Weibel Ave and Vernon Ice Rinks Roof Replacement RFP 2026-11.pdf

City of Saratoga Springs, NY

Request for Proposal

PREPARED BY: The Department of Public Works June 16, 2026

ALL BIDS SHALL BE ENCLOSED IN A SEALED ENVELOPE MARKED:

RFP #: 2026-11 - Weibel Ave & Vernon Ice Rinks Roof Replacement

Name of Bidder: ____________________________________

RFP Opening: Tuesday, August 25, at 2:00 p.m.

AND RETURN TO:

City of Saratoga Springs Department of Accounts 474 Broadway Suite 14

Saratoga Springs, NY 12866

JOHN SAFFORD

MAYOR

JOANNE KIERNAN

COMMISSIONER OF FINANCE

BK KERAMATI

COMMISSIONER OF PUBLIC WORKS

TIM COLL

COMMISSIONER OF PUBLIC SAFETY

JESSICA TROISI

COMMISSIONER OF ACCOUNTS

Weibel Ave & Vernon Ice Rinks

Roof Replacement

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

Weibel Ave and Vernon Ice Rinks Roof Replacement RFP #: 2026-11

NOTICE TO BIDDERS

The City of Saratoga Springs, New York, will receive sealed bids for Weibel Ave and Vernon Ice Rinks Roof Replacement. Sealed bids must be received in its’ entirety by the City of Saratoga Springs, Office of the Commissioner of Accounts, 474 Broadway Suite 14, Saratoga Springs, New York, 12866, by Tuesday August 25, 2026 at 2:00 p.m. at which time they will be publicly opened and read.

Copies of the Request for Proposal (RFP) may be obtained on the City’s web page at www.saratogaspringsny.gov, under current bids. There is no fee for these documents.

Addenda, if any, will be issued only to those persons whose name and address are on record with the City as having obtained a bid packet. Addenda to the bid, when issued, will be on file in the City Clerk’s Office at least five (5) days before the bid opening date. If you have obtained a bid packet through the City’s web site and would like to be on record for any Addenda please email stefanie.richards@saratogaspringsny.gov with your name, the name of the bid packet obtained and email address.

Questions regarding the bid should be directed to Stefanie Richards in writing at stefanie.richards@saratogaspringsny.gov. All bids must be made on the official bid form or an exact copy by reproduction thereof and enclosed is a sealed envelope.

No Bidder may withdraw his/her bid within sixty (60) calendar days after the actual date of the opening thereof. A Bidder may withdraw their bid response in writing immediately following this sixty (60) day per New York State Finance Law §163(9)(e). The City reserves the right to reject any and all bids, to waive any and all informalities and the right to disregard all nonconforming, non-responsive or conditional bid documents per New York State Finance Law §163(9)(d).

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

INSTRUCTIONS TO BIDDERS

1. RFP DOCUMENTS

This document includes a complete set of the RFP specifications and required documents, which are for the convenience of Bidders and are not to be detached from the bid. Failure to submit the required forms at the time of bid submission may disqualify the bid submission.

2. INTERPRETATION OR ADDENDA

No oral interpretation will be made to any Bidder as to the meaning of the bid or any part thereof. Every request for such an interpretation shall be made in writing to the City. Any inquiry received seven (7) or more days prior to the date fixed for opening of bids shall be given consideration. Every interpretation made to a Bidder shall be in the form of Addenda to the bid, and when issued, shall be on file in the City Clerk’s Office at least five (5) days before bids are opened. All Addenda shall be emailed to each person whose name and address are on record with the City as having obtained a bid packet or has attended a pre-bid meeting. All such Addenda shall become part of the bid and all Bidders shall be bound by such Addenda, whether or not received by the Bidders.

3. BIDS

All bids shall be submitted on documents supplied by the City and shall be subject to all requirements of the bid, including any plans, and these Instructions to Bidders. All bids shall be regular in every respect and no interlineations, excisions or special conditions shall be made or included in the bid documents by the Bidder. The City may consider as irregular any bid on which there is an alteration of or departure from the bid forms hereto attached and at its’ option may reject the same. Purchases by the City of Saratoga Springs are not subject to any sales or federal excise taxes.

4. NON-COLLUSIVE BIDDING AND VENDOR CERTIFICATIONS:

Each Bidder submitting a bid to the City for the work contemplated by the documents on which bidding is based shall execute and attach thereto, the Non-Collusion and Vendor Code of Conduct Affidavit on the form herein provided, to the effect that he/she has not colluded with any other person, firm or corporation in regard to any bid submitted.

5. RISK AND SAFETY AGREEMENT AND CERTIFICATE OF INSURANCE:

Bidder must execute the Risk and Safety Agreement and include the agreement with the bid response submission. A Certificate of Insurance providing proof of the required insurance as outlined in the Risk and Safety Agreement with the bid response submission

6. APPRENTICESHIP PROGRAM:

The City of Saratoga Springs hereby requires any contractor on a project in excess of Two Hundred Thousand Dollar ($200,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a construction contract with the City of Saratoga Springs, or any sub-contractor on such a project with a sub-contract in excess of Fifty Thousand Dollar ($50,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a sub-contract with a contractor who has a construction contract with the city of Saratoga Springs on a project in excess of Two Hundred Thousand Dollar ($200,000.00)aggregate, to have apprenticeship agreements traditionally and historically appropriate for the type and scope of work to be performed, which have been registered with, and approved by, the New York State Commissioner of Labor, and which have a graduation rate of at least thirty percent (30%).

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

7. CORRECTIONS:

The Bidder must initial erasures or other changes in the bid.

8. RECEIVING BIDS:

Bids received prior to the advertised time of opening shall be securely kept, sealed. The City Clerk’s office, whose duty it is to open them shall decide when the specified time has arrived to open bids, and no bid received thereafter will be considered. LATE BIDS shall be rejected. E-mail or faxed bid submissions are not acceptable and shall not be considered.

9. OPENING OF BIDS:

At the time and place fixed for the opening of bids, the City shall cause to be opened and publicly read aloud every bid that was received within the time set for receiving bids. Bidders and other persons properly interested may be present, in person or by representative.

10. WITHDRAWAL OF BIDS:

Bids may be withdrawn on written request dispatched by the Bidder in time for delivery in the normal course of business prior to the time fixed for opening; provided that written confirmation of withdrawal over the signature of the Bidder is placed in the mail and postmarked prior to the time set for bid opening.

11. EVALUATION PROCESS:

After the bid opening, each Bidder’s proposal will be screened for completeness and conformance with the requirements for this bid submission as set forth under the Bidders Submittal Instructions. Written bid amounts are the legally binding bid amount. Numeric bid amounts are viewed as a convenience. Proposals that do not meet the City’s requirements, as outlined in the RFP, may be deemed nonresponsive and given no further consideration. Proposals meeting the City’s requirements shall be evaluated first on technical information (i.e.

operational plan, company background, staffing and personnel biographies, relevant experience, references) and then on the cost proposal.

12. AWARD OF CONTRACT: REJECTION OF BIDS

If the contract is awarded, it shall be awarded to the responsive and responsible Bidders submitting the best value bid complying with the conditions and qualifications of the Notice to Bidders and Instructions to Bidders.

The Bidders to whom the award is made will receive a "Notice of Award" at the earliest possible date.

The City, however, reserves the right to:

a. reject any and all bids and to waive any informality in bids received whenever bid packages are submitted incomplete without the required attachments and/or such rejections or waivers are in the City’s best interest;

b. consider as not responsible any Bidder who does not habitually perform with their own forces at least fifty percent (50%) of the dollar value of the work involved in the contract;

c. award the bid, in part, on the Bidder’s ability to provide timely technical assistance, part(s) replacement and service for repairs;

d. give preference to Minority Women Business Enterprise (MWBE) businesses; and/or

e. extend the contract by City Contract Addendum Form under the same terms and conditions as long as the extension is agreeable to both the City and the Contractor.

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

13. EQUAL EMPLOYMENT OPPORTUNITY:

The City, state and federal government have stringent requirements for ensuring that all Bidders comply with regulations requiring that employees and applicants for employment are not discriminated against because of their race, color, religion, sex or national origin. Bidders will be required to abide by those requirements.

14. AMERICANS WITH DISABILITY ACT:

The Bidder agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of employment in its services, programs, or activities. The Bidder agrees to hold harmless and indemnify the City from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding brought alleging a violation of ADA and/or Section 504 caused by the Bidder. The Bidder agrees that accommodations will be provided upon request to allow individuals with disabilities to participate in all services, programs and activities provided by the Bidder.

15. CIVIL RIGHTS:

The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §2000d to 2000d-4) and its regulations, hereby notifies all Bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement will provide the opportunity for disadvantaged business enterprises to be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

16. SEXUAL HARRASSMENT:

Every employer in the New York State is required to adopt a sexual harassment prevention policy giving all employees a legal right to a workplace free from sexual harassment. The City is committed to maintaining a workplace free from sexual harassment. Per New York State law, the City has a sexual harassment prevention policy in place. This policy applies to all employees, paid or unpaid interns and non-employees in our workplace, regardless of immigration status.

17. COMPLIANCE

Failure to comply with any of the above terms or any evidence of poor quality or service will be considered cause of discontinuing business with the successful Bidder.

18. CONTRACT TERM

The term of this Contract shall commence per the date of approval of this Contract by the City Council of the City of Saratoga Springs. Any modification, including but not limited to balance limits per task item, of the work performed by the Engineer shall be made in writing and shall not be undertaken until the City agrees to the modification in writing.

19. APPLICATION FOR PAYMENT

Vendor invoices must include the City template for an “Application for Payment” (copy attached). Vendor must submit an Application for Payment within thirty (30) days of the completion of the invoiced tasks. Failure to do so may result in non-payment of the invoice. Applications for Payment must accompany detailed time sheets for the work period included on the application for payment. Supplemental costs include direct expenses such as travel, postage, photocopying, and map reproduction.

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

BIDDING SUBMITTAL INSTRUCTIONS

Failure to submit RFP documents as required may lead to an immediate disqualification. In order to guard against premature opening of the bid documents, your bids must be returned and enclosed in a sealed and clearly labeled envelope as follows:

Step One: You MUST execute and include the following documents, with your response:

Your response to the RFP in question (1 set of originals & 1 thumb drive) Including Proposal Submission Requirements as outlined

Non-Collusive Bidding and Vendor Code of Conduct Certification Risk & Safety Agreement and Certificate of Insurance

Step Two: Enclose your bid in a sealed envelope marked:

RFP #: 2026-11 – Weibel Ave & Vernon Ice Rinks Roof Replacement

Name of Bidder: ____________________________________

Bid Opening: Tuesday, August 25, 2026 at 2:00 p.m.

Step Three: Please return your response to this RFP to the following address:

City of Saratoga Springs Department of Accounts 474 Broadway Suite 14

Saratoga Springs, NY 12866

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

1. Project Location:

The Weibel Arena and Vernon Arena. Both arenas are located on 30 Weibel Ave, Saratoga Springs NY, 12866.

2. Project Background:

The Weibel Ice Rink was built in 1993 and has been a year-round facility since its opening. It contains an Olympic-sized sheet of ice and is home to the Skidmore Thoroughbreds men’s hockey team. The roof has significate wear and tear, including leaks and other maintenance issues that requires it to be removed and replaced. The existing roof is metal and was patch repaired in December 2024 by Titan Roofing Inc. with gacopatch material.

The Vernon Ice Rink was built in 1997 and is also a year-round facility since opening and hold an NHL size rink. This rink roof also has a history of leaks and has some patch repairs done.

3. Scope of Services:

The Department of Public Works (DPW) is seeking services within New York State to repair and/or replace the roofs described under Section 2. Project Background. The scope of work shall include the installation of the new roofing system, removal and replacement of damaged insulation, removal and replacement of damaged snow rails, insulation of new snow rails and the repair and/or replacement of the exhaust vents that are severely damaged on both roofs.

The following tasks are recommendations from the City and are intended to provide a complete scope of work. Please note that not all tasks identified may be awarded as part of this RFP.

To ensure a fair comparison of quotations, any additional tasks deemed necessary during the investigation that are not listed below shall be identified separately under the Tasks section of the RFP response. Associated costs for any additional recommended tasks shall be included.

Weibel Rink:

Task A. Replace Existing Metal Roof with New Polyisocyanurate Roof Overlay – Install a new low-slope insulated roof-over system over the existing metal roof at Vernon Ice Rink, approximately 40,000 SF. Remove and dispose of any broken, worn, or deteriorated flashing, trim, and roof accessories as required. Replace valley, edge, transition, and penetration flashing as needed to support the new roofing system. Inspect existing roof panels, fasteners, framing, and substrate prior to installation of any new materials. Verify field conditions and structural capacity prior to proceeding with work. Furnish and install continuous polyisocyanurate insulation over the existing metal roof. Provide tapered insulation as required to create positive drainage and eliminate ponding conditions.

Furnish and install a cover board and/or separation layer compatible with the selected roofing system. Furnish and install a fully adhered low-slope single-ply roofing membrane system (TPO or EPDM or PVC, contractor to propose) over the insulation. Furnish and install all required membrane flashing, termination bars, edge metal, coping, sealants, fasteners, and accessories necessary for a complete watertight system. Provide ice and water shield at eaves, valleys, and other transition areas as required by manufacturer and code. Provide crickets, saddles, and slope transitions as required to direct roof runoff away from walls, roof penetrations, and areas of ponding. Direct roof runoff to existing gutters and designated drainage systems in a controlled manner. Provide all lifting, hoisting, and rigging necessary to complete installation safely and efficiently. Submit shop drawings, insulation layout, tapered design, and roofing system details for approval prior to construction.

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

Alternate 1 Task A. Replace Existing Metal Roof – Approximately 40,000 sf of metal roof to covered. Remove and dispose of any broken, worn flashing. Replace valley and hips as needed. Examine roof decking prior to installation of any new materials. Furnish and install ice and water shield at eaves and ridges. Furnish and install firestone’s high temp clad guard self-adhering underlayment over entire deck. Furnish and Install 24-gage galvanized matching metal drip, rake, ridge, and wall flashing. Furnish and install flash to all walls and penetrations to manufacturers specifications. Furnish and install approximately 40,000 sf of new metal roofing. Provide positive pitch away from building roof/wall junctures by furnishing and installing crickets to direct roof runoff from building walls.

Direct concentrated runoff to gutters and non-traffic areas. Furnish all lifting and hoisting to accomplish task efficiently and safely.

Alternate 2 Task A. Metal Roof Spot Repairs and Roof Vent/Duct Replacement - Provide all labor, materials, equipment, supervision, lifting, hoisting, disposal, and incidentals necessary to perform localized repairs to the existing metal roof system and replace damaged roof-mounted ducts, vents, and associated flashing at Vernon Ice Rink. Inspect the existing roof and identify areas requiring repair due to corrosion, deterioration, loose fasteners, failed sealants, damaged panels, or other deficiencies affecting roof performance. Furnish and install replacement metal roof panels as required in localized areas where existing panels are damaged beyond repair. Repair and reseal roof penetrations, seams, fasteners, flashing, and transitions as necessary to restore a watertight condition. Remove and dispose of damaged, deteriorated, or non-functional roof-mounted ducts, vents, and associated components.

Furnish and install new roof ducts, vents, supports, curbs, flashing, and weatherproofing components to match existing sizes and functions unless otherwise directed by the Owner. Replace all flashing, counterflashing, sealants, closure strips, and accessories disturbed during the work. Ensure all repaired and replaced components are fully integrated with the existing roof system and provide a complete watertight installation. Contractor shall document all proposed repair locations and replacement quantities and submit such information to the Owner for review prior to proceeding with repairs. Provide all lifting, hoisting, rigging, and access equipment necessary to complete the work safely and efficiently. Upon completion, perform a final inspection of all repaired areas and provide documentation that all roof repairs and duct replacements have been completed in accordance with manufacturer recommendations and industry standards.

Task B. Remove and Replace Insulation - Remove and dispose of damaged or non-functional insulation.

Furnish and install new insulation. Include within this Bid a full insulation plan, including inspection and removal process, installation process, and any final inspections that are typical after proper installation. Material shall be a remove and replace in kind matching existing insulation or providing a cut sheet of an updated material that meets present day standards. For the purposes of this RFP, assume 5,000 square foot (SF) of insulation removal and replacement

Task C. Snow Rail Installation – Furnish and install new snow rail and repair or remove existing snow rail as needed. Field verify existing snow rail locations. Reference map for new proposed snow rail under Exhibit A.

Task D. Construction Administrative Services - Any construction administration from start of project to the final completion date to keep project on schedule and within budget. Includes oversight of separate prime contracts, preparation of work change directives, change orders, and project closeout documentation.

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

Vernon Rink:

Task E. Replace Existing Metal Roof with New Polyisocyanurate Roof Overlay – Install a new low-slope insulated roof-over system over the existing metal roof at Vernon Ice Rink, approximately 30,000 SF. Remove and dispose of any broken, worn, or deteriorated flashing, trim, and roof accessories as required. Replace valley, edge, transition, and penetration flashing as needed to support the new roofing system. Inspect existing roof panels, fasteners, framing, and substrate prior to installation of any new materials. Verify field conditions and structural capacity prior to proceeding with work. Furnish and install continuous polyisocyanurate insulation over the existing metal roof. Provide tapered insulation as required to create positive drainage and eliminate ponding conditions.

Furnish and install a cover board and/or separation layer compatible with the selected roofing system. Furnish and install a fully adhered low-slope single-ply roofing membrane system (TPO or EPDM or PVC, contractor to propose) over the insulation. Furnish and install all required membrane flashing, termination bars, edge metal, coping, sealants, fasteners, and accessories necessary for a complete watertight system. Provide ice and water shield at eaves, valleys, and other transition areas as required by manufacturer and code. Provide crickets, saddles, and slope transitions as required to direct roof runoff away from walls, roof penetrations, and areas of ponding. Direct roof runoff to existing gutters and designated drainage systems in a controlled manner. Provide all lifting, hoisting, and rigging necessary to complete installation safely and efficiently. Submit shop drawings, insulation layout, tapered design, and roofing system details for approval prior to construction.

Alternate 1 Task E. Replace Existing Metal Roof – Approximately 30,000 sf of metal roof to covered. Remove and dispose of any broken, worn flashing. Replace valley and hips as needed. Examine roof decking prior to installation of any new materials. Furnish and install ice and water shield at eaves and ridges. Furnish and install firestone’s high temp clad guard self-adhering underlayment over entire deck. Furnish and Install 24-gage galvanized matching metal drip, rake, ridge, and wall flashing. Furnish and install flash to all walls and penetrations to manufacturers specifications. Furnish and install approximately 40,000 sf of new metal roofing. Provide positive pitch away from building roof/wall junctures by furnishing and installing crickets to direct roof runoff from building walls.

Direct concentrated runoff to gutters and non-traffic areas. Furnish all lifting and hoisting to accomplish task efficiently and safely.

Alternate 2 Task E. Metal Roof Spot Repairs and Roof Vent/Duct Replacement - Provide all labor, materials, equipment, supervision, lifting, hoisting, disposal, and incidentals necessary to perform localized repairs to the existing metal roof system and replace damaged roof-mounted ducts, vents, and associated flashing at Vernon Ice Rink. Inspect the existing roof and identify areas requiring repair due to corrosion, deterioration, loose fasteners, failed sealants, damaged panels, or other deficiencies affecting roof performance. Furnish and install replacement metal roof panels as required in localized areas where existing panels are damaged beyond repair. Repair and reseal roof penetrations, seams, fasteners, flashing, and transitions as necessary to restore a watertight condition. Remove and dispose of damaged, deteriorated, or non-functional roof-mounted ducts, vents, and associated components.

Furnish and install new roof ducts, vents, supports, curbs, flashing, and weatherproofing components to match existing sizes and functions unless otherwise directed by the Owner. Replace all flashing, counterflashing, sealants, closure strips, and accessories disturbed during the work. Ensure all repaired and replaced components are fully integrated with the existing roof system and provide a complete watertight installation. Contractor shall document all proposed repair locations and replacement quantities and submit such information to the Owner for review prior to proceeding with repairs. Provide all lifting, hoisting, rigging, and access equipment necessary to complete the work safely and efficiently. Upon completion, perform a final inspection of all repaired areas and provide documentation that all roof repairs and duct replacements have been completed in accordance with manufacturer recommendations and industry standards.

Task F. Remove and Replace Insulation - Remove and dispose of damaged, wet, compressed, or non-functional insulation encountered during construction. Furnish and install new polyisocyanurate insulation meeting

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

current energy code requirements, include tapered insulation where required to achieve positive drainage. For bidding purposed, assume 5,000 square feet (SF) of insulation removal and replacement.

Task G. Snow Rail Installation – Furnish and install new snow rail and repair or remove existing snow rail as needed. Field verify existing snow rail locations. Reference map for new proposed snow rail under Exhibit A.

Task H. Construction Administrative Services - Any construction administration from start of project to the final completion date to keep project on schedule and within budget. Includes oversight of separate prime contracts, preparation of work change directives, change orders, and project closeout documentation.

4. Available Resource Material:

The following documents are attached to this RFP for your reference in Exhibit A:

Weibel Roof Pictures Vernon Roof Pictures Aerial Map

5. Project Schedule:

The Consultant shall commence work within seven (7) calendar days of the Notice of Award. A detailed project schedule shall be included with the bid submission. The City anticipates that work will be performed between April 2027 and September 2027, outside of the regular hockey season, to minimize impacts to facility operations. One rink shall be worked on at a time to ensure spring, summer and fall programs can still operate at one rink. The City's goal is to have all tasks identified in this RFP completed by September 30, 2027, to allow sufficient time to evaluate the findings and make an informed decision on the appropriate next steps. All work shall be completed prior to the commencement of the regular hockey season.

6. Proposal Requirements:

Proposals shall include:

Fee schedule including breakdown of all tasks/alternates and associated costs for each task/alternate.

Price shall also include all incidentals and contingencies such as travel, onsite and virtual meetings.

Timeline and statement of firm’s ability to meet the City’s project schedule. Include estimated start and completion dates of any testing and final report.

Provide hourly rates for owner’s information.

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

EXHIBIT A

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

Weibel Ice Rink Roof Area Estimate

𝐴 = 277𝑓𝑡 𝑥 132𝑓𝑡 + (221 + 245) 𝑥 24𝑓𝑡 = 42,156 𝑠𝑓 𝑥 10%(𝑟𝑜𝑜𝑓 𝑝𝑖𝑡𝑐ℎ) = 46,371.6 ≈ 46,472 𝑠𝑓

*this square footage (sf) does not include the new additions of office space or the Skidmore locker room addition.

Vernon Ice Rink Roof Area Estimate

𝐴 = 240𝑓𝑡 𝑥 115𝑓𝑡 = 27,600𝑠𝑓 𝑥 10%(𝑟𝑜𝑜𝑓 𝑝𝑖𝑡𝑐ℎ) = 30,360 𝑠𝑓

Proposed New Snow Rail. Field verify LF

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

Bid Proposal (To be submitted with Proposal)

The specification herein states the minimum requirements of the City. All bids must be regular in every respect.

Unauthorized conditions, limitations, or provisions shall be cause for rejection. The City may consider as “irregular” or “non-responsive” any bid not prepared and submitted in accordance with the bid document and specification, or any bid lacking sufficient technical literature to enable the City to make a reasonable determination of compliance to the specification.

It shall be the bidder’s responsibility to carefully examine each item of the specification. Failure to offer a completed bid or failure to respond to each section of the technical specification may cause the proposal to be rejected without review as “non-responsive”. All variances, exceptions and/or deviations shall be fully described in the appropriate section.

Information purposes only

TASK ITEM # TASK TITLE TASK VALUE

Task A Replace Existing Metal Roof with New Polyisocyanurate Roof Overlay (LS) $

Alternate 1 Task A

Replace Existing Metal Roof (LS) $

Alternate 2 Task A

Metal Roof Spot Repairs and Roof Vent/Duct Replacement (LS) $

Task B Remove and Replace Insulation (LS) $ Task C Snow Rail Installation (LS) $ Task D Construction Administrative Services (LS) $

Task E Replace Existing Metal Roof with New Polyisocyanurate Roof Overlay (LS) $

Alternate 1 Task E

Replace Existing Metal Roof (LS) $

Alternate 2 Task E

Metal Roof Spot Repairs and Roof Vent/Duct Replacement (LS) $

Task F Remove and Replace Insulation (LS) $ Task G Snow Rail Installation (LS) $ Task H Construction Administrative Services (LS) $

Contingency (10%)

Total Bid

Task A + Alternate 1 Task A + Alternate 2 Task A + Task B + Task C + Task D + Task E + Alternate 1 Task E + Alternate 2 Task E + Task F + Task G + Task H + Contingency Bid Total

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

Value (Written Words):

Task A: _______________________________________________

Alternate 1 Task A: _____________________________________

Alternate 2 Task A: _____________________________________

Task B: _______________________________________________

Task C: _______________________________________________

Task D: _______________________________________________

Task E: _______________________________________________

Alternate 1 Task E: _____________________________________

Alternate 2 Task E: _____________________________________

Task F: _______________________________________________

Task G: _______________________________________________

Task H: _______________________________________________

Contingency: ___________________________________________

Total Bid: _____________________________________________

COMPANY NAME:

ADDRESS:

Phone No. ( ) - (City) (State) (Zip)

E-MAIL ADDRESS:

AUTHORIZED SIGNATURE:

PRINTED NAME:

TITLE: DATE:

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

ACKNOWLEDGEMENTS:

Acknowledgement is hereby made of the receipt of the following Addendum

Addendum No: Dated:

Addendum No: Dated:

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

City Saratoga Springs’ NON-COLLUSIVE BIDDING CERTIFICATION: Section §139(d) State Finance Law

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 his knowledge and belief:

(1) 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;

(2) 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

(3) 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.”

A bid shall not be considered for award nor shall any award be made where (1), (2), (3) above have not been complied with; provided however, that if in any case the Bidder cannot make the foregoing certification, the Bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore.

City Saratoga Springs’ VENDOR CODE OF CONDUCT

The City is committed to conduct business in a lawful, ethical and moral manner and expects the same standards from Vendors that the City conducts business with. The City requires that all Vendors abide by this Code of Conduct. Failure to comply with this Code may be sufficient cause for the City to exercise its rights to terminate its business relationship with the Vendor. Vendors agree to provide all information requested when necessary to demonstrate compliance with this Code. To promote a working relationship with the City based on ethical business practices, contractors, consultants, vendors and suppliers are expected to:

Not seek, solicit, demand or accept any information, verbal or written, from the City or its representatives that provides an unfair advantage over a competitor.

Not engage in any activity or course of conduct that restricts open and fair competition on City related projects and transactions.

Not engage in any course of conduct with City employees or its representatives that constitutes a conflict of interest, in fact or appearance.

Not offer any unlawful gifts or gratuities, or engage in bribery or other criminal activity.

Report to the City any activity by a City employee or contractor, consultant or vendor of the City that is inconsistent with the City of Saratoga Springs’

Code of Ethics.

At a minimum, the City requires that all vendors, suppliers and their subcontractors will meet the following standards:

Agree to comply with all applicable local, state and federal laws, regulations, statutes, rules and procedures.

Set working hours, wages, and NYS statutory benefits and overtime pay in compliance with applicable labor laws.

Provide and treat workers with a safe and healthy work environment that complies with local, state and federal laws.

No person shall be subject to any discrimination in employment, including hiring, salary, benefits, advancement, discipline, termination or retirement on the basis of gender, race, religion, age, disability, sexual orientation, nationality, political opinion, party affiliation or social ethnic origin.

Provide a working environment for employees to have the right to decide whether they want collective bargaining.

Ensure that subcontractors shall operate in a manner consistent with this Code.

Comply with all applicable environmental laws and regulations. Vendors, suppliers and subcontractors shall ensure that the resources and material they use are sustainable, are capable of being recycled and are used effectively and a minimum of waste. Where practicable, vendors, suppliers and subcontractors are to utilize technologies that do not adversely affect the environment and when such impact is unavoidable, to ensure that it is minimized.

The undersigned Vendor hereby acknowledges that it has received the City Non-collusive Bidding Certification and Vendor Code of Conduct and agrees that any and all of its facilities and subcontractors doing business with the City will receive the Code and will abide by each and every term therein. You the Vendor acknowledge that your failure to comply with any condition, requirement, policy or procedure may result in the termination of your business relationship with the City. You the Vendor may reserve the right to terminate this agreement to abide by the Code of Conduct at any time for any reason upon ninety (90) days prior written notice to the City.

Signature: ______________________________________Printed name: ________________________________

Title: __________________________________________________ Date: _______________________________

Company Name: _______________________________________________________________________________

Company Address: ______________________________________________________________________________

Subscribed to under penalty of perjury under the laws of the State of New York, this __________ day of __________, 2026 as the act and deed of said corporation of partnership.

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

City of Saratoga Springs, NY: Risk and Safety Agreement for Professional Services

City Project Number: City Project Name: Prevailing Wage Project No.:

City Department: Department Contact Person: City Ext.

Company Name:

Company Address:

Company Telephone No.: Company Fax No.:

Consultant Primary Contact for This Project: Title:

Any and all professional services performed under this Agreement shall be completed by an individual licensed by the NYS Office of Professions - Education Department as applicable to the service provided including, but not limited to accounting, actuarial, engineering and architectural services. The Consultant represents that it has all necessary governmental licenses to perform the services described herein.

The Consultant shall procure and maintain during the term of this contract, at the Consultant’s expense, the insurance policies listed with limits equal to or greater than the enumerated limits. The Consultant shall be solely responsible for any self-insured retention or deductible losses under each of the required policies. Every required policy, including any required endorsements and any umbrella or excess policy, shall be primary insurance. Insurance carried by the City of Saratoga Springs (the “City”), its officers, or its employees, if any, shall be excess and not contributory insurance to that provided by the Consultant. Every required coverage type shall be “occurrence basis” with the exception of Professional Errors and Omissions Coverage which may be “claims made” coverage. The Consultant may utilize umbrella/excess liability coverage to achieve the limits required hereunder; such coverage must be at least as broad as the primary coverage (follow form).

The Office of Risk and Safety must approve all insurance certificates. The City reserves its right to request certified copies of any policy or endorsement thereto. All insurance shall be provided by insurance carriers licensed & admitted to do business in the State of New York and must be rated “A:VII” or better by A.M. Best (Current Rate Guide). If the Consultant fails to procure and maintain the required coverage(s) and minimum limits such failure shall constitute a material breach of contract, whereupon the City may exercise any rights it has in law or equity, including but not limited to the following: (1) immediate termination of the contract; (2) withholding any/all payment(s) due under this contract or any other contract it has with the vendor (common law set-off); OR (3) procuring or renewing any required coverage(s) or any extended reporting period thereto and paying any premiums in connection therewith. All monies so paid by the City shall be repaid upon demand, or at the City’s option, may be offset against any monies due to the Consultant.

The City requires the Consultant name the City of Saratoga Springs as a Certificate Holder for the following coverage for the work covered by this Agreement:

Commercial General Liability Including Completed Products and Operations and Personal Liability Insurance:

One Million Dollars per Occurrence with Two Million Dollars Aggregate;

Commercial Automobile Insurance: One Million Dollars Combined Single Limit for Owned, Hired and Non-owned Vehicles;

Excess Insurance: Three Million Dollars per Occurrence Aggregate;

Professional Errors and Omissions Insurance: Two Million per Claim Aggregate; AND NYS Statutory Workers Compensation, Employer’s Liability and Disability Insurance: Failure to secure compensation for the benefit of, and keep insured during the life of this agreement, employees required in compliance with the provisions of Workers’ Compensation Law shall make this Agreement void and of no effect.

It shall be an affirmative obligation of the Consultant to advise City's Office of Risk and Safety via mail to Office of Risk and Safety, City of Saratoga Springs, 474 Broadway, Suite 21, Saratoga Springs, NY 12866, within two (2) days of the cancellation or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The Consultant acknowledges that failure to obtain such insurance on behalf of the municipality constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

available to the City. The Consultant is to provide the City with a Certificate of Insurance naming the City as Additional Insured on a primary and non-contributory basis prior to the commencement of any work or use of City facilities. The failure to object to the contents of the Certificate of Insurance or the absence of same shall not be deemed a waiver of any and all rights held by the municipality. In the event the Consultant utilizes a Sub-Consultant for any portion of the services outlined within the scope of its activities, the Sub-Consultant shall provide insurance of the same type or types and to the same extent of coverage as that provided by the Consultant. All insurance required of the Sub-Consultant shall name the City as an Additional Insured on a primary and non-contributory basis for the same coverage all those activities performed within its contracted activities for the contact as executed.

The Consultant, to the fullest extent provided by law, shall defend, indemnify and save harmless the City, its Agents and Employees from and against all claims, damages, losses and expense (including, but not limited to, attorneys’ fees), arising out of or resulting from the performance of the work or purchase of the services, sustained by any person or persons, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of property caused by the tortious act or negligent act or omission of Consultant or its employees or anyone for whom the Consultant is legally liable or Sub-Consultants. Without limiting the generality of the preceding paragraphs, the following shall be included in the indemnity hereunder: any and all such claims, etc., relating to personal injury, death, damage to property, or any actual or alleged violation of any applicable statute, ordinance, administrative order, executive order, rule or regulation, or decree of any court of competent jurisdiction in connection with, or arising directly or indirectly from, errors and/or negligent acts by the Consultant, as aforesaid.

The Consultant agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of employment in its services, programs, or activities. The Consultant agrees to hold harmless and indemnify the City from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding brought alleging a violation of ADA and/or Section 504 caused by the Consultant. Upon request accommodation will be provided to allow individuals with disabilities to participate in all services, programs and activities.

The Consultant will provide his or her own equipment and materials as necessary to perform the work except as identified within the RFP/RFQ/BID Documents. It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of copartners between the parties hereto or as constituting the Consultant's staff as the agents, representatives or employees of the City for any purpose in any manner whatsoever. The Consultant and its staff are to be and shall remain an independent Consultant with respect to all services performed under this Agreement. The Consultant represents that it has, or will secure at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of the Consultant or other persons, while engaged in the performance of any work or services required by the Consultant under this Agreement, shall not be considered employees of the City, and any and all claims that may or might arise under the Workers' Compensation Laws of the State of New York on behalf of said personnel or other persons while so engaged, and any and all claims whatsoever on behalf of any such person or personnel arising out of employment or alleged employment including, without limitation, claims of discrimination against the Consultant, its officers, agents, Consultants or employees shall in no way be the responsibility of the City; and the Consultant shall defend, indemnify and hold the City, its officers, agents and employees harmless from any and all such claims regardless of any determination of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the City, including, without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers' Compensation, Unemployment Compensation, disability, and severance pay.

The City specifically reserves the right to suspend or terminate all work under this contract whenever Consultant and/or Consultant’s employees or sub-consultants are proceeding in a manner that threatens the life, health or safety of any of Consultant’s employees, sub-consultant’s employees, City employees or member(s) of the general public on City property.

This reservation of rights by the City in no way obligates the City to inspect the safety practices of the Consultant. If the City exercises its rights pursuant to this part, the Consultant shall be given three (3) days to cure the defect, unless the City, in its sole and absolute discretion, determines that the service cannot be suspended for three (3) days due to the City’s legal obligation to continuously provide Consultant’s service to the public or the City’s immediate need for completion of the Consultant’s work. In such case, Consultant shall immediately cure the defect. If the Consultant fails to cure the identified

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

defect(s), the City shall have the right to immediately terminate this contract. In the event that the City terminates this contract, any payments for work completed by the Consultant shall be reduced by the costs incurred by the City in re-bidding the work and/or by the increase in cost that results from using a different vendor.

Consultant, having agreed to the terms and the recitals set forth herein, and in relying thereon, herein signs this Agreement.

Consultant Signature: Date:

City of Saratoga Springs, NY RFP Opening: Tuesday August 25, 2026 2:00 p.m.

City of Saratoga Springs, NY Contract

City Project Number: City Project Name:

City Department: Department Contact Person: City Ext.

Company Name:

Company Address:

Company Telephone No.: Company Fax No.:

Vendor and/or Service Provider Primary Contact: Title:

Primary Contact Email:

Service to be Provided:

Remit Name (If different from above):

Remit Address:

1. Scope of Agreement: In response to a request for a pricing proposal requested by the City for ________________, the Vendor and/or

Service Provider submitted proposals dated ____________ (the “Proposals/Statement of Work”), which are attached hereto as Exhibit A.

The Vendor and/or Service Provider shall provide to the City the products and services set forth therein. The Vendor and/or Service Provider assumes full responsibility for the provision of the products and services made available in this Agreement. The Vendor and/or Service Provider shall be so liable even when the Vendor and/or Service Provider subcontract the provision of a portion of the products and services.

Subcontracting shall be permitted only with the prior written approval of the City. The Vendor and/or Service Provider assumes all risks in the performance of all its activities authorized by this Agreement.

2. Term of Agreement: The term of this Agreement shall commence per the date of approval of this Agreement by the City Council of the City of Saratoga Springs. This Agreement shall continue in force from the effective date until the work provided as described herein is satisfactorily completed or by ____________. Any modification of the work performed by the Vendor and/or Service Provider shall be made in writing and shall not be undertaken until the City agrees to the modification. The Vendor and/or Service Provider assume full responsibility for the provision of the products and services contracted for in this Agreement.