from construction activity. The selected contractor will certify their intent to comply with County's storm water management program.

Iranian Divestment Act Compliance:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not a person engaging in investment activities in Iran in accordance with Section 165-a of the State Finance Law as set forth on the list found at: https://ogs.ny.gov/iran-divestment-act-2012.

In the absence of the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the State Finance Law each bidder and each person signing on behalf of any bidder certifies that to the best of their knowledge the Bidder: does not provide goods or services of twenty million dollars or more in the energy section of Iran, including a person that provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or liquefied natural gas, for the energy sector of Iran; or is not a financial institution that extends twenty million dollars or more in credit to another person, for forty-five days or more, if that person will use the credit to provide goods or services in the energy sector in Iran.

Clauses Required by Law:

Each and every provision of law and clause required by law to be part of a contract resulting from this solicitation shall be deemed to be part of such contract, to have been inserted in this contract, and shall have the full force and effect of law.

Technical Specifications and Contract Duration Exhibit #1

County of Onondaga Executive Department - Division of Purchase

John H. Mulroy Civic Center, 13th Floor 421 Montgomery Street

Phone (315) 435-3458 - Fax (315) 435-3424

Procurement Description: UV-17 Unit Ventilator Replace

Date of Bid Release:

09/04/2025 at 02:27 PM

Bidder: PUBLIC EVENT

DETAILS

Submit To:

Onondaga County

DIV OF PURCHASE

John H Mulroy Civic Center, 13th Floor 421 Montgomery Street Syracuse NY 13202 United States Contact: Deborah Magaro- Dolan

Email:

deborahmagarodolan@ongov.net

Deadline for Submission of Questions:

September 12, 2025

Bid Submission Deadline:

Date/Time:

09/25/2025 at 02:27 PM

Is a Bid Security Required?

Yes

Pre-Bid meeting: Yes

If a Bid Security Required, the amount of such bond is as follows:

5%

Is a Performance Security Bond Required?

If a Performance Security Bond is required, the amount of such bond is as follows:

100%

MWBE Required: No

Is the Bidder required to submit the Specialty Sub-Contractor Listing (NY GML §101(5) -- Wicks) in a separate sealed envelope within the Bid envelope? No (If Yes, the Specialty Sub-Contractor Listing should be included with the Bid Packet)

Term: The term of this Agreement shall commence on October 15, 2025 and shall continue until delivery is complete, unless terminated earlier.

Contact Person: Please address any and all questions, in writing, to Deborah Magaro-Dolan, Specification Writer, Division of Purchase at deborahmagarodolan@ongov.net, by close of business September 12, 2025.

General Conditions

PROJECT DESCRIPTION

The Onondaga County Division of Purchase is soliciting bids for the replacement of Unit Ventilator 17 (UV-17) in the Existing Screen and Grit (ES&G) process at Metro WWTP for the Onondaga County Water Environment Protection Department (WEP). The project includes demolition and installation of the air handling unit and all required appurtenances to resume proper and reliable air supply.

Work shall be performed in accordance with the Minimum Specification incorporated herein by reference.

WORK HOURS AND LOCATION

Location: Syracuse Metropolitan Wastewater Treatment Plant 650 Hiawatha Boulevard West, Syracuse, NY 13204

Work Hours: 7:00 AM to 3:30 PM, Monday through Friday (weekends and holidays excluded)

Site Access: All personnel must complete site safety orientation before beginning work. Contractor shall coordinate site access requirements with Owner's Representative minimum 48 hours in advance.

BID REQUIREMENTS, SUBMITTALS, & KEY CONSTRAINTS

BID SUBMISSION REQUIREMENTS

Bid Package Contents:

1. Completed bid form with pricing (see Pricing Page below)

2. Technical compliance statement addressing all requirements in the Minimum Specification

3. Company qualifications and references addressing all requirements in the Minimum Specification

4. Safety plan outline showing current OSHA safety record and evidence of safety program

EQUIPMENT AND MATERIAL SUBMITTALS

1. All equipment and materials provided require formal submittals to be reviewed by the Owners Representative and Engineer. Approved submittals are required prior to installation.

MAINTENANCE OF UTILITIES AND PLANT OPERATIONS

1. This work shall be performed in an operating wastewater treatment plant:

2. Utility Coordination: All utility interruptions shall be minimized and pre-approved by the Owner. 48-hour advance notice is required for any planned shutdowns.

3. Operational Requirements: UV-17 provides fresh air to the ES&G process building. Demolition and installation should be coordinated to minimize downtime.

SAFETY REQUIREMENTS

1. Pre-Work Requirements: A comprehensive site-specific safety plan, hot work permits, and all applicable regulatory compliance is required of the awarded vendor.

PROJECT SCHEDULE

1. Duration: All work shall be completed 90 days from Purchase Order issuance. A 2-week performance period shall be required.

Minimum Specifications

1. EXECUTIVE SUMMARY

This project focuses on the restoration of ventilation system functionality at the Existing Screen and Grit (ES&G) process within the Metro Wastewater Treatment Plant. Unit Ventilator 17 (UV-17) has aged beyond its useful life and requires complete replacement to resume proper and reliable air supply. Additionally, a flow switch will be integrated into the system to confirm ventilation performance via SCADA monitoring. To facilitate the unit replacement, a louvered panel and outside fresh air piping must be removed, as it will be re-used post-installation.

2. PROJECT SCOPE

2.1. Background

The ES&G process generates harmful gases such as hydrogen sulfide and methane. Proper ventilation is required to dilute contaminants and maintain safe operating conditions.

2.2. General Requirements

The replacement Air Handling Unit (AHU) shall restore ventilation functionality for the Existing Screen and Grit process at Metro WWTP.

The AHU shall be compatible with existing ductwork, piping connections, electrical connections, and control systems.

The system shall meet regulatory and safety requirements, including Class 1, Division 1, Group D compliance where applicable

2.3. Performance Criteria

Airflow Capacity: 28,000 CFM

Static Pressure Handling: 1.83” total SP minimum

Heating Coil Performance:

o Steam coil: 2,276 MBH capacity o Operating range: -10°F to 65°F air temperature o Steam pressure: 9.0 psig

Temperature Control: Face and bypass dampers with discharge air thermostat for automatic control

Filtration: 2” throwaway filters with access doors

Flow Switch o Class 1, Division 1 certified, SCADA compatible

2.4. Environmental and Safety Compliance

AHU must be suitable for wastewater treatment applications, ensuring protection against corrosive conditions.

Flow switch shall be Class 1, Division 1 explosion-proof or intrinsically safe

The system shall comply with OSHA and environmental safety standards for air quality and ventilation.

Gas monitoring must be used continuously while performing work. In the event of a deviation, workers must evacuate the area and immediately report the incident to WEP.

2.5. SCADA Integration

The flow sensor shall confirm ventilation performance and send signals to SCADA for monitoring.

SCADA readings must provide real-time air monitoring, including fan status and discharge temperature, and alarm notifications if ventilation stops.

3. Technical Specifications

3.1. Air Handling Unit Configuration

Type: Draw-through horizontal configuration (Carrier 39MN Size 50W or equivalent)

Airflow: 28,000 CFM rated capacity

Static Pressure: 1.83” total static pressure capability

Construction: Modular design suitable for field assembly and rigging through existing louver opening

3.2. Casing Construction

Insulation: R-13 Double Wall Sealed Panel construction

Finish: Galvanized panels suitable for industrial/wastewater environment

Thermal Break: Minimize thermal bridging in construction

Base Rail: Structural base rail for rigging and installation

Size Constraints: Unit shall fit within existing equipment space per WEP drawing, M/H-101

3.3. Filtration Section

Configuration: Angled filter section for maximum filter area

Filter Type: 2” MERV 8 filters minimum

Access: Adequate access for routine filter replacement. Minimum 30" clear working space in front of equipment requiring routine maintenance

3.4. Heating Coil Section

Type: Single steam coil with integral face and bypass dampers

Capacity: 2,276 MBH minimum

Steam Pressure: 9.0 psig operating pressure

Connections: Compatible with existing 3” steam supply and 2-1/2” condensate return

Steam Valve: Manual isolation valve for continuous flow during heating season

Damper Control: Electric actuator with discharge air thermostat for automatic temperature control

Controls: Integral face and bypass dampers

Access: Adequate access for maintenance. Minimum 30" clear working space in front of equipment requiring routine maintenance

3.5. Integrated Temperature Control System

Control Strategy: Face/bypass dampers provide primary temperature control with continuous steam flow for freeze protection

Control Power: 24V

Temperature Sensor: Single discharge air temperature sensor with local display

Temperature Controller: PID controller with local setpoint adjustment

Steam Valve: Manual steam isolation valve for continuous flow during heating season

Damper Actuator: Electric actuator for face/bypass damper modulation (spring return to face position on power failure)

Control Panel: NEMA 4X local control panel with the following components:

o Temperature controller with local display and setpoint adjustment o Manual/Auto selector switch o System status lights (Power On, Auto Mode, Heating Call, Flow On, Fan Status) o Manual damper position override switches o Emergency stop button

Fail Safe Operation:

o Power Failure: Dampers spring return to face position for full heating o Sensor Failure: Dampers default to face position o Manual override capability for maintenance

Operation: Controller modulates face/bypass dampers to maintain setpoint temperature o Cold Conditions: Face dampers open, bypass closed (maximum heating) o Warm Conditions: Face dampers closed, bypass open (no heating) o Steam flows continuously during heating season for freeze protection

Safety Interlocks:

o High temperature limit (85°F) overrides to bypass position o Low temperature sensor (freezestat) in supply air stream set at 35°F o Freezestat shuts down fan and closes outside air louvers on low temperature o Manual reset required after freezestat trip o Manual emergency override capability

Integration: Coordinate with flow switch and SCADA systems for monitoring

Outside Air Louver Control o Coordinate with existing motorized outside air louvers

Contractor shall field verify existing louver requirements and provide new actuators compatible with existing louver operating mechanism

If existing louvers are not compatible with new control system, notify Owner immediately for direction o Louvers open automatically when fan starts o Louvers close when fan stops or on system shutdown o Include necessary control relays and wiring

3.6. Flow Switch Requirements

Type: Thermal dispersion or equivalent technology suitable for air flow measurement

Hazardous Location Rating: Class 1, Division 1, Group D certified

Installation: Insertion probe style suitable for ductwork installation

Flow Range: 20,000 to 30,000 SCFM calibrated range

Process Connection: 1” NPT threaded connection

Output: SCADA-compatible relay output, 24VDC operation

Mounting: Include flow switch adapter plate per provided drawing or equivalent

Accuracy: +/- 2% of setpoint velocity over +/- 50°F temperature range

Certifications: FM approved or equivalent for hazardous locations

3.7. Supply Fan Section

Type: Draw-through centrifugal fan suitable for specified performance

Motor: 25HP premium efficiency TEFC, 460V, 3-phase, 60Hz

Drive: Direct drive or fixed pitch belt drive system, 1.5 service factor minimum

Class: Class II construction

Performance: 28,000 CFM at 1.83” total static pressure

Isolation: Vibration isolators

Access: Adequate access for fan and motor maintenance. Minimum 30" clear working space in front of equipment requiring routine maintenance.

Motor Starter: Provide a new motor starter and disconnect

4. Materials and Equipment

4.1. Contractor shall provide all equipment including:

Complete replacement air handling unit (AHU) meeting all specified requirements

Manual steam isolation valve

Discharge air temperature controller and sensor

Basic control panel with wiring and relays

Control relays and wiring for outside air louver coordination

Flow switch (FCI FLT93 or approved equal) with Class 1, Division 1 certification

Motor starter and disconnect for fan motor

Discharge air thermostat and electric actuator for face/bypass damper control

Low temperature sensor (freezestat) with manual reset

All installation materials, fittings, and connections

Insulated sheet metal transitions as required

All appurtenances necessary for a fully functional air supply system

4.2. Piping Materials

Steam Piping: ASTM A53/A53M Schedule 40 black steel with threaded or welded joints

Condensate Piping: ASTM A53/A53M Schedule 80 black steel with threaded or welded joints

Fittings: ASME B16.3 malleable iron Class 150 or ASTM A234/A234M wrought steel

Insulation: Fibrous glass, 1-1/2" thick for pipe ≤1-1/2", 3" thick for larger pipe, with FSK jacket

Steam Traps: Thermostatic type for unit ventilators, sized per manufacturer recommendations

5. Scope of Work

5.1. Preparation

Verify field dimensions for new unit installation and service access

Plan ductwork modifications if required

Confirm electrical and control system compatibility

Coordinate demolition and removal of existing AHU

Submit all applicable plans prior to beginning work including:

o LOTO procedures o Hot Work permits o Rigging plans o Start-up check sheet

5.2. Delivery Coordination

Coordinate equipment delivery with WEP: schedule minimum 48 hours in advance

Storage: Contractor to provide secure, weather-protected storage prior and up to installation

Maximum delivery piece size constrained by louver panel opening (verify dimensions during field survey)

Crane or rigging equipment: Contractor responsibility; coordinate with WEP for site access

Delivery Sequence: Coordinate removal of existing unit with delivery of replacement to minimize downtime

Access coordination: All deliveries during normal business hours

5.3. Removal and Demolition

Ensure all applicable systems are de-energized prior to beginning work

Evaluate odor control piping outside louver panel – work around to avoid handling highly concentrated H2S and methane

Remove and store existing louver panel to allow rigging access. Panel will be re-used

Remove all steam and condensate pipe components up to headers

Demolish and blank all unused steam and condensate lines up to header

Remove and dispose of existing unit ventilator and all applicable components

Remove fire dampers on outlet of ventilator

Remove fresh air louver actuator and pneumatics

5.4. Installation

Provide and install complete new air handling unit per specifications

Install manual steam valve

Install and wire temperature controller and sensors

Install control panel and connect all control circuits

Provide and install flow switch with all required mounting hardware

Install and wire discharge air thermostat and damper actuator

Install and wire freezestat sensor in supply air stream

Install new motor starter and disconnect

Modify ductwork as required

Install new insulated sheet metal transition

Re-connect steam, condensate, and electrical systems

Integrate flow switch with SCADA system

Reinstall, secure, and seal stored louver panel, and new electric actuator

Connect and test outside air louver control system

Install new fire dampers

5.5. Testing and Commissioning

Conduct airflow balancing and pressure testing to verify efficiency

Ensure heating coil performance aligns with design parameters

Validate filter functionality and air quality control measures

Calibrate and test flow sensor per manufacturer’s recommendations

Test flow sensor integration with SCADA

Verify proper reinstallation of louver panel, ensuring air sealing and structural integrity

Test and commission complete control system for automatic operation

Conduct system start-up verification inspection

5.6. Documentation

Provide all relevant documentation including:

o Installation manuals o Warranty information o Equipment data sheets o Supplier certifications for equipment use in hazardous locations o Operations and maintenance manuals o AHU airflow report o Flow switch calibration report o System start-up verification checklist o Manufacturer’s recommended spare parts list

5.7. Close-out

Restore the worksite to clean and presentable state, removing all debris, temporary structures, and equipment

Maintenance Materials: Furnish the following for Owner's use in maintenance of project.

o Extra Fan Belts: One set for each unit.

o Extra Filters: One set for each unit.

o Box and label filters, label belts. Store at site where directed by Owner's Representative.

Meet with WEP for formal sign-off

6. Quality Assurance

6.1. General Contractor Minimum Experience and Qualification Requirements

Valid HVAC contractor license in New York State

Minimum 5 years’ experience in industrial HVAC systems installation

Minimum 3 completed projects involving air handling units 15,000 CFM capacity or larger within the last 5 years

Previous work in wastewater treatment plants or similar hazardous environments within the last 5 years

Contractor shall provide project references with contact information for verification

NYS DOL Registry Certification required – see Pricing Page for details

6.2. Standards…