Roofing Fact Sheet7.pdf

New York State Department of Agriculture & Markets New York State Fair

Quote Fact Sheet

Title of quote request: Roofing Maintenance/Service (SF250113) Dates of service for this quote: 5/1/25 – 3/31/26

Contract Reporter posting dates: 4/3/25 – 4/24/25 Due date: 4/24/25 – 3:00PM

Contact & Submittal Information:

Suzanne Shaw, Division of the State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4346 Email: suzanne.shaw@agriculture.ny.gov

Description:

Proposal for a contract with NYS Dept. of Agriculture and Markets at the New York State Fairgrounds facility, 581 State Fair Blvd, Syracuse NY, 13209 for a roof maintenance service contract. This contact will provide labor, materials, equipment and repairs of existing roof system on the various buildings at the above-mentioned property. This work would be based on a time and material basis.

Prevailing wage rates must be paid and are attached (PRC 2025002310).

There are approximately 90 buildings on the Fairgrounds (18 main buildings and approximately 72 ancillary buildings). Roofing materials include slate, shingle, tar, EPDM and vinyl.

Standard operating procedures for all our technicians are to take before repair photos and after repair photos. This is to assure all parties, that the correct repairs have been made.

Contractor must dispatch crew on the same day to any leaks that may hamper show operations at this facility.

Contractor must have available teams to be available both after normal business hours and on weekends.

Scope of Work:

1. Clean roof debris to include broom clean areas where dirt and dust accumulate from ponding water.

2. Inspect and clean drains of debris and re-secure drain fasteners if necessary. If drains are blocked below the roof line, facility maintenance will be advised.

3. Inspect and repair flashing.

4. Inspect seams in roof and expansion joints and repair as necessary.

5. Re-secure loose sheet metal items and reseal of cracked or missing caulk joints.

6. Advise maintenance of any repairs exceeding the scope of this agreement.

7. Verify all HVAC unit access doors and covers are installed and secured.

Scheduling:

1. Notice will be given at least 24 hours before arriving at the site.

2. Written inspection report will be submitted to outline repair needed and any future problems.

Details:

1. All labor for these repairs to be paid, based on New York State prevailing wages for workers of this scope of work. Prevailing wage rates must be paid and are attached. All employees must be certified to work on this type of work.

2. Your quote will be for an hourly rate of service. This rate must include any/all vehicle and equipment (tools of the trade, bucket truck) charges. No mileage, travel time, vehicle or equipment charges will be paid. Your hourly rate must reflect all charges. If special equipment is needed (lifts, etc.) approval must be received prior to incurring the expense.

mailto:suzanne.shaw@agriculture.ny.gov

1. All debris of these repairs to be removed from jobsite at completion of repairs

2. After any billable repair this agency will require, before and after pictures, a detail report, and invoice indicating the areas of the roof and building which was repaired. All completed projects will require inspection by a Facilities management staff that work was properly repaired.

During the annual NYS Fair, the Fair will provide the selected vendor with all necessary admission and parking credentials for access to the Fairgrounds for work performed pursuant to this quote.

Delivery slips must be provided for all types of service on the Fairgrounds and signed by either the Property Manager or designee.

Service personnel must check in at the Maintenance Office between the hours of 7:00am and 3:00pm, Monday thru Friday. For service calls outside of those days/hours, service personnel must sign in and out at the Gate 2 Security Post. Failure to sign in and out may negatively impact payment for services. Service records must be signed by a representative of the State Fair at conclusion of the work.

The percentage of markup on parts must be provided as part of your quote (requests for actual receipts may be made by the department).

Invoicing should be monthly for all service during the prior month. Invoices must detail labor, parts and materials. Time sheets signed must be provided for all labor.

Minimum Qualifications:

For your quote to be considered you must demonstrate that at the time you submitted your quote you:

1. Are currently engaged in, and have been continuously engaged in for the three (3) consecutive calendar years immediately preceding submission of your proposal, Commercial Roofing.

2. You are authorized to do business in New York State (licensed with the Department of State).

3. You have a valid NYS Sales Tax Certificate.

Quotes:

Please provide the following as part of your quote:

1. A fully completed quote sheet. The quotes will be for an hourly rate for service. This rate should include travel to and from the Fairgrounds. Any minimums must be noted.

2. The percentage of markup to be charged on parts/materials.

3. A detailed list of the three (3) years’ experience.

4. A list of three verifiable references (names and phone numbers) from companies you have provided Commercial Roofing

Maintenance/Service for within the last three years.

New for all Article 8 Public Work – The Contractor and Subcontractor Registry Law (NYS LL 220-I) is now in effect.

Starting December 30, 2024, 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.

Private projects subject to Article 8 of the Labor Law include those covered by Labor Law Sections 224-a (public subsidy funded projects), 224-d (renewable energy systems), 224-e (broadband projects), 224-f (climate risk-related and energy transition projects, and roadway excavations.)

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.

Contractors need to register before submitting any new bids or commencing new work on a covered project on or after December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after December 30, 2024. NYSDOL encourages all contractors and subcontractors to register as soon as possible to obtain a Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I

The link to apply is located here: https://dol.ny.gov/how-register-contractor-and-subcontractor-registry

PLEASE NOTE:

A $200 nonrefundable fee is required at the time of registration. New York State certified Minority or Woman-owned Business Enterprises (MWBEs) pay a reduced nonrefundable fee of $100 at the time of registration. A service fee will be applied.

NYSDOL estimates it may take approximately 3-4 weeks to review a registration application and issue a Certificate of Registration.

Registration is not valid until a Certificate of Registration has been issued. Providing incomplete or inaccurate information will delay the issuance of a Certificate of Registration.

Each registration certificate is valid for two calendar years from the date of issuance. Contractors and subcontractors must renew their registration at least 90 days before the expiration date of their current registration. Contractors and subcontractors may access their Certificate of Registration or check on the status of an application at any time through the Contractor Registry portal.

Because of this new requirement awards will only be made once the Agency confirms the vendor has successfully registered with the NYS Dept. of Labor.

Reservation:

The Department reserves the right to:

• reject any or all responses with respect to this request for quotes;

• decline to award from this request for quotes;

• require clarification from any Responder to assure a full understanding of the responsiveness to the requirements for this request for quotes;

• waive or modify minor irregularities in quotes received;

• request from Responder additional information deemed necessary to more fully evaluate its quote. Responders will have (3) business days to respond to the request or may be disqualified;

• amend this request for quotes after its release, with appropriate notice;

• negotiate with any or all Responder within the request for quote requirements, in the best interests of New York State.

The Department reserves the right to inspect the supplied systems at any time during the period of the contract.

Insurance:

Upon contract award, obtain and maintain insurance coverage, from a company licensed to do business in New York State, of at least ONE MILLION DOLLARS ($1,000,000) per occurrence combined single limit bodily injury and property damage and at least ONE MILLION DOLLARS ($1,000,000) each occurrence business automobile liability insurance. The selected Vendor shall furnish a certificate of insurance naming the New York State Department of Agriculture & Markets as additional insured.

The selected Vendor shall also provide a certificate of workers’ compensation and disability insurance as required.

Summary of Department’s Policy Regarding State Finance Law Sections 139-J & 139-K:

Pursuant to State Finance Law Sections 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the Department of Agriculture and Markets and an offeror/bidder during the procurement process. An offeror/bidder is restricted from making contacts from the earliest notice of intent to solicit bids/proposals through final award and approval of the Procurement Contract by the Department, and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law Section 139-j(3)(a). Designated staffs, as of the date hereof, are identified in this solicitation. Department employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the offeror/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four-year period, the offeror/bidder is debarred from obtaining governmental Procurement Contracts. Further https://dol.ny.gov/how-register-contractor-and-subcontractor-registry information about these requirements can be found in the Department’s Guidelines and on the Office of General Services Website at http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

The Department has designated the following staff members to receive contacts pertaining to this quote:

Suzanne Shaw, Division of State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4346 Email: suzanne.shaw@agriculture.ny.gov

Payments:

Vendor shall provide complete and accurate billing invoices to the NYS Department of Agriculture & Markets, a division of the New York State Fair, to receive payments. Billing invoices submitted must contain all information and supporting documentation. Payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller’s website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032. Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

Statewide Financial System:

In addition to receiving electronic payments, all vendors are now required to be registered as a vendor with New York State’s Financial System (SFS). Vendors are responsible for ensuring they are registered with SFS and that all data is correct. The website for SFS is http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684 . The phone number for questions is (toll free) 855-233-8363.

http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html mailto:barbara.godfrey@agmkt.state.ny.us http://www.osc.state.ny.us/epay/index.htm mailto:epunit@osc.state.ny.us http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684 http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684