Air Conditioning Service and Maintenance

Agency:	Steuben County
State:	New York
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date:	Jan 13, 2023
Due Date:	Jan 30, 2023
Solicitation No:	GC-23-002-P
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PURCHASING DEPARTMENT

COUNTY OF STEUBEN

3 EAST PULTENEY SQUARE

BATH, NEW YORK 14810-1510

(607) 664-2484

LEGAL NOTICE

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;

document #GC-23-002-P.

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

website, www.steubencountyny.org.

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

[1]

Request for Competitive Sealed Proposals:

Air Conditioning Service and Maintenance for Steuben County Facilities ;

Document #GC-23-002-P

1. Objective:

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

www.steubencountyny.org.

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)

[2]

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.

5. Requirements:

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

proposal.

(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

[3]

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

prevail.

ii. All mathematical functions (extensions, additions, etc.) are subject to

audit.

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

the County.

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

[4]

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

Divestment”.

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

document.

[5]

Bid Number:	GC-23-002-P
Bid Title:	Air Conditioning Service and Maintenance
Category:	General County Bids
Status:	Open

Air Conditioning Service and Maintenance

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