F2026-17 ELEVATOR MAINTENANCE SERVICE REPAIR

UPDATED 4-16-25
WHITE PLAINS CITY SCHOOL DISTRICT
5 HOMESIDE LANE
WHITE PLAINS, NEW YORK 10605
BID #F2026-17 ELEVATOR MAINTENANCE, SERVICE & REPAIR
Notice to Bidders ...................................................................................................................... Page 2
Instructions to Bidders........................................................................................................ Pages 3-4
Bidding Procedures and Requirements ............................................................................. Pages 4-8
Bid Protest Procedures.......................................................................................................Pages 8-10
Qualifications of Bidders. ........................................................................................... ...Pages 10-11
Interpretation of Bidding Documents ................................................................................... Page 12
Contract Award ....................................................................................................................... Page 12
Method of Award ........................................................................................................... Pages 12-13
Piggyback Clause.....................................................................................................................Page 13
Equal Employment ................................................................................................................. Page 13
Specifications ................................................................................................................. Pages 14-24
Technical Specifications ................................................................................................ Pages 25-34
Appendix "A" - Insurance .............................................................................................. Pages 35-37
Bidder's Checklist .................................................................................................................. Page 38
Company Information Sheet.................................................................................................. Page 39
Bid Form/Proposal ......................................................................................................... Pages 40-43
Form of Disclosure ................................................................................................................. Page 44
Non-Collusive Form ........................................................................................................ Pages 45-46
Hold Harmless Agreement .................................................................................................... Page 47
Iran Divestment Act Certification .......................................................................................... Page 48
Sexual Harassment Written Policy & Training Certification Form ...................................... Page 49
Bidder Not on U.S. Government's SAM's Exclusion List Certification Form ...................... Page 50
NYSDOL Certification Form.....................................................................................................Page 51
References ............................................................................................................................. Page 52
Non-Bidders Response .......................................................................................................... Page 53
Sample Certified Payroll Form ....................................................................................... Pages 54-55
School Locations Contact List and Map ....................................................................... Pages 56-57
Sample Contract ..............................................................................................................Pages 58-68
Prevailing Wage Rate Schedule - PRC# 2025015501.....................................................................
Non-interference with Occupation of the Buildings and Premises - See Pages 14-15, Item #10
of the Specifications.
Performance and Payment Bonds as stipulated in Item #39 of Specifications are waived for the
contract intended to be awarded.
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UPDATED 4-16-25
BOARD OF EDUCATION
WHITE PLAINS CITY SCHOOL DISTRICT
5 HOMESIDE LANE, WHITE PLAINS, NEW YORK 10605
WESTCHESTER COUNTY
NOTICE TO BIDDERS
The Board of Education of the White Plains City School District, White Plains, New York, popularly known as White
Plains School District, in accordance with Section 103 of Article 5-A of the General Municipal Law, hereby invites
the submission of sealed bids from reputable and qualified contractors for the provision of labor and materials for
the following contract applicable to all properties owned and/or operated by the White Plains School District
("School District"):
LABOR AND MATERIAL CONTRACT FOR:
BID #F2026-17 Elevator Maintenance, Service & Repair
BID DUE by 1:00PM, Monday, May 4,2026.
Bids for BID #F2026-17 ELEVATOR MAINTENANCE, SERVICE & REPAIR for the term of July 1, 2026 through June
30, 2027, will be received until the above stated hour of prevailing time and date at the Business Office, 5
Homeside Lane, White Plains, New York, at which time and place all bids will be publicly opened. If the Business
Office is closed on the above-stated date due to inclement weather or other emergency, bids will be opened on the
next business day on which the Business Office is open. The Bid Documents, including but not limited to
Instructions to Bidders, Bidding Procedures and Requirements, Qualifications of Bidders, Specifications, Technical
Specifications and bid forms may be obtained by going online at
https://www.whiteplainspublicschools.org/Page/19996 or http://www.bidnetdirect.com. Only those vendors who
obtain bidding documents from http://www.bidnetdirect.com or
https://whiteplainspublicschools.org/Page/19996 are guaranteed to receive addendum information, if such is
issued. If you obtained documents from a source other than the http://www.bidnetdirect.com or
https://whiteplainspublicschools.org/Page/19996, the School District will not guarantee the integrity of the
document.
Bids must be presented on the forms provided in the Bid Documents in the manner designated therein and as
required by the Instructions to Bidders, Bidding Procedures and Requirements, Qualifications of Bidders,
Specifications and Technical Specifications. Each bid must be accompanied by bid security in the amount of
$500.00. The bid security should be either a bid bond or certified company check, or bank check made payable to
the White Plains Board of Education. All bids must be enclosed in sealed, opaque envelopes which are clearly
marked on the outside: BID #F2026-17 Elevator Maintenance, Service & Repair
Bids shall remain firm for a period of forty-five (45) days following the date of the bid opening.
The Board of Education reserves the right to waive what it deems to be informalities relating to a specific bid, to
waive what it deems to be informalities relating to the bidding process, to waive what it deems to be technical
defects, irregularities and omissions relating to a specific bid, to request additional information from any bidder, to
re-advertise and invite new bids, to reject any or all bids, to accept the whole or part of any bid or to accept parts
of bids from more than one bidder which, in the Board of Education's judgment, is in the best interest of the
School District.
The Board of Education reserves the right to consider experience, service, and reputation in the above-referenced
fields. In addition, the Board of Education reserves the right to consider the financial responsibility and specific
qualifications, as set out herein, of the prospective bidder in its evaluation of the bids and award of the contracts.
BOARD OF EDUCATION
WHITE PLAINS CITY SCHOOL DISTRICT
5 Homeside Lane
White Plains, New York 10605
by: Toni Russo, Purchasing Agent
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UPDATED 4-16-25
INSTRUCTIONS TO BIDDERS
1. Carefully inspect all general and special provisions of the Bid Documents.
2. Complete all forms. Be sure to sign in all required places. It is the bidder's responsibility
to copy all documents that are to be returned with the bid (see Bidder's Checklist - page 38).
3. All materials submitted to the School District pursuant to this bid shall become the
property of the School District and will not be returned to the bidder. The bidder is responsible
for making its own copies of any or all parts of the Bid Documents for its files. After a contract is
awarded or one or more bids are rejected, bids may be made available upon request pursuant to
the Freedom of Information Law ("FOIL") for public inspection, except to the extent that certain
personally identifiable information may be redacted as an invasion of personal privacy or the
bidder has designated, and the School District concurs that certain information constitutes a
trade secret or other proprietary information or data. If a bidder believes that a portion of its bid
contains trade secrets or other proprietary data that should remain confidential and not be
disclosed, a statement advising the School District of this fact shall accompany the bid and the
information is to be identified wherever it appears. Identifying an entire bid as proprietary is
unacceptable and will result in no part of the bid being treated as containing a trade secret or
other proprietary information or data.
4. Bids must be presented in a sealed, opaque envelope(s) addressed as follows:
Board of Education
White Plains City School District
5 Homeside Lane
White Plains, New York 10605
Attn: Toni Russo, Purchasing Agent
BID #F2026-17 Elevator Maintenance, Service & Repair
5. Bids shall remain open for a period of forty-five (45) days following the date of the bid
opening.
6. Bids will be received by 1:00 p.m. on Monday, May 4, 2026 at the White Plains City
School District, White Plains, New York. All bids will be publicly opened at the above-stated time
at the School District's Business Office located at 5 Homeside Lane, White Plains, New York.
7. The bidder to whom a contract is awarded must comply with all New York State Labor
Laws, including compliance with the current prevailing wage rates. All invoices must be
accompanied by certified payrolls in order for payments to be processed.
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UPDATED 4-16-25
8. The bidder to whom a contract is awarded must be registered with NYSDOL and submit a
Certificate of Registration with their bid materials per New York State Labor Law Section 220-i.
Failure to submit proof of registration may result in the rejection of the bid as nonresponsive.
The bidder to whom a contract is awarded must ensure that each and every subcontractor
engaged to perform work pursuant to the awarded contract is registered in accordance with New
York Labor Law Section 220-i before commencing any work and the bidder must provide copies
of each subcontractor's Certificate of Registration to the School District before the subcontractor
commences any work pursuant to the awarded contract.
9. Performance and Payment Bonds as stipulated in Item #39 of Specifications are waived
for the contract intended to be awarded.
BIDDING PROCEDURE AND REQUIREMENTS
1. The date and time of bid opening will be given in the Notice to Bidders and Instruction to
Bidders.
2. Bidders shall be responsible for visiting the respective sites to fully familiarize
themselves with the scope of work required under the Contract(s) intended to be
awarded.
3. All bids must be submitted on and in accordance with the forms included in the Bid
Documents. See Checklist on page 38.
4. Where so indicated by the makeup of the Bid Form(s), sums shall be expressed in both
words and figures, and in case of discrepancy between the two, the amount written in
words will govern.
5. A bidder shall not make any stipulations on the Bid Form(s) or qualify its Bid in any
manner. No bid will be considered which purports to qualify, limit, amend or omit any
requirement of the Bidding Documents.
6. A bid shall include the legal name of the bidder(s) and a statement indicating whether
the bidder(s) is a sole proprietor, a partnership, a corporation, or any other legal entity,
and shall be signed by the person or persons legally authorized to bind the bidder(s) to a
contract. A bid by a corporation shall also give the State of Incorporation and have the
corporate seal affixed on the signature pages of each Bid Form. A bid submitted by an
agent shall have a current Power of Attorney attached certifying the agent's authority to
bind the bidder.
7. Bidders will provide, along with the completed Bid Form(s), evidence demonstrating an
ability to provide the requested services, including, if applicable, a list of any and all
school districts of a similar size which the bidder(s) has served during the past five (5)
years and a summary of their experience over at least five (5) years of successful
completion of the services required herein in compliance with the applicable laws, rules
and regulations of the State of New York.
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UPDATED 4-16-25
8. Bidders will also provide the last three (3) years of audited financial statements.
9. Bidders must include a reference list, setting out the names of all school districts served
by it with comparable services, and shall further set out the name and telephone number
of each business official or other school district liaison/individual with knowledge of the
comparable services provided by the bidder(s).
10. All information required in the Notice to Bidders, Instructions to Bidders, Bidding
Procedures and Requirements, Qualifications of Bidders, Specifications, Technical
Specifications and Bid Form(s), in connection with each item against which a bid is
submitted, must be provided to constitute a regular bid.
11. No alteration, erasure, or addition is to be made to the typewritten or printed matter. Any
deviations from the Instructions to Bidders, Bidding Procedures and Requirements,
Qualifications of Bidders, Specifications, or Technical Specifications will constitute
sufficient grounds for rejection of a bid.
12. Prices and information required, except signature of bidder, should be typewritten for
legibility. Illegible or vague bids may be rejected. All signatures must be written by hand
in ink and the full name of the person who provided the signature shall be legibly printed
below the signature. Facsimile, printed, or typewritten signatures are not acceptable.
Initials, stamps, photocopies or other copies, or company names may not be used in lieu
of any required signature.
13. No charge will be allowed for federal, state, or municipal sales and excise taxes since the
School District is exempt from such tax.
14. All bids received after the time stated in the Notice to Bidders will not be considered and
will be returned to the bidder. The bidder assumes the risk of any delay in the mail or in
the handling of the mail by employees of the School District. Whether sent by mail or by
means of personal delivery, the bidder assumes responsibility for having his/her bid
deposited on time at the place specified.
15. THE BOARD OF EDUCATION RESERVES THE RIGHT TO WAIVE WHAT IT DEEMS TO BE
BIDDING OR SPECIFICATION INFORMALITIES RELATING TO A SPECIFIC BID, TO WAIVE
WHAT IT DEEMS TO BE INFORMALITIES RELATING TO THE BIDDING PROCESS, TO WAIVE
WHAT IT DEEMS TO BE TECHNICAL DEFECTS, IRREGULARITIES AND OMISSIONS
RELATING TO A SPECIFIC BID, TO REQUEST ADDITIONAL INFORMATION FROM ANY
BIDDER, TO REJECT ANY AND ALL BIDS, TO RE-ADVERTISE AND INVITE NEW BIDS, OR TO
ACCEPT THE WHOLE OR A PART OF A BID, OR TO ACCEPT PARTS OF BIDS FROM MORE
THAN ONE BIDDER AS IN THE BOARD'S JUDGMENT, IS IN THE BEST INTEREST OF THE
SCHOOL DISTRICT.
16. The submission of a bid will be construed to mean that the bidder is fully informed as to
the extent and character of the services, supplies, materials, or equipment required and
a representation that the bidder can furnish the services, supplies, materials, or
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UPDATED 4-16-25
equipment satisfactorily in complete compliance with these Bid Documents, including
but not limited to the Bid Form(s), Specifications and Technical Specifications.
17. All bids must be sealed. They must be submitted either in plain opaque envelopes, or in
those furnished by the School District. All bids must be addressed to the Board of
Education, White Plains City School District, Attention: Toni Russo, Purchasing Agent. Bid
envelopes must be clearly marked BID #F2026-17 Elevator Maintenance, Service &
Repair.
18. Also, the date and time of the bid opening must appear on the envelope. Telephone
quotations or amendments will not be accepted at any time. All materials submitted with
the Bids will become the property of the School District and will not be returned.
19. The Contract(s) to be awarded as a result of this solicitation of bids shall have a term of
July 1, 2026, through June 30, 2027.
20. Bidders shall submit their bids on the provided Bid Form(s). Bidder's prices shall include
all costs associated with the work to be performed. Such costs shall include the
necessary labor, equipment, materials, transportation and tools and/or utensils to
complete the work as required by the School District.
21. Each bidder awarded a Contract shall be responsible for complying with all laws, rules,
regulations, codes and/or ordinances that apply to the services to be rendered or the
materials to be supplied.
22. Any bidder awarded a Contract as a result of this solicitation of bids must comply with
the prevailing wage rates that are applicable to the labor and services to be provided. All
wages and supplements paid to laborers performing any work of a Contract awarded as
a result of this solicitation for bids shall be in accordance with the New York State
Department of Labor Prevailing Wage Schedule, specifically "General Construction
Rates" for Westchester County, Prevailing Wage Schedule, PRC# 2025015501.
Prevailing Wage Rates are subject to change annually on July 1st. Any bidder awarded a
Contract is responsible to meet the wages as posted by NYSDOL July 1st every year.
23. The White Plains City School District shall have the unilateral option of extending or
renewing the Contract(s) awarded as a result of this solicitation of bids for two (2)
consecutive additional periods of twelve (12) months, each upon the same terms and
conditions as are contained in these Bid Documents. The School District each year will
consider, upon request, an inflationary increase not to exceed the Consumer Price Index
for December from the New York, Northeastern New Jersey area based upon index for all
urban consumers (C.P.1-U). Said options shall be deemed to have been exercised upon
formal written notification prior to the expiration of any Contract awarded as a result of
this solicitation for bids. If the White Plains City School District exercises the option for
the first additional twelve (12) month period, the Contract as renewed shall be deemed
to include the option provision for the second additional twelve (12) month period.
However, the total duration of the awarded Contract, including any option(s) under this
clause, shall not exceed thirty-six (36) months.
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UPDATED 4-16-25
24. Each bid will be received with the understanding that its acceptance, in writing, by the
School District, approved by the Board of Education, to furnish any or all of the items
described shall constitute a contract between the accepted bidder and the School
District that incorporates all the terms and requirements of the Bid Documents (including
but not limited to the Instructions to Bidders, Bidding Procedures and Requirements,
Qualifications of Bidders, Specifications, and Technical Specifications) and the accepted
portion of the bidder's bid. The Contract shall bind the accepted bidder to furnish the
labor and material required at the prices set forth in the accepted portion of its bid.
25. The placing in the mail of a notice of award to an accepted bidder, to the address given
in the bid, will be considered sufficient notice of award of a Contract.
26. It is mutually understood and agreed that any bidder awarded a Contract shall not
assign, transfer, convey, sublet, or otherwise dispose of the Contract or its right, title, or
interest herein, or its power to execute such Contract, or any part thereof to any person,
company, or corporation, without the prior written consent of the School District.
27. These Bid Documents (including but not limited to the Instructions to Bidders, Bidding
Procedures and Requirements, Qualifications of Bidders, Specifications, and Technical
Specifications) any Addenda issued by the School District, and the accepted portion of
the submitted bid shall form a part of the awarded Contract(s) and the provisions thereof
shall be binding upon the School District and the accepted bidder(s). The term "Contract
Documents" shall include all of the aforesaid together with the Contract itself.
28. Each and every provision of law and clause required by law to be inserted in the Contract
shall be deemed to be inserted in it and the Contract shall be read and enforced as
though it were included herein, and if through a mistake or otherwise, any such provision
is not inserted or is not correctly inserted, then upon the application of either party, the
Contract shall forthwith be physically amended to make such insertion.
29. It is understood that the Contract in no way excludes the School District from using its
own forces, or services provided by other school districts or BOCES, or in any way limits
the School District from using other contractors in performing similar or other services.
30. IRAN DIVESTMENT ACT
By submitting a bid in response to this solicitation or by assuming the responsibility of a
Contract awarded hereunder, the bidder certifies that it is not on the "Entities
Determined To Be Non-Responsive Bidders/Offerors Pursuant to The New York State Iran
Divestment Act of 2013" list ("Prohibited Entities List") posted on the OGS website at:
http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will
not utilize for any awarded Contract any subcontractor that is identified on the Prohibited
Entities List. Additionally, each bidder is advised that should it seek to renew or extend a
Contract awarded in response to the solicitation, it must provide the same certification at
the time the awarded Contract is renewed or extended.
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UPDATED 4-16-25
During the term of the awarded Contract, should White Plains City School District receive
information that the bidder is in violation of the above-referenced certifications, White
Plains City School District will review such information and offer the bidder an
opportunity to respond. If the bidder fails to demonstrate that it has ceased its
engagement in the investment activity which is in violation of the Act within 90 days after
the determination of such violation, then White Plains City School District shall take such
action as may be appropriate and provided for by law or contract, including, but not
limited to, seeking compliance, recovering damages, or declaring the bidder(s) awarded
a Contract in default.
White Plains City School District reserves the right to reject any bid, request for
assignment, renewal or extension for an entity that appears on the Prohibited Entities
List prior to the award, assignment, renewal, or extension of a Contract, and to pursue a
responsibility review with respect to any entity that is awarded a Contract and appears on
the Prohibited Entities list after Contract award.
The attached Iran Divestment Act of 2012 Certification Form must be signed, notarized, and
returned by each bidder with its bid.
31. BID PROTEST PROCEDURES
A. Right to Protest
Any actual or prospective bidder whose direct economic interest would be affected by the
award of a contract or by the failure to award a contract by the School District may submit a
written protest to the Assistant Superintendent for Business in accordance with the
procedures set forth herein, except no protests will be considered challenging emergency
procurements.
B. Submission of Protest
1. A protesting party may submit a written protest to the Assistant Superintendent of
Business, setting forth the basis on which the protesting party challenges the
solicitation of bids or the School District's award or failure to award a contract
based upon a solicitation of bids.
2. The written protest must include the following:
a. name, address, e-mail address, fax and telephone numbers of the
protesting party or its designated agent;
b. bid, solicitation, or contract number;
c. detailed statement of the legal and factual grounds for the protest,
including a description of the resulting prejudice to the protesting party;
d. copies of all documents relevant to the grounds for the protest;
e. statement of the relief requested;
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UPDATED 4-16-25
f. information establishing that the protesting party is an actual or
prospective bidder whose direct economic interest would be affected by the
award of a contract or by the failure to award a contract by the School
District; and
g. information establishing that the protest is timely filed in accordance with
these procedures.
3. Bid protests must be received by the Assistant Superintendent for Business
within ten (10) business days after the issuance of a contract award, except: any
protest concerning the terms and conditions of the solicitation (or other matters
that would be apparent to a protesting party prior to the date set in the
solicitation for the receipt of bids) must be filed on or before the date set in the
solicitation for the receipt of bids or proposals. An untimely protest will not be
considered and will be returned to the protesting party.
4. During the resolution of a pending protest, if the facts presented so warrant, the
Assistant Superintendent for Business may, at his/her discretion, suspend the
procurement, until the protest is resolved.
5. If a contract has been awarded prior to the receipt of a protest, the Assistant
Superintendent for Business will provide a copy of the protest to the successful
bidder(s).
6. The successful bidder(s) may, but is not required to, file an answer to the protest
with the School District. Any answer by the successful bidder(s) must be filed with
the Assistant Superintendent for Business no later than ten (10) business days
after the successful bidder(s)'s receipt of the protest.
C. Review of Protest and Determination
1. Upon receipt of the protest, the Assistant Superintendent for Business shall
review the protest, supporting documents, and any other documents from any
other source relating to the allegations in the protest, including an answer by the
successful bidder(s), if any, and issue a written determination within forty-five
(45) business days after receipt of the protest, where feasible. The Assistant
Superintendent for Business may take any action or make any requests he or she
deems necessary in order to investigate the protest, including but not limited to
convening a hearing, conducting interviews, requesting written or oral
submissions from the protesting party or successful bidder(s) (if any), request the
submission of material samples, and extending the time to issue a decision in
order to obtain all pertinent information.
2. A copy of the written determination, stating the reason(s) upon which it is based
and the right to appeal the determination to the Board of Education shall be sent
by regular mail to the protesting party or its agent and to the successful bidder(s),
if any.
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D. Appeals of Protest Determinations
1. The written determination rendered by the Assistant Superintendent for Business
shall be the conclusive and final determination of the protest, unless, within ten
(10) business days after receipt of the written determination, the protesting party
or the successful bidder(s), where applicable, appeals the determination to the
Board of Education. For purposes of such an appeal, the protesting party and the
successful bidder(s), where applicable, will be deemed to have received the
determination rendered by the Assistant Superintendent of Business no later
than four (4) business days after it is sent to the protesting party and successful
bidder(s), if any. The appeal must be in writing and received by the Board of
Education within ten (10) business days after the appealing party's receipt of the
written determination rendered by the Assistant Superintendent for Business.
2. The Board of Education will consider all information relevant to the protest, and
may, at its discretion, suspend, modify, or cancel the disputed procurement
action prior to issuance of a formal decision on the appeal.
3. No evidence or information may be introduced or relied upon in the appeal that
has not been presented to the Assistant Superintendent for Business. The Board
of Education shall review the appeal and supportive documents and issue a
written decision within fifteen (30) business days of receipt of the appeal, if
feasible. The Board of Education may take any action or make any requests he
or she deems necessary including extending the time to issue a written decision
on the appeal.
4. A copy of the written decision rendered by the Board of Education on the appeal
stating the reason(s) upon which it is based shall be sent by regular mail to the
appealing party or its designated agent and to the successful bidder(s), if any and
if not the appealing party.
5. The decision of the Board of Education shall be the School District's conclusive
and final determination of the protest.
Qualifications of Bidders
The work and services described in these Bid Documents include the performance of activities
directly affecting the health and safety of the students and staff of the School District and the
public generally. The School District may make any investigation necessary to determine the
ability of the bidder to fulfill the terms of any Contract(s) awarded as a result of this solicitation
of bids, and the bidder shall furnish the School District with all such information for this purpose
as the School District may request. If, in the opinion of the School District, the bidder is not
properly qualified or responsible to perform any obligations of the Contract bid upon, the School
District reserves the right to reject its bid.
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