HVAC Services, 2026-2027, Bid Proposal.pdf

UTICA CITY SCHOOL DISTRICT
BOARD OF EDUCATION
929 YORK STREET
UTICA, NEW YORK 13502

SPECIFICATIONS AND BID PROPOSAL FORM FOR
HVAC
(HEATING VENTILATION AIR CONDITIONING)
SYSTEM SERVICES FOR THE PERIOD
OF JULY 1, 2026 THROUGH JUNE 30, 2027

BID #019

Bids will be accepted until 11:00 a.m. on May 15, 2026

Dated: April 24, 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:

HVAC SYSTEM SERVICES

Proposals must be delivered to the office of the Purchasing Agent of the Utica City
School District, 929 York Street, Utica, New York, prior to 11:00 a.m. on May 15, 2026
at which time they will be publicly opened and read. The proposals are to be based on
specifications entitled "Specifications and Bid Proposal Form for HVAC System
Services for the period of 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, 929 York Street, Utica, New York 13502. Bid documents
may be obtained digitally in PDF format. Request documents via email to Michael
Ferraro 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:

HVAC SYSTEM 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.

BOARD OF EDUCATION OF THE
UTICA CITY SCHOOL DISTRICT

Heather Mowat, Deputy Purchasing Agent

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GENERAL REQUIREMENTS

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.

Proposals MUST be enclosed in a sealed envelope, addressed to Ms. Heather
Mowat, Deputy Purchasing Agent, Administration Building, 929 York Street, Utica,
New York 13502, and marked in red in the lower, left-hand corner of the envelope:
HVAC & Proposals must be received by 11:00 a.m. on May 15, 2026.

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.

Prices must remain in effect for the period of July 1, 2026 through June 30, 2027.

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.

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.

Faxed proposals are unacceptable.

Please return this entire bid package with your proposal on May 15, 2026 by
11:00 a.m. Incomplete proposals may be rejected at the sole discretion of the
District.

These instructions and general requirements are to be considered an integral part of
all proposals.

Please contact Mr. Michael Ferraro, Director of Facilities, Planning & Development at
(315) 792-2231 with any questions.

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

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GENERAL REQUIREMENTS

for by the Board of Education. Such empty cases, boxes, etc. shall be removed by
the bidder or contractor at his own expense.

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.

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.

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 completed 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 for 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 $500,000.00 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-

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GENERAL REQUIREMENTS

contractor, the employees of either or otherwise. The liability of the contractor is
absolute and is not dependent 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.

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.

The Utica City School District has an interest therein or in the supplies to which it
relates, or any portion of the profits thereof.

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.

Any addenda sent to the contractors shall be as binding and take precedence over
the original part of the specifications to which they refer. Interpretations and
clarifications of all parts of the specifications may be obtained from the Building and
Grounds Department on or before the date of the opening of the bids. After the
opening of the bids, all interpretations and meanings of the specifications will be
made by the Director of Facilities, Planning & Development.

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.

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.

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.

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

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GENERAL REQUIREMENTS

necessary to render the equipment complete and ready for operation. All these parts
and/or accessories shall be included in the bid price. 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.

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.

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.

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.

DETAILED SPECIFICATIONS

A. SCOPE

It is the intent of these specifications to provide for the procurement of competent service
personnel to perform maintenance 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 of July 1, 2026 through June 30, 2027.

B. BASE BID
1. Personnel and Working Period

a) The contractor shall supply competent Journeyman-level Mechanics for the HVAC
System specifications.

b) Each journeyman mechanic will be called "as needed" according to the terms set
forth herein.

c) The bid is for "as-needed" man-hours. The District's Maintenance Department
working schedule is as follows: fifty-two work-weeks, each consisting of forty hours,
eight hours daily, Monday through Friday. Working day shall be 7:00 a.m. to 3:30
p.m. with one-half hour for lunch.

d) The "as needed" working hours shall generally coincide with the working schedule
of the Maintenance Department of the Utica City School District.

2. Tools

a) The contractor shall furnish any and all tools and equipment to perform the task at
hand.

b) Power tools and welding equipment will be supplied by the Utica City School
District.

c) Test instruments are to be provided by the contractor.
3. Transportation

a) The contractor shall supply transportation for his employees to and from each
building in the School District as dictated by work assignments.

4. Supervision

a) General supervision shall be limited to job assignments and shall be delegated by
the Utica City School District to the Director of Facilities, Planning & Development.

c.

DETAILED SPECIFICATIONS

Change of Personnel

The Utica City School District reserves the right to request a change of personnel
supplied by the contractor and shall not necessarily make known the reason for such
request.

Materials

a) The contractor 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.

b) The Utica City School District reserves the right to supply materials and equipment
as required as well as assistance from the Director of Facilities, Planning &
Development.

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
otherwise.

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.

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 established by the NEW YORK
STATE DEPARTMENT OF LABOR 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

DETAILED SPECIFICATIONS

. PAYMENT

1. If work is performed, the contractor shall submit separate monthly 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.

. Invoices for materials and/or equipment shall be submitted separately. 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.

. Invoices for payment must be submitted before the 5th day of the month in order to be
processed for payment in the same month.

. Faxed invoices are not accepted.

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 HVAC System Services for the Period of July 1, 2026 Through June 30, 2027", dated April 24,
2026 and having familiarized ourselves with the terms therein and the conditions affecting the work
propose the specified services as follows:

BASE BID

HVAC System Service Mechanic on an "as needed" basis at the rate of

dollars and cents hour. ($. ).

There is no guarantee that any hours will be needed.

Materials and equipment as specified at our cost plus percent total markup.

The Board of Education reserves the right to award or reject any or all bids.

FIRM NAME

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