Industrial Mechanical Services

PURCHASING DEPARTMENT
COUNTY OF STEUBEN
BID DOCUMENT
Legal Notice
Notice is hereby given that the Public Works Committee of the Steuben County Legislature and the
Commissioner of Public Works will receive sealed bids per specifications for:
Title: Industrial Mechanical Services
Document Number: PW-26-075-B
Bid documents are available, as of this date, at the Purchasing Department, 3 East Pulteney Square,
Bath, New York. Telephone number: 607-664-2484. These documents are also available on the
internet; Steuben County website at www.SteubenCountyNY.gov.
Interested parties assume all responsibility to acquire bid information and forms.
To be considered, bids must be submitted on Steuben County bid forms and delivered in a sealed
opaque envelope. Bids will be received at the Purchasing Department until 1:30 P.M. local time on
Tuesday, March 31, 2026; at which time bids will be opened and read publicly.
Dated: March 16, 2026
___________________
Andrew G. Morse
Director of Purchasing
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PW-26-075-B
Industrial Mechanical Services
GENERAL TERMS AND CONDITIONS
1. Objective:
(R042208)
This bid document is published in order to obtain competitive prices for: Industrial
Mechanical Services.
2. Acquisition of Bid Documents:
(R041811)
a. Bid documents are available, as of this date, at the Steuben County Purchasing
Department, 3 East Pulteney Square, Bath, New York. The office is open Monday -
Friday, 8:30 A.M. - 4:30 P.M., except holidays. Telephone number 607-664-2484.
These documents are also available on the internet; Steuben County website at
www.SteubenCountyNY.gov.
b. Each bidder bears sole responsibility for acquisition of bid documents. Request for
bid documents to be forwarded is neither a guarantee nor an incurred obligation on
the part of Steuben County to ensure requestor's receipt of bid documents; timely or
otherwise.
c. Receipt of these bid 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 bid documents be interpreted an endorsement that the recipient's
equipment, materials, products, and/or services are in compliance with the bid
specifications.
3. Document Number:
(R042208)
a. This document has been assigned the following number: PW-26-075-B.
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 Commissioner of Public Works 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 Bid Documents:
(R042208)
Each bidder shall examine all bid 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 bid solicitation shall
be in writing and submitted to the Purchasing Department prior to the scheduled bid 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:
(R051908)
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
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PW-26-075-B
Industrial Mechanical Services
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 bid 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 bid document is to
be considered an essential component of the bid document and subsequent contract(s)
AND that the bid 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.
i. does not alter the essential nature and/or performance (the form, function, and
utility) of the equipment, product, or service.
ii. encourages the proffer of equivalent equipment, product, or service from
interested vendors 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, specifications, and addendum/addenda) shall prevail. If
amended, said document as amended shall prevail.
i. Award of a bid shall not be construed as approval, by the County, for the
awardee to deviate from this document; regardless of whether said deviation(s) is
stated in the bidder's attachment(s) to its bid.
ii. Further, the County shall not be bound by the contents and language expressed in
the bidder's bid attachment(s) to its bid; including any attachment(s) submitted to
the bidder by manufacturers, sub-contractors, suppliers, and other parties.
6. Preparation of Bid Documents:
(R042208)
Bids must be submitted on the forms provided in the bid documents and prepared in the
following manner:
a. All bid 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 price bid.
iv. Each price bid shall be expressed as a numerical dollar value; indicators such as
ditto marks, arrows, etc. are not acceptable.
b. All forms requiring the bidder's signature shall be signed by the bidder or the bidder's
authorized representative. Erasures and/or alterations shall be initialed by the
individual whose signature appears on the bid forms.
c. The bidder shall submit the bid in accordance with the bid documents and shall not
make any changes in the wording of the bid forms or make any stipulations or qualify
the bid in any manner.
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PW-26-075-B
Industrial Mechanical Services
d. Unless otherwise specified by Steuben County, all bids are required to be: FOB
Destination, freight allowed. Destination to be designated by the County.
e. All bids shall be firm for a period of forty-five (45) days from the bid opening date;
during which time the County shall render its decision.
7. Non-Collusive Bidding Clause and Certificate:
(R041811)
a. Clause -
"By submission of this bid, each bidder and each person signing on behalf of any
bidder certifies, and in the case of a joint bid, 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 bidder 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 bidder and will not
knowingly be disclosed by the bidder 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 bidder to induce any
other person, partnership or corporation to submit or not to submit a bid
for the purpose of restricting competition."
b. The bidder shall submit a signed and dated Non-Collusive Bidding Certificate with its
bid. Said certificate is mandated by Section 103-d of the General Municipal Law.
Reference the "NON-COLLUSIVE BIDDING CERTIFICATE" form included in
this bid document.
8. Hold Harmless Clause and Form:
(R041811)
a. Clause -
"HOLD HARMLESS. The Agent shall at all times defend, indemnify and hold
harmless the County of Steuben and its employees from any and all claims, damages
or judgments 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
Agent and in particular as may arise from the performance under this contract. Such
obligation to the County shall not be construed to negate, abridge or reduce other
rights of indemnity which would otherwise exist. This provision shall supersede any
other provision in this Agreement deemed to be in conflict, unless specifically stated
otherwise. 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 bidder shall submit a signed and dated Hold Harmless Clause form with its bid.
Reference the "HOLD HARMLESS CLAUSE" form included in this bid document.
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PW-26-075-B
Industrial Mechanical Services
9. Iranian Energy Sector Divestment Certification:
(05/31/12)
Contractor/proposer hereby represents that said contractor/proposer is in compliance with
New York State General Municipal Law Section 103-g entitled "Iranian Energy Sector
Divestment".
a. By submission of this bid, each bidder and each person signing on behalf of any
bidder certifies and in the case of a joint bid, each party thereto certifies as to its own
organization, under penalty of perjury, that to the best of its knowledge and belief, that
each bidder is not on the list created pursuant to NYS Finance Law Section 165-a(3)(b).
b. The bidder shall submit a signed, notarized and dated Iranian Energy Sector
Divestment Certification with its bid.
Said certificate is mandated by Section 103-g of the General Municipal Law. Reference the
Iranian Energy Sector Divestment Certificate form included in this bid document.
10. Prevention of Sexual Harassment:
(R100920)
Contractor hereby represents that said contractor is in compliance with New York State
Labor Law Section 201-g entitled "Prevention of Sexual Harassment".
The Agent offering to provide services pursuant to this contract, as a Consultant, joint
venture consultant, subcontractor, attests that its performance of the services outlined in this contract
has a written policy addressing sexual harassment prevention in the workplace and provides training,
which meets the New York State Department of Labor's model policy and training standards, to all
employees on an annual basis.
Furthermore, by submission of this Expression of Interest procurement document,
each agent and each person signing on behalf of any agent certifies, and in the case of a joint
submission each party thereto certifies its own organization, under penalty of perjury, that the
submitter has and has implemented a written policy addressing sexual harassment prevention
training to all of its employees. Such policy shall at minimum meet the requirements of Section Two
Hundred One - g of the New York State Labor Law (NYS Labor Law 201-g).
11. Required Insurance(s) and OSHA Training:
(R041811)
a. This bid document includes an information sheet entitled: STEUBEN COUNTY
STANDARD INSURANCE REQUIREMENTS AND CERTIFICATE OF NYS
WORKER'S COMPENSATION INSURANCE COVERAGE. These
requirements establish the minimum insurance(s) which the awardee(s) shall have in
effect prior to entering into a contract to do business with Steuben County. Said
insurance(s) are required to remain in effect throughout the term of the contract(s). In
the event that the awardee's insurance lapses during the term of the contract, the
County reserves, as its right, the right to cancel the awardee's contract(s) and to
purchase the contracted product(s)/service(s) on the open market; with any increase in
cost(s) to Steuben County being charged to the awardee. Credit shall not be issued to
the awardee where open market cost(s) to the County are less than the cost(s)
contracted with the awardee.
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PW-26-075-B
Industrial Mechanical Services
b. Additional Insured, Certificate Holder, and Bid Document Number -
i. Steuben County shall be named* as an "Additional Insured" in the
contractor's policy for all intents and purposes of contract(s) issued as a result
of an award of this bid. *Note: "Additional Insured" shall read - Steuben
County, 3 East Pulteney Square, Bath, NY 14810; reference 9.b.iii, herein.
ii. "Certificate Holder" shall read - Steuben County, 3 East Pulteney Square,
Bath, NY 14810; reference 9.b.iii, herein.
iii. With regard to "Additional Insured" and "Certificate Holder"; unless
specified to the contrary herein, the following shall not be acceptable to Steuben
County:
Other designations such as "Steuben County Legislature"
Specific departments (committees, sub-groups, etc.) such as "Department
of Public Works"
Other entities (public or private) and named individuals such as "ABC"
Township, "XYZ" Corporation, "John and Mary Doe", etc.
iv. The Bid Document Number and the Bid Title shall be referenced in the
"Description..." / "Additional Comments" section of the Certificate of
Insurance form.
c. Each awardee shall submit an original of its Certificate of Insurance and NYS
Worker's Compensation Insurance Coverage form (which indicates the
contractor's compliance with the above sections a. and b.) to the following: Steuben
County Department of Public Works, Attention: Debra Mess, Senior Acct. Clerk
Typist, 3 East Pulteney Square, Bath, New York 14810 (607) 664-2460.
d. The Certificate of Insurance and NYS Worker's Compensation Insurance
Coverage form must be approved by the County Risk Manager prior to the
contractor's acting on and/or performing any of the obligations it incurred as a result
of the award and/or contract.
e. Self-employed persons must carry such Worker's Compensation coverage as directed
by the Steuben County Risk Manager.
f. Workers' Compensation Insurance Exemption-
Contractors claiming to be exempt from the requirement to carry/provide Workers'
Compensation Insurance shall submit a fully executed CE-200 form; the form to be
complete, notarized, and stamped as received by the New York State Workers'
Compensation Board.
g. OSHA Training-
Wherein a contractor and Steuben County are both parties to a contract involving a
public works project with an aggregate dollar value of two hundred and fifty
thousand dollars ($250,000.00) or more; said contract shall be understood, by all
parties, to include "the provisions that all of the contractor's and sub contractors
laborers, workers, and mechanics shall be certified as having successfully completed
a ten (10) hour OSHA approved course in construction safety and health." Such
requirement having been mandated by the New York State Laws of 2007, chapter
282.
In those instances where a Bid/RFP submittal is required, said certification(s) shall be
included with the bidder's/proposer's submittal. The contractor shall not allow
participation in the contracted work by its non-certified staff; i.e. all of the
contractor's non-certified laborers, workers, and mechanics.
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PW-26-075-B
Industrial Mechanical Services
12. Sales Tax Exemption:
(R042208)
The County is exempt from payment of sales and compensating use taxes of the State of New
York and of cities and counties within the State of New York.
13. NYS Labor Law; "Prevailing Wage and Supplements":
(R040809)
a. The attention of each and all bidders is directed to Articles 8 and 9 of the New York
State Labor Law in general, but also specifically with regard to - "Prevailing Wage
and Supplements". Steuben County does, in good faith, identify those
projects/services it believes to be - "Prevailing Wage and Supplements"
projects/services. The failure of Steuben County to accurately assess the wage status
of a particular project/service shall not relieve the awardee of its responsibility to
perform in accordance with the above referenced articles. Interested parties are
directed to contact the NYS Department of Labor, Binghamton District Office at
(607) 721-8005 for a determination of project/service status.
b. All interested parties (including, but not limited to, bidders, contractors, and sub-
contractors) shall note, understand and comply with the following:
In the event the New York State Department of Labor amends the "Prevailing Wage
Rate Schedule" applicable to contracts entered into as a result of an award of this bid
solicitation document, said interested party(ies) that are required to pay "Prevailing
Wages and Supplements" shall be required to pay said "Prevailing Wages and
Supplements" in accordance with the most current, applicable "Prevailing Wage
Rate Schedule" in effect at the time the work is performed.
c. The General Provisions of Laws Covering Workers; NYS-DOL requires as
follows:
"Every contractor and subcontractor shall submit to the Department of Jurisdiction
(i.e. Steuben County), within thirty (30) days after issuance of its first payroll and
every thirty (30) days thereafter, a transcript of the original payrolls, subscribed and
affirmed as true under penalty of perjury. The Department of Jurisdiction (i.e.
Steuben County) shall receive and maintain such payrolls." As provided for, by the
above referenced provisions, Steuben County is authorized to withhold payment(s) to
contractors who are not in compliance with all NYS Department of Labor Law(s);
with specific attention to Articles 8 and 9. Therefore, Steuben County shall
withhold payment(s) to contractors who have not submitted the initial "Certified
Payroll" and the periodic "Certified Payroll(s)" as required herein.
14. Wicks Law Projects under $500,000.
(041811)
Pursuant to Section 101 of the General Municipal Law, bidders on a public works contract,
where the preparation of separate specifications is not required, shall submit with its bid a
separate sealed list that names each subcontractor that the bidder will use to perform work on
the contract, and the agreed-upon amount to be paid to each, for: (a) plumbing and gas
fitting, (b) steam heating, hot water heating, ventilation and air conditioning apparatus and
(c) electric wiring and standard illuminating fixtures. After the low bid is announced, the
sealed list of subcontractors submitted with such low bid shall be opened and the names of
such subcontractors shall be announced, and thereafter any change of subcontractor or
agreed-upon amount to be paid to each shall require the approval of the public owner, upon
showing presented to the public owner of legitimate construction need for such change,
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PW-26-075-B
Industrial Mechanical Services
which shall be open to public inspection. Legitimate construction need shall include, but not
to be limited to, a change in project specifications, a change in construction material costs, a
change to subcontractor status as determined pursuant to paragraph (e) of subdivision two of
section two hundred twenty-two of the labor law, or the subcontractor has become otherwise
unwilling, unable or unavailable to perform the subcontract. The sealed lists of
subcontractors submitted by all other bidders shall be returned to them unopened after the
contract award.
15. Addendum/Addenda:
(R041811)
a. If an addendum has been issued prior to the County's receipt of bids; Steuben County
shall attempt to notify potential bidders known to have received the bid documents and
whose contact information is on file with the County. Steuben County does not ensure
the potential bidder's receipt of addendum. It shall be the responsibility of each bidder,
prior to submitting its bid, to contact the Director of Purchasing (607) 664-2484, to
determine if an addendum has been issued.
b. Addendum shall be available for review and/or copy at the Purchasing Department,
Room No. 217 of the Steuben County Office Building located in Bath, New York.
c. It is a requirement that the bidder sign, date, and include the addendum with its bid
submittal. Failure to do so may result in rejection of bid.
16. Submittal of Bid(s):
(R042808)
a. For each bid it submits, the bidder shall submit two (2) sets of its bid; including all
required documents (e.g. signed clauses, statements, forms, bonds, insurance,
manufacturer's specifications, etc.)
i. One (1) set shall be stamped (or otherwise indicated) as being the
"ORIGINAL."
ii. One (1) set shall be stamped (or otherwise indicated) as being the
"DUPLICATE" or "COPY."
iii. Information presented in the "ORIGINAL" set of the bid submittal shall
prevail.
b. Requirements for Addressing the Bid Submittal Envelope :
i. The bid shall be submitted in a sealed opaque envelope marked on the outside
with: the bidder's name and address and the designation: "Sealed Bid -
Industrial Mechanical Services."
ii. The envelope shall be addressed to Andrew G. Morse, Director of Purchasing,
Steuben County Office Building, 3 East Pulteney Square, Bath, New York
14810.
c. Bids shall be received at the Purchasing Department, Room #217 of the Steuben
County Office Building, until 1:30 P.M. local time on Tuesday, March 31, 2026, at
which time bids shall be opened and read publicly.
d. Facsimile transmitted bids are not acceptable and shall be rejected.
e. Security procedures are in effect at the Steuben County Office Building. Interested
parties, especially respondents who intend to hand deliver bids and/or conduct business
with the Steuben County Purchasing Department should allow sufficient time for any
delay which may arise as a result of security procedures. To be considered "delivered
on time," a bid submittal must be received at the Purchasing Department by the
appointed hour.
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PW-26-075-B
Industrial Mechanical Services
17. Foil Request:
(R100920)
All proposals will become property of the County once the advertised date and time of the
proposal opening has arrived. The County will have the right to disclose all or any part of a
proposal to public inspection based on its determination of what disclosure will serve the
public interest. Prospective offerors are further advised that, except for trade secrets and
certain personnel information (both of which the County has reserved the right to disclose),
all parts of proposals must be disclosed to those members of the general public making
inquiry under the New York State Freedom of Information Law (NYS Public Officers Law,
Article 6).
Should an offeror wish to request exemption from public access to information contained in
its proposal, the offeror must at the time of submission of its offer, specifically, identify in
their submission the information and explain in detail why public access to the information
would be harmful to the offeror.
18. Late Bids:
(R042208)
Bidders shall bear sole responsibility for the delivery of their bid in a timely manner.
Reliance upon the U.S. Postal Service or other carriers is at the bidder's risk. Late bids shall
not be considered and shall be returned unopened.
19. Right of County to Seek Clarification, Accept or Reject Bid(s), etc.:
(R042208)
a. Steuben County reserves as its right, the right to require clarification from bidders for
the purpose of assuring a full understanding of the bidder's responsiveness to the
solicitation requirements.
b. Steuben County reserves as its right; the right to accept or reject any and all bids (or
separable portions thereof), the right to waive irregularities and technicalities, and the
right to request resubmittal of bids (re-bid).
20. Civil Rights:
(R042208)
The County of Steuben, in accordance with the provisions of Title VI of the Civil Rights Act
of 1964 and New York State Labor Law; Article 8 - Public Work, Section 220e hereby
notifies all bidders that it will affirmatively ensure that any contract awarded as a result of
this bid solicitation will be awarded without discrimination on the grounds of race, color, sex
or national origin.
21. Award of Bid:
(R092812)
For the purposes of this bid and subsequent award(s), it is intended that award(s) be made
to the lowest "hourly rate for Industrial Mechanical Services". Documentation and
prior work references must be provided to assure Steuben County of the contractor's
ability to provide said services. It is the contractor's responsibility to provide all
licensing, permits, etc. necessary to perform industrial mechanical services. Reference
"General Information and Requirements".
a. Award(s) shall only be made to bids submitted by qualified, responsive, and
responsible bidders who sufficiently meet the terms, conditions, and specifications
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Industrial Mechanical Services
stated herein. However, under all circumstances and all statements to the contrary
notwithstanding, Steuben County reserves as its right, the right to determine
award(s)/awardee(s) in accordance with the best interest of Steuben County.
b. Award of bid is not made at the bid opening. All bids are subject to final review and
acceptance by the appropriate committee(s) of the Steuben County Legislature before
any award may be made. Receipt of bids by the County shall not be construed as
authority to bind the County.
22. Executory Clause:
(R041811)
Steuben County shall have no liability under any contract or contracts to any awardee or to
anyone else beyond funds appropriated and available for the purposes of this bid document
and resultant contract(s).
23. Assignability:
(R042208)
The awardee shall not assign, transfer, convey, sub-contract, sublet or otherwise dispose of
all or portions of the contract (and/or work to be performed as a result of the contract) or its
right, title or interest therein, or its power to execute such contract, or its responsibility
therein to any other person, company or corporation, without the prior written consent of the
Commissioner of Public Works and the Steuben County Public Works Committee.
24. Term Contract(s):
(R042208)
a. Commencement of Contract Term -
In the event a contract is in place at the time of award of this bid solicitation, the award
shall not become effective until the current contract has expired.
In the event a contract is not in place at the time of award of this bid solicitation, the
award shall become effective as of the date of award.
25. Extension of Contract Usage By Political Subdivisions:
(R042208)
Political subdivisions, as defined in Section #103 of the General Municipal Law may
participate in any contract awarded as a result of this bid document. Responsibility, financial
or otherwise, for purchase(s) made by other parties as a result of the extension of this
contract, shall not be borne by Steuben County.
26. Authorized Purchase(s):
(R042208)
The County's assumption of responsibility for any and all purchases made on its behalf is in
the form of a Purchase Order which is numbered, dated, complete, and bears the signature of
the Director of Purchasing or other official; as designated by the Steuben County Legislature.
Steuben County shall not be responsible for unauthorized purchases.
27. Awardee's Failure to Comply:
(R042208)
The awardee's failure to perform in compliance with the bid award shall result in a
withholding of payment. The payment shall be withheld until such time as the awardee
fulfills its responsibilities. Compliance shall be determined by and to the satisfaction of
March 16, 2026 Rev. 3/16/2026page 10