RFP TOR 08-26

TOWN OF RAMAPO

ROCKLAND COUNTY, NEW YORK

REQUEST FOR PROPOSAL

FOR MAINTENANCE OF TOWN OF RAMAPO GENERATORS

TOWN BOARD

MICHAEL SPECHT, SUPERVISOR

BRENDEL LOGAN CHARLES DAVID WANOUNOU

MICHAEL ROSSMAN YEHUDA WEISSMANDL

ED MORAN, ENGINEER II OF PUBLIC WORKS

MONA MONTAL, DIRECTOR OF PURCHASING

SEPTEMBER 2026

TABLE OF CONTENTS

PART I

NOTICE TO PROPOSERS

I. NOTICE

2. NOT A COMPETATIVE BID

3. RECEIPT OF PROPOSALS

4. PREPARATION OF PROPOSAL

5. QUALIFICATIONS OF VENDOR

6. ADDENDA AND INTERPRETATIONS

7. FEDERAL AND STATE LAWS AND REGULATIONS

8. AWARD OF CONTRACT

9 OBLIGATION OF VENDOR

10. CONVICTION OF CRIME

PART II SPECIFICATIONS

PART III VENDOR'S PROPOSAL

SECTION I - PRICE SCHEDULE

PART IV AGREEMENT

PART I

NOTICE TO PROPOSERS

REQUEST FOR PROPOSAL FOR MAINTENANCE OF TOWN OF RAMAPO

GENERATORS 1. NOTICE

NOTICE IS HEREBY GIVEN that proposals for MAINTENANCE OF TOWN OF RAMAPO GENERATORS will be received by the Director of Purchasing of the Town of Ramapo, at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until OCTOBER 15th,2026 at 11:00 A.M.

The proposals shall be for MAINTENANCE OF TOWN OF RAMAPO GENERATORS, in accordance with the specifications as contained in the proposal designated "MAINTENANCE OF TOWN OF RAMAPO GENERATORS".

Specifications and proposal forms may be obtained by visiting "Bidding Opportunities" on the Town of Ramapo web site www.ramapo-ny.gov The Town of Ramapo officially distributes bidding documents through the Hudson Valley Municipal Purchasing Group's regional bid notification system. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Purchasing Department or the regional bid notification system are guaranteed to receive addendum information if such information is issued.

The Town reserves the right to waive any informalities or reject any or all proposals should the best interest of the Town thereby be promoted.

Consistent with federal mandates, Request for Proposals are solicited from any and all parties, including, but not limited to, minority businesses and enterprises operated and conducted by women.

This Request for Proposal ("RFP") is for services requiring special or technical skill, training or expertise. The services requested are not "purchase contracts" or "contracts for public works", as those phrases are used in bidding statutes.

Proposals may be delivered to the Director of Purchasing at the above address by mail or in person.

Proposals need not be delivered in sealed form. It is the intention of the Town not to disclose any proposal submitted prior to the opening date and time. However, the Town cannot guarantee unintended disclosure of any proposal submitted in other than a http://www.ramapo-ny.gov/ http://www.ramapo-ny.gov/ sealed envelope, directed to the Director of Purchasing with "MAINTENANCE OF TOWN OF RAMAPO GENERATORS" clearly marked on the outside of the envelope. Unintended disclosure will not prevent the Town from determining an award to a vendor, including a vendor whose proposal was so disclosed.

**IN ADDITION TO SUBMITTING THE PROPOSAL IN HARD COPY, THE TOWN IS

NOW REQUESTING ALL BIDS AND OPROPOSALS ALSO SUBMITTED IN ELECTRIC

FROMAT, CD/DVD AND OR FLASH DRIVE

Proposals will be considered firm for at least forty-five

(45) days after the opening date and time.

No vendor may withdraw his/her/its proposal within forty-five

(45) days after the date set for the opening therefor, but may withdraw his/her/its proposal at any time prior to the scheduled date for the opening of proposals.

BY ORDER OF THE TOWN BOARD OF THE TOWN OF RAMAPO, ROCKLAND COUNTY,

NEW YORK

Mona Montal

Director of Purchasing

SEPTEMBER 2026

2. NOT A COMPETITIVE BID

This request for proposal ("RFP") is for the purchase of an item or service which, in the opinion of the Director of Purchasing, will not exceed the dollar threshold specified in bidding statutes which requires that item or service to be competitively bid.

Therefore, the Town of Ramapo ("Town") is not subject to competitive bidding procedures in making this RFP or determining an award to a vendor who responds to this RFP.

3. RECEIPT OF PROPOSALS

Proposals may be delivered to the Director of Purchasing at the above address by Certified Mail, or in person

Proposals need not be delivered in sealed form. It is the intention of the Town not to disclose any proposal submitted prior to the opening date and time. However, the Town cannot guarantee unintended disclosure of any proposal submitted in other than a sealed envelope, directed to the Director of Purchasing, with "MAINTENANCE OF TOWN OF RAMAPO GENERATORS" clearly marked on the outside of the envelope. Unintended disclosure will not prevent the Town from determining an award to a vendor, including a vendor whose proposal was so disclosed.

Proposals will be considered firm for at least forty-five (45) days after the opening date and time.

4. PREPARATION OF PROPOSAL

(a) Proposals must be submitted on the prescribed form. All blank spaces for proposed prices must be filled in, in ink, in both words and figures, with the unit price for the item or the lump sum for which the proposal is made.

(b) Any proposals may be withdrawn prior to the above scheduled time for the opening of proposals or authorized postponement thereof. Any proposal received after the date and time specified will not be considered. No vendor may withdraw a proposal within forty five days (45) after the actual date of the opening thereof.

5. QUALIFICATIONS OF VENDOR

(a) Only qualified vendors, which term hereinafter may apply equally to persons providing a service, who have adequate experience, finances, equipment and personnel, will be considered in making awards.

(b) The Town may make such investigations as the Town deems necessary to determine the ability of the vendor to perform the work. The vendor shall furnish to the Town all such information and data for this purpose as the Town may request. The Town reserves the right to reject any proposal if the evidence submitted by, or investigation of, such vendor fails to satisfy the Town that such vendor is properly qualified to carry out the obligations of the contract and to complete the work described therein. Conditional proposals will not be accepted.

6. ADDENDA AND INTERPRETATIONS

No interpretation of the meaning of the specifications will be made to any vendor orally. Each and every request for such interpretations shall be in writing, addressed to the Director of Public Works, and shall be submitted at least five (5) days prior to the date fixed for the opening of proposals. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the RFP, which, if issued, will be mailed to all prospective vendors who have received copies of the Request for Proposal directly from the Town, (at the respective addresses furnished for such purpose)and posted on the Hudson Valley Municipal Purchasing Group's web-site for those who obtained the Request for Proposal from there, not later than three (3) days prior to the date fixed for the opening of proposals. Failure of any vendor to receive any such addendum or interpretation shall not relieve any vendor from any obligation under his/her/its proposal submitted. All addenda so issued shall become part of the contract documents.

7. FEDERAL AND STATE LAWS AND REGULATIONS

The vendor's attention is directed to the fact that all applicable federal, state and municipal laws and rules and regulations shall apply to the contract throughout, and they are deemed to be included herein the same as though herein written in full.

8. AWARD OF CONTRACT

(a) An award will be made to the lowest responsible and responsive vendor. The Town reserves the right to waive technical noncompliance with a proposal if the deviation is minor or not substantial and if it is in the best interests of the Director of Purchasing to do so. The Town reserves the right to reject any and all proposals.

(b) Where purchase is contemplated herein, the amount of service to be purchased as indicated in the RFP is not guaranteed. The Town reserves the right to delete any items it deems unnecessary.

(c) Any conditions set forth in a vendor's proposal will be deemed a counter-offer and will render the proposal non-responsive.

(d) Only the vendor who is awarded a contract for responding to this RFP will be notified in writing by the Town Attorney.

(e) Acceptance of the Town of a proposal shall constitute a contract between the Town and the successful vendor.

(f) The Agreement on pages 32-41 shall be signed and notarized by the Vendor and returned with the Vendor's Proposal. Said Contract shall not become effective unless and until it has been executed by the Owner.

9. OBLIGATION OF VENDOR

At the time of the opening of proposals, each vendor will be presumed to have inspected, to have read, and to be thoroughly familiar with the proposed contract (where appropriate) and the specifications (including all addenda). The failure or omission of any vendor to receive or examine any form, instrument or document, shall in no way relieve any vendor from any obligation with respect to his/her/its proposal.

10. CONVICTION OF A CRIME

If the Contractor, any officer, director or any party holding a controlling interest (defined as five percent or more, or in the case of a corporation any stockholder owning five percent or more of the outstanding shares) is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement or if a related or affiliated company, partnership or corporation is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement, after this Agreement is fully executed, the Town shall have the right to terminate this Agreement without penalty. An "affiliated company" as used herein means any affiliate which is a partnership, corporation, proprietorship, association or similar entity, an "affiliate" means any individual partnership, corporation, proprietorship, association or other entity (i) in which a 50% or greater ownership interest (as defined below) is directly or indirectly held by the proposer or any of its management personnel (as defined below) or directors, (ii) which directly or indirectly holds 50% or more of the ownership interest in the proposer,

(iii) in which an aggregate 20% or greater ownership interest is directly or indirectly held by one or more shareholders (or partners or proprietors, in the case of a partnership or proprietorship) which or who in the aggregate hold a 20% or greater ownership interest in the proposer, or (iv) which, whether by contract or otherwise, directly or indirectly controls, is controlled by, or is under common control with the proposer. An "ownership interest" means the ownership, whether legally or beneficially, of the stock of or assets employed by a corporation, of a partnership interest in or assets employed by a partnership, or of a similar interest in or assets employed by any other entity." Management personnel" means executive officers and all other persons, whether or not officers or employees, who perform policy-making functions similar to those of executive officers.

PART II SPECIFICATIONS

1. The period of the contract shall be for one (1) year commencing October 16th, 2027, with an option to renew for one (1) additional year, provided such extension is mutually agreeable to both the Town and the Contractor.

2. Award of this contract will be made to the vendor whose proposal, conforming to the solicitation, will be the most advantageous to the Town of Ramapo.

3. The vendor's proposal must be complete to be considered forward.

4. The Town of Ramapo is exempt from all Federal and State Taxes and such taxes must not be included in the proposal price.

5. Contract payments cannot be processed until the contract work has been completed in a satisfactory manner. Payment will be based on an invoice used in the vendor's normal course of business.

However, such invoice must contain sufficient information, including, but not limited to, the person and department that placed the order, invoice date, description of services, price per unit, extended price and invoice total.

6. In the event the successful vendor fails to perform the work as per the "Emergency Generators Specifications" annexed here to and made a part of the contract, the Town of Ramapo reserves the right to purchase these services elsewhere, and any excess cost to the Town of Ramapo will be absorbed by such delinquent vendor.

7. The Town of Ramapo reserves the right to reject any and/or all proposals, wholly or in part, to waive technical defects and to make awards deemed to be in the best interests of the Town of Ramapo.

8. Should you have any questions, please contact Edward P.

Dzurinko, Director of Public Works, at (845) 357-0591.

EMERGENCY GENERATORS SPECIFICATIONS

1. SCOPE OF WORK

1.1 The Town of Ramapo is soliciting proposals from qualified companies to provide, as specified, bi-annual preventive maintenance, repairs, and service of emergency generators for the Town's Sanitary Sewer Pump Stations, the Police Department, Town Hall, Central Garage and all other Town of Ramapo Facilities as identified in the attached list.

2. FACILITY INSPECTION

2.1 A pre-proposal facility inspection may be requested by vendors to visit the generator sites indicated and verify all conditions.

Visits shall be requested and occur no later than fourteen (14) days before the proposals are due. If multiple vendors request facility inspections the Town may elect to have several vendors view the units simultaneously. "The Bald Mountain generator is only accessible to 4-wheel drive vehicles and is particularly difficult and time consuming to get to. A visit to this unit will be scheduled during the bid period if at least one prospective bidder wants to see it."

3. MAINTENANCE

3.1 All maintenance shall be performed as per the manufacturer's recommendations. Copies of the maintenance manuals for equipment may be available from the Department of Public Works or the manufacturer.

4. DOCUMENTATION

4.1 Detailed description of all completed repair work indicating labor and parts provided and work performed must be submitted to owner for signature at the time the work is performed, and must accompany all invoices.

5. PERSONNEL

5.1 Vendor must employ certified mechanics, and must submit with the proposal a list of current employees who will be servicing Ramapo's Equipment. Employees should also be certified by the Electrical Generating Systems Association (EGSA) and/or have received recent factory training by Kohler. The employee's name, level of certification and dates of certification shall be on the list and copies of each of the certifications shall be submitted.

All service technicians shall have a minimum of three (3) years of paid documented experience in the repair and troubleshooting of Kohler units or other equipment similar to the units specified.

Vendors shall have a minimum of five (5) such service technicians.

6. INSPECTION SHEETS/REPORTS

6.1 The Contractor is required to submit an inspection sheet after the performance of each preventive maintenance service. This sheet must list the results of each inspection, any corrective action taken and any recommended action to be taken (with Owner's permission). Also, Contractor will supply a detailed report for each emergency service or repair. This report must contain a description of the problem and any corrective action taken.

7. WORK HOURS

7.1. Work must be performed between the hours of 7:00 AM and 3:30 PM, Monday through Friday. No work is to be performed outside of these hours without authorization from an authorized Town of Ramapo representative. The Contractor shall notify the authorized Town of Ramapo Representative 24 hours in advance prior to the scheduled service date.

8. EMERGENCIES

8.1 When contractor is informed by the owner that emergency repair service is required, the contractor must take whatever steps are necessary to expedite work including overtime work, evenings, weekends and holidays. All calls for service shall result in a technician being on the jobsite within 3 hours of call. Contractor shall have a staffed office (answering machine or voice mail not acceptable) to take service calls 24 hours/day, 365 days/year.

9. LICENSES

9.1. The Contractor and their service personnel shall possess all licenses required to perform this work in the Town and Rockland County. A Rockland County New York licensed electrician, where required, shall do all electrical work. Proof must be submitted immediately upon request.

10. CONTRACTOR REQUIREMENTS

10.1. The Town of Ramapo may inspect the facilities of the

apparent low vendor prior to award to determine their capacity to perform this work. The successful vendor may maintain a satisfactory inventory of repair and replacement parts for the units specified at their warehouse and in their service vehicles.

Contractor will show evidence of inventory upon request.

10.2. If, at any time during the life of the contract, the

contractor, in the opinion of the owner, fails to take all reasonable steps to expedite the work, the owner may unilaterally nullify the contract and the Town shall have no further obligations thereunder.

10.3 All vendors must submit a certificate of experience

and certificate of equipment with their proposal.

11. EQUIPMENT

11.1 The Contractor is responsible for providing all tools and equipment necessary to efficiently perform all work in a professional and workmanlike manner. The certificate of equipment must be completed and submitted with the proposal forms.

12. REFERENCES

12.1 Vendor will furnish, with the proposal forms, a list of

five sites with Kohler generators presently being maintained by said vendor. The name and telephone number of site contact is to be included. These sites must have Kohler generators similar to the units specified in the Request for Proposals.

13. TRAVEL TIME

13.1 All labor shall be billed from the time Contractor's employee arrives at the site and begins works to the time he finishes work and departs from the Town of Ramapo job site. The Town of Ramapo will not accept nor authorize payment for travel time or expenses of service personnel to any of the Town of Ramapo's facility locations. The only billable time will be for service work performed.

14. REPAIR WORK

14.1. The Contractor shall only perform work which is required.

Repairs shall be performed only with the authorization of an authorized Town of Ramapo representative. Should any repair work be performed without authorization, payment will not be made.

14.2 All service and repairs must meet with the approval of

the authorized representative of the Town of Ramapo.

15. TIME SHEETS

15.1 The Contractor shall submit a time sheet for each day worked on preventive maintenance. Time sheets shall only indicate equipment serviced. Details of servicing can be found on the preventive maintenance record sheets. The contractor shall also provide a time sheet for repair work, which is not covered under the preventive maintenance specifications.

16. PREVENTIVE MAINTENANCE

16.1. A trained service representative will visit a site, as

requested by the owner, either once or twice as needed in a year on mutually agreed dates and times to perform preventive maintenance work. All work will be performed in a safe and professional manner and the work area will be left in a neat and clean condition.

16.2 PREVENTIVE MAINTENANCE PRICING

16.2.1. Labor costs for Preventive Maintenance work shall be

proposed as a lump sum per generator on the proposal submission pages. Material cost for corrective work shall be billed separately as per section 23.4.2 of these specifications.

Preventive Maintenance work shall be performed as follows:

16.3. STARTING SYSTEM:

16.3.1. Clean batteries and cables.

1 6 . 3 . 2 . C h e c k a n d r e c o r d s p e c i f i c g r a v i t y i f b a t t e r i e s a r e l e a d a c i d o r c h e c k a n d r e c o r d v o l t a g e r e a d i n g s i f b a t t e r i e s a r e n i c k e l - c a d m i u m .

1 6 . 3 . 3 . C h e c k f o r p r o p e r s t a r t e r o p e r a t i o n s , n o t i n g a n y u s u a l n o i s e s . 1 6 . 3 . 4 . C h e c k f o r p r o p e r c r a n k i n g m o t o r d i s c o n n e c t .

16.3.5. Replace plugs, points, cap, rotor, condenser (where

applicable), clean as required. Check all connections in fuel, oil, cooling, battery, and exhaust systems.

16.3.6. Inspect spark plugs, magneto and coils (where applicable).

16.4. BATTERY CHARGING SYSTEM:

16.4.1. Check battery charger for proper operation. 16.4.2.

Check battery-charging alternator for proper output.

16.4.3. Tighten and clean all battery connections. 16.4.4.

Check electrolyte level and fill.

16.5. FUEL SYSTEM:

16.5.1. Check engine and supply system for any fuel leaks.

16.5.2. Check operation of day tank pump and float switch.

16.5.3. Check electrical and piping connections to day tank.

16.5.4. Drain condensate from the bottom of the day tank.

16.5.5. Change fuel filters at owner's request.

16.5.6. Fuel treatment at owner request to add stabilizer and biocide to fuel tanks.

16.6. LUBE OIL SYSTEM:

16.6.1. Check engine oil level.

16.6.2. Check engine oil pressure.

16.6.3. Take sample of lube oil for analysis [one (1) per year]

16.6.4. Change lube oil filter once a year.

16.7. AIR INTAKE SYSTEM:

16.7.1. Check air cleaner condition. Replace air filters at

owner's request.

16.7.2. Check turbocharger for excessive endplay.

16.7.3. Listen for any unusual noises from this area.

16.7.4. Check air intake louvers for proper operation.

16.7.5. Insure that air intake flow is not unduly restricted.

16.8 EXHAUST SYSTEM:

16.8.1. Inspect exhaust silencer, flexible connection and exhaust piping.

16.8.2. Visually check exhaust outlet for excessive smoking.

16.8.3. Visually check crankcase breather for excessive smoking.

16.9 COOLING SYSTEM:

16.9.1. Check coolant level.

16.9.2. Check for proper amount

16.9.3. Check radiator core for

matter.

16.9.4. Check general condition

of anti-freeze.

obstruction or buildup of engine coolant.

of foreign

16.9.5. Check all belts for wear and proper tension.

16.9.6. Check all hoses for cracks and brittleness.

16.9.7. Check jacket water heaters and thermostats for proper operation.

16.9.8. Take sample of coolant for analysis [one (1) per year].

16.10. SPEED CONTROL SYSTEM:

16.10.1. Check governor rods and linkage for loose

16.10.2. Check governor operation under load.

16.10.3. Tighten loose wiring connections and note

problem

16.11. SAFETY SYSTEM:

or worn parts.

any potential

Test overspeed device Test water temperature Test lube oil pressure Test over crank device.

Test automatic transfer contactor contactor.

switch.

16.12 AC. POWER GENERATOR:

16.12.1. Make a general inspection of all electrical connections on regulator and generator.

16.12.2. Grease bearings if necessary.

16.12.3. Check and adjust voltage regulator. Inspect slip rings.

16.13 ENGINE CONTROL PANEL:

16.13.1. Inspect all electrical connections and tighten where necessary.

16.13.2. Inspect condition of relay contacts.

16.13.3. Thoroughly clean control panel.

16.13.4. Check operation of all lights and replace any indicator lights not working.

16.13.5. Replace any blown fuses.

16.13.6. Check operation of main circuit breaker and leave

in "READY" position.

16.14 GENERAL:

16.14.1. Carefully inspect engine for leaks or deterioration

16.14.2. Make note of any unusual sounds during walk-around

inspections.

16.14.3. Check and adjust voltage and frequency.

16.14.4. Add engine fluids as required.

16.14.5. Grease necessary fittings.

16. 14.6. General maintenance on jacket water heaters, engine plumbing, etc.

16.15 FLUID CHANGE:

16.15.1. One (1) engine oil and oil filter change per year. The cost for the once a year oil and filter change shall be included in the lump sum amount proposed for preventative maintenance.16.15.2 Coolant change as requested by owner. Replacement of coolant will be on a time and material basis.

17. INSPECTION SHEET

17.1 Vendor shall submit sample of an inspection sheet with

proposal. The inspection sheet must meet the requirements of the authorized Town of Ramapo representative.

18. PORTABLE GENERATORS

18.1 The Town of Ramapo has a number of portable generators that require periodic inspection, maintenance and repair. This work shall be covered under this proposal. All repair work shall be approved by an authorized Town of Ramapo representative prior to start of job.

19. EQUIPMENT RENTAL

19.1 It is understood that on occasion Contractor shall have to provide rented equipment (ex. Generators and cable) to the Town of Ramapo to complete work or provide for a temporary need. All rentals shall be pre-approved by an authorized Town of Ramapo representative and billed at contractor's cost plus proposal markup.

20. LOAD BANK RENTAL

20.1 Vendor shall provide pricing for load bank rental, including cables and connections for generator testing up to 1600kw. All labor and material incurred with such rentals, such as set-up and break down, shall be billed as per proposal submission.

20.2 LOAD TESTING (as requested by owner) Provide load bank, cables and connectors. Connector to generator for testing. -During load testing, record the readings of the following:

20.2.1. Lube oil pressure

20.2.2. Water Temperature

20.2.3. Frequency

20.2.4. Current (all three phases)

20.2.5. Voltage (all three phases)

20.2.6. Kilowatts

20.2.7. Check auto start - stop move

20.2.8 Check operation of transfer switch when requested by owner.

21. USE OF PREMISES

21.1. On or about the premises and adjacent areas, the Contractor shall ensure that all apparatus, storage of materials, and activities of workmen be confined to the limits indicated by law, ordinances, permits and the direction of the authorized Town of Ramapo representative, and shall not encumber or permit the premises or adjacent areas to be encumbered with such materials or apparatus.

21.2. The work site shall be kept in an orderly and safe

fashion so as not to interfere with the progress of the work or the work of any other Contractor.

21.3. The Contractor shall be responsible for repairing and

replacing anything damaged by his operations, within thirty

(30) days after notification by the authorized Town of Ramapo representative that damage has occurred.

21.4 It will be the responsibility of the Contractor to report, to the authorized Town of Ramapo representative, any damages found prior to any work at this site.

22. CLEANING UP

22.1 The Contractor shall at all times keep the premises and

adjacent areas free from accumulations of waste material or rubbish. At the completion of the work, he/she shall remove, from and about the premises, including adjacent 'areas, all rubbish, tools and surplus materials used for work and shall have the area "Broom Clean" and ready for use. In case of a dispute, Town of Ramapo may remove rubbish and clean up, then may charge the Contractor either by deduction of amounts unpaid to the Contractor, or by other means as determined to be fair and equitable by the authorized Town of Ramapo representative.

23. PAYMENT AND INVOICES

23.1. Detailed description of all completed preventive maintenance and/or repair work must accompany all Invoices.

23.2. Detailed billings must be received by the Town of Ramapo within fifteen days after completion of each job.

23.3. All work shall be invoiced and paid as per proposal

submission forms.

23.4. Any additional labor or material charges as authorized by the Town of Ramapo will be paid according to the following requirements:

23.4.1. Labor Charges - The Contractor's invoice must list

specifically the type of employee or laborer utilized and the number of man hours worked. The Contractor agrees and hereby certifies that all labor charges contained in the invoices and vouchers shall be only those that were required and necessary to complete the work.

23.4.2. Material Costs - to be billed at Contractor's cost plus mark up as follows:

23.4.2.1. The invoices for payment must list specifically all parts and materials and cost to Contractor for each item. The Town of Ramapo may require verification of these costs by copy of the invoice as submitted to the contractor for payment. The Contractor agrees and hereby certifies that all parts and materials which he purchases shall be at lowest price available at the time considering the prevailing conditions and circumstances for which it is required that the purchase be made. Town of Ramapo reserves the right to supply material when deemed in the best interest of the Town of Ramapo.

23.4.2.2. Documentation of material and rental (invoices, etc.)

of items greater than $100 must be provided with Contractor's invoice.

23.5. Additional Items - If the Contractor expects to incur any additional costs not specified in the above paragraphs, he must submit a list of those items and corresponding charges or schedule with his proposal. There will be no additional charge for delivery or mileage. No other costs except those placed in the proposal at the time it is submitted shall be evaluated, considered or deemed acceptable charges by the Town of Ramapo.

The Contractor further agrees that, should it be determined by the Town of Ramapo that the Contractor is falsifying his invoices or partaking in fraudulent practices so as to reflect higher costs than actually incurred in the repair, this falsification or fraudulent practice shall be considered a material breach of the terms of the contract. Nothing herein shall be considered to limit the authority of the Town of Ramapo to prosecute any bidder or Contractor who violates the laws of the State of New York.

24. AMENDMENTS TO BID

24.1. Any verbal information obtained from or statements made by the Representative of the Town of Ramapo or his designee at the time of examination of the documents or site shall not be construed as, in any way, amending Contract documents. Only such corrections or addenda as are issued by the Director of Purchasing in writing to all Contractors shall become a part of the Contract.

24.2 Any addendum issued to the Request for Proposal shall be included in proposals submitted and become a part of the Contract Agreement.

25. AWARD

25.1. Award may be made to the lowest responsible vendor. All quantities shown are estimates. The successful vendor will be required to furnish quantities that may be more or less than the estimated quantities.

25.2. Proposal submission items shall include only those items required in the Request for Proposal. Only those items shall be used in award determination.

25.3. Please note: Vendor must make an entry for each item listed on the Proposal submission pages.

25.4. Should the Town determine it is not receiving satisfactory results in obtaining corrective action on any of the units, it reserves the right to contact a different vendor to perform the work.

Town of Ramapo Generators

Name Location Year MFR Model Serial Engine Ser. Spec No. No. No. 1 1200 Pines 50A West Gate Rd. 2010 Kohler 25RZGB 2270915 3POL45644 GM22316-GA9

2 Camp Hill 74 Camp Hill Road 2007 Kohler 15RYG 2158222 1.6-17619 GM39949-GA13

3 Senior Citizens 198 Dashew Drive 2007 Kohler 3ORZGB 2159452 3.0L-35956 GM22316-GA4

4 Dawn Lane 20 Dawn Lane 2000 Kohler 2ORZG 642488 16329-1-08-99 PA-185113

5 Gloria Drive 24 Gloria Drive 2004 Kohler 2ORZG 793354 04XG22959 GM28726-GA1

Golden Road 17A Golden Road 2006 Kohler 2ORZG 2078257 040G37951 GM28726-GA1

South Airmont 9 Stone Meadow La. 2004 Kohler 609RZG 2002806 5-7L08148 GM21302-GA2

8 Eng./Sewer 16 Pioneer 2009 Kohler 100RZG 2253446 8PIL2004 GM34436-GA9

9 Tag-Along Mobile 2002 Kohler 40REOZJ 725312 4045DF150 PA189233

10 Central Garage 18 Pioneer Ave. 1986 100RZ2283 186236 187406-82N

11 Fuel System 22 Pioneer Ave. 2005 Kohler 15RYG 2028927 GM32850-GA1

12 Town Hall 237 Route 59 Spectrum 100GS60 396408 PA-193057-72N

13 Police Station 237 Route 59 Kohler 50RZ282 263182 187131-82N

14 Bald Mountain No public road Kohler 12RES 2105706

PART III

VENDOR'S PROPOSAL

Opening Date: OCTOBERM15, 2026 Time: 11:00 AM

Location: Town of Ramapo Town Hall 237 Route 59

Suffern, New York 10901

NOTICE: Proposals must be made on this form. In order to avoid "non-responsiveness", one copy of each addendum received by vendor must be annexed hereto upon the submission of this proposal.

TO THE TOWN OF RAMAPO:

A. The undersigned * , acknowledging that he/she is a(n) (officer) (partner) (principal) of the Contractor and he/she has carefully examined the Vendor's Solicitation Package, offers to furnish and deliver to the Town in strict conformity with each and every provision of the Contract Documents all of the items awarded.

B. The Contractor is a (corporation) (partnership) (sole proprietorship) (other: specify ). ____________ State incorporated

C. The undersigned hereby designates the following office as the office for the purpose of receiving any written notice permitted or required to be served upon the contractor by any provision of the Contract Documents, including, without limitation, Notice of Award of the Contract:

Telephone Number:

* Strike the two inapplicable capacities. If the vendor is a foreign corporation, it must agree to accept service of process as provided herein (see paragraph "E").

** This information must be supplied by vendors, corporate and otherwise and shall include the vendor's telephone number.

D. (Paragraphs "D" and "E" shall bind only those corporate vendors that are not organized and existing under the laws of the Stat of New York). If the vendor is a foreign corporation, vendor must submit a certificate that it is authorized to do business in the State of New York and in the County of Rockland.

E. The undersigned, a foreign corporation, agrees as follows: That personal service of process in any action, suit or proceeding instituted by the Town against the undersigned on or in connection with this Request for Proposal or the Contract may be made by registered special delivery mail addressed to the undersigned at the address referred to hereinabove in paragraph "C" of this RFP, unless a different address within the State of New York be specified below, in which event service as aforesaid may be made only at the address specified below or at such other mailing address within the State of New York as is substituted therefor by the undersigned by notice in writing to the Town

F. By submission of this proposal, the undersigned and each person signing on behalf of the undersigned certify, under penalty of perjury, that:

(1) 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 vendor or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the undersigned and will not knowingly be disclosed by the undersigned prior to opening, directly or indirectly, to any other vendor or to any competitor;

3) No attempt has been or will be made by the undersigned to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting competition.

(4) That no officer, agent, or employee of the Owner is personally interested directly or indirectly in the Contract or the compensation to be paid thereunder, and

(5) That no representation, statement or statements, oral or in writing, has induced him to enter into the Contract excepting only those contained in the Contract Documents or made part hereof by its terms.

G. I hereby acknowledge receipt of the following addenda set forth below

Addendum No. Date of Receipt

H. It is understood by the undersigned that the quantities set forth in paragraph "I" (Price Schedule) are solely for the purpose of facilitating the comparison of vendor proposals and that the Contractor's compensation will be computed on the basis of actual quantities of delivered product, whether such actual quantities be more or less than the quantities shown in the price schedule.

SECTION I - PRICE SCHEDULE

Vendor must quote a price on every item listed in the Vendor's proposal sheet which it proposes to furnish. ALL PRICES PROPOSED MUST BE FIRM i.e., no price adjustments are permitted.

PROPOSAL

Labor Costs for Mechanical, Machinist, Laborer or Electrician Service Person for Time and Material Work - No Travel Time

(PLEASE REFER TO LIST OF GENERATORS)

Est.

Qty. Description

Labor Rates for Monday to Friday, 7:00 A.M.to 3:30 P.M.

Unit Proposal Price

In words

Labor Rates for after hours, weekends and holidays In words

2 Semi Annual Preventive Maintenance for Generator 1 Unit Bid Price each

(In words)

Total Bid Price $

(In words)

2 Semi Annual Preventive Maintenance for Generator 2 Unit Bid Price each

(In words)

Total Bid Price $

2 Semi Annual Preventive Maintenance for Generator 3 Unit Bid Price $ each

2 Semi Annual Preventive Maintenance for Generator 4 Unit Bid Price $ each

2 Semi Annual Preventive Maintenance for Generator 5 Unit Bid Price $ each

2 Semi Annual Preventive Maintenance for Generator 6 Unit Bid Price $ each

2 Semi Annual Preventive Maintenance for Generator 7 Unit Bid Price $ each

Total Bid Price

2 Semi Annual Preventive Maintenance for Generator 8 Unit Bid Price $ each

2 Semi Annual Preventive Maintenance for Generator 9 Unit Bid Price $ each

Total Bid Price

(In words)

2 Semi Annual Preventive Maintenance for Generator 10 Unit Bid Price $ each

(In words)

Total Bid Price $

(In words)

2 Semi Annual Preventive Maintenance for Generator 11 Unit Bid Price each

(In words)

Total Bid Price $

(In words)

2 Semi Annual Preventive Maintenance for Generator 12 Unit Bid Price $ each (In words)

2 Semi Annual Preventive Maintenance for Generator 13 Unit Bid Price $ each

Total Bid Price $

(In words) each

2 Semi Annual Preventive Maintenance for Generator 14

Total Bid Price

J. Vendor agrees to submit the following attachments with this proposal. Such attachments shall become a part of the contract.

(1) Sworn statement as ability to deliver, including Experience technical ability and organization.

Vendor's failure to submit the attachments required under Paragraph J may render the proposal non-responsive.

K. The offer made by the foregoing shall be irrevocable for forty-five (45) days or such greater period after the date on which the Town opens the same as set forth in paragraph 1 of the Notice to Proposers.

L. Vendor does hereby certify that no officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares) has been convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law).

IN WITNESS WHEREOF, the undersigned has caused this Proposal to be signed and delivered as of the date first herein set forth and agrees to perform the work in accordance with the terms and conditions of the Contract and award the same.

Federal I.D. #

(Legal name of corporation, Individual or Firm and any d/b/a name)

Date:

By: (Name and Title)

ATTEST:

Secretary (Address)

PART IV AGREEMENT

THIS AGREEMENT made and entered into the day of 2026, by and between, a corporation organized under the laws of the State of, with its principal offices located at hereinafter referred to as the "Contractor" and

TOWN OF RAMAPO, a municipal corporation of the State of New York, with its offices located at No. 237 Route 59, Suffern, New York 10901, hereinafter referred to as the "Town" or "Owner".

WITNESSETH:

That the Town and the Contractor, for the consideration hereinafter mentioned, agree as follows:

1. SCOPE OF WORK:

The Contractor shall provide to the Town Maintenance of Town of Ramapo Generators, in accordance with the proposal submitted by the Contractor, a copy of which is attached hereto and made a part hereof.

2. CONTRACT AMOUNT:

The Town agrees to pay and the Contractor agrees to accept, in full payment for the complete performance of the work, the prices stipulated in the Vendor's Proposal, subject to additions and deductions as provided for in the Contract Documents (Total Contract Price). Said work shall be performed in accordance with the Contract Documents without any further expense of any nature whatsoever to the Town other than the consideration set forth in this Agreement.

3. PAYMENTS TO CONTRACTOR:

a. Any claim that the Contractor may have pursuant to the terms of this Contract, or otherwise, may be immediately filed with the Director of Public Works, and simultaneously with the application for any payment with the Department of Finance of the Town. Such filing shall be in writing and in affidavit form setting forth the facts, circumstances and costs of labor or material in dispute.

Any claim arising prior to the time of filing of the voucher for payment which is not claimed simultaneously therewith shall be deemed released and waived in the manner of an accord and satisfaction and shall constitute a general release to the Town for those items.

b. Before any payments will be made under this Contract, the Contractor shall submit to the Engineer certified statements, in satisfactory form, certifying to the accounts then due and unpaid by such Contractor and Sub-contractor for all laborers for daily or weekly wages on account of labor performed upon the Work under this Contract. The term "laborers" as used herein shall include workmen and mechanics.

4. PAYMENT CONSTITUTES RELEASE:

The acceptance by the Contractor of the payment shall be and shall operate as a release to the Town from all claims and liability to the Contractor for anything done or furnished in connection with this work and for any act or neglect of the Town relating to or affecting the work. No payment, however, final or otherwise, shall operate to release the Contractor or his/her/its sureties from any obligation under this Contract or the Performance Bond.

5. INSURANCE COVERAGE:

The Contractor shall not commence work under this contract until it has obtained all insurance required under this paragraph and such insurance has been approved by the TOWN.

a. Compensation Insurance - The Contractor shall take out and maintain during the life of this contract Workers' Compensation Insurance for its employees to be assigned to the work hereunder.

b. General Liability and Property Damage Insurance - The Contractor shall take out and maintain during the life of this contract such general liability and property damage insurance as shall protect it from claims for damages for personal injury including accidental death, as well as from claims for property damage which may arise from operations under this contract. The amounts of such insurance shall be as follows:

General Liability Insurance in a General Aggregate amount not less than $1,000,000 and not less than $1,000,000 on account of any one occurrence.

The contractor shall furnish the above insurance to the TOWN and shall also name the TOWN as an additional named insured in said policies.

The certificate of insurance shall provide that, in the event that the insurance is cancelled prior to the expiration date thereof, the issuing insurer shall mail to the Town of Ramapo at least ten (10) days written notice.

c. Insurance Covering Special Hazards - The following special hazards shall be covered by rider and/or riders to the policy or policies herein elsewhere required to be furnished by this Contractor or by separate policies of insurance in amounts as follows. For Automobiles and Automobile Trucks - Limits shall be the same as required under General Liability insurance as hereinbefore specified.

d. Defense of Action or Suits - Neither the TOWN nor any of its officers or agents shall in any manner be answerable or responsible for any loss or damages that may happen to the work, or to any part or parts thereof, or to any materials, equipment or other property that may be used therein, or placed upon the ground, during the progress of the work. Neither the TOWN nor any of its officers or agents shall be in any manner answerable or responsible for any injury done, or damages or compensation required to be paid under any present or future law, to any person or persons whatever, whether employees of the Contractor or otherwise, or for damages to any property, whether belonging to the employees of the Contractor or others, occurring during or resulting from the work. The Contractor shall properly guard against all injuries and damages. The Contractor shall indemnify and save harmless the TOWN, its officers, and agents against all such injuries, damages and compensation arising or resulting from causes other than the Town's negligence. The Contractor shall, from the commencement of work until completion and acceptance thereof, maintain General Liability Insurance in the amounts hereinbefore stated for the protection of the Contractor and the TOWN, and shall furnish duplicates of the policies to the TOWN, stamped by the insurer "Premium Paid". These policies shall be written by an insurance company or companies approved by the TOWN.

The Contractor shall furnish the TOWN with satisfactory proof of the insurance required.

6. HOLD HARMLESS PROVISIONS:

The Contractor, in addition to any public liability insurance obtained under this Contract, agrees to save, indemnify and hold harmless the Town of Ramapo and all of its agents, officers, servants and employees, including any consulting engineer of the Town, by reason of any claim against all suits or liability regardless of origin or nature arising out of the project by the Contractor, any Sub-contractor or material man of the Contractor, including all laborers, employees, agents, servants, and officers thereof, whether by violation or statute, law, ordinance, regulation, order or decree or common law liability and whether or not a negligent act or omission is claimed and the Contractor agrees to pay the Town for defending such suit, all costs, expenses and reasonable attorney fees incurred therein, or at the option of the Town, shall, at the Contractor's own expense, defend any and all such actions.

7. CONVICTION OF A CRIME:

If the Contractor, any officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and their equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement or if a related or affiliated company, partnership or corporation is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and their equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement, after this Agreement is fully executed, the Town shall have the right to terminate this Agreement without penalty. An "affiliated company" as used herein means any affiliate which is a partnership, corporation, proprietorship, association or similar entity, an "affiliate" means any individual partnership, corporation, proprietorship, association or other entity

(i) in which a fifty (50%) percent or greater ownership interest (as defined below) is directly or indirectly held by the proposer or any of its management personnel (as defined below) or directors, (ii) which directly or indirectly holds fifty (50%) percent or more of the ownership interest in the proposer, (iii) in which an aggregate twenty (20%) percent or greater ownership interest is directly or indirectly held by one or more shareholders (or partners or proprietors, in the case of a partnership or proprietorship) which or who in the aggregate hold a twenty (20%) percent or greater ownership interest in the proposer, or (iv) which, whether by contract or otherwise, directly or indirectly controls, is controlled by or is under common control with the proposer. An "ownership interest" means the ownership, whether legally or beneficially, of the stock of or assets employed by a corporation, of a partnership interest in or assets employed by a partnership or of a similar interest in or assets employed by any other entity. "Management personnel" means executive officers and all other persons, whether or not officers or employees, who perform policy-making functions similar to those of executive officers.

8. NOTICE PROCEDURES:

a. Any notice from one party to the other under the Contract, shall be in writing and shall be dated by the party giving such notice, or by a duly authorized representative of such party.

b. Any such notice shall not be effective for any purpose whatsoever, unless served in the following manner; namely,

1. If the notice is given to the Town by personal delivery thereof to the Engineer, or by depositing the same in the United States mails, enclosed in a sealed envelope, addressed to the Town for the attention of the said Engineer, postage prepaid and registered; (2) if the notice is given to the said Contractor or to his/her/its duly authorized representative, or by depositing the same in the United States mails, enclosed in a sealed envelope, addressed to the Contractor's principal place of business set forth in this Agreement, postage prepaid and registered; and (3) if the notice is given to the surety or any other person, by personal delivery to such surety or other person, or by depositing the same in the United States mails, enclosed in a sealed envelope addressed to such surety or person, at the address of such surety or person last communicated by him to the party giving the notice, postage prepaid and registered.