RFQ93 Flagpole Rehab.pdf

Return Bid To:

WESTCHESTER COMMUNITY COLLEGE

Physical Plant Department Att: Stephen Mengler

75 Grasslands Road Valhalla, NY 10595

TITLE:

Physical Plant contact Information: STEPHEN MENGLER at 914-606-6980

REQUEST FOR QUOTATION (RFQ)

TERM OF PAYMENT IS NET 30.

Payment will be issued monthly after satisfactory completion of work. All work shall be subject to the terms and conditions contained in this requested for quotation, which will be also an attachment to the contract issued to the successful vendor.

DELIVERY: Delivery is FOB Destination and is requested ASAP after notice of award and receipt of purchase order. Awarded contractor shall NOT provide the service until receipt of executed contract or Purchase Order (PO), except in case of an emergency.

Bidder’s guaranteed delivery is ______________ days.

Note: Delivery time may be a factor in determining the winning bidder. The College reserves the right to reject any bids that propose a lengthy delivery schedule if the items are required promptly.

The College reserves the right to reject any or all proposals. Minority and Women Owned business enterprises are encoraged to respond. The Selected vendor will be notified and will be required to enter into contract with the College.

NO VENDOR MAY WITHDRAW HIS BID WITHIN 45 DAYS AFTER THE ACTUAL DATE OF THE OPENING THEREOF.

Completed proposals will be accepted until the above date and time indicated and should be sent to the Requesting Department at information shown bellow. Late proposal may NOT be considered and failure to complete this bid in its entirety may result in disqualification. By submitting a proposal you are asking the Westchester Community College ("College" or "WCC") to accept your offer for the sale of goods or services and you agree to all terms and conditions herein and attached hereafter as well as understand the laws that govern Municipal Purchasing. Once the College has reviewed the proposals, there can be no changes to price(s) or terms. In addition, there are no provisions to cancel after an award is made, except by the College which maintains a unilateral right of cancellation.

IMPORTANT NOTICE: Copies of this bid may be downloaded from the Empire State Purchasing Group website at http://www.empirestatebidsystem.com the national BidNet website, or received from the office above. Copies obtained from any other source are not considered official documents and will be considered incomplete if missing addenda, if any, resulting in disqualification.

We strongly suggest you obtain/submit an official bid form.

Non-Bidder’s Response --We are not participating because: ___________________________________________________

Indicate if company submitting this bid is: _______ MBE and/or _______ WBE or _______ SDVOB **Return this bid in its entirety and make a copy for your records**

Westchester Community College desires to obtain the following service as indicated in the "Scope of Work" section bellow. Your firm is encouraged to respond by completing the section below and attaching a proposal containing the information requested on this form.

Please refer questions to requesting department Superintendent of Buildings Stephen Mengler at 914-606-6980 or Stephen.Mengler@sunywcc.edu.

RFQ Number: _____________________ RFQ Due Date: ________________ By _________

Faxed Bids Are Not Permitted Sealed Submission must have vendor information and signature, bid number and due date on outside of envelope.

Important Information:

Please submit your response with proposal to:

WESTCHESTER COMMUNITY COLLEGE

Att: Stephen Mengler Physical Plant Department 75 Grasslands Road Valhalla, NY 10595

QUOTE DUE DATE:: ________________

SCOPE OF WORK REQUIRED: (Attach additional Sheets if necessary)

S(R9,C( NAME�_______________________________________________________________________________

TERM OR DATE(S) SERVICES REQUIRED:

Year1: ______________________________________________

Year2: ______________________________________________

Year3: ______________________________________________

Year4: ______________________________________________

Year5: ______________________________________________

FOLLOWING SECTION TO BE COMPLETED BY CONTRACTOR.

PLEASE ATTACH SIGNED PROPOSAL TO THIS BID.

REQUEST FOR QUOTATION

COMPANY NAME: _________________________________________________________________________________ (Print or Type)

FEDERAL TAX ID NUMBER: __________________ MAILING ADDRESS: ___________________________________ (PO Box, if applicable)

PHYSICAL ADDRESS: ______________________________________________________________________________ (Required)

PRINTED NAME

TELEPHONE NUMBERTE

PRINTED TITLE

E-MAIL ADDRESS

SIGNATURE

DATE SIGNED

MAW:_$2000_______________

COST /FEE FOR ABOVE SERVICE:(MAW+ Service) ________________________________

The Contractor shall provide quote to include all labor, time, services, materials, tools, equipment, freight, delivery, insurance and any other cost necessary to complete the Work.

Has your firm previously provided services to the College or to the County of Westchester? No Y es If Yes, When? ____________________ Which department? _______________ Contact Name at WCC/County: ________________

If you have never provided services to WCC or the County, please attach up to 3 references.

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75 Grasslands Road • Valhalla, New York 10595 Westchester Community College is sponsored by the County of Westchester; affiliated with the State University of New York

Flagpole Rehabilitation Scope of Work | SUNY Westchester Community College

SCOPE OF WORK

Rehabilitation of Seven (7) Flagpoles

Project: Rehabilitation of Seven (7) Flagpoles Location: SUNY Westchester Community College, Valhalla Campus, Valhalla, New York Owner: Westchester Community College

Project Intent: Restore seven existing exterior flagpole assemblies to safe, reliable, and presentable operating condition.

1. General Requirements

• The Contractor shall furnish all labor, supervision, equipment, materials, tools, transportation, permits, disposal, and incidental work necessary to inspect, rehabilitate, test, and place into service seven (7) existing flagpoles and associated components. It is strongly recommended that the Contractor attends the walkthrough on 10/12/26 at 1:00pm.

• Before starting work, the Contractor shall:

• Visit the site and field-verify the location, height, material, condition, access requirements, and configuration of each flagpole.

• Confirm the quantity, type, and condition of all existing hardware, including but not limited to: trucks, pulleys, counterweights, snap hooks, flag clips, flash collars, etc.

• Coordinate work dates, staging areas, access routes, parking, shutdowns, and security requirements with Deputy Superintendent or Superintendent

• Maintain safe pedestrian and vehicular access around the work area to the greatest extent practical.

• Protect adjacent walks, curbs, landscaping, irrigation, utilities, buildings, and site features from damage.

2. Flagpole Rehabilitation Work

A. Cleaning and Surface Preparation

• The Contractor shall clean each flagpole shaft and all accessible metal components to remove accumulated dirt, oxidation, bird droppings, stains, adhesive residue, loose paint, and surface contaminants.

• Use cleaning methods suitable for the existing pole material and finish, including aluminum, stainless steel, galvanized steel, painted steel, or fiberglass.

• Do not use abrasive methods, caustic cleaners, or chemicals that may scratch, discolor, weaken, or otherwise damage the flagpole finish.

• Remove loose, peeling, chipped, or failed coating from painted components.

• Prepare corroded metal surfaces by mechanical cleaning, wire brushing, sanding, or other approved means.

• Prime and touch up localized coating failures using compatible rust-inhibitive primer and finish coating where applicable.

• Match the existing color and sheen as closely as practical unless otherwise directed by the Owner.

B. Halyards and Operating Hardware

• The Contractor shall remove and replace all worn, damaged, deteriorated, or non-operational flagpole operating components. Unless existing components are documented as being in good condition and accepted by the College, provide new hardware for each flagpole as follows:

• New exterior-grade braided polyester halyard, UV resistant and sized appropriately for the height and type of each pole.

• New corrosion-resistant swivel snap hooks or flag clips, minimum two (2) per halyard unless the existing flag display configuration requires additional clips.

• New halyard thimbles, rope stops, splice hardware, counterweights, and retaining components as required for a complete operating assembly.

• New cleats or rope-retaining devices where existing cleats are damaged, corroded, loose, missing, or nonfunctional.

• New stainless steel or other corrosion-resistant fasteners for all replacement hardware.

• Replacement truck assemblies, pulleys, or sheaves where existing units are seized, cracked, worn, noisy, misaligned, or unable to support normal flag operation.

• Replacement finials where existing finials are missing, damaged, loose, significantly corroded, or not securely attached.

• All operating hardware shall permit flags to be raised, lowered, secured, and removed safely from grade level, unless the existing pole design requires an alternate method approved by the Owner.

C. Pole and Foundation Repairs

• The Contractor shall perform minor repairs necessary to return each flagpole to safe operating condition, including:

• Tightening or replacing loose, corroded, or missing exposed fasteners.

• Re-securing loose cleats, access doors, flash collars, and nonstructural pole accessories.

• Correcting minor surface corrosion and localized finish deterioration.

• Repairing or replacing damaged flash collars where practical.

• Cleaning debris from accessible base or sleeve areas to maintain drainage.

3. The following conditions shall be treated as potential additional work and shall not be performed without written authorization from the Owner:

• Straightening of bent or leaning pole shafts.

• Structural welding or repair of cracked shafts, base plates, or load-bearing welds.

• Removal and replacement of embedded ground sleeves.

• Major foundation repair, replacement, excavation, or concrete reconstruction.

• Replacement of a complete flagpole assembly.

• Electrical work associated with flagpole lighting.

• Repair of concealed underground utilities, drainage, or site irrigation damaged or discovered during the work.

4. Safety and Site Protection

• The Contractor shall comply with all applicable federal, state, local, and campus safety requirements, including OSHA requirements for elevated work, lifting operations, fall protection, barricading, and public protection.

• The Contractor shall:

• Provide qualified personnel experienced in flagpole rehabilitation and elevated-access work.

• Use appropriate equipment, such as aerial lifts, cranes, ladders, rigging, or other safe means necessary for the pole height and site conditions.

• Establish a controlled work zone around each active flagpole location using cones, barricades, caution tape, and warning signage.

• Provide traffic control or spotters when work occurs near roadways, parking areas, pedestrian paths, building entrances, or campus activities.

• Secure loose materials, hardware, tools, and removed components to prevent falling-object hazards.

• Suspend work during unsafe weather conditions, including high winds, lightning, heavy rain, or other conditions that create a hazard.

• Promptly repair any damage caused by the Contractor to pavement, landscaping, irrigation, utilities, buildings, or other campus property.

5. Testing and Acceptance

• Upon completion of rehabilitation work, the Contractor shall test each flagpole in the presence of the Owner's representative, if requested.

o Testing shall include:

o Raising and lowering the halyard through at least one complete operating cycle.

o Verifying smooth pulley/truck operation without binding, excessive noise, or rope abrasion.

o Confirming secure attachment and proper operation of snap hooks, clips, cleats, and rope-retaining devices.

o Verifying that halyards are properly tensioned and secured.

o Confirming that finials, trucks, flash collars, cleats, and visible hardware are secure.

o Confirming that each flagpole area is clean, free of debris, and restored to its pre-work condition.

o Any deficiencies identified during inspection or testing shall be corrected by the Contractor at no additional cost before final acceptance.

6. Submittals and Closeout

• The Contractor shall provide the following before final payment:

• Product data for replacement halyards, snap hooks, cleats, truck assemblies, pulleys, coatings, and other major replacement materials.

• List of each flagpole location and the rehabilitation work completed.

• List of replaced components, including manufacturer, material, size, and quantity where applicable.

• Photographs of each flagpole before and after rehabilitation.

• Written confirmation that each rehabilitated flagpole was tested and is operational.

• Warranty documentation for labor and materials.

7. Warranty

The Contractor shall provide a minimum one-year warranty from the date of final acceptance covering workmanship, installation, and furnished materials. The Contractor shall correct, at no cost to the Owner, any failure resulting from defective workmanship or defective materials during the warranty period.

8. Unit Pricing / Allowances

The bid should include a lump-sum price for rehabilitation of all seven flagpoles. The Contractor should also provide separate unit prices for potential additional work, including:

Item Unit

Replacement exterior braided polyester halyard Per linear foot

Replacement swivel snap hook / flag clip Each

Replacement cleat assembly Each

Replacement truck assembly Each

Replacement pulley/sheave Each

Replacement finial Each

Minor concrete foundation patch repair Per location

Removal and replacement of complete flagpole Each

Crane mobilization, if required Per mobilization

Aerial-lift mobilization, if required Per mobilization

9. Exclusions

• Unless specifically included by written amendment, the scope excludes:

• Purchase or replacement of flags.

• Electrical service, lighting fixtures, controls, or underground electrical repairs.

• Complete pole replacement.

• Major structural repairs to pole shafts, foundations, or underground sleeves.

• Landscaping restoration beyond minor incidental disturbance caused by the Contractor.

• Repairs to unknown or concealed conditions.

• This scope provides for a full rehabilitation and functional restoration of the seven existing flagpoles while allowing the College to evaluate major deficiencies separately if they are identified during the field assessment.

Line Items:

MAW: $2000

Labor: $_________________

Materials:$______________________

Total Lump Sum (MAW + Labor + Materials):$___________________________________

TERMS AND CONDITIONS

1) All items furnished shall comply in all respects with applicable Federal, State and County status, rules orders and regulations, including but not limited to the Federal Food, Drug and Cosmetic Act and subsequent decisions of the Department of Agriculture or any other administering agency.

2) In order to be valid, all bids must be properly signed and received by the Westchester Community College Purchasing Department on or before the bid due date and time specified. If your company is not going to submit a quote for this bid, it is requested that the bid document be returned marked “no Bid” with an explanation.

3) Awards may be made by individual item, grouped items or lot. The College reserves the right to reject any or all bids or any portion thereof.

4) All items furnished shall comply in all respects with applicable Federal, State and County laws and regulations, including, but not limited to, the

Federal Food, Drug and Cosmetic Act and subsequent decisions of the Department of Agriculture or any other administering agency.

5) All pricing for items includes discount from catalogue prices or reflect the pricing on SUNY contracts, whichever is less.

6) These Specifications are intended to be descriptive and not restrictive and to indicate the quality and the characteristics of the product that will be satisfactory. Any deviation from specifications or the indicated brand shall be clearly added to the Westchester Community College Request for Quotation form and fully explained by accompanying circulars, specifications sheets or samples with submitted bid. Westchester Community College reserves the right to accept equals approved by the Purchasing Agent. If exception to indicated brand is not noted, bidder is required to deliver brand specified. We will be the sole judge of the acceptability and may reject any bid for any reason including, but not limited to, College's inability to determine that the item is an equivalent.

7) The Contractor shall provide quote to include all labor, time, services, materials, tools, equipment, freight, delivery, insurance and any other cost necessary to complete the Work.

8) All contractors shall provide prevailing wages to employees as required as per the most current job specification as described in NYSDOL Article 8 Prevailing Wage requirements. It is the responsibility of the contractor to ensure that they are in compliance with the most current version of NYSDOL Article 8, which can be found at https://dol.ny.gov/bureau-public-work-and-prevailing-wage-enforcement.

9) All contractors shall provide their employees with standard insurance provisions as described in the attached Schedule "A" - "Standard Insurance Provisions”.

10) Purchases by the Westchester Community College are NOT subject to any Federal, State and Local taxes. Do not include any of these taxes when bidding or invoicing.

11) Failure to deliver within the specified time may be cause for cancellation of the order and/or the removal of Bidder’s name from Bidder’s List.

Any additional costs incurred by the Collegge may be charged to original vendor.

12) All items delivered must be guaranteed against faulty materials and workmanship. Deliveries of incorrect or faulty items will be rejected and returned to sender at vendor’s expense.

13) All deliveries are to be considered DOCK DELIVERY unless otherwise indicated.

14) When deliveries are inside, such deliveries must be made to the specific floor, or area specified.

15) Prices quoted must be F.O.B. Destination and without charges of any type, unless originally specified in the awarded quote.

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

i. Each bidder is not on the list created pur suant to paragraph (b) of subdivision 3 of Section 165-a of the State Finance Law; and

ii. The prices in the quotes have been arrived at independently without collusion, consultation, communication or agreement for the same purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; and

iii. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly to any other bidder or to any competitor; and

iv. 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 quote for the purpose of restricting competition.

17) 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 College, is directly or indirectly interested therein, or in the supplies, materials and equipment to which it relates, or in any portion of the profits thereof.

18) Full consideration is given to items meeting specifications and made with recycled materials.

19) All quotes should be for new equipment unless otherwise stated.

20) The County of Westchester encourages and supports significant meaningful participation by MBE and WBE’s.

21) Award information posted on this site is not to be considered as an official order to a vendor/supplier. Vendors will execute an contract with the

College and be issued an official purchase order.

22) The College remits vendor payments via check. Electronic Funds Transfer ("EFT") program known as Vendor Direct is available upon request.

Any successful bidder that will not accept these these two types of payment will be considered non-responsive to our solicitation and their bid may be rejected.

23) Westchester Community College Purchasing Department reserves the right to “no award” an RFQ that has been posted on the Empire State Purchasing Group’s site if lower pricing has been obtained via another method.

24) The Bidder's prices for items sold to the College will not exceed the price for the same or similar items sold to other customers in the same or similar industry as the College, for the same or similar quantities of product in a similar product mix, under the same or similar terms and conditions. The College acknowledges, however, that due to the vast numbers of items sold by Bidder and Bidder’s extensive customer base, Bidder cannot assure the College that each and every sale of an individual item to another customer will be at or above the price to the College.

Rev-12/03/2025

SCHEDULE "A"

STANDARD INSURANCE PROVISIONS

(Contractor)

1. The Contractor, upon award of the contract, shall provide at their own cost and expense the required insurance as delineated below from insurance companies licensed in the State of New York, carrying a Best's financial rating of A or better. Contractor shall provide evidence of such insurance to the County of Westchester (“County”), either by providing a copy of policies and/or certificates as may be required and approved by the Director of Risk Management of the County (“Director”). The policies or certificates thereof shall provide that ten (10) days prior to cancellation or material change in the policy, notices of same shall be given to the Director either by overnight mail or personal delivery for all of the following stated insurance policies. All notices shall name the Contractor and identify the Agreement.

If at any time any of the policies required herein shall be or become unsatisfactory to the Director, as to form or substance, or if a company issuing any such policy shall be or become unsatisfactory to the Director, the Contractor shall upon notice to that effect from the County, promptly obtain a new policy, and submit the policy or the certificate as requested by the Director to the Office of Risk Management of the County for approval by the Director. Upon failure of the Contractor to furnish, deliver and maintain such insurance, the Agreement, at the election of the County, may be declared suspended, discontinued or terminated.

Failure of the Contractor to take out, maintain, or the taking out or maintenance of any required insurance, shall not relieve the Contractor from any liability under the Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the contractual obligations of the Contractor concerning indemnification.

All property losses shall be made payable to the “County of Westchester” and adjusted with the appropriate County personnel.

In the event that claims, for which the County may be liable, in excess of the insured amounts provided herein are filed by reason of Contractor’s negligent acts or omissions under the Agreement or by virtue of the provisions of the labor law or other statute or any other reason, the amount of excess of such claims or any portion thereof, may be withheld from payment due or to become due the Contractor until such time as the Contractor shall furnish such additional security covering such claims in form satisfactory to the Director.

In the event of any loss, if the Contractor maintains broader coverage and/or higher limits than the minimums identified herein, the County shall be entitled to the broader coverage and/or higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the County.

2 The Contractor shall provide proof of the following coverage (if additional coverage is required for a specific agreement, those requirements will be described in the Agreement):

a) Workers' Compensation and Employer’s Liability. Certificate form C-105.2 or State Fund Insurance Company form U-26.3 is required for proof of compliance with the New York State Workers' Compensation Law. State Workers' Compensation Board form DB-120.1 is required for proof of compliance with the New York State Disability Benefits Law.

Location of operation shall be "All locations in Westchester County, New York."

Where an applicant claims to not be required to carry either a Workers' Compensation Policy or Disability Benefits Policy, or both, the employer must complete NYS form CE- 200, available to download at: http://www.wcb.ny.gov.

If the employer is self-insured for Workers’ Compensation, he/she should present a certificate from the New York State Worker's Compensation Board evidencing that fact (Either SI-12, Certificate of Workers’ Compensation Self-Insurance, or GSI-105.2, Certificate of Participation in Workers’ Compensation Group Self-Insurance).

b) Commercial General Liability Insurance with a combined single limit of $1,000,000 (c.s.1) per occurrence and a $2,000,000 aggregate limit naming the “County of Westchester” as an additional insured on a primary and non-contributory basis. This insurance shall include the following coverages:

i.Premises - Operations.

ii.Broad Form Contractual.

iii.Independent Contractor and Sub-Contractor.

iv.Products and Completed Operations.

c) Commercial Umbrella/Excess Insurance: $2,000,000 each Occurrence and Aggregate naming the “County of Westchester” as additional insured, written on a “follow the form” basis.

NOTE: Additional insured status shall be provided by standard or other endorsement that extends coverage to the County of Westchester for both on-going and completed operations.

All Contracts involving the use of explosives, demolition and/or underground work shall provide proof that XCU is covered.

d) Automobile Liability Insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and a minimum limit of $100,000 per occurrence for property damage or a combined single limit of $1,000,000 unless otherwise indicated in the contract specifications. This insurance shall include for bodily injury and property damage the following coverages and name the “County of Westchester” as additional insured:

(i) Owned automobiles.

(ii) Hired automobiles.

(iii) Non-owned automobiles.

3. All policies of the Contractor shall be endorsed to contain the following clauses:

(a) Insurers shall have no right to recovery or subrogation against the County (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so effected shall protect both parties and be primary coverage for any and all losses covered by the above-described insurance.

(b) The clause "other insurance provisions" in a policy in which the County is named as an insured, shall not apply to the County.

(c) The insurance companies issuing the policy or policies shall have no recourse against the County (including its agents and agencies as aforesaid) for payment of any premiums or for assessments under any form of policy.

(d) Any and all deductibles in the above described insurance policies shall be assumed by and be for the account of, and at the sole risk of, the Contractor.

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