RFB-OC164-26 Door Repair and Replacement Services.pdf

ORANGE COUNTY, NEW YORK

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

Goshen, New York 10924

RFB TITLE: Door Repair and Replacement Services RFB-OC164-26

RFB Art. 8 Rev. 1/2025

Door Repair and Replacement 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 Local Governments and School Districts

Scope

Specifications

Term

Pricing

Payment

Submission of Bids

Additional Information

Basis of Award

Anticipated RFB Timeline

Bid Form

Certification of Experience (References) ……

Questions

Non-Collusion 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

ATTACHMENTS

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#2026013892 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 Visitor's Form for Building Clearance 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-OC164-26, Door Repair and Replacement 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 Wednesday, September 16, 2026 at 3:30 P.M., prevailing time, when they shall be opened and read aloud.

Copies of the Request for Bids may be obtained beginning Wednesday, August 19, 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.

August 19, 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

1. 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.

2. 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:

(a) Pursuant to NY State Finance Law §139-j, there are certain restrictions on communications between the County and a prospective bidder during the procurement process. A prospective bidder is restricted from contacting other than County-designated staff commencing on the earliest notice of intent to solicit bids through final contract award and approval by the County Executive ("Restricted Period"), unless it is one of the permissible contacts specified in NY State Finance Law §139-j(a)(1) – (11). Pursuant to NY State Finance Law §139-k(5), the County is required to obtain certain information when contacted during the Restricted Period. The County-designated staff contact for this RFB is the Commissioner of General Services or her representative, telephone number (845) 291-2792. Each bidder responding to this RFB must affirm that they understand and agree to comply with these requirements on the Bid Form provided in this RFB.

(b) Prospective 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 either faxed to General Services at (845) 378-2365 or emailed on the Questions Form to GeneralServices@orangecountygov.com. No questions will be entertained by any other means. All questions must be submitted by Wednesday, September 2, 2026 at 3:00 P.M., prevailing time. Questions received after that time will not be addressed. All questions presented in accordance with this Section 2(c) will be answered in addendum/addenda to be shared with all interested bidders.

Questions will not be responded to individually.

(c) Unless otherwise specified, all bids must be made upon forms provided in this RFB, if any, as may be modified by addendum/addenda, contained in sealed envelopes clearly marked on the outside packaging with RFB-OC164-26, Door Repair and Replacement Services addressed to Renee Arnold- O’Regan, Commissioner, General Services, PO Box 218, 255-275 Main St., Goshen, NY 10924 and received up to and including Wednesday, September 16, 2026 at 3:30 P.M., prevailing time. If NOT sending a bid via U.S. Mail (i.e., using FedEx, UPS, hand delivery, 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 title and number. Faxed and/or e-mailed bids are NOT permitted. NO LATE BIDS WILL BE ACCEPTED – NO EXCEPTIONS!

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(d) Any alteration of the Bid Form or the Specifications portion of this RFB to suit a bidder’s pricing, packaging, or manufacturing requirements, etc. will make the bid non-responsive. If clarification is required on any aspect of this RFB, it is necessary to submit questions to the General Services as set forth in Section 2(c) of these Instructions to Bidders.

(e) Two (2) sets of all bids must be submitted, ONE (1) SET OF WHICH MUST CONTAIN ORIGINAL

SIGNATURES, including completed copies of any forms or certifications required in this RFB. Forms, 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 erasures, is illegible, conditional, and/or unsigned will be rejected as non-responsive.

(f) Permission will not be given to modify or explain any 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.

(g) The County encourages submission of bids by Minority- and/or Women-Owned Business

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

(h) Each bidder responding to this RFB must include proof of its registration with the NY State Department of Labor as required by NY State 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.

(i) 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 identifying each subcontractor bidder will use if awarded the contract under this RFB, and the agreed-upon amount to be paid to each, for performance of the following services: (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 subcontractors 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)(e), 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 will be returned to them unopened after the contract award.

(j) Any bidder that identifies one or more subcontractors in its bid must include proof of each such subcontractor’s registration with the NY State Department of Labor as required by NY State 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.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(k) Pursuant to Workers’ Compensation Law §141-b, an entity that is debarred by the NY State Workers’ Compensation Board, or is the substantially owned affiliate of an entity so debarred, is ineligible for a contract award under this RFB. A contract awarded under this RFB may be terminated effective immediately if it is later determined by the County that the successful bidder was debarred under Workers’ Compensation Law §141-b, or was the substantially owned affiliate of an entity debarred under that section, either when such bidder submitted its bid in response to this RFB or at the time the contract was awarded.

(l) Pursuant to NY State Labor Law §220-b, an entity that is debarred by the NY State Department of Labor, or is the substantially owned affiliate or successor of an entity so debarred, is ineligible for a contract award under this RFB. A contract awarded under this RFB may be terminated effective immediately if it is later determined by the County that the successful bidder was debarred under NY State Labor Law §220-b, or was the substantially owned affiliate or successor of an entity debarred under that section, either when such bidder submitted its bid in response to this RFB or at the time the contract was awarded.

(m) Pursuant to NY 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 NY State Finance Law §165(b) or tropical wood product, as defined in NY State Finance Law §165(1)(d)), in performance of a contract resulting from this RFB will be deemed non-responsive.

(o) Bid security is required by this RFB and must be included in the bid.

(p) A Certificate of Experience (References) is provided in this RFB. If indicated as required in this RFB, each bidder must complete and include a signed original and the applicable number of copies with its bid submitted in response to this RFB.

(q) A Non-Collusion Bidding Certification, Disclosure of Prior Non-Responsibility Determinations, Iran

Divestment Act Certification, and Disclosure of Vendor-Subcontractor and Substantially Affiliated Entity Relationships are all provided in this RFB. Each bidder must complete and include a signed original of each document and the applicable number of copies of each in its bid submitted in response to this RFB.

(r) 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.

(s) Any award under this RFB is subject to the successful bidder’s execution of a contract with the

County. The County's contract obligation is contingent upon successful bidder's provision of any required insurance and bonds, and execution of a contract substantively in the form provided with this RFB, and all required addenda, if any, substantively in the form provided with this RFB, by said successful bidder, and the availability of appropriated funds for the contract. No legal liability on the part of the County for payment of any money will arise unless and until a contract, together with all required addenda if any, is executed by both parties, funds are appropriated and made available in each year of the term of such contract, and all performance requirements for each payment are met. The County will have no responsibility or liability for any bidder's costs related to preparation of bids, attendance at interviews, etc.;

all such costs are solely at bidder's risk and expense.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(t) A successful bidder awarded a contract under this RFB agrees to execute a contract document substantively in the form provided with this RFB (i.e., Agreement for Vendor Services) in the timeframe, if any, indicated in this RFB. If a bidder wishes to propose an exception to any provision of the form contract provided with this RFB, it must specifically state each exception in a letter addressed to the County Attorney on the letterhead of bidder’s legal counsel and include same in its bid submitted in response to this RFB. A bidder’s failure to state any exception(s) as provided herein shall be deemed an acceptance by said bidder of all terms and conditions of the form contract. Any and all stated exceptions to the form contract are subject to negotiation by and final approval of the County Attorney. Exceptions not raised in the bid as provided herein, but later raised during contract negotiations, will not be considered by the County, unless consideration of same is determined by the County Attorney, in his sole discretion, to be in the best interests of the County. 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. The County reserves the right to cancel negotiations with the lowest responsible and responsive bidder if deemed to be in the best interests of the County and start negotiations with the lowest responsible and responsive bidder without advertising for new bids.

(u) If a bidder has its own standard licensing, maintenance and support, or similar type of agreement, said bidder must submit a copy of same with its bid submitted in response to this RFB if bidder wants the terms and conditions thereof to be considered by the County. To the extent that any terms and conditions set forth in a bidder’s standard agreement conflict with the terms and conditions set forth in the form contract attached to this RFB, the bidder must specifically state each such conflict by proposing an exception to the form contract as discussed in Section 2(t) of these Instructions to Bidders. The terms and conditions of any such standard agreement are subject to negotiation by and final approval of the County Attorney. The County will not accept a bidder’s standard agreement in lieu of the County’s form contract;

however, those terms and conditions negotiated and approved as set forth herein may be incorporated and made a part of the form contract at the County’s discretion. Any standard agreement not included in the bid as provided herein, but presented later during contract negotiations, will not be considered by the County, unless consideration of same is determined by the County Attorney to be in the best interests of the County. 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. The County reserves the right to cancel negotiations with the lowest responsible and responsive bidder if deemed to be in the best interests of the County and start negotiations with the next lowest responsible and responsive bidder without advertising for new bids.

(v) Supplier Forms are provided with this RFB. A successful bidder that has 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.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(w) 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. Any bidder who has a good faith belief that information contained in its bid is exempt from disclosure under FOIL must, at the time of its submission, request the exemption in writing, setting forth the basis for the claimed exemption. In addition, said 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 a bidder’s classification of materials as exempt under FOIL, nor the County’s acceptance of a 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.

INSURANCE REQUIREMENTS

During the term of a contract resulting from this RFB, or longer if required, the successful bidder must maintain, at its expense, workers’ compensation, disability, and liability insurance policies of the types and minimum coverages specified in the form contract provided with this RFB (i.e., Agreement for Vendor Services). Certificates of Insurance evidencing bidder's compliance with these requirements shall be required prior to execution of a contract by the County. A contract award is conditional upon submission of insurance documents within the time specified in the Notice of Award. Failure to do so may result in disqualification of the bidder as non-responsive and/or the County's retention of any bid security.

BONDING REQUIREMENTS

Bid Security

An approved bid bond, bank check, certified check, or letter of credit in the amount of $500.00 is required with all bids. Bank or certified checks must be made payable to “Commissioner of Finance.” Personal and/or corporate checks will not be accepted.

PURCHASES BY OTHER LOCAL GOVERNMENTS AND SCHOOL DISTRICTS

NY State General Municipal Law §§103(3) and (16), County Law §408-a, and County Procurement Policy allow NY State local governments and school 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 BID.

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

2. Other local governments or school districts will issue purchase orders directly to the successful bidder within the specified contract period, referencing the County’s contract, and be solely liable and responsible for all payments due under the contract for that local government or school district’s use of the contract. The County will 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.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

4. Necessary deviations from the County’s specifications in the terms of the contract, for example quantities or delivery points, shall be resolved between the successful bidder and the other local governments or school 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 successful bidder 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.

SCOPE

The County is seeking bids from qualified bidders to provide interior and exterior on-site Door Repair and Replacement Services, Services will include but not limited to, wood or metal interior or exterior doors, in masonry, metal or wood framed walls including all hardware, hinges, locksets, closers, exit devices, weatherstripping, thresholds, sweeps, drip caps, viewing panes, finishes, adjustments, fabrication, removal and installation, and service of standard and commercial door systems on an as needed basis, at various locations within the County.

DEFINED TERMS

In addition to defined terms provided elsewhere in this RFB, the following terms are used hereafter in this RFB, the definitions of which are as set forth in this Article II.

1. The term “Contract” refers to the contract awarded under this RFB.

2. The term “Contract Term” refers to the initial term of the Contract and any renewals and/or extensions thereof as more particularly discussed in the Term portion of this RFB.

3. The term “County” refers to the County of Orange as both a municipal entity and Orange County as a physical location within the State of New York.

4. The term “County Representative” refers to the County employee in charge of the site at which the services will be performed, or his/her designee.

5. The term “Director” refers to Scott K. Razzano who is the Director of Professional Services for DPW (as that term is defined in Section 4 hereof), his designee or successor.

6. The term “NYSDOL” refers to the New York State Department of Labor.

7. The term “Site” or “Sites” refers to the County location or locations at which the Contract services will be performed when requested by the County.

8. The term “Staff” refers individually and collectively to each individual who may be assigned to perform services under the Contract.

9. The term “Vendor” refers to the successful bidder awarded the Contract under this RFB.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

SPECIFICATIONS

ARTICLE I

QUALIFICATIONS

1. QUALIFIED STAFF. To be considered for a Contract award under this RFB, a bidder must employ at the time of the submission of its bid (and, if awarded a Contract under this RFB, throughout the entire Contract Term) a sufficient number of Staff qualified to perform services under the Contract.

2. EXPERIENCE. To be considered for a Contract award under this RFB, a bidder must have a minimum of five

(5) 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 Certification of Experience (References) (provided in this RFB) in its bid package submitted in response to this RFB.

3. CERTIFICATE OF VENDOR REGISTRATION. As stated in Section 6 of the Instructions to Bidders portion of this RFB, each bidder submitting a bid in response to this RFB must include in its bid package proof of its registration with NYSDOL as required by NY State 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. Failure to maintain such required registration throughout the Contract Term will be cause for termination of the Contract.

ARTICLE II

GENERAL SCOPE OF SERVICES AND REQUIREMENTS

1. General Description of Services. Vendor will perform on-call repair and replacement services for all interior and exterior doors at various Sites within the County. The primary requirement of this RFB is for the Contractor to provide timely performance of services to keep doors in good working order, ensure building security and to protect County Property.

2. Items Required to Provide Services. Vendor shall provide all tools, equipment, materials, supplies, and labor necessary to perform and complete all diagnostic and repair and installation services required under the Contract.

3. Minimize Disruption. All services must be performed in a timely manner to limit and minimize system and equipment shutdowns which may disrupt County operations.

4. Vendor Representative. Vendor shall assign a representative to serve as the main point of contact for the County under the Contract, who will be available seven (7) days a week. Vendor shall provide the County with contact information (preferably a toll-free number) for said representative and promptly update this information as necessary during the Contract Term.

5. Compliance. Vendor shall require and ensure that all Contract services are performed in compliance with all applicable federal, state, County, and local laws, rules, regulations, codes, and ordinances, as may be amended from time to time, including, but not limited to, licensing and permit requirements, and Title 29 of Code of Federal Regulations (29 CFR) Part 1910. Vendor will be responsible to follow all codes, rules, and regulations of the National Electrical Code, Occupational Safety and Health Administration, and the National Fire Protection Association, as applicable to the services being performed.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

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, supplies, and materials 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, supplies, and materials must be stored properly. The County will have no responsibility or liability for the tools, equipment, supplies, and materials of Vendor and Staff. 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. Any subcontractor(s) will be paid at the same labor rates and parts/equipment/materials markup or discount percentage as provided on Vendor’s Bid Form. Vendor shall not subcontract more than twenty (20%) percent of the services to be performed under this RFB.

8. Non-Exclusive. Any resulting Contract shall not provide an exclusive right to install all new related equipment for the County, and the County reserves the right to bid out such work as deemed necessary for other projects.

ARTICLE III

REQUIRED SERVICES UNDER THE CONTRACT

1. Vendor must be capable of supplying all interior and exterior wood and metal doors, frames and associated components as described in this offering as requested by the County.

2. Vendor must be capable of making repairs and adjustments as well as supplying and installing complete replacement doors, frames, components and hardware including any necessary framing on an as needed basis.

3. Vendor will provide qualified carpenters capable of repairing, adjusting and or removing door systems and complete installation of new doors, frames, components and finishes.

4. Whether repair or replacement is necessary will be decided in consultation with the County and as per the County’s authorization.

5. Vendor will provide all tools, materials and equipment necessary for the satisfactory completion of all approved work.

6. Vendor is responsible for the protection of its material, equipment, tools, and personal belongings while on the premises.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

ARTICLE IV

REPAIR SERVICES UNDER THE CONTRACT

1. On-Call Repair Services. Vendor will obtain, repair and replace doors, door components, and materials, as necessary, for on-call repair service, only as authorized by the County.

2. Contact and Response Times.

a. Vendor’s Representative. Vendor’s representative assigned to serve as the main point of contact for the

County as contemplated in Section 4 of Article II of these Specifications will be available to coordinate a response seven days a week.

b. Service Calls. Within forty-eight (48) hours from the time the County places a service call to Vendor. Vendor will respond to the specified Site to provide necessary services, unless Vendor receives written notification (including, but not limited to, email) from the County that such services can be performed at a later date.

3. Time Requirements. Vendor is expected to be prepared to perform required repairs or other services at the initial response to the call. This means that responders will arrive at the Site with necessary equipment, tools, parts, materials and supplies (with the exception of larger, special order, long-lead or similar items which must be obtained without delay as soon as determined necessary) to commence performing. “Commence Performing” means a qualified and prepared Staff technician is actually working on, examining, or in some way servicing the malfunctioning equipment or system to attempt to correct the problem. Scheduling, simply returning a phone call, or having an untrained or unprepared technician or representative arrive at the Site without typically used equipment, tools, parts, materials, and the like does not constitute meeting the response time requirements and are not eligible for compensation under the Contract.

4. Written Cost Estimate. Upon Vendor’s determination that repairs are required, an immediate written cost estimate of the anticipated repair services to be performed (including both labor and parts) will be provided to the Director at no additional cost. Vendor will begin repair services only upon receipt of a written authorization to proceed (including but not limited to email or fax) from Director. No payment will be made for any repair services performed without such prior written authorization.

5. Repair Report. Upon completion of repairs, Vendor will submit a repair report to the County Representative and the Director detailing the repairs that were performed, name of the Vendor’s Staff who performed said repairs, and the post-repair condition (i.e. good, fair or poor) of each piece of equipment serviced at each Site.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

ARTICLE V

COMPLETE DOOR REPLACEMENT SERVICES

1. COMPLETE DOOR REPLACEMENT In the event an existing system or unit fails to the point where repair is not viable, such that total replacement is required, or the County decides to replace or add a new system or unit at a County-owned, -operated, or -leased facility/site, the County may ask the Vendor to perform complete door replacement services under the Contract as outlined in this Article V. For all complete door replacements, the associated per unit labor rate identified in section 2 of the bid form shall include any and all labor necessary to complete the door replacement as outlined in this section, associated materials and parts required for the replacement will be addressed separately as per section 3 of the Bid Form and as per the PAYMENT section 2 part (vi).

Vendor shall verify all existing opening dimensions and site conditions prior to fabrication and installation.

Any discrepancies shall be reported prior to proceeding. Unless otherwise requested in writing by the Director, the new system or unit, as applicable, must meet or exceed the existing system or unit specifications, including but not limited to; size, swing, thickness, gauge, insulation rating, fire rating, glass rating, hardware, locks and associated components, finishes, weatherstrip, door sweep, sill etc. And must comply with all industry standards including those set by Steel Door Institute and ANSI. Vendor shall furnish all labor, materials, equipment, and supervision necessary to remove and replace existing hollow metal or wood doors and all associated components as specified herein. Work includes, but is not limited to, demolition and legal disposal of existing materials, rough opening preparation, framing modifications, frame anchoring and sealing, installation of new hollow metal or wood doors, hardware, weatherstripping, components, accessories and finishes as required. All hardware shall comply with applicable fire and life-safety codes where required and include all necessary commissioning and adjustments to ensure proper operation. Installation shall be performed in accordance with manufacturer’s recommendations and applicable building codes. Vendor shall ensure doors are properly aligned and have the required door slab to frame clearance, are securely anchored, and are fully operational, including smooth opening/closing and proper latching. Work areas shall be left clean and safe upon completion.

2. COST ESTIMATE. Vendor shall prepare a written cost estimate of the Repair or Replacement services (which includes providing a new system or unit, as applicable, and all materials and parts necessary to complete the repairs or replacement billed at the percentage markup/discount provided in Section 3 of Vendor’s Bid Form applied and the estimated time necessary to complete the Repairs, or replacement at the applicable total per unit labor rate provided in Section 2 of Vendor’s Bid Form and provide same to the Director. Vendor must receive written approval from the Director prior to taking any steps to perform services. No payment will be made for any services started without receipt of such prior written approval. Vendor shall commence all approved services within forty-eight (48) hours of receipt of written approval or such other timeframe as agreed to in writing by the Director. If, while performing approved services, Vendor determines that costs will exceed the approved estimate, Vendor must submit an updated estimate detailing the nature of the additional costs to the Director for written approval. Requests for payment for any services exceeding the approved estimate will not be accepted by the County unless an updated estimate is submitted and approved by the Director as provided in this section.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

3. WARRANTY.

(a) Labor. Vendor shall warrant each system and unit installed under the Contract (including all materials and parts necessary to completely install same) against failure and/or malfunction due to installation errors/omissions for a minimum period of twelve (12) months from the date of written accepted completion of such installation. If any installed system or unit, as applicable (including all necessary parts to completely install same), fails during such warranty period, Vendor must restore said system or unit, as applicable, to proper operating function at no cost to the County.

(b) Systems and Units. Vendor shall also warrant each system and unit installed under the Contract (including all parts necessary to completely install same) for the duration of the manufacturer’s standard commercial warranty period offered for same. If any installed system or unit, as applicable (or any parts necessary for the complete installation of same), fails during such warranty period, Vendor must replace said system or unit, as applicable, and/or necessary parts thereof, and restore the system or unit, as applicable, to proper operating function at no cost to the County.

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 one (1) additional period of two (2) years (“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, the Vendor must execute a change order or amendment to the Contract memorializing such renewal.

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 three (3) months on the same terms and conditions as the terms and conditions set forth in the Contract. the 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.

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. Bidders must provide square foot pricing as listed, hourly rates for service, and percentage markup for equipment, parts, and materials.

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

4. NO TAXES. The prices 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.

5. FREIGHT CHARGES; SURCHARGES. Any freight charges on parts will 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, inflation, or other surcharges will be accepted or reimbursed by the County.

6. NO CHANGE TO PRODUCT. If the Contract involves provision of goods, equipment, or technology, at no time shall any change to price and product specification be permitted during the Contract Term, except where an item has been replaced by another item due to obsolescence. In this instance, the County must approve a change of product in a written change order or amendment to the Contract for it to be valid. In the event a product substitution is approved, no change in price will be permitted except when the price is lower than the original Contract price.

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 should understand 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.

(a) Prevailing wage rates apply to the services identified in this RFB and are specified in the Prevailing Wage

Schedule PRC# 2026013892 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 NY State Labor Law, Vendor and its subcontractor(s), if any, are required to pay the prevailing wage rates and supplements, as may be updated by the NYSDOL during the Contract Term.

(b) The NYSDOL 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://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.

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

PO Box 218, 255-275 Main St.

Goshen, New York 10924

PAYMENT

1. PAYMENT TERMS; CERTIFIED PAYROLLS. Payment shall be made in accordance with the payment/compensation provisions of the form contract document provided with this RFB. Pursuant to NY State Labor Law, certified payrolls indicating payment of prevailing wage rates, as applicable, MUST be submitted with each invoice involving labor before the County may make any payment(s) to Vendor.

2. INVOICES.

(a) Content. Vendor shall submit invoices for services performed under the Contract, which must contain the information stated in (i) – (vi) of this subsection, as applicable to the services performed.

(i) Facility at which services were performed;

(ii) A description of the services performed;

(iii) The date that the services were performed; and

(iv) The name of the Staff who performed the services

(v) For diagnostic and repair services and installation services only, the actual time spent to complete the services together with the applicable all-inclusive hourly rate provided on Vendor’s Bid Form;

(vi) For diagnostic and repair services and complete door replacement services only, a description of each part utilized by Vendor in the repair or installation, as applicable. If all parts 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 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, a copy of the supplier invoice is not necessary. Cost for tools, machinery, equipment, supplies, and materials used to perform the services specified in this RFB including must be included in Vendor’s overhead calculations and reflected in the rates bid for labor. No separate charges for tools, machinery, equipment, supplies, and materials will be allowed.

(b) Address.

(i) Vendor invoices for services performed at the County Government Center, County Courthouse, OCCF, County Department of Public Works (including Bldg. 1 – Administration;

Bldg. 2 – Garage; Bldg. 3 – EF&S/Carpenter Shop; Bldg. 4 – Receiving/Sign Shop/Guide Rail), County Community Campus, Emergency Housing HONOR Shelter, Newburgh Armory, Parry Building, 1887 Building, 1841 Courthouse, County Surrogate’s Court, County Board of Elections, County IT Building, Caroline Building, Hatfield Building, Woolworth Building, Maple Building, The Former Chester School Building, 30 Matthews Street, 40 Matthews Street, 99 Main Street, Middletown DMV, Cromline Creek, Mt. Hope Maintenance Garage, Montgomery Maintenance Garage, Newburgh Maintenance Garage, and/or Warwick Maintenance Garage must be delivered to the following address:

Orange County Department of Public Works

P.O. Box 509, 2455-2459 Route 17M, Goshen, New York 10924

PO Box 218, 255-275 Main St.

Goshen, New York 10924

(ii) Vendor invoices for services performed at Thomas Bull Memorial Park, Orange County Arboretum, Blackburne Park, Brick House Museum, Glenmere Park, Gonzaga Park, Heritage Trail, Kowawese Unique Area at Plum Point, Neversink Valley Museum, Winding Hills Park, Hickory Hill Golf Course Facility, Sugar Loaf Performing Arts Center, Camp LaGuardia, Cronomer Hill Park, Farmers Museum, Hill Hold Museum, D&H Canal Park, and/or Algonquin Park must be delivered to the following address:

Orange County Parks Department 211 Route 416, Montgomery, New York 12549

(iii) Vendor invoices for services performed at the County’s Department of Social Services must

Orange County Department of Social Services 11 Quarry Road, Goshen, New York 10924

(iv) Vendor invoices for services performed at the County’s Emergency Tower Sites, County Emergency Services Center and/or Fire Training Center must be delivered to the following address:

Orange County Emergency Services Center 22 Wells Farm Road, Goshen, New York 10924

(v) Vendor invoices for services performed at the County Sewer District #1 Treatment Plant, Kiryas Joel Pump Station, Commerce Lane Pump Station, Woodroe Estates Pump Station, New Hampton Transfer Station, Port Jervis Transfer Station, and/or Newburgh Transfer Station must be delivered to the following address:

Orange County Environmental Facilities P.O. Box 637, Goshen, New York 10924

(vi) Vendor invoices for services performed at Valley View (including Couser Bldg.; Simon Bldg.;

Glenmere Bldg.; Water Plant; Sewer Plant) must be delivered to the following address:

The Valley View Center for Nursing Care & Rehabilitation 2 Glenmere Cove Road, Goshen, New York 10924

(vii) Vendor invoices for services performed at the County’s Department of Mental Health must

Orange County Department of Mental Health

30 Harriman Drive, Goshen, New York 10924

(viii) Vendor invoices for services performed at the County’s Sheriff K9 Facility and/or the Sheriff Shooting Range must be delivered to the following address:

Orange County Sheriff’s Office

PO Box 218, 255-275 Main St.

Goshen, New York 10924

110 Wells Farm Road, Goshen, New York 10924

(ix) Vendor invoices for services performed at the Orange County Airport must be delivered to the following address:

Orange County Airport 500 Dunn Road, Montgomery, New York 12549

(x) Vendor invoices for services performed at the County’s Veterans Service Agency must be

Orange County Veterans Service Agency 111 Craigville Road, Goshen, New York 10924

(xi) Vendor invoices for services performed at the Cornwall Senior Dining Program and/or the Central Kitchen at Arden Hill must be delivered to the following address:

Orange County Office for the Aging 40 Matthews Street, Suite 305, Goshen, New York 10924

(xii) Vendor invoices for services performed at any of the residential and/or rental properties owned by the County must be delivered to the following address:

Orange County Real Property Tax Service Agency 255 Main Street, Goshen, New York 10924

(xiii) Vendor invoices for services performed at the Medical Examiner’s Office must be

Orange County Medical Examiner’s Office 20 Wells Farm Road, Goshen, New York 10924

3. PAYMENT OPTIONS. The County offers the payment methods set forth below.

(a) Electronic Funds Transfer (EFT) via Automated Clearing House (“ACH”). To select this payment method, bidder must complete the ACH Form provided with this RFB and include it in the bid package submitted in response to this RFB.

(b) Check.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

SUBMISSION OF BIDS

1. REQUIRED ITEMS. Unless otherwise noted below, one (1) signed original (as applicable to the document type) and the number of copies specified in Section 2(f) of the Instructions to Bidders portion of this RFB of each of the items set forth in (a) – (d) of this section are to be submitted in the bid package. It is NOT necessary to include a copy of the entire RFB in the bid package; only the items set forth in (a) – (d) of this section are required.

(a) Bid Form. A completed and signed Bid Form containing bidder’s proposed pricing as discussed in the Pricing portion of this RFB and, if applicable, a separately sealed list of subcontractors and their pricing (see Section 2(j) of the Instructions to Bidders portion of this RFB).

(b) Forms.

(i) Signed Non-Collusive…