RFB-COP-09-26-02 COP Town Court Storefront and Door Installation.pdf

CITY OF POUGHKEEPSIE

POUGHKEEPSIE, NEW YORK

RFB-COP-09-26-02

Installation of Storefront and Doors for Poughkeepsie City Court

Hon. Yvonne Flowers, Mayor

Joseph Donat, City Administrator

Council Member at Large: Da'Ron Wilson

Council Members

Ernest Henry Evan Menist Terriciena Brown Nathan Shook

Ondie James Christopher Grant

Nedra Patterson Thompson

Daniel Atonna

THIS BID IS DUE ON 10/9/2026@ 2:30 P.M

PLEASE PLACE ALL BIDS IN A SEALED ENVELOPE MARKED WITH THE NAME OF THE BID

AND THE NUMBER

Return all bids to the:

City of Poughkeepsie 62 Civic Center Plaza

Poughkeepsie, New York 12601

TO BE ADVERTISED: September 18 FOR ONE DAY ONLY

CITY OF POUGHKEEPSIE, NEW YORK

ADVERTISEMENT AND NOTICE TO BIDDERS

Beginning Immediately, Sealed bids are sought and invited by the City of Poughkeepsie ("The City") for the Installation of Storefront and Pair of Doors for Poughkeepsie City Court, as set forth in drawings and specifications prepared by City of Poughkeepsie's Department of Public Works and Purchasing Department.

Bids will be received by the Board of Contract and Supply, c/o Purchasing Agent, 62 Civic Center Plaza, Poughkeepsie, NY 12601 until 2:30 p.m. on Monday, October 9, 2026 after which time they will be publicly opened and read aloud in the Common Council Chambers, third floor of City Hall, with the contract being awarded as soon as practicable thereafter. All mailed bids shall be sealed and distinctly marked "Proposal for RFB-COP-09-26-02: Installation of Storefront and Doors for Poughkeepsie City Court".

Specifications and Contract are subject to provisions of Chapter 605, Laws of the State of New York of 1959, Section 103-A of the General Municipal Law.

OWNERS RIGHTS RESERVED:

The City of Poughkeepsie expressly reserves the right to waive any irregularities in or to accept any bid or to reject any and all bids or to award on any or all items as the interest of the City of Poughkeepsie may appear to require.

STATEMENT OF NON-COLLUSION:

Bidders on the Contracts are required to execute a non-collusion bidding certificate pursuant to Section 103d of the General Municipal Law of the State of New York.

The City of Poughkeepsie officially distributes bidding documents from the City of Poughkeepsie Purchasing Office, the City of Poughkeepsie website, www.cityofpoughkeepsie.gov and through the Hudson Valley Municipal Purchasing Group (HVMPG) Regional Bid Notification System. www.bidnetdirect.com/new-york. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from the Purchasing Office, the City of Poughkeepsie website, or the HVMPG Regional Bid Notification System will be sent addendum information, if such information is issued.

If you have obtained this document from a source other than the City of Poughkeepsie Purchasing Office, City of Poughkeepsie website, or the HVMPG Regional Bid Notification System it is recommended that you obtain an official copy. You may obtain an official copy by registering on the HVMPG Regional Bid Notification System at. www.bidnetdirect.com/new-york or by visiting www.cityofpoughkeepsie.gov

The City of Poughkeepsie reserves the right to waive any informality or to reject any or all proposals and may re-advertise for new proposals, if the best interest of the City will be served.

DEPARTMENT OF FINANCE

CITY OF POUGHKEEPSIE

Eddie L Varnado Commissioner of Finance Dated: September 18, 2026 Poughkeepsie New York http://www.cityofpoughkeepsie.gov/ http://www.bidnetdirect.com/new-http://www.bidnetdirect.com/new-york http://www.cityofpoughkeepsie.gov/

INSTRUCTIONS AND INFORMATION TO BIDDERS

BIDDERS RESPONSIBILITY

• Read all documents contained in the bid specifications. Should a bidder find any discrepancy, ambiguity, or omission from the drawings or specifications or both, or should it be in doubt as to their meaning, it must promptly notify the City of Poughkeepsie which will, if it determines it to be necessary, send a written addendum for clarification purposes to all bidders. Only written modifications issued as addenda will affect changes in the bidding and contract documents. Failure of any bidder to clarify ambiguities prior to Bid Opening constitutes a waiver of its right to raise any such ambiguity after Bid Opening.

• Bidders are responsible for submitting their bids to the appropriate location at or prior to the time indicated in the specifications. No bids will be accepted after the designated time or date indicated in the bid specifications. It is suggested that registered mail be used to submit bids. Delay in mail delivery is not an exception to the receipt/consideration of a bid.

BIDS DUE - TIME & PLACE

• Bids will be received by the Board of Contract and Supply, c/o Purchasing Agent, 62 Civic Center

Plaza, Poughkeepsie, NY 12601 until 2:30 p.m. on Monday, October 5 2026 after which time they will be publicly opened and read aloud in the third floor Common Council Chambers, with the contract being awarded as soon as practicable thereafter.

• All bids shall be submitted on the appropriate Bid Forms attached hereto and all the attached certificates must be completed and signed in compliance with the provisions of Section 103-d of the NYS General Municipal Law

• Bidders shall indicate, on the outside of their sealed bid, the following information:

1. Title and Number of the Bid

2. Date and Time of Bid Opening

Failure to do so may result in rejection of the bid as being unresponsive.

• The following forms are necessary to be submitted as a bid, as well as any additional forms requested in the detailed specifications:

1. CS-1 - Bid proposal form/price page(s). (except some bids, such as for the Department of Public Works or Engineering Department, where a separate form may be required). Such exceptions will be noted in the work specification.

2. CS-2 - Non-Collusion Affidavit, completed, signed and dated.

3. Bid Proposal Form

4. Iran Divestment Act Document, completed, notarized, signed and dated.

5. Two copies of bid proposal. One original, one copy.

• Bidders must submit one original and one copy of their bids in the same envelope, unless otherwise stated. The original must be clearly marked. All bids must be filled out in ink, or must be typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have been corrected by white out or cross out, and which have not been initialed and/or dated will be rejected as unresponsive.

BID PACKAGE, PLANS & SPECIFICATIONS

• The City of Poughkeepsie officially distributes bidding documents from the Purchasing Office at 62

Civic Center Plaza, Poughkeepsie, NY 12601 during normal business hours from 8:30 a.m. to 4:30 p.m. Monday through Friday; through the City's website at: www.cityofpoughkeepsie.gov; or through the Hudson Valley Municipal Purchasing Group's Regional Bid Notification System.

www.bidnetdirect.com/new-york Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from the Purchasing Office, the City of Poughkeepsie website, or the Regional Bid Notification System will be sent addendum information, if such information is issued.

If you have obtained this document from a source other than the City of Poughkeepsie Purchasing Office, or the HVMPG Regional Bid Notification System it is recommended that you obtain an official copy. You may obtain an official copy by registering on the HVMPG Regional Bid Notification System at.

www.bidnetdirect.com/new-york or by visiting www.cityofpoughkeepsie.gov.

FIRM BIDS

• Each bid submitted shall remain firm for at least forty-five (45) days from the date of the Bid Opening and may not be withdrawn in whole or in part during that time. Bidder shall forfeit its bid security in the event of such withdrawal.

BASIS OF AWARD

• Award of contract will be made to the lowest responsive, responsible bidder whose proposal shall comply with all of the provisions required to render it formal. The City of Poughkeepsie reserves the right to waive any informality or to reject any or all proposals and may re-advertise for new proposals, if the best interest of the City will be served. The City may require any and all bidders to present evidence of experience, ability and financial standing as well as a statement as to the equipment which the bidder will have available for the execution of this contract. The City reserves the right to award this contract either on an item by item basis or as a total award of all items in combination.

QUESTIONS

• Any questions or clarification to the bid specifications or technical specifications must be submitted in writing to the Purchase Agent, Charles Kessler 62 at Civic Center Plaza, Poughkeepsie, N Y 12061 or by email to: ckessler@cityofpoughkepie.gov. All questions must be submitted in writing by 4:00 p.m. on Thursday October 7, 2026

PROCUREMENT SCHEDULE

• The following presents the anticipated schedule that the City of Poughkeepsie will follow relative to

RFB-COP-09-26-02. The City of Poughkeepsie retains exclusive right to modify or abandon this schedule, if deemed in the City of Poughkeepsie's best interest, with no obligation to any party expressing interest herein. Modifications to this schedule will only be provided to interested parties who have registered as having requested and received to RFB-COP-09-26-02 bid package from the City of Poughkeepsie.

http://www.bidnetdirect.com/new-york http://www.bidnetdirect.com/new-york http://www.cityofpoughkeepsie.gov/ mailto:ckessler@cityofpoughkepie.gov

• Closing Date for Questions

• Bid Opening (Due Date/Time)

4:00 p.m. EST, October 7, 2026

2:30 p.m. EST, October 9, 2026

INDEMNIFICATION

• In addition to all other obligations of indemnification specified herein, contractor agrees to release and be liable for and to defend, indemnify, and save harmless the City of Poughkeepsie, its board members, officers, agents, servants, workmen, employees, subsidizers and indemnities, U.S. Department of Transportation, New York State Department of Transportation, and all government funding agencies providing funds or services in connection with this project (hereinafter collectively referred to as "the City of Poughkeepsie"), from and against any and all loss, cost, damage, liability and expense, including consequential damages, counsel fees, whether or not arising out of any claim, suit or action at law, in equity, or otherwise, of any kind or nature whatsoever, including negligence, arising out of the performance of the work by reason of any accident, loss or damage of property, including the work site, property of the City of Poughkeepsie and contractor, or injury, including death, to any person or persons, including employees of the City of Poughkeepsie, contractor, subcontractors at any tier or any person working on contractor's behalf, caused by contractor, which may be sustained either during the term of the contract, or upon or after completion of the project (up to a period of three {3} years), whether brought directly by these persons or by anyone claiming under or through them including heirs, dependents and estates.

Contractor also agrees for itself and on behalf of its agents, servants, subcontractors, material men, and employees to defend, indemnify and hold harmless the City of Poughkeepsie from and against any and all claims of any kind or nature whatsoever regarding subcontractors and material men and agrees to assume the defense of the City of Poughkeepsie to any such suit at its cost and expense. The contractor further assumes the risk of loss and damage to materials, machinery and equipment to be incorporated in the work at all times prior to delivery to the project site or while in the possession or under the control of the contractor.

Contractor, for itself and its employees, board members, officers, agents, servants, workmen, contractors, subcontractors, licensees and invitees, or any other person working on contractor's behalf, hereby releases and agrees to be liable for and to defend, indemnify and save harmless the City of Poughkeepsie, except to the extent that the City of Poughkeepsie is negligent in whole or in part, for any claims made by an employee, board member, officer, agent, workman or servant of contractor's or any other person working on contractor's behalf, including claims for compensation or benefits payable to any extent by or for contractor under any workers' or similar compensation acts or other employee benefit acts. In the event of joint or concurrent negligence of the contractor and the City of Poughkeepsie, responsibility, if any, shall be apportioned comparatively in accordance with the laws of the State of New York. A contractor's obligations under this clause shall not be limited to the limits of coverage of insurance maintained or required to be maintained by contractor under any resultant agreement. This provision shall survive the termination of any resultant agreement.

A contractor's indemnity obligations under this section shall also specifically include, without limitations, all fines, penalties, damages, liabilities, costs, expenses (including, without limitations, reasonable attorney's fees), and punitive damages (if any) arising out of, or in connection with any:

1. Violation of or failure to comply with any law, statute, ordinance, rule, regulation, code or requirement of a public authority that bears upon the performance of the work by the contractor, a subcontractor, or any person or entity for whom either is responsible;

2. Means, methods, procedures, techniques, or sequences of execution or performance of the work; and

3. Failure to secure and pay for permits, fees, approvals, licenses and inspections as required under the contract documents, or any violation of any permit or other approval of a public authority applicable to the work, by the contractor, a subcontractor, or any person or entity for whom either is responsible.

In addition, contractor shall indemnify the City of Poughkeepsie for any fines and legal fees incurred because employees, agents, or workers supplied by contractor who are not authorized to work in the United States.

ADDENDA AND INTERPRETATIONS

No interpretations of meaning of the plans, specifications or other portions of the contract documents will be made orally. Every request for such interpretation must be addressed to the Engineer, and to be given consideration must be received at least six days prior to the date fixed for the opening of bids. Any and all such interpretations and other supplemental instruction, will be in the form of a written addenda which, if issued, will be listed on BidNet Direct and the City of Poughkeepsie's website.

NON-COLLUSION REQUIREMENT

• Bidders are required to execute a non-collusion bidding certificate (attached) pursuant to Section 103d of the General Municipal Law of the State of New York.

EXCISE & FEDERAL TRANSPORTATION TAX

• The Contractor may be exempted from the payment of Federal Excise and Transportation taxes, in accordance with the following:

a. Excise Tax Exemption Certificate will be certified by the Engineer when requested by the Contractor for items which fall within the scope of the contract and may be exempt from Federal Excise Tax.

b. The Contractor, in order to obtain exemption from the Federal Transportation Tax, shall notify all suppliers that shipping papers be worded as follows: "To the City of Poughkeepsie, New York, Consigned C/O (Contractor)".

• No certificate of exemption is necessary.

• In the case that contradictory or conflicting regulations, specifications, or directives are found to exist between those of the Federal Government, its bureaus, departments and agencies and those of the local agencies, the more restrictive regulations, specifications or directives, shall be deemed to take precedence over the less restrictive.

IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the "Act"), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of "persons" who are engaged in "investment activities in Iran" (both are defined terms in the law) (the "Prohibited Entities List"). Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act's effective date at which time it will be posted on the OGS website.

INTERAGENCY PURCHASING COOPERATIVE

• The City of Poughkeepsie is part of a group known as the "INTERAGENCY PURCHASING COOPERATIVE". This group consists of the County of Dutchess, Dutchess Community College, and 82 different school and fire districts, cities, towns, and villages located throughout Dutchess County.

The City of Poughkeepsie is also part of a group known as the "Hudson Valley Municipal Purchasing Group" (HVMPG), which consists of the Counties of Dutchess, Rockland and Ulster; Town of Cortland; City of New Rochelle, and the Pearl River School District. Other municipal purchasing agencies in the Hudson Valley will be joining in this regional system.

Any and all questions concerning this bid shall be submitted in writing to close of business (4:00 PM EDT) by October 7, 2026

By email to: ckessler@cityofpoughkeepsie.gov

Or by regular mail to:

The City of Poughkeepsie Attn: Charles Kessler Purchase Agent

62 Civic Center Plaza Poughkeepsie N.Y. 12601 mailto:ckessler@cityofpoughkeepsie.gov

GENERAL AND TECHNICAL

SPECIFICATIONS

UNDERSIDE OF

STRUCTURE �

ABOVE DROP

CEILING

DROP CEILING

HEIGHT

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A A

24'-6"

11'-0"

� ••'NO ANCHOR POINTS WITHIN THIS 11' DUE TO � DUCT WORK ABOVE DROP CEILING·••

NO INFILL ABOVE DROP CEILING

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(;-LM,S GCA:SS

A

SCOPE OF WORK:

The Contractor shall furnish all labor, supervision, tools, equipment, installation materials, fasteners, sealants, hardware, and incidental items necessary for the complete and proper installation of the storefront system and pair of doors as described herein

MATERIALS NEEDED:

Bronze finish anodized aluminum frames with mid-rails to match windows

Bronze finish one pair of doors with continuous hinges

Medium Stile

Bronze back-to-back wire pulls (8")

Bronze Global 4300 door closers

1/4 tempered safety glass

INSTALLATION:

Storefront and door assemblies shall be installed in accordance with the manufacturer's published installation requirements and accepted commercial installation practices.

Frames shall be securely anchored and properly shimmed as required to maintain alignment.

Doors shall be adjusted after installation to ensure:

Proper swing and operation.

Proper alignment.

Proper latch engagement.

Smooth operation of continuous hinges.

Proper operation of door closers.

Uniform clearances.

Proper operation of both door leaves.

Bid Forms

Purchasing Department

BID PROPOSAL FORM

The undersigned, having carefully examined the appropriate specifications, Bid#RFB-COP-09-26-02: Dated September 18, 2026, does hereby agree to furnish and deliver to the City of Poughkeepsie, New York, the following items at the price(s) indicated:

Installation of Storefront and Doors for Poughkeepsie City Court

CONTRACTOR INFORMATION

Company Name:

Address:

City, State, ZIP:

Contact:

Phone:

Email:

BASE BID

The undersigned Contractor proposes to furnish all labor, supervision, equipment, tools, installation materials, fasteners, sealants, hardware, and other items specifically identified in the Scope of Work and Specifications necessary to complete the storefront and door installation.

BASE BID

DESCRIPTION AMOUNT

Storefront & Door Installation – Labor and Installation $

Materials & Hardware $

TOTAL BASE BID – LUMP SUM $

TOTAL BASE BID: $

The Base Bid includes all labor, supervision, tools, equipment, installation materials, fasteners, sealants, hardware, adjustments, testing, and cleanup necessary for a complete and operational installation as specified in the Scope of Work and Technical Specifications.

City of Poughkeepsie

Installation of Storefront and Doors for Poughkeepsie City Court

RFB-COP-09-26-02

Bid Addendum Acknowledgment Sheet

All addenda, the receipts of which are hereby acknowledged by inserting the dates of each addendum next to the appropriate numbers, have been included in this Bid and are listed below. Failure to properly acknowledge the addenda as set forth below may result in rejection of the bid. However, the City of Poughkeepsie reserves the right to accept the bid if the City of Poughkeepsie determines that the failure to properly acknowledge the addenda was due to a clerical mistake and if the bid intent can be determined from the bid submitted.

Addendum Number Addendum Date Addendum No. 1 Addendum No. 2 Addendum No. 3 Addendum No. 4 Addendum No. 5 Addendum No. 6 Addendum No. 7

Purchasing Department

BID PROPOSAL FORM

Bid submitted by:

The undersigned hereby designates as his office to which such notice of acceptance may be mailed, telegraphed, or delivered:

The vendor hereby agrees to the provisions of Section 103-a of the General Municipal Law which requires that upon the refusal of a person, when called before a Grand Jury to testify concerning any transaction, or contract had with the State, any political subdivision thereof, a public authority, to sign a waiver of immunity against subsequent criminal prosecution or to answer any relevant question concerning such transaction or contract,

(a) "such person, and any firm partnership or corporation of which he is a member, partner, director or officer shall be disqualified from thereafter selling to or submitting bids to or receiving awards from or entering into any contracts with any municipal corporation or any public department, agency or official thereof, for goods, work or services, for a period of five years after such refusal, and

(b) any and all contracts made with any municipal corporation or any public department, agency or official thereof, since the effective date of this law, by such person, and by any firm, partnership or corporation of which he is a member, partner, director or officer may be cancelled or terminated by the municipal corporation without incurring any penalty or damages on account of such cancellation or termination, but any moneys owing by the municipal corporation for goods delivered or work done prior to the cancellation or termination shall be paid."

The vendor does hereby certify that he or it is under no such impediment or disqualification from bidding created under Section 103-b of the General Municipal Law of the State of New York.

CS-1

As required by Section 139-d of the New York State Finance Law, the bidder certifies that:

(a) the bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies, or equipment of the type described in the invitation for bids, and

(b) the contents of the bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. The signature of the Contractor to this contract shall be deemed a specific subscription to the certificate required pursuant to Section 139-d of the State Finance Law and the Contractor affirms that the statements therein contained are true under the penalties of perjury."

(c) 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.

Signed

By (President)

Dated

If a corporation, give the State of Incorporation, using the phrase "corporation organized under the laws of

If a partnership, give names of partners, using also the phrase "co-partners trading and doing business under the firm name and style of

If an individual using a trade name, give individual name, using also the phrase "an individual doing business under the firm name and style of

CS-2

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the "Act"), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of "persons" who are engaged in "investment activities in Iran" (both are defined terms in the law) (the "Prohibited Entities List").

Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act's effective date at which time it will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the City receive information that a Bidder/Contractor is in violation of the above-referenced certification, the County will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the County shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default.

The County reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, , being duly sworn, deposes and says that he/she is the of the

Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

SWORN to before me this day of 2026

Notary Public: