RFB-PW-2026-047 - Library Kiosk Sign.pdf

Department of Finance Tel (914) 654-2072 515 North Avenue Fax (914) 654-2344 New Rochelle, NY 10801

City of New Rochelle New York

TO: All Prospective Bidders BID SPEC No. RFB-PW-2026-047 for DATE POSTED: 9/28/2026 Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk

DATE DUE: 10/14/2026

NOTE: Bids are due by 3:00 p.m.

Late bids will NOT be accepted!

Respond to: CITY OF NEW ROCHELLE

Office of Purchase and Supply 515 North Avenue New Rochelle, NY 10801

INSTRUCTION FOR RESPONDING TO THIS BID

1. Vendors interested in bidding on the referenced items should read the entire document. The vendor must complete all sections of this document including the VENDOR DATA SECTION and ADDENDUM ACKNOWLEDGEMENT and sign where indicated. Your signature identifies your acceptance of all terms and conditions herein.

2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said bid shall be filled in and no changes shall be made in the phraseology, or in the items, terms and conditions contained therein.

3. Completed bids shall be mailed to the address indicated at the top of this page. Only sealed bids received hard copy will be considered. Faxed or emailed bids are NOT PERMITTED.

4. Please indicate the bid specification number and due date on the outside of your submitted bid mailing envelope.

5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment

Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit bids.

Instructions, Terms and Conditions, Spec. # RFB-PW-2026-047

1. Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid number and due date and addressed to City of New Rochelle, Department of Finance- Purchasing Office, City Hall, New Rochelle, New York 10801. All bids must be properly signed and received by the time and date specified in order to be valid.

2. Method of Award: The contract if awarded will be to the lowest responsive/responsible bidder(s) in part or in whole who meet(s) all the terms of the specifications and is in the best interest of the City of New Rochelle. The City guarantees no minimum or maximum purchases or contracts as a result of award of this bid. The City of New Rochelle reserves the right to allow all municipal and not for profit organizations authorized under the General Municipal Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the City of New Rochelle and the vendor. Additionally, the City reserves the right to purchase any goods or services included as a part of this bid from any means legally available to it at any time. The City reserves the right to reject any and all bids or portion thereof, or any bids that are vague, incomplete or indefinite.

3. Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which shall remain in full force and effect until the bid proposals received by the City are either accepted or rejected. Proposals may be withdrawn at any time prior to the bid opening.

4. Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded. A successful bidder's deposit will be returned after a written contract has been executed, or after a performance bond, if required, has been accepted by the City.

5. Bid Format: Bidders are advised to become familiar with all conditions, instructions and specifications governing this bid. Once the award has been made, failure to have read all the conditions, instructions and specifications shall not be cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed and dated. In the event of a discrepancy between the unit price and extension, the unit price will govern. No exceptions will be allowed with regard to errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of these taxes when bidding or invoicing. Exemption certificates will be furnished upon request.

6. Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully explained by accompanying specification sheets with submitted bid. Samples shall be supplied by the vendor, at no charge to the City, upon request. The City reserves the right to accept equals approved by it. If exception to indicated brand is not noted, bidder is required to deliver brand specified.

7. Delivery of Product: All delivery are to be considered inside delivery to locations as specified by the authorized City agent. All items must be guaranteed against faulty material and workmanship and delivered as such. Deliveries of incorrect or faulty items will be rejected and returned at vendors’ expense. Failure to deliver within the specified time maybe cause for cancellation of the order.

8. Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for containers, packing, etc., unless specified on the bid and the cost thereof quoted.

9. Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material; whichever is later, unless alternate terms are indicated on the bid.

10. ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our ACH authorization form should you wish to accept payments via this method.

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

A. 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 any competitor; and

B. unless otherwise requires by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and

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

The bidder certifies that this bid is made without any connection with any other person making a bid for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the city treasury is directly or indirectly interested therein, or in supplies materials and equipment to which it relates, or in any portion of the profits thereof.

12. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit bids.

13. Iran Divestment Act – By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law.

14. Cone of Silence – Cone of Silence, means a prohibition on any communication regarding a particular Request for Proposal (“RFP”), Request for Qualification (“RFQ”) or Request for Bid ("RFB").

Pursuant to State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on communications between the City 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 Designated Contracting Officer ("Restricted Period") unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). City employees are required to obtain certain information when contacted during the Restricted Period. The designated staff contact is the Deputy Finance Commissioner or his representative, telephone (914) 654-2353. 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 in their Proposal.

STATEMENT OF NO BID

RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"

IT IS THE INTENT OF THE CITY OF NEW ROCHELLE TO AFFORD ALL SUPPLIERS AN EQUAL OPPORTUNITY TO BID ON ALL COMMODITIES, OPERATING SUPPLIES, EQUIPMENT AND/OR SERVICES AS LISTED IN

THIS SPECIFICATION.

In the event your firm declines to bid, kindly advise the City of New Rochelle Department of Finance Office of Purchasing to that effect by completing and returning this document.

City of New Rochelle Department of Finance Office of Purchasing, We, the undersigned, have declined to bid on your Request for Quotation/Proposal

Specification No. RFB-PW-2026-047 Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk as detailed herein for the following reasons:

We do not offer this product/service

We are unable to supply the product/service at this time

We are unable to meet the specifications

We are unable to meet the bond requirements

Other:

We understand that if the no bid letter is not executed and returned our name may be deleted from the list of qualified bidders for the City of New Rochelle.

COMPANY NAME: ____________________________________________

ADDRESS: ___________________________________________________

TELEPHONE #: _______________________________________________

EMAIL ADDRESS: _____________________________________________

Specification No. RFB-PW-2026-047

Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk

1. Project Overview

The City of New Rochelle is soliciting quotations from qualified sign fabrication and installation contractors for the design, fabrication, delivery, and installation of two (2) exterior illuminated LED light box signs, in accordance with the specifications below and drawing attached as Exhibit E, onto the Ruby Dee Park Kiosk located in Ruby Dee Park at 1 Library Plaza in New Rochelle, New York 10801. Locations of attachment is detailed in Exhibit E as well.

The contractor shall provide all labor, equipment, materials, tools, methods, and any additional items necessary to complete the work as required by the Owner for this construction contract.

Contractor shall carefully field measure and check all areas designated. Request for compensation will not be approved for measurement or take-off errors by the Contractor.

Contractor shall be required to provide and install all necessary protective measures for work area and any other area impacted by construction including surrounding sidewalks.

The Scope Of Work identified below in Section 2 shall be completed no later than 50 days from the date of contract execution.

2. Scope of Work

The project consists of furnishing and installing a custom exterior illuminated cabinet/light box sign mounted to the front façade of the Ruby Dee Park Safety Kiosk.

The sign shall include:

• Internally illuminated LED lighting

• Aluminum cabinet construction

• Printed and/or routed graphics

• City of New Rochelle seal/logo

• New Rochelle Police Department shield/logo

• “Ruby Dee Park PUBLIC SAFETY” wording (subject to change)

• All mounting hardware and electrical components necessary for a complete installation

2.1. Dimensions

Estimated overall dimensions shall be approximately:

2.1.1. Sign 1 (Over the main entry door and bathroom door) (See image 1 on Exhibit E)

• Width: 15 Feet

• Height: 2 1/2 Feet

• Depth: 6 – 10 inches

2.1.2. Sign 2 (Set between two wall pack lights) (See image 2 on Exhibit E)

• Width: 15 Feet

• Height: 2 1/2 Feet

• Depth: 6 – 10 inches

2.2. General Sign Requirements

The signs shall:

• Be suitable for permanent outdoor installation

• Be weatherproof and corrosion resistant

• Utilize commercial-grade aluminum cabinet construction

• Include removable access panels for maintenance

• Meet all applicable building and electrical codes

• Be engineered to withstand outdoor environmental conditions including wind, rain, snow, and UV exposure

2.3. Sign Cabinet

The sign cabinet shall consist of:

• Welded aluminum cabinet/raceway construction

• Powder-coated exterior finish

• Internal structural supports as required

• Concealed mounting hardware where feasible

• Serviceable access for maintenance and repair

Cabinet depth shall be sufficient to provide uniform illumination and prevent visible LED hotspots.

2.4. Illumination

The sign shall:

• Utilize energy-efficient LED internal illumination

• Provide uniform illumination across all lettering and graphics

• Include UL-listed electrical components

• Operate on standard 120V power unless otherwise approved

• Have Automatic photocell operation

LED modules shall be rated for exterior commercial signage applications.

2.5. Graphics & Lettering

The sign shall utilize professional commercial sign fabrication methods consistent with current industry standards for exterior illuminated municipal signage.

2.5.1. Primary Lettering

Primary “PUBLIC SAFETY” lettering (subject to change) shall be:

• CNC routed

• Push-through acrylic lettering

• Internally illuminated

• Minimum 1/2-inch acrylic face thickness

• Precision-cut for clean illuminated edges

2.5.2. Secondary Text & Logos

“Ruby Dee Park” lettering and all logos may utilize:

• Routed illuminated acrylic graphics,

• Premium translucent vinyl graphics,

• Digitally printed translucent film,

• or approved equal.

2.5.3. Graphic Materials

The sign shall incorporate:

• Premium-grade translucent acrylic faces and/or 3M™ translucent vinyl graphics or approved equal.

All exposed graphics and finishes shall:

• Be rated for exterior UV exposure

• Be fade resistant

• Be weather resistant

• Maintain color integrity under prolonged outdoor conditions

2.5.4. Colors

The sign shall generally include:

• Black background

• White illuminated lettering

• Full-color municipal and police logos as approved by the City

Final artwork, colors, and layout shall be subject to City approval prior to fabrication.

2.6. Electrical

Contractor shall:

• Provide all wiring, transformers, power supplies, and electrical components necessary for complete operation

• Coordinate electrical connection to existing power source

• Ensure all electrical work complies with applicable codes and permitting requirements

2.7. Mounting & Installation

Contractor shall provide:

• All mounting brackets, anchors, and installation hardware

• Install sign plumb and level

• Structural attachment to existing façade

• Weather sealing around all penetrations

• Safe installation procedures including lifts and traffic/pedestrian protection if required

All installation methods shall be subject to City approval.

2.8. Shop Drawings

Contractor shall submit shop drawings for approval prior to fabrication, including:

• Letter layout and spacing

• Section detail showing halo standoff (1.25")

• Mounting method

• Electrical routing

• Finish/color samples

2.9. Contractor Responsibilities

The awarded contractor shall:

• Conduct field measurements

• Verify all dimensions and site conditions

• Prepare shop drawings/renderings for City approval

• Obtain any required permits (see Section 16)

• Fabricate and install the sign

• Coordinate electrical work as necessary

• Remove and dispose of all debris generated by installation

• Protect adjacent surfaces during installation

• Provide warranty documentation upon completion

2.10. Warranty

Contractor shall provide:

• Minimum one (1) year workmanship warranty

• Minimum three (3) year LED lighting warranty

• Manufacturer warranties for materials and electrical components

Warranty period shall commence upon final acceptance by the City.

3. Bid Due Date

Sealed bid will be accepted up until 3:00 p.m. on October 14, 2026 in the Purchasing Office, City of New Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention of Ivonne Droese-Solomon. Please note “Spec # RFB-PW-2026-047” on your outside mail package.

The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and strongly encourages all firms qualified and certified as Women/Minority Business Enterprises (W/MBE) to submit proposals.

4. Pre-Bid Site Visit

A formal Pre-Bid Site Visit Meeting will not be held. Interested bidders are welcome to visit the Kiosk.

Ruby Dee Park is open to the public until dusk each day.

5. Addendums

A Respondent, prior to submitting its Response, shall check the City’s website to see if any Addendum or Addenda has/have been issued for the RFP and, if so, the Respondent must establish in writing that they have received any and all Addendum or Addenda issued for the RFP. See attached Exhibit C.

6. New York State Department of Labor Public Work Contractor and Subcontractor Registry

All contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-i.

The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines “subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

All contractors submitted a bid on this procurement must demonstrate registration with the NYSDOL Public Work Contractor and Subcontractor Registry. Bidders who are not registered at the time of bid submission will be deemed non-responsive.

7. Prevailing Wage

Prevailing wage shall apply to on-site installation labor ONLY. Off-site fabrication is not considered public work.

All vendors submitting bids are required to conform to all current NYS prevailing wage laws above identified scopes of work. The successful vendor(s) is/are responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this document. See attached Exhibit F.

8. Certified Payrolls

All invoices submitted for payment must include Certified Payrolls.

9. Qualification Requirements

All terms, conditions and requirements as set forth in this request for bids must be satisfied as of the date of bid submission.

Bid responses will only be accepted from thoroughly competent, experienced and financially qualified vendors according to the qualification requirements as listed herein and successful fulfillment of said requirements as determined by the City of New Rochelle.

Please complete the following qualification and requirement questions as provided for herein.

Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection.

a) All bidders must supply at least five (5) references, including contact person’s name, address and phone number for which they have provided similar services.

Firm Description Contact Person Phone #

Does your response comply with this requirement? YES_______ NO______

b) All bidders shall have prior experience fabricating and installing the requested type of sign.

Provide examples of similar completed projects with bid submission.

Does your response comply with this requirement? YES_______ NO______

c) Bidder must be registered with the NYSDOL Public Work Contractor and Subcontractor Registry at the time of bid submission.

Does your response comply with this requirement? YES_______ NO______

If yes, please provide registration number. ___________________________________________

d) The successful bidder must comply with all New York State Labor Laws including Prevailing Wage requirements as identified in Section 7 of the Bid Document. See attached Exhibit F.

Will you comply with this requirement? YES_______ NO______

10. General Information

Please provide the following information:

a) Name & Title of Executive in Charge: ________________________________________________

b) Name of Supervisor: _____________________________________________________________

c) Years of Experience: _____________________________________________________________

d) Name of Company: ______________________________________________________________

e) Years in Business: _______________________________________________________________

f) Contact Person(s) Name, Phone No. and Email Address:

11. Basis of Award

Award will be made to the lowest responsible bidder based on the Total Bid amount listed in attached Bid Schedule.

12. Prepayment

The City of New Rochelle works on a requisition/purchase order system. This is the City’s guarantee of payment for services and products delivered. Under no circumstances will the City issue any prepayment prior to delivery and acceptance of services and products.

13. Payment

The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and acceptance of Work.

14. Cancellation Clause

Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFB shall result in immediate cancellation. The agreement may be cancelled by the City for any other reason(s) upon sixty (60) days written notice.

15. Assignment/Subcontracting

The awarded vendor shall not assign the contract or any part thereof, including but not limited to Subcontracting, without the written approval from the City.

16. Permits

The awarded vendor shall be required to obtain all necessary permits from the City of New Rochelle. Fees shall be waived for all permits.

17. Insurance Requirements

The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the City of New Rochelle, its officers, employees and agents from and against any and all liability, damage claims, demands, costs, judgments, fees, attorney’s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificate of Insurance and Endorsement prior to commencement of work. The required coverage shall not be less than the following:

Workers Compensation (Form C105.2) Statutory Requirements

NY State Disability (Form DB120.1) Statutory Requirements

General Liability (Acord-25) $2,000,000 Per Occurrence

Automobile Liability $1,000,000 Owned, Scheduled, Hired, Non-Owned

Endorsement Page CG-2010 Lists the City of New Rochelle as additionally insured

“Contractual Liability” Must be printed on Certificate

The certificate holder should be listed as:

City of New Rochelle 515 North Avenue New Rochelle, NY 10801

Description box on COI (Acord-25):

City of New Rochelle is included as an additional insured on a primary and non-contributory basis.

30-days’ notice of cancellation endorsement.

INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE HELD

BY THE CITY.

“The City of New Rochelle is named as an additional insured party for all general and excess liability coverage based on the contractual liability of the named insured. Such general and excess liability coverage shall be primary to any other coverage carried by the City of New Rochelle with respects to acts or omissions of the named insured.”

It is intended by the parties hereto that the general and excess liability insurance provided by the contractor shall be primary to any other coverage carried by the City of New Rochelle with respect to liability coverage arising out of any act or omissions by the contractor. The City of New Rochelle will be named as an additional insured. Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the City of New Rochelle.

18. New York Law and Venue

The contract/agreement resulting from this RFB shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract/agreement shall be brought in the Supreme Court of the State of New York, Westchester County.

In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City.

19. Iran Divestment Act

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph

(b) of subdivision 3 of section 165-a of the state finance law.

20. Cone of Silence

Cone of Silence, means a prohibition on any communication regarding a particular Request for Proposal (“RFP”), Request for Qualification (“RFQ”) or Request for Bid ("RFB").

Pursuant to State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on communications between the City 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 Designated Contracting Officer ("Restricted Period") unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). City employees are required to obtain certain information when contacted during the Restricted Period. The designated staff contact is the Deputy Finance Commissioner or his representative, telephone (914) 654-2353.

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 in their Proposal.

21. Protection of Work and of Persons and Property: Notices and Indemnification

21.1. During the performance of the Work and up to the date of Final Acceptance, the

Contractor shall be under an absolute obligation to protect the finished and unfinished Work against any damage, loss, injury, theft, and/or vandalism, and in the event of such damage, loss, injury, theft, and/or vandalism, it shall promptly replace and/or repair such Work at the Contractor's sole cost and expense, as directed by the City. The obligation to deliver finished Work in strict accordance with the Contract prior to Final Acceptance shall be absolute and shall not be affected by the City's approval of, or failure to prohibit, the Means and Methods of Construction used by the Contractor.

21.2. During the performance of the Work and up to the date of Final Acceptance, the Contractor shall take all reasonable precautions to protect all persons and property of the City and of others from damage, loss or injury resulting from the Contractor's and/or its Subcontractors' operations under this Contract. The Contractor's obligation to protect shall include the duty to provide, place or replace, and adequately maintain at or about the Site suitable and sufficient protection such as lights, barricades, and enclosures.

21.3. In the event of any loss, damage or injury to Work, persons or property, or any accidents arising out of the operations of the Contractor and/or its Subcontractors under this Contract, the Contractor shall submit a full report in writing to the Resident Engineer within three (3) Days after the occurrence. The Contractor shall also send written notice of any such event to all insurance carriers that issued potentially responsive policies (including commercial general liability insurance carriers for events relating to the Contractor's own employees) no later than twenty (20) Days after such event and again no later than twenty (20) Days after the initiation of any claim and/or action resulting therefrom. For any policy on which the City is an additional insured, such notice shall expressly state that “this notice is being given on behalf of the City of New Rochelle as an additional insured, as well as the Named Insured.” Whenever such notice is sent under a policy on which the City is an additional insured, the Contractor shall provide copies of the notice to the Commissioner and the City’s Corporation Counsel at the notice address herein. If the Contractor fails to provide any of the foregoing notices to any appropriate insurance carrier(s) in a timely and complete manner, the Contractor shall indemnify the City for all losses, judgments, settlements, and expenses, including reasonable attorneys’ fees, arising from an insurer's disclaimer of coverage citing late notice by or on behalf of the City.

21.4. Indemnification. To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold the City, its officials, employees, and agents (the “Indemnitees”) harmless against any and all claims (including claims asserted by any employee of the Contractor and/or its Subcontractors) and costs and expenses of whatever kind (including payment or reimbursement of attorneys’ fees and disbursements) allegedly arising out of or in any way related to the operations of the Contractor and/or its Subcontractor in the performance of this Contract or from the Contractor's and/or its Subcontractors' failure to comply with any of the provisions of this Contract or of the Law. Such costs and expenses shall include all those incurred in defending any underlying claim and those incurred in connection with the enforcement of this Article by way of cross-claim, third-party claim, declaratory action or otherwise. The parties expressly agree that the indemnification obligation hereunder contemplates (1) full indemnity in the event of liability imposed against the Indemnitees without negligence and solely by reason of statute, operation of Law or otherwise; and (2) partial indemnity in the event of any actual negligence on the part of the Indemnitees either causing or contributing to the underlying claim (in which case, indemnification will be limited to any liability imposed over and above that percentage attributable to actual fault whether by statute, by operation of Law, or otherwise).

Where partial indemnity is provided hereunder, all costs and expenses shall be indemnified on a pro rata basis. Indemnification under this Article or any other provision of the Contract shall operate whether or not Contractor or its Subcontractors have placed and maintained the insurance specified under Section 17.

21.5. The provisions of this Section 21 shall not be deemed to create any new right of action in favor of third parties against the Contractor or the City.

21.6. Construction Site Emergency. A construction site emergency is as an unforeseen condition or event requiring prompt action by the Contractor. Construction site emergencies include, but are not limited to, construction related accidents, uncontrolled release of asbestos, lead dust or other hazardous materials or contamination, natural disasters, automobile accidents, floods and fire. The Contractor must notify the City of a construction site emergency within a half-hour of the occurrence of the event, in accordance with the following:

21.6.1. If the emergency occurs during regular business hours the Contractor must notify the Resident Engineer and call the New Rochelle Police Department at (914) 654-2300.

21.6.2. During non-business hours the emergency shall be reported by the Contractor to the New Rochelle Police Department, and shall also be reported to the Resident Engineer at the earliest opportunity.

22. Liquidated Damages

Contractor and City agree that the time fixed for completion of the Work set forth in Section 1 of this document, plus authorized time extensions, are material terms of the agreement between City and Contractor. If the Contractor, fails to complete the work in accordance with the time fixed in Section 1 the City shall be damaged thereby and be entitled to liquidated damages.

The amount of liquidated damages is agreed upon by the Contractor and the City to be $250 for each consecutive day over the completion time because of the impracticality and extreme difficulty of fixing and ascertaining the actual damages which the City would sustain in said event and such amount is agreed to be the amount of damages which the City or its beneficiaries would sustain and said amount shall be retained by the City.

Liquidated damages received under this section are solely to compensate the City for the damages sustained as a result of delay, and are not intended to be nor shall they be treated as either a partial or full waiver or discharge of the City’s right to indemnification, or the Contractor’s obligation to indemnify the City, or to any other remedy provided for in this Contract or by Law. Any failure to assess liquidated damages shall not operate as a waiver or release of any claim the City may have against the Contractor for either actual or liquidated damages.

The City will deduct and retain out of the monies which may become due hereunder, the amount of any such liquidated damages, and in case the amount which may become due hereunder shall be less than the amount of liquidated damages suffered by the City, the Contractor shall be liable to pay the difference upon demand by the City.

23. Bid Deposit

Each bid must be accompanied by a DEPOSIT in the form of certified check or cashier's check, made payable to the CITY OF NEW ROCHELLE, NEW YORK, in the amount of five percent (5%) of the bid price (CASH WILL NOT BE ACCEPTED). The City reserves the right to reject any or all bids.

The City will not accept a Bid Bond as a form of Bid Deposit. Any bidder who submits a Bid Bond as a form of Bid Deposit will be deemed unresponsive and the bid will be rejected.

YOUR BID MUST BE SUBMITTED ON OUR COST SUMMARY FORM ON THE FOLLOWING PAGE.

BID SCHEDULE – SPEC #RFB-PW-2026-047

Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk Instructions: Please complete entire Bid Schedule below. Please double check math for accuracy.

Line No. Description of Work Approx.

Quantity UOM Unit Price Total Price

1. Fabrication of Sign No. 1 per Section 2.1.1 of this Bid Document (Prevailing Wage does NOT Apply to Labor) 1 LS $ $

2. Fabrication of Sign No. 2 per Section 2.1.2 of this Bid Document (Prevailing Wage does NOT Apply to Labor) 1 LS $ $

3. Installation of Sign No. 1 (Prevailing Wage does Apply to Labor) 1 LS $ $

4. Installation of Sign No. 2 (Prevailing Wage does Apply to Labor) 1 LS $ $

5. Grand Total (Sum of Lines 1-4) $

NOTES

• The above pricing shall include all labor, materials, contractors OH & profit, supplies, equipment and tools necessary to the work as specified in the bid documents.

• Respondent acknowledges that quantities are not guaranteed, and final payment will be based on actual quantities determined as provided in the Contract Documents.

• Price is based on prevailing wage rates.

Company Contact Information:

Signature: _______________________________________________________ Date: __________________________

Print Name and Title: ________________________________________________________________________________

Company Name: ____________________________________________________________________________________

Address: ___________________________________________________________________________________________

Telephone#: ___________________________ Email Address: _______________________________________________

EXHIBIT A

REQUEST FOR BID, SPECIFICATION # RFB-PW-2026-047

All terms, conditions and requirements as set forth in this Request for Bid are acceptable as specified therein. Yes______ No______

If "NO", please provide a detailed description and/or explanation of any deviation in your bid from the specification detailed in the Request for Bid with your proposal response.

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

A. the prices in this proposal 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 any competitor; and

B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and

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

The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof.

As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Bid RFB-PW-2026-047 except as identified.

Company Name and Address ______________________________________

Authorized Signature Date

Name and Title Phone Number

Email Address

EXHIBIT B

VENDOR DATA SECTION, SPECIFICATION #RFB-PW-2026-047

All bidders must complete this section, sign where indicated and include with your response. Your signature identifies your acceptance of all terms and conditions herein.

SHIPPING TERMS: Unless identified below, freight will be considered F.O.B. Destination (no freight charged to the City). If your quote is F.O.B. Shipping Point (freight charged to the City) in addition to the prices quoted, please identify the cost of this freight. Please check one.

____F.O.B. Dest. ____F.O.B. Shipping Point - Freight Charges will cost_________________

DELIVERY: Date of delivery shall be ____________________________________________

PAYMENT TERMS: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material, whichever is later, unless alternate terms are indicated.

Alternate Payment Terms ___________________________________________________

OPTIONAL INFORMATION: Please indicate if your firm is certified as a minority or women owned business.

This information is requested for statistical purposes only and will not have any influence on the award process.

Please indicate the appropriate status: ______ MBE: business is certified as minority-owned

______ WBE: business is certified as women-owned

______ WBE/MBE: business is certified as minority women-owned

Company Name: _______________________________________ Date______________

EXHIBIT C

REQUEST FOR BID SPECIFICATION # RFB-PW-2026-047

ACKNOWLEDGEMENT OF ADDENDA

I HEREBY ACKNOWLEDGE that I have received all of the following addenda and am informed of the contents thereof:

Addendum Numbers Received: ____

(Check the box next to each addendum received)

Addendum Number Received By (Please Initial to Acknowledge Receipt of Addendum)

Name of Entity: __________________________________________

Authorized Signature: _____________________________________

Print Name: _____________________________________________

Date: __________________________________________________

EXHIBIT D

Certification Under Executive Order No. 16 Prohibiting State Agencies and Authorities from Contracting with Businesses Conducting Business in

Russia

Executive Order No. 16 provides that “all Affected State Entities are directed to refrain from entering into any new contract or renewing any existing contract with an entity conducting business operations in Russia.” The complete text of Executive Order No. 16 can be found here.

The Executive Order remains in effect while sanctions imposed by the federal government are in effect. Accordingly, vendors who may be excluded from award because of current business operations in Russia are nevertheless encouraged to respond to solicitations to preserve their contracting opportunities in case the sanctions are lifted during a solicitation or even after award in the case of some solicitations.

As defined in Executive Order No. 16, an “entity conducting business operations in Russia” means an institution or company, wherever located, conducting any commercial activity in Russia or transacting business with the Russian Government or with commercial entities headquartered in Russia or with their principal place of business in Russia in the form of contracting, sales, purchasing, investment, or any business partnership.

Is Vendor an entity conducting business operations in Russia, as defined above? Please answer by checking one of the following boxes:

____ 1. No, Vendor does not conduct business operations in Russia within the meaning of Executive Order No.

16.

____ 2.a. Yes, Vendor conducts business operations in Russia within the meaning of Executive Order No. 16 but has taken steps to wind down business operations in Russia or is in the process of winding down business operations in Russia. (Please provide a detailed description of the wind down process and a schedule for completion.)

____ 2.b. Yes, Vendor conducts business operations in Russia within the meaning of Executive Order No. 16 but only to the extent necessary to provide vital health and safety services within Russia or to comply with federal law, regulations, executive orders, or directives. (Please provide a detailed description of the services being provided or the relevant laws, regulations, etc.)

____ 3. Yes, Vendor conducts business operations in Russia within the meaning of Executive Order No. 16.

The undersigned certifies under penalties of perjury that they are knowledgeable about the Vendor’s business and operations and that the answer provided herein is true to the best of their knowledge and belief.

Vendor Name (Legal Entity): __________________________________________________

By (Signature): _____________________________________________________________

Name: ____________________________________________________________________

Title: _____________________________________________________________________

Date: _____________________________________________________________________

Guidelines for Executive Order No. 16 Prohibiting State Agencies and Authorities from Contracting with

Businesses Conducting Business in Russia

On March 17, 2022, Governor Kathy Hochul issued Executive Order No. 16, which states: “All Affected State Entities are directed to refrain from entering into any new contract or renewing any existing contract with an entity conducting business operations in Russia.” In addition, Executive Order No. 16 directs the Office of General Services (“OGS”) to establish these guidelines for compliance with Executive Order No.16 by Affected State Entities.

On March 24, 2022, the United States, in coordination with the European Union and the Group of Seven (G- 7), imposed sanctions on an additional 400 Russian individuals and entities. The federal sanctions include efforts to block moves by Russian entities and individuals to evade the sanctions imposed or to use international reserves.

While the federal sanctions seek to target specific entities and individuals within Russia, Executive Order No.

16 is intended to ensure that New York State is not entering into contracts with entities conducting business in Russia and thereby indirectly supporting Russia’s unjustified war against the Ukrainian people.

I. Guidance

In order to comply with Executive Order No. 16, Affected State Entities must obtain a certification from bidders as part of a solicitation for a new contract or extension of an existing contract. Ideally, the certification will be among the documents that bidders must return with their bid. In the case of procurements that are currently in process, Affected State Entities should obtain the certification on or before the date the contract is signed by the awardee.

In addition, when an existing contract is being assigned to a new vendor, the Affected State Entity must obtain a certification from the new vendor as part of the process of consenting to the assignment of the contract.

With respect to purchases (including mini-bids, RFQs, or task orders) from a centralized contract established by OGS, there is no need to request a certification from the vendor because OGS shall take responsibility for obtaining any necessary certifications from vendors on centralized contracts.

As used herein, the term “vendor” is intended to encompass bidders prior to contract award, contractors who have received a contract award, and contract assignees.

II. Certification

Affected State Entities shall use the certification form attached to these guidelines. The certification form asks whether the vendor is an “entity conducting business operations in Russia” and provides four possible responses, which are certified under penalties of perjury. In keeping with the language in the Executive Order, the question should be answered by and on behalf of the specific entity that is the counterparty to the contract with the Affected State Entity; the question is not intended to encompass the operations of affiliates of the entity.

The Affected State Entity should first confirm that the vendor is not on the federal sanctions list at https://sanctionssearch.ofac.treas.gov/. If the vendor is on the federal sanctions list, the Affected State Entity may not award the contract to the vendor. There is no waiver process.

As long as the vendor is not on the federal sanctions list, the Affected State Entity should review the vendor’s completed certification. The certification form has four possible answers. Answer No. 1 is “No.” Answers 2.a.

and 2.b. are each a qualified “Yes.” Answer No. 3 is an unqualified “Yes.”

If the vendor checks Answer No. 1, the Affected State Entity may proceed with the contract award in the usual manner and must include the vendor’s certification in the procurement record.

If the vendor checks Answer No. 3, the vendor should be disqualified from contract award unless there are good grounds to exempt the vendor from disqualification, as set forth below. If the Affected State Entity disqualifies a vendor based on the response on the certification, the vendor should be advised that it will not be awarded the contract because it has failed to meet necessary qualifications required by Executive Order No. 16. The certification and the non-award letter must be included in the procurement record.

If the vendor checks Answers No. 2.a. or 2.b., the Affected State Entity should carefully review the materials provided by the vendor that explain how the vendor’s operations in Russia are limited. The Affected State Entity’s review may prompt follow-up questions, and the vendor should be given a reasonable opportunity to respond to such questions or provide additional materials.

If after careful review, the Affected State Entity determines that the vendor has made good faith efforts to limit its business operations in Russia to the extent practicable, and determines that any remaining operations are not contributing in any significant way to the unjustified war in Ukraine by Russia, then the Affected State Entity may proceed with the contract award in the usual manner. The Affected State Entity’s written determination, together with the vendor’s certification and the related materials provided by the vendor, must be included in the procurement record.

On the other hand, if the Affected State Entity determines that the vendor’s remaining operations in Russia are contributing to the unjustified war in Ukraine by Russia, the vendor should be disqualified from contract award unless there are good grounds to exempt the vendor from disqualification, as set forth below. If the vendor is disqualified, the vendor should be advised that it will not be awarded the contract because it has failed to meet necessary qualifications required by Executive Order No. 16. The Affected State Entity’s written determination, together with the vendor’s certification and the related materials provided by the vendor, must be included in the procurement record.

III. Exemptions Pursuant to Executive Order No. 16 “an Affected State Entity may contract with an entity conducting business operations in Russia provided that the head of the Affected State Entity makes a determination in writing that the investment or contract is necessary for the Affected State Entity to perform its functions and that no suitable investment or contractual…