RFB-DCP-40-25 FINAL Speciications.pdf

ATTENTION VENDORS

If you find that you are not interested in bidding/quoting this particular project, please fill in this sheet and return it to:

County of Dutchess

Office of Central and Information Services

Division of Central Services

378 Violet Avenue, Suite 2

Poughkeepsie, NY 12601

We are very interested in learning why you do not bid.

BID #: RFB-DCP-40-25

BID TITLE: ELECTRICAL PARTS AND SUPPLIES

VENDOR NAME ___________________________________________________________

CONTACT ___________________________________________________________

ADDRESS ___________________________________________________________

PHONE _______________________________ FAX _______________________

For purposes of facilitating your firm’s response to our bid the County of Dutchess is interested in hearing reasons for failure to respond. If your firm is not responding, please indicate the reason by checking all appropriate items below and returning this form to the address above.

WE ARE NOT RESPONDING BECAUSE:

_____ Items and/or materials requested are not manufactured by us or are not available to our company.

_____ Our items and/or materials do not meet your specifications

_____ Specifications are not clearly understood or applicable _____ too vague _____ too rigid

_____ Quantities too small

_____ Other _______________________________________________________

RFB-DCP-40-25 Page 1 of 14

ELECTRICAL PARTS AND SUPPLIES

BID #

RFB-DCP-40-25

Bid Due

September 30, 2025

2:00 pm

SUBMIT BIDS TO:

COUNTY OF DUTCHESS

OFFICE OF CENTRAL AND INFORMATION SERVICES

DIVISION OF CENTRAL SERVICES

378 VIOLET AVENUE, SUITE 2

POUGHKEEPSIE, NY 12601

PHONE (845) 486-3670 FAX (845) 486-3659

RFB-DCP-40-25 Page 2 of 14

INSTRUCTIONS AND INFORMATION

Read all documents contained in the bid specifications.

• Sealed bids for ELECTRICAL PARTS AND SUPPLIES will be received in the Division of Central Services, 378

Violet Avenue, Suite 2, Poughkeepsie, New York 12601, on or before 2:00 p.m. on September 30, 2025, and at that time and place bids will be opened and read aloud. In addition to an on-site bid opening, this solicitation will be conducted through Microsoft Teams Audio Conferencing, access information is as follows:

Microsoft Teams Join the meeting now Meeting ID: 222 583 572 300 4 Passcode: PW3nn6QL Dial in by phone +1 516-268-4602,,64972785# Phone conference ID: 649 727 85#

• The County of Dutchess official bid documents are obtained from the Empire State Purchasing Group’s Regional Bid

Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or, if applicable, the Department of Public

Works. Copies of bidding documents obtained from any other source are not considered official copies. In addition to obtaining the official bid documents, any and all addendum pertaining to a particular bid or RFP are posted on the same website that the official bid documents are obtained: www.bidnetdirect.com/new-york/county-of-dutchessIt is incumbent upon all potential bidders to view all posted addenda prior to the bid close date. If you have obtained this document from a source other than the County of Dutchess Purchasing Office, Department of Public Works or the

Empire State Regional Bid Notification System, it is recommended that you obtain an official copy. You may obtain an official copy by registering on the Empire State Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or by using the link provided at www.dutchessny.gov , selecting “Government”, then selecting “Bidding and RFP Opportunities”.

• Bidders are responsible for submitting their bids to the appropriate location at or prior to the time and date as stated in the bid documents. No bids will be accepted after the designated time or date indicated. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt.

Delay in mail delivery is not an exception to the receipt of a bid.

• Bidders must indicate, on the outside of their sealed bid and mailing envelope, the following information:

1. ELECTRICAL PARTS AND SUPPLIES

2. RFB-DCP-40-25

3. September 30, 2025, 2:00 PM

4. <COMPANY NAME>

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) Note: some bids may include a separate Bid Proposal Form. Such exceptions will be noted in the bid specification.

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

It is not necessary to submit your copy of the technical specifications with the bid. They should be retained by the bidder for their records.

• Bidders must submit one (1) original, plus one (1) digital copy (on CD or USB drive, as single pdf document) of their bids, unless otherwise stated in the specifications. The original must be clearly marked. All bids must be filled out in ink or be typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have been corrected by white out or cross out and have not been initialed and/or dated will be rejected as unresponsive.

RFB-DCP-40-25 Page 3 of 14 https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzk3ZGM0NzItNmMwZi00YWMyLWI0MGQtNThiN2QxNzE4MWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22a6989191-6584-4219-b8ea-dad9692538d5%22%2c%22Oid%22%3a%22222effc2-7592-4475-9be8-cf0c2058d73c%22%7d tel:+15162684602,,64972785 http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.dutchessny.gov/

INSTRUCTIONS AND INFORMATION (Cont’d)

• The original submitted bid is the official bid document and is retained by Central Services. It is incumbent upon the bidder to ensure that the bid copy/s match the original document in its entirety.

• No bidder may withdraw a bid within forty-five (45) days after the actual date of the bid opening.

• Should the bidder find discrepancies or omissions in the specifications, he/she will notify the Purchasing Agent, at once.

The Purchasing Agent will not assume responsibility for any oral instructions, or interpretations of meaning of the specifications or other contract documents to any bidder by any person or persons.

• The Purchasing Agent, and/or his/her designee, will be the only one authorized to make changes or alterations to anything contained in these specifications. Such changes will be posted as an addendum on the following website:

www.bidnetdirect.com/new-york/county-of-dutchess.

• Written questions and inquiries concerning this bid must be submitted to Michael Menton mmenton@dutchessny.gov with a copy to Sarah Andrews at sandrews@dutchessny.gov on or before the date and time stated in the bid documents. Verbal questions will not be entertained.

• References in the specifications to a particular trade name, manufacturer’s catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type and quality of materials or supplies or nature of work desired. Such descriptions should not be construed as excluding bids on other types of materials and supplies or for performing the work in a manner other than specified, providing that the materials and supplies and manner of performing the work offered are of equal quality to that specified and equally acceptable to the County of Dutchess for its purposes.

Exceptions must be clearly stated. The Purchasing Agent will determine equal products or services.

• Samples may be requested by the County for the purpose of product evaluation. It is understood that samples will be provided at no charge to the County and will be returned, when requested, within 30 days after the evaluation is completed, at the expense of the vendor. All samples left longer than 30 days after the evaluation period will be discarded.

• Any bidder, contractor, or manufacturer who, in the course of his work, uses or supplies products which may be toxic or harmful, must provide an MSDS to the Division of Central Services and the Office of Risk Management prior to the use of those products by the County or the contractor.

• The County of Dutchess guarantees no minimum or maximum purchase.

• Bidders who are required to adhere to the prevailing wage schedule must obtain and maintain a current schedule from the New York State Department of Labor for the entire term of the contract. The County may audit adherence to this schedule at any time during or after the contract period.

• All contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor

(NYSDOL) under Labor Law Section 220-i.

• The Purchasing Agent reserves the right to reject all bids, parts of all bids, or all bids for any one or more items or contractual services included in the proposed contract, when such rejection is in the best interest of the County.

• The County of Dutchess reserves the right to award to single or multiple vendors, in whole or in part, by item, by class, by category, or to establish primary/secondary contracts, whichever the County deems to be in the best interest of the

County of Dutchess.

RFB-DCP-40-25 Page 4 of 14 http://www.bidnetdirect.com/new-york/county-of-dutchess mailto:mmenton@dutchessny.gov mailto:sandrews@dutchessny.gov

• The award of the contract will be made to the lowest priced responsible bidder which has complied with the specifications. A responsible bidder is a manufacturer, producer, dealer, vendor, or bona fide manufacturer's agent who has demonstrated judgment and integrity, is of good reputation, experienced in his work, whose record of past performance in the trade is established as satisfactory, and whose financial status is such to provide no risk to the County of Dutchess in its contractual relations.

• The County reserves the right to require supplementary financial or other information from all bidders to assist in determining the qualifications of bidders.

• Upon acceptance of any bid, the successful bidder will execute a contract, if applicable, in accordance with the specifications, with the County of Dutchess, State of New York.

• A contract will not be assignable by the contractor in whole or in part without the written consent of the County of

Dutchess.

• All or any Dutchess County department may participate in the resulting contract(s). Each ordering agency will be invoiced directly for their orders and will receive shipments at their designated locations.

• The County of Dutchess reserves the right to allow other governmental entities authorized under the General Municipal

Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the County of Dutchess and the vendor.

Dutchess County will have no responsibility in the dealings between the vendor and any other governmental entity other than

Dutchess County.

• The County reserves the right to purchase items pursuant to General Municipal Law 103 from New York State Contracts, other County, political subdivision or district contracts, or New York State Preferred Sources within its discretion.

• Prior to any vendor receiving payment for goods and/or services rendered, the County of Dutchess requires that all vendors have a current completed IRS form W-9 on file with the County of Dutchess finance department.

• A contract will be deemed in force only to the extent of appropriations available to each department for the purchase of such articles or services. The County’s extended obligations on those contracts that envision extended funding through successive fiscal periods will be contingent upon actual appropriations for the following years.

• 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 on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law

• Dutchess County encourages submission of bids by certified Minority and/or Women-Owned Business Enterprises

(MWBE) and/or Disadvantaged Business Enterprises (DBE).

• The County is encouraging the use of electronic payment (via ACH) to entities that it does business with. Any awarded vendor will be requested to receive payments through an ACH.

• CONFIDENTIAL/TRADE SECRET INFORMATION

The County of Dutchess is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFB, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must ensure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

• Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

RFB-DCP-40-25 Page 5 of 14 http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1 http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1

• GRIEVANCE AND PROTEST PROCEDURES:

1. Any protest to the Division of Central Services’ consideration of any bid must be submitted in writing and received by the Director of Central Services no later than five (5) calendar days after the bid award. A written reply to the protest will be sent to the protesting bidder by the Director of Central Services.

2. The protest must contain:

▪ Identification of the statute or procedure that is alleged to have been violated;

▪ A precise statement of the relevant facts;

▪ Identification of the issues to be resolved;

▪ Aggrieved party’s argument and support documentation.

Any notice of protest received after the deadline will not be considered.

• NOTE: VARIATIONS AS STATED IN THE BID SPECIFICATIONS TAKE PRECEDENCE OVER THIS

INSTRUCTIONS AND INFORMATION SECTION.

Date: September 10, 2025

RFB-DCP-40-25 Page 6 of 14

Electrical Parts and Supplies

Specifications

1. DESCRIPTION

a. Dutchess County (The County) intends to contract a competent and reliable source to supply a variable quantity of electrical parts and supplies via both delivery and walk-in services. These electrical parts and supplies are used for various applications within the Department of Public Works activities.

2. TECHNICAL SPECIFICATIONS

a. Dutchess County requires that the awarded vendor be located within reasonable proximity (as determined by the

County) to the Poughkeepsie, Rhinebeck and/or Wappingers Falls, NY areas as to allow Dutchess County personnel to walk in and pick up supplies as needed.

b. Multiple vendors will be awarded; the County reserves the right to purchase from the vendor that is most convenient and in closest proximity to the location of the project requiring the purchased items, at the County’s sole discretion.

c. The County reserves the right to purchase from any awarded vendor, based solely on the needs of the County, with consideration given to cost, supply availability and location.

d. Contracts resulting from this bid are non-exclusive.

e. All Dutchess County departments may use the contracts generated from this bid.

f. All percent discounts off of list price must be firm; no adjustments permitted. List price is defined as the price offered for sale, including reduced price offered for sale, to the public by the awarded vendor at the time of purchase.

g. The County reserves the right to terminate any contract and/or use an alternate source or award for the procurement of these items, if an awarded vendor is unable to perform under the terms of these specifications.

3. MATERIALS

a. All materials will be newly manufactured.

b. No minimum order requirements will be accepted.

4. AWARD

a. The award of this bid may be to all the responsive, responsible vendors that comply with these specifications.

b. Dutchess County reserves the right to award to single or multiple vendors.

c. Dutchess County reserves the right to reject any or all bids if in the best interest of the County.

d. Vendors must bid on all listed items to be considered for award.

e. Dutchess County reserves the right to require the vendor to supply any additional information deemed necessary to determine the awarded responsive, responsible vendor(s) and further waive any minor informalities deemed to be in the County’s best interest.

f. Similar or related items may be added to or deleted from the list throughout the contract term depending on the needs of the County.

g. Any proposed deviations from or exceptions to these specifications must be detailed on company letterhead and submitted along with all other bid requirements outlined on the Bid Submission Checklist.

5. CONTRACT TERM

a. The contract will be for a period of two (2) years from the award date.

b. The contract may be extended for three (3) one (1) year renewal options, under the same terms and conditions, if mutually agreed upon if mutually agreed upon as per section 8, price adjustments, of these specifications.

c. The County may terminate with or without cause at any time prior to the contractual end date.

6. DELIVERY

a. Deliveries will be FOB Destination, Freight Prepaid.

b. Deliveries will be made to the specific department placing the order.

c. All deliveries will be made Monday – Friday between 7:30 AM and 3:00 PM unless otherwise agreed to by the awarded vendor and the ordering department.

d. The awarded vendor will deliver items in stock within twenty-four (24) hours of order placement.

i. The County reserves the right to terminate any contract and/or use an alternate source if the awarded vendor is unable to deliver the ordered items in the specified time frame in compliance with these specifications.

e. The awarded vendor will advise the ordering department of the delivery date on items not currently in stock.

i. The County reserves the right to terminate any contract and/or use an alternate source if the awarded vendor is unable to deliver the ordered items within a reasonable time frame, as determined by the County, in compliance with these specifications.

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ii. If a delivery is not made as specified by shipping address, the County reserves the right to purchase the items on the open market and charge any increase to the awarded vendor, if such action is necessary due to vendor negligence, error or omission.

7. INVOICES

a. Invoices are to be sent to the specific County department placing the order, for payment processing.

b. Invoices are to include:

i. this solicitation number; RFB-DCP-40-25

ii. purchase order number

iii. date of order

iv. quantity of each item purchased

v. detailed item description

vi. list price as defined in section 4b

vii. percent discount to be applied

viii. item total after discount is applied

ix. invoice total

c. Invoices will be paid by purchase order via ACH or by credit card with no additional surcharge.

8. PRICE ADJUSTMENTS

a. Pricing will be firm for the initial contract term; however, should tariffs imposed by the Federal government materially change, the awarded vendor may request a price adjustment. Such requests must include documentation on the company letterhead verifying the tariff change and will be subject to approval by Dutchess County.

b. Price adjustment requests must be made in writing and include justification for the request on company letterhead, documentation supporting the justification, the current pricing and the requested revised pricing.

c. The County may use available indexes (i.e., CPI, PPI and/or prevailing wage rate percentage increases) to determine if the requested price adjustment is reasonable.

d. If the County agrees to the price adjustment, the County will issue written approval of the change. If the request is not approved, the County may entirely reject the request or may counter with revised pricing.

e. If industry costs decline, the County reserves the right to receive a reasonable reduction in prices that reflect such cost changes in the industry. The County will make a written request for a price reduction in writing with justification and supporting documentation.

9. QUESTIONS

a. Questions pertaining to these specifications are to be submitted via email to Mike Menton at mmenton@dutchessny.gov with a copy to Sarah Andrews at sandrews@dutchessny.gov no later than 5PM on Friday, September 19, 2025.

b. All answers to submitted questions will be posted as an addendum on Bid Net Direct.

www.bidnetdirect.com/new-york/county-of-dutchess

c. Vendors must check the website referenced in section 9b regularly for addendum, which may include significant changes to the specifications.

10. SUBMISSION REQUIREMENTS

a. See the Bid Submission Checklist.

b. Bidders must submit one (1) original plus one (1) electronic copy (CD, flash drive) of their bid and send it to:

Sarah Andrews

County of Dutchess

Office of Central and Information Services

Division of Central Services

378 Violet Avenue, Suite 2

Poughkeepsie, NY 12601

c. Bids must be received no later than 2:00 PM on September 30, 2025.

d. Label the OUTERMOST mailing envelope with company name and RFB-DCP-40-25.

RFB-DCP-40-25 Page 8 of 14 mailto:mmenton@dutchessny.gov mailto:sandrews@dutchessny.gov http://www.bidnetdirect.com/new-york/county-of-dutchess

BID SUBMISSION CHECKLIST

Bid #RFB-DCP-40-25

Company Name:

This bid submission checklist MUST be completed and submitted with the bid response, to ensure compliance with all required documentation.

Bidders who fail to provide all of the following items, may be deemed as non-responsive:

Bidder’s Submission includes the following:

Completed Bid Submission Checklist (this document)

Completed and signed Bid Proposal Form CS-1 (all pages)

Completed and signed Non-Collusion Affidavit Form (CS-2)

Proposed deviation from or exception to these specifications on company letterhead - if applicable (Section 4.0)

Addenda Acknowledgement Form, Attachment A – if applicable

One (1) original and one (1) electronic copy (on a CD, DVD or flash drive) of the entire Bid Submission must be sent in a sealed envelope clearly marked with Bidder name and Bid # RFB-DCP-40-25 as instructed in these specifications.

THIS FORM MUST BE INCLUDED IN BID SUBMITTAL.

IF NOT INCLUDED, BIDDER MAY BE DEEMED NON-RESPONSIVE.

RFB-DCP-40-25 Page 9 of 14

Division of Central Services

BID PROPOSAL FORM

The undersigned, having carefully examined the appropriate specifications, RFB-DCP-40-25, dated September 10, 2025, does hereby agree to furnish and deliver to the County of Dutchess, Poughkeepsie, New York, the items listed at the percent discount indicated:

Full Legal Name of

Company Submitting Bid:

Address (for walk-in purchases):

City: ______________________________________ State: __________ Zip:

Mailing Address:

City/State/Zip: ______________________________________ State: __________ Zip:

Contact Name:

Phone Number: ( ) Fax Number: ( )

E-Mail Address: Web Address:

Federal ID Number: Unique Entity Identifier (UEI): ______________________

Name of Authorized Official Submitting Proposal:

(Please Print or Type)

Signature of Authorized Official Submitting Proposal:

Date: ________________

NOTE: By signing and submitting this proposal for consideration by the Dutchess County Division of Central

Services, the vendor acknowledges that they have read, understand and agree to all aspects of the specifications as presented without reservation or alteration.

CS-1 (1 of 3)

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BID PROPOSAL FORM (Cont’d)

Bids are to be offered as a percentage discount off list price as defined in section 2.f. Bidder must bid on all items listed on this Bid Proposal Form CS-1 (3 pages) in order to be considered for the award.

The following item categories are not “all inclusive”. If a particular category includes multiple suppliers/catalogs, please indicate the discount from each supplier/catalog. If there is insufficient room for your suppliers/catalogs, please attach an additional sheet, using the format provided.

Item

Item / Category Supplier(s) / Catalog(s) Name

Discount from List

Price (as defined in these specifications)

HAND TOOLS – to include, but not be limited to: Hammers, punches, knock-out punches, screwdrivers, pliers, wire cutters, meters, taps and dies

ABRASIVES, CUTTING AND

GRINDING TOOLS - To include, but not be limited to: Grinding points, stones, files, drill bits, step bits, grinding wheels, wire wheels, sandpaper, and files

SAFETY - To include, but not be limited to: Flashlights/lanterns, batteries, personal protection, lock out-tag out devices

ADHESIVES, SEALANTS AND

LUBRICANTS - To include, but not be limited to: electrical tape, instant adhesives, epoxy, duct seal, PVC glues

CS-1 (2 of 3)

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BID PROPOSAL FORM (Cont’d)

Item

Item / Category Supplier(s) / Catalog(s) Name

Discount from List

Price (as defined in these specifications)

CONDUIT - To include, but not be limited to: galvanized, PVC, all fittings, panels and electrical boxes

WIRE - To include, but not be limited to: Romex, MC cable and data cable

ELECTRICAL - To include, but not be limited to: Lamps & bulbs, lighting fixtures, ballasts, connectors, outlet strips, plugs, cords, switches/ receptacles, breakers, fuses, security devices/wire

FASTENERS - To include, but not be limited to: Screws, bolts, nuts, washers, anchors, rivets, power fasteners

CS-1 (3 of 3)

RFB-DCP-40-25 Page 12 of 14

Non-Collusion Affidavit

Bid #RFB-DCP-40-25

As required by Section 103-d of the New York State General Municipal Law, the bidder certifies under the penalties of perjury that:

(a) “By submission of this, 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 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 and will not knowingly be 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.”

Signed

By

(President)

Dated ___________________

Bid submitted by: Name:

Address:

Phone:

Fax #:

Email:

CS-2

RFB-DCP-40-25 Page 13 of 14

ATTACHMENT A

ADDENDA ACKNOWLEDGMENT FORM

Bidder acknowledges receipt of the following addenda to RFB-DCP-40-25:

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Failure to acknowledge receipt of all addenda may deem the bidder as non-responsive.

Full Legal Name of

Company Submitting Bid:

Authorized Signature:

Title:

Date:

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