ORANGE COUNTY, NEW YORK

Department of General Services PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE: Chimney Cleaning and Repair Services RFB-OC038-26

RFB Shell 7/2024

CHIMNEY CLEANING AND REPAIR SERVICES

PO Box 218, 255-275 Main St.

Goshen, New York 10924

TABLE OF CONTENTS

Notice to Bidders

Instructions to Bidders

Insurance Requirements

Bonding Requirements

Purchases by Other Political Subdivisions and Districts

Scope

Specifications

Term

Pricing

Payment

Submission of Bids

Additional Information

Basis Of Award

Anticipated RFB Timeline

Bid Forms

Certification of Experience (References)

Questions

Non-Collusive Bidding Certification

Disclosure of Prior Non-Responsibility Determinations

Iran Divestment Act Certification

Disclosure of Vendor-Subcontractor and Substantially Affiliated Entity Relationships

Information Sheet

Non-Bidder’s Response

The following attachments are applicable to this RFB only if checked:

Attachment Form Agreement for Vendor Services

Attachment Form Labor Law Addendum to Agreement

Attachment Supplier Forms

Attachment ACH Form

Attachment Article 8 Prevailing Wage rates apply to this Request for Bids and are specified in PRC# 2026003308 which is attached and incorporated and can be obtained through the New York State Department of Labor website at:

http://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt.

Attachment 2026 County Holiday Schedule http://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt

PO Box 218, 255-275 Main St.

Goshen, New York 10924

NOTICE TO BIDDERS

Bids for the County of Orange RFB-OC038-26 Chimney Cleaning and Repair Services will be received by the undersigned Commissioner of the Department of General Services, in her office at 255-275 Main St., Goshen, NY 10924, up to and including Thursday, September 24, 2026 at 2:30 P.M., prevailing time, when they shall be opened and read aloud.

Copies of the Request for Bids may be obtained beginning Wednesday, September 2, 2026 at the above address between the hours of 9:00 A.M. and 4:45 P.M., Monday through Friday (with the exception of County observed holidays), as well as through https://www.bidnetdirect.com/new-york/county-of-orange.

September 2, 2026 Renee Arnold-O’Regan, Commissioner

(Remainder of Page Intentionally Left Blank) https://www.bidnetdirect.com/new-york/county-of-orange

PO Box 218, 255-275 Main St.

Goshen, New York 10924

INSTRUCTIONS TO BIDDERS

Unless solicited directly by another County Department, the only official distribution source for this Request for Bid (“RFB”) is through the County of Orange (“County”) Department of General Services (“General Services”).

Additionally, most RFB documents issued by General Services are distributed through BidNet which can be accessed through https://www.bidnetdirect.com/new-york/county-of-orange. If you have obtained this RFB from a different source, you are encouraged to contact General Services to receive an official copy. You may not receive addenda or important information regarding this RFB if you are not registered with General Services as having obtained a copy of this RFB through General Services or through BidNet.

By submitting a bid, you are asking the County to accept your offer for the sale of goods and/or services. It is important that you READ and UNDERSTAND all terms and conditions contained in this RFB as well as understand the laws that govern public contracts in New York State. If you do not agree with the terms and conditions contained in this RFB you should not submit a bid.

Your bid will be considered by the County if the following conditions are met:

1. Pursuant to State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on communications between the County and a bidder during the procurement process. A bidder is restricted from contacting other than designated staff from the earliest notice of intent to solicit offers through final award and approval of the procurement contract by the County Executive ("Restricted Period") unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). County employees are required to obtain certain information when contacted during the Restricted Period. The designated staff contact is the Commissioner of General Services or her representative, telephone (845) 291-2792. Bidders responding to this RFB must familiarize themselves with these State Finance Law requirements and will be expected to affirm that they understand and agree to comply on the Bid Form provided in this RFB.

2. Applicable Not Applicable A Pre-Bid Conference and Site Visit will be held at [location] on [date] at [time], prevailing time. Attendance is strongly recommended. The County shall not be liable for, nor shall it review proposed change orders, contract amendments, etc. for inadequate pricing, labor, materials, time or similar issues in Vendor/Consultant's contract with the County resulting from Vendor/Consultant's failure to attend and obtain information provided at the pre-proposal conference, site visit and/or any addenda issued afterward.

3. Bidders are responsible for reporting in writing any errors, omissions and/or ambiguities found in this RFB. All such reports, requests for information, questions, etc. must be on the "Questions Form" provided in this RFB and emailed to: GeneralServices@orangecountygov.com. No questions will be entertained by any other means. All questions must be submitted by Tuesday, September 15, 2026, at 3:00 P.M., prevailing time. Questions received after that time will not be addressed. Please be patient, questions will be answered in addendum/addenda to be shared with all interested bidders. Questions will not be responded to individually.

https://www.bidnetdirect.com/new-york/county-of-orange mailto:GeneralServices@orangecountygov.com

PO Box 218, 255-275 Main St.

Goshen, New York 10924

4. Unless otherwise specified, all bids must be made upon forms provided in this RFB, if any, as may be modified by addenda, contained in sealed envelopes clearly marked on the outside packaging with RFB-OC038-26 Chimney Cleaning and Repair Services addressed to Renee Arnold-O’Regan, Commissioner, Department of General Services, PO Box 218, 255-275 Main St., Goshen, NY 10924 and received up to and including Thursday, September 24, 2026 at 2:30 P.M., prevailing time. If NOT sending your bid via U.S. Mail (i.e., using FedEx, UPS, hand deliver, etc.) please use the following address: Orange County Department of General Services, 255-275 Main St., Goshen, New York 10924. It is the Bidder’s responsibility to clearly mark the outside of their mailing package with the RFB number and title. Faxed or E-mailed Bids are not permitted. NO LATE BIDS WILL BE

ACCEPTED - NO EXCEPTIONS!

5. Any alteration of the Bid Form or the Specifications portion of this RFB to suit your pricing, packaging, or manufacturing requirements, etc. will make your bid non-responsive. If clarification is required on any aspect of this RFB, it is necessary to submit questions to the Department of General Services as set forth in Item #3 of these Instruction to Bidders.

6. Each bidder responding to this RFB must include proof of its registration with the New York State Department of Labor as required by Labor Law §220-i in its bid. Failure to include such proof in its bid automatically disqualifies a bidder from consideration for a contract award under this RFB.

7. As applicable and required for performance of the services described in the Scope and Specifications portions of this RFB, each bidder shall submit in its bid package a separate sealed list that names each subcontractor that the bidder will use to perform services if awarded the contract under this RFB, and the agreed-upon amount to be paid to each, for: (a) plumbing and gas fitting, (b) steam heating, hot water heating, ventilating and air-conditioning apparatus, and (c) electric wiring and standard illuminating fixtures. After the apparent low bid is announced, the sealed list of subcontractors submitted with such apparent low bid will be opened and the names of such contractors will be announced, and thereafter any change of subcontractor or agreed-upon amount to be paid to each will require the approval of the County upon a showing presented to the County of legitimate construction need for such change, which shall be open to public inspection. “Legitimate construction need” shall include, but not be limited to, a change in specifications, a change in construction material costs, a change to subcontractor status as determined pursuant to Labor Law §222(2)€, or the fact that subcontractor has become otherwise unwilling or unable to perform the subcontract. The sealed lists of subcontractors submitted by all other bidders shall be returned to them unopened after the contract award.

8. Pursuant to State Finance Law §165(2)(c)(ii), any bid submitted in response to this RFB which proposes or calls for the use of any tropical hardwood (as defined in State Finance Law §165(b) or tropical wood product (as defined in State Finance Law §(1)(d) in performance of the contract resulting from this RFB will be deemed non-responsive.

9. TWO (2) UNBOUND, SINGLE-SIDED sets of all bids must be submitted, ONE (1) UNBOUND, SINGLE-SIDED SET OF WHICH MUST CONTAIN ORIGINAL SIGNATURES, including completed copies of any forms or certifications required in this RFB. Form, if any, provided in/with this RFB must be completely filled in, in ink or by typing, on the form provided in/with this RFB. Failure to respond to this RFB on any form(s) provided in /with this RFB may result in disqualification of a bid as non-responsive. Each Bid Form must be properly executed and signed by the bidder.

Any Bid Form that contains modifications, omissions, and/or erasure, is illegible, conditional, and/or unsigned will be rejected as non-responsive.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

10. Permission will not be given to modify or explain an bid after it has been opened, unless clearly specified in this document (e.g., interviews). Permission to withdraw a bid prior to bid opening will be at the discretion of the County and no replacement bid may be submitted without authorization from the Commissioner of General Services.

Opened bids may not be withdrawn until forty-five (45) days after opening.

11. Basis of Award provisions vary with each RFB, please read that portion of this RFB carefully. Under some RFBs, contracts may be awarded to more than one (1) entity. The Commissioner of General Services reserves the right to waive any informality, reject any and all bids, or if noted in the Basis of Award portion of this RFB, accept any bid in whole or in part, if deemed to be in the best interest of the County.

12. Any award under this RFB is subject to the execution of a contract between the successful bidder and the County. The County’s contract obligation is contingent upon Bidder's provision of any required insurance and bonds, execution of the contract by both parties and the availability of appropriated funds for this contract. No legal liability on the part of the County for payment of any money shall arise unless and until all required insurance and bonds are provided and maintained; funds are appropriated and made available in each year of the term of the contract and all performance requirements for each payment are met. The County shall have no responsibility or liability for any of Bidder's costs related to preparation of Bids, attendance at interviews, etc.; all such costs are solely at Bidder's risk and expense.

13. Bidder(s) awarded a contract agree to execute the contract in the same form as the template enclosed in this RFB in the timeframe, if any, indicated in this RFB. Any supplemental agreement(s) (e.g. licensing or maintenance agreements) requested by a Bidder must be included in the Bid and are subject to the discretionary approval of the County Attorney and the County Executive. For any software required in the scope of services, include any proposed license or maintenance agreement(s) with your Bid. Failure to reach agreement on contract terms and conditions may result in rejection of a Bid, rescission of an award and/or retention of Bid Security by the County.

14. The County maintains a unilateral right to cancel or extend the contract in accordance with the terms of any contract resulting from this RFB. If a Vendor/Consultant fails to perform or otherwise breaches the contract, in addition to any other rights and remedies the County may have, Vendor/Consultant may be listed as non-responsible and may be ineligible for future contract awards.

15. If Bid Security is required by this RFB it must be included in the Bid. If Performance and/or Payment Bonds are required by this RFB, Bids must include a letter from Bidder's bank or surety stating that the required letter of credit or bond(s) will be provided in the event of a contract. The letter of credit or bond(s) shall be provided for each year or relevant portion of the contract, as may be applicable.

16. Bidders must be properly registered to do business in the State of New York and furnish applicable certificates of authority/incorporation/partnership/dba, etc. with their Bid.

17. The County encourages submission of Bids by Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

18. A Non-Collusion Certification, Disclosure of Non-Responsibility Determination and Iran Divestment Act Certification are included in this RFB. Bidders must complete and submit a signed original of each and the applicable number of copies of each with their Bid.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

19. Supplier Forms are provided with this RFB. Bidders that have not received a purchase order in the last twelve

(12) months from the County must submit completed and signed Supplier Forms prior to execution of a contract by the County.

20. Pursuant to New York’s Freedom of Information Law (“FOIL”) (Public Officers Law, Article 6, Sections 84-90) all government records are presumptively open for public inspection unless specifically exempted from disclosure under FOIL. Bidders who have a good faith belief that information contained in their Bid is exempt from disclosure under FOIL must, at the time of their submission, request the exemption in writing, setting forth the basis for the claimed exemption. In addition, the Bidder must mark each page of its submission claimed to be exempt from disclosure under FOIL with the following legend: “THE BIDDER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM DISCLOSURE UNDER THE NEW YORK STATE FREEDOM OF INFORMATION LAW.” Neither the Bidder’s classification of materials as exempt under FOIL, nor the County’s acceptance of Bidder’s Bid with the claimed exemption(s), should be considered a final determination as to whether the designated materials are exempt from disclosure under FOIL. Any and all determinations as to the propriety of claimed exemptions will be made by the County and/or a court of law in accordance with applicable law.

21. If a deposit was required to obtain this RFB and related documents, the price of one full set of documents returned in good condition within thirty (30) days after Notice of Award shall be refunded. Refunds for all other copies in good condition shall be less the actual cost of reproduction per set.

INSURANCE REQUIREMENTS

During the term of the contract, or longer if required, the Vendor/Consultant shall maintain, at its expense, Worker's Compensation, Disability and liability insurance policies of the types and minimum coverages specified in the enclosed contract template (e.g., Agreement for Vendor Services). Certificates of insurance evidencing Vendor's / Consultant's compliance with these requirements shall be required prior to execution of the contract by the County.

Failure to submit insurance documents may result in disqualification of the Bidder as non-responsible and/or the County's retention of Bid Security.

BONDING REQUIREMENTS

No bond is required for this contract.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

PURCHASES BY OTHER LOCAL GOVERNMENTS AND SCHOOL DISTRICTS

New York State General Municipal Law §103(3), §103(16), County Law §408-a, and County Procurement Policy allow New York State political subdivisions and districts to make purchases through County contracts open to such procurements by the County. THE AWARD OF ANY CONTRACT UNDER THIS RFB SHALL BE OPEN TO SUCH PROCUREMENTS. OFFERORS WHO DO NOT WISH TO ACCEPT THIS AS A CONDITION OF CONTRACT SHOULD NOT

SUBMIT A PROPOSAL.

1. The Department of General Services shall make award information on any contract resulting from this RFB available to other political subdivisions.

2. Other political subdivisions or districts will issue purchase orders directly to Vendor/Consultant within the specified contract period referencing the County’s contract and shall be solely liable and responsible for all payments due on under the contract for that political subdivision’s or district’s use of the Contract. The County shall not be liable or responsible for any debts incurred by other users of any contract resulting from this RFB.

3. All purchases shall be subject to audit and inspection by the County.

4. Necessary deviations from the County’s specifications in the award of a participant contract, for example quantities or delivery points, shall be resolved between the successful Offeror and the other political subdivisions or districts. However, at no time shall any change to price and product specifications be permitted, except where an item has been replaced by another item due to obsolescence or pricing is contingent on an outside factor (e.g.

fuel at market rates) pursuant to the terms of the contract, and/or the Vendor or Consultant offers reduced pricing to any participant, which then must be made immediately available to all participants. If a product specification requires modification due to obsolescence, the County must approve a change of product in writing in order for it to be valid. In the event a product substitution is approved, no change in price will be permitted except when the price will be lower than the originally awarded price. Any reduced pricing shall be applicable to all other participants’ quantities ordered on or after the date such reduced pricing became effective for the initial participant receiving such pricing.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

SCOPE

The County of Orange (“County”) seeks to secure qualified contractor(s) to provide chimney/masonry cleaning, maintenance and repair for County-owned properties located throughout the County.

SPECIFICATIONS

ARTICLE I

QUALIFICATIONS

1. EXPERIENCE. Each bidder submitting a bid in response to this RFB thereby confirms affirmatively to the County that it has a minimum of three (3) years of experience as of the date of the issuance of this RFB in performing the services described in these Specifications. Each bidder must include a completed Certificate of Experience (References) form (provided in this RFB) in its bid package submitted in response to this RFB.

1. 2. NYSDOL CERTIFICATION. A contractor under a new contract for projects/work/services that are subject to

Article 8 of the Labor Law with a start date of December 30, 2024, or later must submit proof to the County of its registration with the New York State Department of Labor as required by Labor Law §220-i before commencing any work under said contract.

No subcontractor may commence new work/services on a project that is subject to Article 8 of the Labor Law on or after December 30, 2024, before submitting proof to the County of its registration with the New York State Department of Labor as required by Labor Law §220-i.

ARTICLE II

SERVICES

1. SERVICES include, but are not limited to, repairs and maintenance for chimney and masonry work within County owned properties, which encompasses, but is not limited to, emergency response, possible design, installation, maintenance, reconditioning, replacement, or repair that may be required, which includes, but is not limited to the “Chimney Cleaning Services” and the “Chimney Repair Services” itemized below (the “Work”). This is not an all-inclusive list of the Work, as other types of chimney and masonry repairs and services may be required (which shall also be included in the defined term “Work” hereunder). The selected contractor(s) (“Contractor”) will be expected to perform the Work from a written estimate with the written approval of the County or its designated representative requesting the Work.

a. CHIMNEY CLEANING SERVICES: Wire brush, snake and vacuum clean chimneys at various County locations. Chimneys to be inspected at the time of cleaning and a report should be submitted thereafter of chimney condition. Truck Mounted Vacuums are to be used for cleaning wherever possible. All necessary precautions will be taken to protect surrounding areas while service is in progress. The awarded contractor must have at least one (1) certified CSIA (Chimney Safety Institute of America) on staff.

b. CHIMNEY REPAIR SERVICES: Repairs to masonry, metal pipe single and double wall, stainless steel chimneys may include any the following:

i. Masonry repair using brick, block, and stone. Repointing of chimneys and crowns.

ii. Replacement/installation of metal chimneys.

iii. Stainless Steel chimney relining.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

iv. Inspection and repair/replacement of fireplaces, fire boxes, dampers, and hearths.

v. Inspection, installation, cleaning, repair and replacement of woodstoves and pipes.

vi. Replacement/installation of stainless steel chimney caps.

2. ITEMS REQUIRED TO PROVIDE SERVICES. Contractor shall furnish and supply labor, all tools and equipment, and material necessary to complete any and all Work. Contractor shall maintain a safe and clean work environment. Contractor at no time shall leave any tools, equipment, or materials unsupervised and accessible (i.e. during breaks, meal periods, or for any stoppage of Work). The County shall have no responsibility or liability for Contractor's unsupervised tools, equipment, or materials.

ARTICLE III

MISCELLANEOUS REQUIREMENTS UNDER THE CONTRACT

1. COMPLIANCE. Contractor will be responsible for following all applicable New York State and federal codes, rules and regulations including, but not limited to, those of the Occupational Safety and Health Administration, National Fire Protection Association, Department of Transportation, New York State Building Codes, as may be amended, and any other authority having jurisdiction over the goods and services provided and performed pursuant to the contract to be awarded under this RFB (the “Contract”).

2. EMERGENCY CALLS. Contractor must be available for emergency service twenty-four (24) hours a day, seven (7) days a week including holidays, and shall provide an emergency phone number for availability twenty-four (24) hours a day. Contractor shall respond onsite to all calls for Emergency service within four (4) hours from the time a service call is placed unless otherwise specified at the time the call is made. Contractor will have non-emergency calls for service scheduled during regular business hours.

3. COST. Contractor shall provide to the County Representative a written cost estimate (including estimated time necessary to complete service. ) Vendor must receive signed written approval from the County Representative prior to taking any steps to perform services. No payment will be made for services started without receipt of such prior signed written approval. Vendor shall commence all approved services within five (5) business days of receipt of such prior signed written approval unless otherwise agreed to in writing by the County Representative. If, while performing approved work, Vendor determines that costs will exceed the approved estimate, Vendor must submit an updated estimate detailing the nature of the additional costs to the County Representative for written approval.

Requests for payment for any work exceeding the initial approved estimate will not be accepted by the County unless an updated estimate is submitted and approved by the County Representative as provided in this subsection.

Work shall be performed only with the written authorization of a designated County representative. Should any Work be performed without such authorization, payment will not be made. All Work is subject to inspection and approval of designated County representatives, which may occur at any time, and if Work is not satisfactory or if Contractor fails to take reasonable steps to correct deficiencies, the County may terminate the Contract, reserving its right to exercise all other available remedies at law, in equity or provided under the Contract.

4. WARRANTY. All Work by the Contractor shall be warranted by the Contractor against failure or malfunction due to installation errors, defective workmanship and missing or incorrect parts for a minimum period of twelve (12) months from the date the Work was accepted by the County.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

5. QUALIFICATIONS. Vendor shall ensure that all Staff are fully qualified and licensed, if applicable, to perform the services and are cognizant of all applicable codes and safety requirements in effect at the time such services are performed and adhere thereto. Vendor shall be trained and capable of making confined space entry to perform services in manholes, crawlspaces, or other restricted space area, as may be needed.

5. MINIMIZE DISRUPTION. Contract services must be performed in a timely manner to limit and minimize disruption of County operations.

6. CLEANLINESS OF SERVICE AREA. Vendor shall require and ensure that Staff maintain all areas where services are being performed in a constant state of cleanliness to prevent the risk of injury. All tools, equipment, and supplies must be supervised at all times and not be left unattended. During all breaks, lunches, and at the end of the day all tools, equipment, and supplies must be stored properly. The County will have no responsibility or liability for the tools, equipment, and supplies of Vendor. Upon completion of the services, the area in which such services were performed shall be left in a neat, unobstructed condition.

7. SUBCONTRACTORS. Any use of subcontractors requires prior written approval from the County. If a bidder intends to use any subcontractor(s) for performance of any of the services specified in this RFB, it must identify such subcontractor(s) by legal name and address on a separate sheet labeled “Subcontractor(s)” and include same in its bid package submitted in response to this RFB if known at time of bidding. Any subcontractor(s) will be paid at the same labor rates as provided on Vendor’s Bid Form. Vendor is not permitted to subcontract more than twenty (20%) percent of the services to be performed under this RFB.

8. LOCATIONS. Services performed under this Contract will take place on/in County-owned/operated properties/facilities. County reserves the right to add to or subtract the locations covered under this RFB to include, but not limited to, any and all other County facilities as may be occupied, purchased, leased and/or rented by the County during the term of the Contract that would require the services requested in this RFB.

TERM

1. INITIAL TERM AND POTENTIAL RENEWAL TERM. The County anticipates that the initial term of the Contract will be for a period of three (3) years (“Initial Term”). The County reserves the right, exercisable in its sole discretion, to renew the Contract for two (2) additional periods of one (1) year (“Renewal Term”) on the same terms and conditions as the terms and conditions set forth in the Contract. If the County exercises its option to renew as stated in this section, Vendor must execute a change order or amendment to the Contract memorializing such Renewal Term. Vendor must return the executed change order or amendment to the County by the date provided in the correspondence accompanying such change order or amendment.

2. POTENTIAL EXTENDED TERM. Upon expiration of the Initial Term or the Renewal Term, if such renewal option is exercised by the County as stated above, the Contract may be extended unilaterally by the County for an additional period of up to two (2) months on the same terms and conditions as the terms and conditions set forth in the Contract. With the concurrence of Vendor, such short-term extension may be for a period of up to three (3) months in lieu of the up to two (2)-month period. Any such short-term extension shall be referred to as an “Extended Term.” Vendor must execute a change order or amendment to the Contract memorializing such Extended Term. Vendor must return the executed change order or amendment to the County by the date provided in the correspondence accompanying such change order or amendment.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

PRICING

1. NO CONDITIONAL BIDS. The County does not accept any conditional bids (i.e., minimum quantities, minimum dollar amount orders, etc.).

2. SUBMISSION OF PRICING. Pricing must be submitted on the Bid Form provided in this RFB.

Chimney Cleaning & Repair Services. Bidders must provide labor rates for the Initial Term and potential

Renewal Terms on the Bid Form. All labor rates provided on the Bid Form must be all-inclusive, considering travel to and from the location at which such services will be performed and all tools, machinery, equipment, and supplies, as applicable, required to perform such services. No separate travel time or other charges/fees will be paid by the County under the Contract.

4. EXTENDED TERM PRICING. In the event of an Extended Term (as discussed in Section 2 of the Term portion of this RFB), the rates from the immediately preceding Initial Term or Renewal Term, as applicable, will apply throughout the duration of such Extended Term with no adjustment permitted.

5. NO TAXES. The pricing submitted must be exclusive of federal and state sales taxes (or other taxes inapplicable to government entities) and must not include any tax for which the bidder may claim exemption because of doing business with the County.

6. FREIGHT CHARGES; SURCHARGES. Any freight charges on parts/materials may only be reimbursed at the actual cost upon proof of invoice from Vendor’s common carrier showing what the actual freight charges were. No additional markup will be allowed. No handling, fuel, inflationary, or other surcharges will be accepted or reimbursed by the County.

7. NO GUARANTEED VOLUME OR QUANTITIES. The proposed Scope and Specifications in this RFB are not a guarantee, were developed based on past or anticipated needs, and are as accurate as the County can ascertain at the time of issuance of this RFB. When an anticipated volume or other quantities or goods or services are listed, the County has listed these either based upon a history of usage over a previous period or anticipated need. The County in no way guarantees that the actual quantities listed will be ordered. When volume or quantities are listed, the bidder understands that the actual volume or quantities may be more or less, depending on the actual needs of the County. The bidder shall hold the County harmless against any damages because of estimated volume or quantities.

In the event quantities exceed the estimate, the County shall receive the price as listed in the Contract or, if a better price is available at that time, the better price shall be passed on to the County.

8. PREVAILING WAGE REQUIREMENTS.

Prevailing wage rates apply to the services identified in this RFB and are specified in the Prevailing Wage Schedule PRC# 2026003308 a copy of which is attached to, incorporated in, and made a part of this RFB. The Prevailing Wage Schedule and any supplements can also be found by entering the PRC# at:

https://apps.labor.ny.gov/wpp/showFindProject.do?method=showIt. Pursuant to New York State Labor Law, Vendor and its subcontractor(s), if any, are required to pay the prevailing wage rates and supplements, as applicable and as may be updated by the New York State Department of Labor during the Contract Term.

The New York State Department of Labor may revise Prevailing Wage Schedules throughout the year. Bid pricing should account for any such increase in prevailing wage rates as change orders due to increased prevailing wage rates will not be permitted. Bidders are strongly encouraged to review archived Prevailing Wage Schedules at:

https://apps.labor.ny.gov/wpp/showFindProject.do?method=showIt

PO Box 218, 255-275 Main St.

Goshen, New York 10924 https://dol.ny.gov/public-work-archived-wage-schedules prior to bid submission to ensure that their pricing will be competitive. Vendor will be responsible for all prevailing wage rates and supplement increases regardless of when or how often they are implemented while maintaining the prices provided in Vendor’s bid.

PAYMENT

1. PAYMENT TERMS; CERTIFIED PAYROLLS. Payment will be made in accordance with the payment/compensation provisions of the form contract document provided with this RFB (i.e. Agreement for Vendor Services). Pursuant to New York State Labor Law, certified payrolls indicating payment of prevailing wage rates MUST be submitted with each invoice involving labor before the County can make any payment to Vendor.

2. INVOICES. Vendor shall submit invoices for services performed under the Contract, which must contain the following information:

a. The facility/site at which the service was performed.

b. A description of the services performed.

c. The date(s) that the services were performed.

d. The name of the Staff who performed the services.

e. The actual time spent completing the services together with the applicable all- inclusive labor rate provided on Vendor’s Bid Form; and a description of each part/material utilized by Vendor in the repair or installation, as applicable. If all parts/materials provided by Vendor exceeded $100.00 in the aggregate, Vendor must include with its invoice a copy of the supplier invoice for each identified part/material showing what Vendor was billed so that the County can confirm the percentage markup/discount as provided on Vendor’s Bid Form. If Vendor provided less than $100.00 worth of parts/materials, a copy of the supplier invoice is not necessary. Cost for tools, machinery, equipment, and supplies used to perform the services specified in this RFB must be included in Vendor’s overhead calculations and reflected in the rates bid for labor. No separate charges for tools, machinery, equipment, and supplies will be allowed.

3 NO TRAVEL TIME PERMITTED. No separate travel time will be paid to Vendor for any Contract services.

4. PAYMENT OPTIONS. The County offers the payment choices listed below. The payment time in standard County contracts is typically 30 days for Public Improvement Projects and 60 days for all other contracts. Generally, the County is able to process payments more quickly than those stated timeframes.

However, the options for payment choices below are listed in order of speed:

a. Electronic Funds Transfer (EFT) via Automated Clearing House (ACH) – Please complete the form enclosed with this RFB.

b. Check

PO Box 218, 255-275 Main St.

Goshen, New York 10924

SUBMISSION OF BIDS

Unless otherwise noted below, one (1) UNBOUND signed original (as applicable to the document type) and the number of copies specified in Item #6 of the Instructions to Bidders, of each of the following items should be submitted in your Bid package- It is NOT necessary to include a copy of the entire RFB in your proposal package only the items required below. Bids must include:

1. Completed and signed Bid Form.

2. Pricing: Must be on the Bid Form.

3. Proof of its registration with the New York State Department of Labor as required by Labor Law §220-i.

4. Certificate of Experience (References): Names and contact information for at least three (3) clients wherein similar projects have been completed, references for New York government entities are preferable, but not required.

5. Proof of at least one (1) certified CSIA (Chimney Safety Institute of America) on staff.

6. Non-Collusion Certification

7. Disclosure of Non-Responsibility Determination (copy of instruction page not required)

8. Iran Divestment Act Certification

9. Certificate of Authority/Incorporation/Partnership/dba, etc., as applicable to your business entity

10. Supplier Forms (if not already a current Orange County awarded vendor)

11. Information or other materials to be included, only as requested in the Specifications

12. Any supplemental agreements (e.g. a licensing agreement) requested by a Bidder must be included in the Bid and are subject to the discretionary approval of the County Attorney and the County Executive. For any software required in the Specifications, include any proposed license or maintenance agreements with your Bid. Bidders awarded a contract agree to execute the contract in the same form as the template enclosed in this RFB and in the timeframe, if any, indicated in this RFB. Failure to reach agreement on contract terms and conditions may result in rejection of a proposal, rescission of an award and/or retention of Bid Security by the County.

ALL SUBMISSIONS MUST BE CLEARLY MARKED ON THE OUTSIDE PACKAGING WITH THE RFB TITLE AND NUMBER.

INSURANCE: While not required in the Bid package, Bidders are reminded that Certificates of Insurance evidencing Vendor's/Consultant's compliance with the Insurance requirements of this RFB must be provided prior to execution of the contract by the County. The number of days for submission may vary but it may be less than one business week, please be prepared. FAILURE TO SUBMIT INSURANCE DOCUMENTS MAY RESULT IN DISQUALIFICATION OF THE VENDOR/CONSULTANT AS NON-RESPONSIVE AND/OR THE COUNTY'S RETENTION OF BID SECURITY.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

ADDITIONAL INFORMATION, INTERVIEWS & SITE VISITS

The County may require any or all Bidders to present additional evidence of experience, ability and financial standing as well as a statement as to the materials, equipment or personnel which the Bidder will have available for the performance of this contract. The County reserves the right to interview any or all Bidders and/or visit any or all Bidder's sites during the evaluation of Bids. If applicable, the County shall contact Bidders to arrange an interview (which County may require to be held at the Department of General Services) and/or a site visit of Bidder's facilities at any time during the evaluation process. Bidders are reminded to include their best technical and price terms in their initial offer and not to automatically assume that they will have an opportunity to participate in interviews, site visits or be asked to submit a best and final offer. The County may award the contract without interviews and/or site visits for any or all Bidders, if deemed to be within the best interests of the County.

BASIS OF AWARD

1. The County will award a firm fixed-price contract to the lowest responsive and responsible Bidder.

2. The County reserves the right to: waive any informality or reject any or all Bids with or without advertising for new Bids, if in the best interest of the County.

3. In the event of a two-way tie, Bidders will be notified of a coin toss to be held in the office of the Commissioner of General Services, 255-275 Main St., Goshen, New York, 10924, the date and time to be determined as needed.

The first alpha-order Bidder, based on first letter of business entity name, will be asked to call the coin. In the event of a multiple tie, names of tied Bidders will be placed in a hat by the Commissioner of General Services. First alpha-order Bidder, based on first letter of business entity name, will draw the name. In the event there are no attendees for the coin toss or the draw, the coin toss or the draw will be conducted by the Commissioner of General Services and two (2) representatives of the County.

ANTICIPATED RFB TIMELINE

All dates except for the Bids Due date are approximate and subject to change, unless otherwise noted. Any change in the Bids Due date will be made by an Addendum to the RFB issued by the County.

Publication of RFB 9/2/26 Questions Due 9/15/26 Bids Due 9/24/26

PO Box 218, 255-275 Main St.

Goshen, New York 10924

BID FORM

BUSINESS NAME: ______________________________________________________________________________

BUSINESS ADDRESS: ____________________________________________________________________________

NAME, TITLE, PHONE & EMAIL OF CONTACT PERSON: _________________________________________

Does this business have a minority, women's, disadvantaged, or small business certification? Yes No

If yes, please list the designation(s) and certifying entity(ies): ___________________________________________

Item

Number

Days/Times of

Service

All-Inclusive Labor Rate*

Initial Three (3) Year Term

All-Inclusive Labor Rate*

Potential One

(1) Year

Renewal Term 1

All-Inclusive Labor Rate*

Potential One

(1) Year

Renewal Term 2

1 Monday to Friday, 7:00 AM to 5:00 PM per hour per hour per hour

Monday to Friday, 5:01 PM to 6:59 AM, and Weekends, and County Holidays per hour per hour per hour

3 Materials (if a number other than “0” is entered on the _% line, check the Markup on Cost or Discount off Manufacturer’s List Price box as appropriate)

□ Markup

□ Discount

TOTAL

(Item 1 + Item 2) per hour per hour per hour

*All labor rates provided on this Bid Form must include travel to and from the location at which the services will be performed and all tools, machinery, equipment, and supplies, and materials required to perform such services. No separate travel time or other charges/fees will be paid by the County under the Contract.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

BID FORM

The undersigned proposes to furnish and deliver RFB-OC038-26 Chimney Cleaning and Repair Services and its responding Bid to the County of Orange, at the prices stated within the Bid submitted.

The individual submitting this Bid on behalf of the business entity noted above, certifies by their signature below that:

• they understand and have complied with the requirements of State Finance Law Sections 139-j and 139-k and will continue to do so throughout the Restricted Period;

they have read and understood the full Request for Bid cited above; and

• they are duly authorized to submit the Bid on behalf of the business entity noted above.

Additionally, by submission of this RFB, the person signing on behalf of the business entity noted above certifies, and in the case of a joint quote each party thereto certifies as to its own organization, under penalty of perjury, that the business entity submitting this quote has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees.

Such policy shall, at a minimum, meet the requirements of Section 201-g of the New York State Labor Law.

By: _________________________________ Date: ________________________________ (Signature)

NAME Federal ID Number

TITLE DUNS Number, if applicable

ADDENDA CONFIRMATION (Bidders should only complete this section if any addenda were issued for this RFB.)

Addendum #____ - Received __________________, 20___ Initialed by person signing above _________

Addendum #____ - Received __________________, 20___ Initialed by person signing above _________

Addendum #____ - Received __________________, 20___ Initialed by person signing above _________

PO Box 218, 255-275 Main St.

Goshen, New York 10924

CERTIFICATION OF EXPERIENCE (REFERENCES)

I, _______________________________, hereby certify that __________________________________________ (Print Signer's Name)

(Bidder – Company Name) has performed work for the following entities within the last three (3) years.

NAME OF BUSINESS: ______________________________ CONTACT NAME: _____________________________

ADDRESS: __________________________________________________________________________________

AMOUNT OF CONTRACT: __________________________PHONE: _____________________________________

EMAIL: ____________________________ TYPE OF WORK: ___________________________________________

NAME OF BUSINESS: ______________________________ CONTACT NAME: _____________________________

ADDRESS: __________________________________________________________________________________

AMOUNT OF CONTRACT: __________________________PHONE: _____________________________________

EMAIL: ____________________________ TYPE OF WORK: ___________________________________________

NAME OF BUSINESS: ______________________________ CONTACT NAME: _____________________________

ADDRESS: __________________________________________________________________________________

AMOUNT OF CONTRACT: __________________________PHONE.: _____________________________________

EMAIL: ____________________________ TYPE OF WORK: ___________________________________________

ATTACH ADDITIONAL PAGES IF MORE THAN THREE (3) REFERENCES ARE REQUIRED BY THE RFB

SIGNED: _______________________________ DATE:______________________

PRINT AUTHORIZED SIGNATURE: _____________________________ TITLE: ______________________

PO Box 218, 255-275 Main St.

Goshen, New York 10924

QUESTIONS

ALL QUESTIONS REGARDING THIS RFB MUST BE sent by email to the Department of General Services on this form:

GeneralServices@orangecountygov.com with the subject line “RFB# & Questions” by the time and date specified in the Instructions to Offerors. Questions will be answered in an Addendum/Addenda to be shared with all interested Offerors. Questions will not be responded to individually.

Business Name _______________________________________________________________________________

Business Email: _______________________________________________________________________________

Phone: ______________________ Email:____________________________________Date: ________________ mailto:GeneralServices@orangecountygov.com

PO Box 218, 255-275 Main St.

Goshen, New York 10924

NON-COLLUSION CERTIFICATION

(a) “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 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.”

(b) A Bid shall not be considered for award nor shall any award be made where the provisions of (a)(1)(2) and (3) above have not been complied with; provided however, that if in any case the Bidder cannot make the foregoing certification, the Bidder shall so state and shall furnish with the Bid a signed statement which sets forth in detail the reasons therefore. Where (a)(1)(2) and (3) above have not been complied with, the Bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the Bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a Bidder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being proposed, does not constitute, without more, a disclosure within the meaning of subparagraph (a)(1)-(3) of this certification.

Any Bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a Bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such Bid contains the certification referred to in subparagraph (a)(1)-(3) of this certification, shall be deemed to have been authorized by the board of directors of the Bidder, or other authorizing body or vote of the bidder’s business entity if other than a corporation, and such authorization shall be deemed to include the signing and submission of the Bid and the this Non-Collusion Certification as the act and deed of the corporation or other business entity submitting the Bid.

DATE SIGNATURE

NAME

TITLE

BUSINESS NAME

PO Box 218, 255-275 Main St.

Goshen, New York 10924

INSTRUCTIONS FOR COMPLETING THE DISCLOSURE OF PRIOR NON-RESPONSIBILITY DETERMINATIONS

Background:

New York State Finance Law §139-k(2) obligates a Governmental Entity to obtain specific information regarding prior non-responsibility determinations with respect to State Finance Law §139-j. In accordance with State Finance Law §139-k, an Offeror must be asked to disclose whether there has been a finding of non-responsibility made within the previous four (4) years by any Governmental Entity due to: (a) a violation of State Finance Law §139-j or

(b) the intentional provision of false or incomplete information to a Governmental Entity. The terms “Offeror” and “Governmental Entity” are defined in State Finance Law § 139-k(1). State Finance Law §139-j sets forth detailed requirements about the restrictions on Contacts during the procurement process.