CK Equipment Repair Services Bid 2026-2027

UTICA CITY SCHOOL DISTRICT
BOARD OF EDUCATION
ADMINISTRATION BUILDING
929 YORK STREET
UTICA, NEW YORK, 13502
SPECIFICATIONS AND BID PROPOSAL FORM FOR
EQUIPMENT REPAIR SERVICES AS NEEDED FOR THE PERIOD
JULY 1, 2026 THROUGH JUNE 30, 2027
BID # 015
Bids will be accepted until 11:00 a.m. on May 8, 2026
Dated: April 20, 2026

LEGAL NOTICE
The Board of Education of the Utica City School District invites proposals based on the
Specifications and Bid Proposal Form provided for:
EQUIPMENT REPAIR SERVICES
Proposals must be delivered to the office of the Purchasing Agent of the Utica City
School District, Administration Building, 929 York Street, Utica, New York; prior to 11:00
a.m. on May 8, 2026 at which time they will be publicly opened and read. The
proposals are to be based on the specifications listed below as needed for the period
July 1, 2026 through June 30, 2027, copies of which together with bid forms are on file
and may be secured at the office of the Purchasing Agent of the Utica City School
District, Administration Building, 929 York Street, Utica, New York. Bid documents also
may be obtained digitally in PDF format. Request documents via email to Mike Ferraro
at mferraro@uticaschools.org.
Proposals signed by bidders shall be enclosed in a sealed envelope, addressed to Ms.
Heather Mowat, Deputy Purchasing Agent, and marked in red in the lower, left-hand
corner.
EQUIPMENT REPAIR SERVICES
Before submitting their proposals, bidders shall examine the specifications as contained
herein and base their bids upon these specifications. The Board of Education reserves
the right to reject any or all bids or to award all or any part of the bid. In cases where
the Utica City School District receives two or more identical bids, the School District
reserves the right to accept one bid only on the basis of a random selection process.
The successful bidder must promptly execute a satisfactory contract, guaranteeing the
faithful fulfillment of the terms of the contract. The successful bidder is required to
produce a performance bond made out to the Utica City School District.
BOARD OF EDUCATION OF THE
UTICA CITY SCHOOL DISTRICT
_______________________________
Heather Mowat, Deputy Purchasing Agent

GENERAL REQUIREMENTS
1. The Purchasing Agent of the Utica City School District shall have full power and
authority to reject any and all materials furnished that are not in strict conformity
with the requirements of these specifications and shall not be liable for payment
for such items.
2. Proposals MUST be enclosed in a sealed envelope, addressed to Ms. Heather
Mowat, Deputy Purchasing Agent, Utica City School District, 929 York Street,
Utica, New York 13502, and marked in red in the lower, left-hand corner of the
envelope: EQUIPMENT REPAIR SERVICES & must be received by 11:00 a.m. on
May 8, 2026.
3. Whether sent by mail or any other means, the bidder assumes responsibility for
having his/her bid received by the district by the appointed time. Any bids
received after the time and date herein designated will be returned to the bidder
unopened.
4. Prices must remain in effect for the period of July 1, 2026 through June 30, 2027.
5. In cases where the district receives two or more identical bids, the district reserves
the right to accept one bid only on the basis of a random selection process, i.e.,
toss of a coin. Bidder must meet all specifications in order to be awarded this bid.
All bids shall be deemed final, conclusive and irrevocable, and no bid shall be
subject to correction or amendment for any error or miscalculation.
6. The contractor agrees that, in selecting its employees to perform the tasks and
services contained in this agreement, it will not discriminate on the basis of race,
physical handicaps, or other physical limitations. The contractor further agrees
that it will make reasonable accommodations to the known physical or mental
limitations of any qualified disabled applicant and/or employee and will document
any specific, reasonable accommodation requested, made, or denied and the
basis for such denial.
7. Faxed proposals are unacceptable.
8. Please return this entire bid package with your proposal.
9. These instructions and general requirements are to be considered an integral part
of all proposals.
10. Please contact Mr. Michael Ferraro, Director of Facilities, Planning & Development
at (315) 792-2231 with any questions.
11. No charge will be allowed for cases, boxes, carboys, bottles, etc. nor for freight
expenses expressage or returned to the bidder or contractor and none will be paid
for by the Board of Education. Such empty cases, boxes, etc. shall be removed by

GENERAL REQUIREMENTS
the contractor.
12. Simultaneously with his delivery of the executed contract, the successful bidder
must deliver to the Board of Education an executed performance bond and an
executed payment bond in the amount of One Hundred percent of the accepted
bid for faithful performance of the terms, covenants and conditions of the contract,
for the full payment of all persons performing labor or furnishing materials and
equipment in connection therewith and the full payment of all sub-contracts. The
period of coverage of the Performance Bond shall be to the date of the acceptance
of materials, equipment, and/or services as completed by the Board of Education
of the materials, equipment, and/or services rendered. The form of such
performance bond, payment bond and the sufficiency of the sureties shall be as
hereinafter set forth. The contractor shall pay the premium on all bonds.
13. In contracts and/or purchase orders involving the installation of any materials and
or equipment, and in contracts and/or purchase orders arrived at through
competitive bidding for the provision of any service, including building demolition,
the successful bidder shall take out and maintain until the accepted completion of
the work, Worker's Compensation Insurance for all of his employees on the site of
the project, and in case any work is sublet, the successful bidder shall require the
sub-contractor similarly to provide Worker's Compensation for all of the latter's
employees so as to keep the Board of Education free from blame in one, any
and/or series of occurrences involving sickness and/or personal injury.
14. In contracts and/or purchase orders involving the installation of any materials
and/or equipment, and in contracts and/or purchase orders arrived at through
competitive bidding for the provision of any service, including building demolition,
the successful bidder shall take out and maintain until the accepted completion of
the work, Public Liability and Property Damage Insurance as shall protect him, and
any sub-contractor performing work covered by these specifications and the Board
of Education, from claims for damages from personal injury, including accidental
death, as well as from claims resulting for property damage which may arise from
any operation in connection with these specifications, whether such operation be
by himself, any sub-contractor or by anyone directly or indirectly employed by
them. Public Liability Insurance shall be in an amount not less than $500,00.00 for
injuries, and subject to the same limit including wrongful death, to any one person
for each person in an amount less than $1,000,000.00 on account of one accident.
Property Damage Insurance is to be in an amount not less than $300,000.00 for
damages on account of all accidents. Such insurance shall be so written to
indemnify and save the owner harmless from liability upon any and all claims for
damages on account of such injuries to persons or damage to property or on
account of any negligence, fault or default of the contractor, whether such
damages or injuries be attributable to the negligence of the owner, the contractor,
or any sub-contractor, the employees of either or otherwise. The liability of the
contractor is absolute and is not dependent

GENERAL REQUIREMENTS
upon any question of negligence on his part. Certificates of Insurance on the
foregoing will be required from the successful bidder before work is commenced.
15. Where installation of any material and/or equipment is called for, the bidder shall
have had at least two years of experience in the type of installation specified and
shall submit proof by reference to similar installations he has made.
16. The Utica City School District has an interest therein or in the supplies to which it
relates, or any portion of the profits thereof.
17. At the time of the opening of the bids, each bidder will be presumed to have
inspected the site and to have examined and to be thoroughly familiar with the
drawings, general requirements, and specifications, including all addenda thereto.
The failure and/or omission of any bidder to receive or examine any drawings,
forms, instructions, or documents, shall in no way relieve such bidder from any
obligation in respect to his bid.
18. Each bidder is required to complete and include the Non-Collusive Bidding
Certification contained herein. Each bidder must state that their proposal, bid,
and/or quotation is made without any connection with any other person or firm
making any proposal, bid, and/or quotation for the materials and/or installation
listed. Each bidder must also state that no officer or member of the Utica City
School District Board of Education directly or indirectly has an interest therein or in
the supplies to which it relates, or any portion of the profits thereof.
19. The Board of Education reserves the right to accept this bid by item or as a whole,
or, in its discretion, reject all bids and re-advertise in the manner provided by
Section 103 of the General Municipal Law.
20. Any persons employed by the contractor or any sub-contractor shall be paid at a
rate not less than the prevailing wage established by the New York State
Department of Labor for the appropriate trade(s) for the period of time involved.
21. The contractor shall furnish, deliver, and install completely, unless otherwise noted,
materials and equipment described in the specifications, with all appurtenances,
parts or accessories not specifically mentioned in the articles described but
necessary to render the equipment complete and ready for operation. All these
parts and/or accessories shall be included in the bid price.

GENERAL REQUIREMENTS
22. All of the furnishings and/or equipment furnished and installed under this contract
shall be guaranteed by the contractor for one year after completion against any
and all defects, which are the result of improper design, materials, construction, or
installation. Immediately upon notice by the owner, at any time during the
guarantee period, the contractor shall fully make good such defects by replacing it
with new work, without cost to the owner.
23. All bidders must agree that pursuant to Section 103a and 103b of the General
Municipal Law, this bid and any subsequent bid award will be terminated and
cancelled on failure of the contractor or its principals to sign a waiver of immunity
or answer any relevant questions before a grand jury concerning any bid award,
contract, or purchase contract as the case may be and which may be a result of
the bid.
24. In contracts and/or purchase orders for services, payment will be made for
one-twelfth of total contract price once a month. Claims for payment are to be on
Utica City School District invoice forms with monthly invoices attached and
received no later than the 5th day of the month for payment approximately on the
20th day of the same month.
25. Sixty days after the date of the bid opening, in the event that no awards have been
made, all bids shall become null and void.
26. The bid will be awarded on the lowest hourly rate.
27. The bidder shall have had at least five years of experience in the type of
installation specified and shall submit proof by reference to similar installations he
has made.
28. BUY AMERICAN PROVISION:
The Utica City School District to the maximum extent possible will purchase
domestic commodities or products for use in the National School Lunch Program
and the School Breakfast Program. We require suppliers certify product(s) are
processed in the U.S. and certify the percentage of U.S. content by weight or
volume. Therefore, over 51% of the final processed product (by weight or volume)
must consist of agricultural commodities that were grown domestically. Thus, for
foods that are unprocessed, agricultural commodities must be domestic, and for
foods that are processed, they must be processed domestically using domestic
agricultural food components that are comprised of over 51% domestically grown
items, by weight or volume as determined by the School Food Authority. Vendors
should make every effort to bid items that meet this requirement. Any item that
does not meet this criterion should be so noted on the bid.

DETAILED SPECIFICATIONS
A. SCOPE
It is the intent of these Equipment Repair Specifications to provide for the procurement
of competent service personnel to perform repair tasks in the buildings and on the sites
of the Utica City School District on an "as needed" basis. There is no guarantee that
any hours will be needed.
Payments of the contractors will constitute the entire cost to the Utica City School
District for the services performed with no additional charges for fringe benefits,
unemployment or other insurance, social security, profit, or overhead.
The terms of the contract shall be for the period July 1, 2026 through June 30, 2027.
B. BASE BID
1. Personnel and Working Period
a. The contractor shall supply competent Equipment Repair Specialists for service.
b. Each Serviceman will be called as needed according to the terms set forth
herein.
c. The workweek consists of Monday through Friday. The normal working day shall
be 7:00 a.m. to 3:30 p.m. Service should be performed during this time.
2. Tools
a. The servicemen shall provide all own tools, power tools, and welding equipment
as required by his personnel.
b. Test instruments are to be provided by the contractor.
3. Transportation
The contractor shall supply transportation for his employees to and from each
building in the School District as dictated by work assignments.
5. Change of Personnel
The Utica City School District reserves the right to request a change of personnel
supplied by the Servicemen and shall not necessarily make known the reason for
such a request.
6. Materials
a. The Servicemen shall supply such materials and equipment, as he shall be
requested to supply. Such materials shall be supplied at the percentage of
markup indicated in his proposal. Such markup shall be based on original
invoice and shall be computed on the net price after allowable cash discount
whether or not the contractor avails himself of the cash discount. Freight
charges will be net with no markup.
7. This contract shall in no way prevent or limit the Utica City School District from
contracting related work on the basis of duly advertised competitive bidding or

DETAILED SPECIFICATIONS
otherwise.
8. Each contractor shall comply with all applicable codes, ordinances, and licensing
requirements of the State of New York, County of Oneida, and City of Utica.
C. INSURANCE
Each contractor shall carry Worker's Compensation, Public Liability, and Property
Damage Insurance as herein before specified.
D. LABOR LAW PROVISIONS
Applicable Labor Law provisions and prevailing rates are an integral part of these
specifications.
E. PERFORMANCE
In the event that the contractor fails to provide services as herein specified, the Board of
Education will procure services as required from whatever source available and shall
recover from the Surety Carrier all excesses of costs incurred.
F. PAYMENT
1. If work is performed, the contractor shall submit separate individual invoices for labor
furnished under this contract.
2. Charges for labor furnished under base bid shall be at the base bid hourly rate.
3. Charges for services supplied under "Additional Services" shall be at the same
proposed hourly rate as awarded.
4. No charge is to be made for New York State Sales Tax. The Utica City School
District may require copies of original invoices for materials to substantiate charges
for materials.
6. Faxed invoices are not accepted.

UTICA CITY SCHOOL DISTRICT
UTICA, NEW YORK
TITLE & DATE OF SPECIFICATION: _______________________________________
_____________________________________________________________________
DATE OF PROPOSAL: __________________________________________________
NON-COLLUSION BIDDING CERTIFICATION
By submission of this bid or proposal, the bidder and each person signing on behalf of the bidder or
bidders, subject to the terms of Section 103-d of the General Municipal Law amended by Chapter 675
of the Laws of 1966 certifies that:
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 are not knowingly being disclosed by the
bidder, prior to opening, directly or indirectly, to any other bidder or to any competitor.
c. No attempt has been made or is to 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 or proposal certifies that he has fully informed himself regarding
the accuracy of the statement contained in the certification, and under the penalties of
perjury, affirms the truth thereof, such penalties being applicable to the bidder as well as the
person signing in its behalf.
SIGNATURE: _____________________________
TITLE: ___________________________________
LEGAL ADDRESS: ________________________
________________________________________
DATE: __________________________________

BID PROPOSAL FORM
TO: The Board of Education of the Utica City School District, Utica, New York
The undersigned, having examined the detailed specifications, entitled "Specifications and Bid Proposal Form
for Equipment Repair Services as needed for the period July 1, 2026 through June 30, 2027", dated April 20,
2026 and having familiarized ourselves with the terms therein and the conditions affecting the work propose
the specified services as follows:
ITEM ONE:
Equipment Repair Service on an "as needed" basis at the rate of $ ____________per hour.
($_________________________ Dollars and ______________________ Cents).
(Additional hours will be paid at the same rate as stated above.)
ITEM TWO:
Materials and equipment as specified at our cost plus_________________ percent total markup.
There is no guarantee that any hours will be needed.
The award of this bid will be based on the lowest hourly rate.
The Board of Education reserves the right to award or reject any or all bids.
FIRM NAME ___________________________________________________________
SIGNATURE ___________________________________________________________
PRINT NAME __________________________________________________________
OFFICIAL ADDRESS _____________________________________________________
DATE __________________________ TELEPHONE NO. ________________________