S-2-25 PFS HDPE Pipe and Fittings.pdf

CHAUTAUQUA COUNTY PURCHASING DEPARTMENT

INVITATION TO BID

BID NO. S-2-25 PFS

HDPE PIPE AND FITTINGS

Issue Date: MAY 5, 2025 Questions Due By: MAY 12, 2025 Bids Open at 2:00 p.m. On: MAY 15, 2025

RESPOND TO:

ATTN: Becky Anderson, Purchasing Manager

454 N. Work Street Falconer, NY 14733

Email: andersob@chqgov.com

PAUL WENDEL, JR

COUNTY EXECUTIVE

KITTY CROW

DIRECTOR OF FINANCE

BECKY ANDERSON

PURCHASING MANAGER

BRANDI MCINTYRE

PURCHASING AGENT

NICOLE PATTISON

TINA HUCKABONE

http://ny-chautauquacounty.civicplus.com/

NOTICE TO BIDDERS

Publication Date: May 5, 2025

Chautauqua County is accepting sealed bids for:

HDPE PIPE AND FITTINGS

INVITATION TO BID

NO. S-2-25 PFS

Invitation to Bid (ITB) Documents are available at the County’s Purchasing Office, Chautauqua County DPF, 454 N. Work Street, Falconer, NY 14733 may be downloaded from bidnetdirect.com/new-york, or may be requested by email from andersob@chqgov.com. Chautauqua County is not responsible for the completeness or accuracy of ITB documents received from any other source, and the successful bidder shall be subject to official County ITB terms and conditions.

Bids must be received by the County’s Purchasing Office no later than 2:00 P.M. on May 15, 2025, at which time they will be publicly opened and read. EACH BID ENVELOPE MUST BE PLAINLY MARKED WITH THE PROPOSAL

NUMBER AND THE ITEM BID THEREIN.

Becky Anderson Purchasing Manager mailto:andersob@chqgov.com

INSTRUCTIONS TO BIDDERS

Enclosed with these Instructions are:

(a) A Copy of the Public Notice identifying goods and/ or services being sought and specifying the date, time and location of receipt and examination of bids by Chautauqua County;

(b) Specification(s) for item(s) on which bids are being solicited; and

(c) Non-Collusion Bidding Certification, Affidavit of Financial Records and Certification Pursuant to Section 103-g, all of which must be completed and returned with each proposal submitted. Product Data Sheets must also be submitted with each bid.

1. Bidders are responsible for submitting their bids to the appropriate location at or prior to the date and time set forth in County’s bid documents. No bids will be accepted after the designated date and time. Delay in mail delivery is not an exception to this rule. BIDS WILL NOT BE ACCEPTED VIA FACSIMILE OR E-MAIL.

Proposals which are not timely submitted will be returned unopened.

2. Bid Proposals must be submitted to the attention of the Purchasing Manager and/or Agent in charge of bidding.

Bids must be enclosed in a sealed envelope plainly marked with the title of the bid and the ITB (information to bid) number. Bidder’s name and complete mailing address must be included on the outside of the envelope.

Purchasing Manager and/or Agent in Charge:

Bid Title: HDPE Pipe and Fittings

ITB No. S-2-25 PFS

3. As set forth in General Municipal Law §109, bid awards may not be assigned, transferred, conveyed, sublet or otherwise disposed of without County’s express written consent.

4. Please complete the Bid Response form and email to andersob@chqgov.com.

GENERAL CONDITIONS

SCOPE: Chautauqua Department of Finance, Purchasing Division is requesting invitations to bid for the supply of HDPE pipe and fittings.

I. GENERAL:

a.) Chautauqua County encourages all qualified applicants, including Minority-owned Business Enterprises, Women-owned Business Enterprises, Small Business Enterprises and Disadvantaged Business Enterprises, to partake in the bidding of this and all other commodities. The successful Bidder must be an EOE.

b.) Chautauqua County is exempt from all Federal and State taxes.

c.) By submitting a bid, you are asking the county of Chautauqua to accept your offer for the sale of goods or services. It is important that you READ and UNDERSTAND all terms and conditions herein as well as understand the laws that govern Municipal Purchasing which can be found at http://public.leginfo.state.ny.us.

d.) The enclosed bid forms must be used and may not be substituted amended, or altered. Bids submitted that are not on the enclosed forms will not be considered. All bid documents must be submitted for each bid, and must be signed by an authorized individual. Documents with a place for a notary signature must be notarized. Copies of bid documents obtained from any other source are not official copies.

Only those bidders who obtain documents from the Purchasing Division or have been downloaded from BidNet are guaranteed to receive addendum information.

e.) Addendum: Questions about or requests for clarification of a bid item must be submitted in writing to andersob@chqgov.com only. Questions must be submitted prior to the scheduled date on the front page of this bid document. County responses will be submitted to all parties in the form of an Addendum to the original bid, receipt of which must be acknowledged with each bid submittal.

• “From the time of issuance of a County Invitation to Bid until final determination of the successful vendor, all prospective vendor questions and communications shall be directed to the Purchasing Manager and/or agent. Contacting any other County employee prior to County’s issuance of a bid award may result in rejection of a bid.”

f.) Withdrawal of Proposals - Negligence on the part of the Bidder in preparing his bid confers no right for the withdrawal of the bid after it has been opened. Any Bidder, upon his properly notarized written request, will be given permission to withdraw his bid not later than the time set for opening. At the time of opening of the bids, when such bid is included, it will be returned to the Bidder unopened.

II. CONTRACT TERM:

a.) This will be a one-time only bid.

b.) Chautauqua County reserves the right to terminate this contract at any time for any reason in whole or in part upon thirty (30) days’ written notice to the successful Contractor. The County also reserves the right to cancel the contract immediately for breach or non-performance.

III. INTENT OF DOCUMENTS AND INSTRUCTIONS

a.) The Specifications and instructions as set forth herein are complementary, are intended to provide for, and include everything necessary for, the proper and orderly execution and completion of the service as specified. Specifications that have omissions reference to any material and/or service description which obviously was intended under the Contract, shall not excuse or relieve the awardee from furnishing the same. Materials described in words which have a generally accepted technical or trade meaning, shall be interpreted by such customary and recognized standard of meaning.

http://public.leginfo.state.ny.us/ mailto:andersob@chqgov.

IV. PRICING AND BID FORM:

a.) Bid Form: All awards will be based on the actual rates quoted by the bidder in the space provided on the bid form. When applicable, escalation is to be calculated as specified in County’s bid documents.

• When a bid form is broken down for services that include labor, parts and/or material pricing the proposed bid pricing for MSRP Parts Plus or MSRP Parts discount or Material Mark-up shall be used as a basis for purchasing those parts and material from that awarded vendor throughout the term of the contract at any time for any purpose.

b.) PRICE ADJUSTMENTS PARTS and MATERIALS ONLY- Price includes all customs duties and charges and to be net, F.O.B. destination. At no time during the contract term may any of the contract pricing be changed for any reason without written approval by the county. Other municipalities participating in this bid may incur some shipping charges. It is up to the awarded bidder and the municipality or other eligible entity to negotiate reasonable shipping charges.

All pricing shall remain firm for the first year. Per each (12) twelve-month period the vendor or the County may request a price adjustment. The vendor shall give the County a minimum of thirty (30) calendar day's notification of any request for a price adjustment. Such increase may not exceed more than 3%.

HOURLY RATES – Shall remain firm for the length of the contract.

c.) The County will not pay any type of fuel surcharge on any item or contract unless specifically indicated as such by the County in the solicitation or contract. Any fuel charges added and not authorized by the County will be deleted from any payments made to the vendor.

d.) Unless otherwise specified all bid prices for goods shall include delivery F.O.B. to the agency ordering the goods.

e.) NYS Prevailing Wage Rates: NYS Prevailing wage rates apply and successful contractor must make available to their employees the wage rates in accordance with the directions contained in the official schedule #2025003838.

Further, successful contractor must submit to the County along with each invoice certified payroll records for the work being billed and the county will keep these records on file for there (3) years.

Chautauqua County will provide the successful Bidder upon request the NYS Prevailing Wage Rate schedule specific to this contract upon award. Or the vendor my download the schedule on the website at https://apps.labor.ny.gov/wpp/showFindProject.do?method=showIt Contractors are responsible to obtain the current wage rate for the Trade being bid by contacting the regional office in Buffalo NY at (716)847-7159 or on the website referenced above.

f.) If vendor offers a lower price to any other municipality or contractor, such price shall be also extended to the County for the life of this bid or any contract as a result of this bid and prices will be adjusted accordingly.

V. PAYMENT:

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

a) All invoices submitted for payment must reflect the proposed bid to ensure prompt payment, also please reference the assigned Agreement of Service Number if applicable on the invoice. Any additional fee added to the invoice when billed will not be paid unless specified on the Bid Form. Cost of all repairs to be approved prior to commencement of work.

b) Contractor acknowledges that County issues vendor payments electronically, and shall complete payment forms as required by the County for that purpose. Electronic Payment Methods forms can be found at:

https://chqgov.com/sites/default/files/document-files/2023-09/ElectronicPaymentMethods.pdf.

VI. ALTERNATE SOURCE

a.) Where a New York State bid or a bid from another municipality results in an award for an item herein at a total price which is more favorable than that of the bidder to whom an award is made herein, and such price is available to County, County reserves the right to purchase from the State bid or from such other, alternate bid, notwithstanding its award to the lowest responsible bidder herein, after offering the County bid awardee an opportunity to meet or better the item price.

VII. PRODUCT REFERENCES “Or Equal”:

a.) Meaning: alike in amount, rank, value, size, and same in operation or effect. In all Specifications the words “or equal” are understood to apply where a copyrighted, brand name, trade name, catalog reference, or patented Product is referenced. References to such specific Product are intended as descriptive, not restrictive, unless otherwise stated. Comparable Product will be considered if proof of compatibility is provided, including appropriate catalog excerpts, descriptive literature, specifications and test data, etc. The Purchasing Agents decision as to acceptance of the Product as equal shall be final.

b.) Whenever a particular brand or make of material, equipment, or other item is specified, another brand or make which, in the opinion of Chautauqua County, is equivalent in quality, value, performance and suitability to that specified or indicated may be offered only if the particular brand or make of material, equipment cannot be offered by the bidder.

c.) The County shall be the sole judge as to whether a proposed equivalent or substitution is to be approved and the bidder shall have the burden of proving same, at his own expense, to the satisfaction of the County. Any deviations shall be noted with explanations of change including equipment name brand, etc. Deviations shall be equal or better and so noted throughout specifications.

IX. QUALIFICATIONS:

a.) When requested by the County, each Bidder shall submit a statement of the bidder's qualifications, his experience, and his organization and equipment available for the work.

b.) The County may specifically request a detailed financial and ownership statement by the apparent low bidder.

c.) The County shall have the right to take such steps as it deems necessary to determine the ability of the Bidder to perform his obligations under the Contract, and the Bidder shall furnish the County all such information and data for this purpose as he may request. The right is reserved to reject any Bid where an investigation of the available evidence or information does not satisfy the County that in its sole discretion the Bidder is qualified to carry out properly the terms of the contract. The issuing of Bid Documents and/or acceptance of a Bidder's payment for the Bid Documents by the Owner shall not be construed as pre-qualification of that Bidder.

d.) Local service and technical support are considered an integral part of this purchase. Therefore, bidder of the service proposed must have full-service facility within 100 miles of the County. Said authorized dealer shall have the financial wherewithal to support the County’s requirements as so described in this specification.

The County will be the sole judge as to whether said dealer meets this requirement.

X. OBLIGATION OF BIDDERS:

a.) It is the bidder’s responsibility to contact Chautauqua County to confirm that they have received all addenda prior to submittal of a bid.

b.) A bidder shall not plead misunderstanding or deception of estimates of quantities, character, location, or other conditions surrounding the same. Permission will not be given to withdraw, or modify, or explain any proposal or bid after it has been opened.

XI. AWARD:

a.) Only items requested by County bid documents shall be considered as the basis for award. At County’s sole option a bid submittal with non-conforming, different or additional information can be: rejected as a nonconforming bid; or accepted as bid, with non-conforming, additional or different information enforced or rejected by County, in whole or in part, as County deems most advantageous. Bidder shall have no recourse against County in connection with County’s exercise of its option to accept or reject unsolicited information. Information, statements, terms or requirements, or parts thereof, which the County deems not directly responsive to the information requested will, in County's sole discretion, be void, voidable or enforceable."

b.) When bids are split into different sections and/or categories there may be multiple awards. Awards will be made to the lowest responsible bidder per section and/or category.

a.) Insurance - Must be in place prior to execution of the agreement by the County Executive and shall be up to date and maintained for the contract term. It is preferred that you attach your updated certificates of insurance along with your bid. You may also e-mail certificates to wakamata@chqgov.com.

mailto:CorwinD@co.chautauqua.ny.us

RESPONSE FORM

Please indicate your response below as to whether you are interested in submitting a proposal for this particular service (or) not by returning this form to the Purchasing Department by emailing to: andersob@chqgov.com.

Proposal Number:

Title of Proposal:

______ WE ARE INTERESTED IN THIS SOLICITATION. Please forward all addendums and any information pertaining to this to the contact/email address below:

VENDOR NAME: ______________________________________

COMPANY: ______________________________________

ADDRESS: ______________________________________

PHONE:____________________/Email: _____________________________

______WE ARE NOT INTERESTED BECAUSE:

For purposes of facilitating your firm's response to our RFP, the County of Chautauqua is interested in hearing reasons for your not wishing to be on the future proposal vendor list.

_____ Service requested is not provided by our Company.

_____ Services and/or required materials as part of this solicitation do not meet your minimum specifications.

_____ Description of services are not clearly understood or applicable _____too vague _____ too rigid.

_____ Service is too small

_____ Insurance Requirements

_____ Other reason not listed above (or) elaborate on the checked marked reason above:

_____ Please, remove my company from your bidders list for this project.

CHAUTAUQUA COUNTY PURCHASING DEPARTMENT

Purchasing Manager

Kitty Crow Director of Finance

CHAUTAUQUA COUNTY RESPONSE CHECKLIST BID NAME:

BID NO. DUE DATE:

Please note below a list of documents which must be submitted in full as part of this bid. Failure to submit any of the documents as part of your proposal or failure to acknowledge any addendum in writing with your bid may be cause for rejection of the proposal.

Submitting a bid on any condition, limitation or provision not officially invited in this bid may also be cause for rejection.

Please check each item indicating your compliance:

THIS CHECKLIST MUST BE SUBMITTEDAS PART OF YOUR PROPOSAL.

_____RESPONSE CHECKLIST

_____NON-COLLUSION CERTIFICATE

_____IRANIAN DIVESTMENT CERTIFICATE

_____FINANCIAL AFFIDAVIT

_____ AFFIDAVIT OF A FOREIGN CORPORATION

_____CORPORATE ACKNOWLEDGEMENT CERTIFICATE

_____EXCLUSION CHECK

_____PRICING SUBMISSION SHEET (PROPOSAL FORM) IF INCLUDED OR VENDOR’S OWN SUBMISSION

_____REQUIRED FORMS AS LISTED IN BID

_____ADDENDUM(S) ACKNOWLEDGE (IF APPLICABLE)

_____INSURANCE CERTIFICATES _____ WILL PROVIDE WITHIN 5 DAYS OF NOTICE OF AWARD

COMPANY

TELEPHONE NUMBER

ADDRESS

EMAIL ADDRESS

AUTHORIZED REPRESENTATIVE (PRINT) TITLE

AUTHORIZED SIGNATURE

FED ID NO.

DATE

CHAUTAUQUA COUNTY BID FORM

S-2-25 PFS

DATE DUE: 5/13/25

HDPE Pipe

Size Length Ft Wall Thickness

Description Feet Needed Price

4” 40 DR 11 Solid 1,000 $ 4” 40 DR 11 Perforated 3,000 $ Total $

Fittings Size IPS Description Weld Type Wall Thickness Quantity

Needed Price

2” 4 way Butt Fusion SDR 11 6 $ 2” 45 degree Butt Fusion SDR 11 12 $ 2” EF Coupler Electro Fusion SDR 17 18 $ 4” 4 way Butt Fusion SDR 11 11 $ 4” 45 degree Butt Fusion SDR 11 8 $ 4” 90 degree Butt Fusion SDR 11 6 $ 4” EF Coupler Electro Fusion SDR 17 9 $ 4” Endcap Electro Fusion SDR 17 2 $ 6” EF Coupler Electro Fusion SDR 17 6 $ 6” Endcap Butt Fusion SDR 11 12 $ 6” Flange Butt Fusion SDR 11 1 $ 4”2” Reducer Butt Fusion SDR 11 36 $ 6”4” Reducer Butt Fusion SDR 11 12 $ 6”4” EF Branch

Saddle Electro Fusion SDR 17 6 $

8”6” Reducer Butt Fusion SDR 11 1 $

TOTAL $

Pipe Size IPS Description 40 ft Sticks Feet Needed Price 4” SDR 17 Solid 15 600 $ 6” SDR 17 Solid 25 1,000 $ 6” SDR17 Perforated 150 6,000 $

TOTAL $

GRAND TOTAL $____________________

***Low bidder will be determined by the grand total of all 3 sections.

By signing this bid form and submitting a bid, the vendor acknowledges that they have read, understand and agree to all aspects of this bid document as presented.

SUBMITTED BY:

DATE:_________________________

Company Name:____________________________________________________________

Contact:_____________________________________________________________________

Signature:____________________________________________________________________

Address:_____________________________________________________________________

Telephone:______________________ Email:_______________________________________

NON-COLLUSION BIDDING CERTIFICATION

By submission of this bid, the bidder and each person signing on behalf of the bidder certifies, subject to the terms of Section 103-d of the General Municipal Law, as amended, and under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(b) 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 the bid opening, directly or indirectly, to any other bidder or to any competitor; and

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

(d) The person signing this bid certifies that s/he has fully informed him/herself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury affirms the truth hereof, such penalties being applicable to the bidder as well as to the person signing on the bidder’s behalf.

Signature ____________________________________________

Title ________________________________________________

STATE OF NEW YORK )

COUNTY OF ) SS:

On this __________ day of ____________, 2025, before me personally appeared

____________________, to me known, who being by me duly sworn, did depose and say that s/he resides at ______________________________, New York: that s/he is the _________________ of _______________________, the corporation described in and which executed the within instrument; that s/he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal;

that it was so affixed by order of said corporation.

Notary Public

IRANIAN DIVESTMENT CERTIFICATION

NEW YORK STATE GENERAL MUNICIPAL LAW SECTION 103-G

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law (see https://ogs.ny.gov/iran-divestment-act-2012 ).

Date:

Signature

Title

Company Name

On 1/13/12, Chapter 1 of the Laws of New York for 2012 was signed into law by Governor Andrew M. Cuomo. The law is known as the "Iran Divestment Act of 2012" (the "Act") and can be found at § 165-aof the NY State Finance Law. The Act became effective on April 12, 2012. The Act imposes limitations on "persons" that are determined to be engaged in investment activities in the Iranian energy sector, as defined in the Act. On 7/17/12, Governor Cuomo signed into law Chapter 106 of the laws of 2012, which extended the Iran Divestment Act to State and local public authorities, the State University of New York, and the City University of New York.

EXCLUSION CHECKS CERTIFICATION

Chautauqua County reserves the right to conduct exclusion checks on those who respond to its solicitations and on those with whom it contracts to verify that the contractor and its employees, subcontractors, and agents have not been sanctioned, excluded, debarred, suspended, or the subject of adverse governmental action by law enforcement, regulatory authorities, or licensing entities. This may include a check for exclusion from Federal healthcare programs. By submitting this bid, you are: certifying that you are not prohibited from providing these services and/or goods as a result of being sanctioned, debarred, suspended, or excluded; agreeing that the County has the right to decline to enter into a contract with you in the event the County finds there to be a legal or funding source impediment to contracting with you; agreeing to provide written notice to the County immediately upon the occurrence of any sanction, exclusion, debarment, or suspension relating to your contract with the County; and agreeing that upon the occurrence of any such sanction, exclusion, debarment, or suspension, the County has the right to declare its contract with you to be terminated effective as of the moment of such occurrence or at such later date as is deemed by the County to be in the best interest of the County.

Date:

Company Name https://ogs.ny.gov/iran-divestment-act-2012

FINANCIAL AFFIDAVIT

STATE / COMMONWEALTH OF )

) ss:

COUNTY OF___________________________ )

___________________________________, being duly sworn, deposes and says that I have made a complete and thorough examination of the financial records of the bidder, ; and that I have determined that said bidder is currently not in arrears in taxes or upon debt or contract to or with the County of Chautauqua, that said bidder has not defaulted as surety or otherwise upon a contract or obligation to the County of Chautauqua, and that said bidder is not disqualified to bid upon municipal or state contracts under any act of New York State Legislature.

Signature of above-named individual

Sworn to before this ___________ day of __________________, 20__

NOTARY PUBLIC

AFFIDAVIT OF A FOREIGN CORPORATION

COUNTY OF___________________________ )

I, ________________________________as____________________________________ of __________________________________ , a corporation incorporated under the laws of _________________________ authorized to do business in the State of New York, do hereby certify and affirm that the above named corporation has complied Article 13 of the Business Corporations Law of the State of New York. As proof I submit a copy of:

[ ] A receipt of filing an application with the New York Secretary of State to conduct business in The State of New York; OR [ ] A copy of our application for authority to conduct business in the State of New York filed with the Secretary of State on _______________________________,20___.

As said corporation has complied with Article 13 of the Business Corporations Law of the State of New York, I hereby swear and affirm that the above-named corporation is authorized to conduct business in the State of New York.

Under penalty of perjury, I declare that the facts presented herein are true and, to the best of my knowledge and belief, are true, correct and complete.

In witness thereof, I set my hand and attach the corporate seal this _______ day of __________, 20____.

Business Corporation Law of New York, Section 102(7):

“Foreign Corporation” means a corporation…formed under laws other than the statutes of (New York)…”Authorized,” when used with respect to a foreign corporation, means having authority, under Article 13 of the Business Corporation Law, to conduct business in New York State.

BID AUTHORIZATION CERTIFICATE

Individual, Corporation, Partnership, or LLC Acknowledgement

COUNTY OF )

On the _____day of ____________in the year 20___, before me personally appeared ______________________________known to me to be the person who executed the foregoing instrument, who, being duly sworn by me did depose and say that s/he resides in the Town of , County of , State / Commonwealth of ________________________________________, and that

[Mark an X in the appropriate box and complete the accompanying statement.]

☐ (If an individual): this person executed the foregoing instrument in his/her name and on his/her own behalf.

☐ (If a corporation): this person is the ____________________________________________ of______________________, the corporation described in said instrument; that, by authority of the Board of Directors of said corporation, this individual is authorized to execute the foregoing bid documents on behalf of the corporation for purposes set forth therein; and that, pursuant to that authority, s/he has executed the foregoing bid document(s) in the name of and on behalf of said corporation as the act and deed of said corporation.

☐ (If a partnership): this person is the ______________________________________________ of___________________________, the partnership described in said instrument; that, by the terms of said partnership, this individual is authorized to execute the foregoing bid document(s) on behalf of the partnership for purposes set forth therein; and that, pursuant to that authority, s/he has executed the foregoing bid document(s) in the name of and on behalf of said partnership as the act and deed of said partnership.

☐ (If a limited liability company): this person is a duly authorized member of _________ LLC, the limited liability company described in said instrument;

that, by authority of the Board of Directors or Members of said company, this individual is authorized to execute the foregoing bid document(s) on behalf of the company for purposes set forth therein; and that, pursuant to that authority, s/he has executed the foregoing bid document(s) in the name of and on behalf of said company as the act and deed of said company.

Date Signature Printed Name

NOTARY PUBLIC