COUNTY OF STEUBEN
3 EAST PULTENEY SQUARE
BATH, NEW YORK 14810-1510
Notice is hereby given that the Agriculture, Industry & Planning Committee of the
Steuben County Legislature and the Steuben County Superintendent of Buildings &
Grounds will receive sealed competitive sealed proposals per specifications for
professional technical assistance from authorized service facilities relative to air
conditioning service and maintenance for Steuben County facilities;
Scope of services, proposal forms and general provisions are available at the Steuben
County Purchasing Department, 3 E. Pulteney Square, Bath, N.Y. 14810. Telephone
number: 607-664-2484. These documents are also available on the Steuben County
Interested parties assume all responsibility to acquire information and forms.
A non-mandatory pre-proposal conference is scheduled at 10:00am on Monday,
January 23, 2023, at the Steuben County Purchasing Department, 3 East Pulteney
Square, Bath NY. No other conference or site visit is scheduled.
To be considered, proposals must be submitted on Steuben County forms and delivered
in a sealed opaque envelope. Proposals will be received at the Purchasing Department
until 1:30 P.M. local time on Monday, January 30, 2023; at which time proposals will be
opened and acknowledged as received. Late proposals shall not be considered.
Steuben County retains the right to reject any or all proposals and to withdraw this
solicitation at any time.
Dated: January 13, 2023
Andrew G. Morse
Director of Purchasing
Request for Competitive Sealed Proposals:
Air Conditioning Service and Maintenance for Steuben County Facilities ;
Steuben County is seeking professional and technical expertise of qualified
contractors relative to the maintenance and service of air condition ing systems
for Steuben County.
2. Acquisition of Documents:
a. Proposal documents are available, as of this date, at the Steuben County
Purchasing Department, 3 East Pulteney Square, Bath, N.Y. The office is open
8:30 A.M. – 4:30 P.M., except holidays. Telephone number: 607-664-2484.
These documents are also available on the Steuben County website at
b. Each contractor bears sole responsibility for acquisition of proposal
documents. Request for documents to be forwarded is neither a guarantee
nor an incurred obligation on the part of Steuben County to ensure
requestor’s receipt of proposal documents, timely or otherwise.
c. Receipt of these proposal documents, unsolicited or otherwise, shall not be
construed a pre-determination of your company’s qualifications to receive a
contract award. Nor shall said receipt of these proposal documents be
interpreted an endorsement that the recipient’s equipment, materials,
products, and/or services are in compliance with the specifications.
3. Document Number:
a. This document has been assigned the following number: GC-23-002-P.
b. Relevant award(s), contract(s), agreement(s), correspondence, etc. shall
reference the assigned document number.
c. It shall be understood by all interested parties that unless amended by, and
only to the extent amended by, the Superintendent of Buildings & Grounds or
the Director of Purchasing, this document (as well as all requirements set
forth herein) shall become an integral component of any and all relevant
contract(s), purchase order(s), agreement(s).
4. Examination, Interpretation, Correction of Proposal Documents:
Each contractor shall examine all proposal documents and judge all matters
relating to the adequacy and accuracy of such documents. Any inquiries,
suggestions or requests concerning interpretation, clarification or additional
information pertaining to this proposal solicitation shall be in writing and
submitted to the Purchasing Department (Reference: contact personnel clause)
at least three (3) days prior to the scheduled proposal opening. The County shall
not be responsible for oral interpretations given by any county employee,
representative, or others. The issuance of written addendum/addenda is the
only official method whereby interpretation, clarification or additional information
can be given.
a. Prevailing Law – To all interested parties – any and all requirements specified
herein notwithstanding, it is Steuben County’s intent that, in all instances and
under any circumstance, the law of the land shall be in force. Steuben
County does not knowingly request nor does it knowingly authorize action(s)
which are contrary to the laws, regulations, mandates and all such statutes
which are in force at any time during the term of any contract awarded as a
result of this RFP solicitation. Laws, regulations, mandates and all such
statutes as promulgated by authorized government entities shall prevail.
b. Requirements – It shall be understood and agreed by all interested parties
that, unless amended (specifications modified and/or waived) by Steuben
County, and only to the extent amended by the County, any and all
information contained in this document is to be considered an essential
component of the document and subsequent contract(s) and that the
proposal document as published or amended represents the requirements
acceptable to Steuben County.
However, any and all requirements specified herein notwithstanding, it shall
be understood and agreed by all interested parties that the following shall
apply: Steuben County reserves as its right, the right to amend (modify
and/or waive) specifications where such amendment;
(1) Does not alter the essential nature and/or performance (the form,
function, and utility) of the equipment, product, or service.
(2) Encourages the proffer of equivalent equipment, product, or service from
interested contractors and manufacturers.
c. Unless amended (specifications modified and/or waived) by the County, and
only to the extent amended by the County, this document (all information,
terms and conditions, requirements, specification, and addendum/addenda)
shall prevail. If amended, said document as amended shall prevail.
(1) Award of a proposal shall not be construed as approval, by the County, for
the awarded contractor to deviate from this document; regardless of
whether said deviation(s) is stated in the contractor’s attachment(s) to its
(2) Further, the County shall not be bound by the contents and language
expressed in the contractor’s attachment(s) to its proposal; including any
attachment(s) submitted to the contractor by manufacturers, sub-
contractors, suppliers, and other parties.
6. Preparation of Proposal Documents:
Proposals must be submitted on the forms provided in the proposal documents
and prepared in the following manner:
a. All proposal forms shall be legibly completed using a permanent medium
(e.g. ink, typewriter, laser printer, etc.)
i. If the submittal of unit price(s) is a requirement, said unit price(s) shall
ii. All mathematical functions (extensions, additions, etc.) are subject to
iii. In the event of a discrepancy between the price in words and that in
figures, the lower price shall be considered the proposed price.
iv. Each price proposal shall be expressed as a numerical dollar value;
indicators such as ditto marks, arrows, etc. are not acceptable.
b. All forms requiring the contractor’s signature shall be signed by the
contractor or the contractor’s authorized representative. Erasures and/or
alterations shall be initialed by the individual whose signature appears on
the proposal forms.
c. The contractor shall submit the proposal in accordance with the proposal
documents and shall not make any changes in the wording of the forms or
make any stipulations or qualify the proposal in any manner.
d. Unless otherwise specified by Steuben County, all proposals are required
to be: FOB destination, freight allowed. Destination to be designated by
e. All proposals shall be firm for a period of ninety (90) days from the
opening date; during which time the County shall render its decision.
7. Non-Collusive Bidding Clause and Certificate:
a. Clause – By submission of this bid, each contractor and each person signing
on behalf of any contractor certifies, and in the case of a joint proposal,
each party thereto certifies as to its own organization, under penalty of
perjury, that to the best of 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 contractor 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 contractor and
will not knowingly be disclosed by the contractor 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 contractor to
induce any other person, partnership or corporation to submit or not
to submit a bid for the purpose of restricting competition.”
b. The contractor shall submit a signed and dated Non-Collusive Bidding
Certificate with its proposal which is included in this document. Said
certificate is mandated by Section 103-d of the General Municipal Law.
8. Hold Harmless Clause and Form:
a. Clause –The contractor agrees that it shall at all times save harmless the
County of Steuben from all claims, damages or judgements or for the
defense or payment thereof, based on any claim, action or cause of action
whatsoever, including any action for libel, slander, or personal injury, or any
affiliated claims, by reason of any act or failure to properly act on the part
of the contractor and in particular as may arise from the performance under
this contract. In the event of an injury by the subcontractor or its
employees, they shall cause notice to be served upon the County within
twenty-four (24) hours of any such injury.”
b. The contractor shall submit a signed and dated Hold Harmless Clause form
with its proposal, which is included in this document.
9. Iranian Energy Sector Divestment Certification:
Contractor hereby represents that said contractor is in compliance with New York
State General Municipal Law Section 103-g entitled “Iranian Energy Sector
By submission of this proposal, each contractor and each person signing on
behalf of any contractor certifies and in the case of a joint proposal, each party
thereto certifies as to its own organization, under penalty of perjury, that to the
best of its knowledge and belief, that each contractor is not on the list created
pursuant to NYS Finance Law Section 165-a(3)(b).
The contractor shall submit a signed, notarized and dated Iranian Energy Sector
Divestment Certification with its proposal.
Said certificate is mandated by Section 103-g of the General Municipal Law.
Reference the Iranian Energy Sector Divestment Certificate form included in this