NOTICE OF BID ? NATURAL GAS SUPPLY 2026/28

77 Main Street (845) 986-2031
Post Office Box 369 FAX (845) 986-6884
Warwick, NY 10990 mayor@villageofwarwickny.gov
www.v illageofwarwickny.gov clerk@villageofwarwickny.gov
VILLAGE OF WARWICK
INCORPORATED 1867
NOTICE OF BID
NATURAL GAS SUPPLY
PLEASE TAKE NOTE that the Village of Warwick is seeking proposals for the supply of
natural gas. Sealed proposals marked, "Natural Gas Supply Proposals 2026/28" on the outside
of the mailing envelope, must be submitted to the Village Clerk at 77 Main Street, Warwick, NY
on or before May 18, 2026, at 11:00 a.m. at which time and place all Bids will be opened and
publicly read aloud. Vendors should be aware that there could be an initial administrative delay
of up to a month for the utility to change over accounts.
A listing of the Village of Warwick Orange and Rockland account numbers are available at the
Village Clerk's office. The vendor submitting an RFP is responsible for obtaining historical data
usage. Vendors must submit, via email to clerk@villageofwarwickny.gov, on a form written by
the Vendor, a request for historical data usage. The Vendor is responsible for submitting this
form to the utility and acquiring the historical data usage.
Specifications for the bid may be found on the Village of Warwick's website
www.villageofwarwickny.gov or by emailing the Village Clerk's Office at
clerk@villageofwarwickny.gov.
The Village Clerk may be contacted by email at clerk@villageofwarwickny.gov or by phone
845-986-2031 ext. 102. Questions are to be directed in writing to the Village Clerk at the above
address and phone number. All questions must be received by May 11, 2026.
BY ORDER OF THE BOARD OF TRUSTEES
VILLAGE OF WARWICK, NEW YORK
RAINA ABRAMSON
VILLAGE CLERK
Dated: May 1, 2026

Village of Warwick
77 Main Street/PO Box 369
Warwick NY 10990
(845)986-2031
www.villageofwarwickny.gov
Natural Gas Supply Request for Proposal
INVITATION FOR PROPOSAL
The Village of Warwick, New York is seeking proposals for the supply of natural gas. Sealed proposals
plainly marked "Natural Gas Supply Proposal 2026/2028" on the outside of the mailing envelope, must
be submitted to the Village Clerk at 77 Main Street, Warwick, New York on or before May 18, 2026, at
11:00 a.m. local time. Vendors should be aware that there could be an initial administrative delay of up
to a month for the utility to change over accounts. Page 4 of this form will be used to review proposals
and award a contract.
The Village of Warwick is requesting qualifications and fixed price information from interested vendors
for the Village's purchase of natural gas supply to be used at all municipal buildings.
The selected vendor will be expected to supply natural gas for the period of July 1, 2026, through May
31, 2028. Addenda to this project, if any, will be posted on the Village of Warwick website,
www.villageofwarwickny.gov , under the project heading. Interested parties may supply an email or
mailing address to the Village of Warwick Clerk in advance of the "RFP" opening to receive updates to
this project.
The Village of Warwick reserves the right to reject any or all proposals, to waive technical or legal
deficiencies, and to accept any proposal that it may deem to be in the best interest of the Village and to
negotiate the terms and conditions of any proposal leading to execution of an Agreement for Services.
Questions may be directed to the Village Clerk, in writing, to clerk@villageofwarwickny.gov, and must be
received by May 11, 2026, by 11:00 a.m.
GENERAL INFORMATION:
The Village of Warwick is requesting fixed price information for the purchase of natural gas to be used at
all Village of Warwick buildings and facilities. The term period shall be from July 1, 2026, through May
31, 2028. A listing of the Village of Warwick Orange and Rockland account numbers is available by
contacting the Village Clerk at clerk@villageofwarwickny.gov. The vendor (submitting an RFP) is
responsible for obtaining historical data usage. Vendors must submit, in person, to the Village Clerk, on
a form written by the Vendor, a request for historical data usage. The Vendor is responsible for
submitting this form to the utility and acquiring the historical data usage.
Vendors making proposals must respond in writing to all requirements of this Request for Proposal
(RFP). Responses should reflect detailed considerations of the issues and opportunities presented by this
specific project. Any additional information or tasks that are felt to be relevant by the responding firm
should be included together with the submittal requirements.
Questions may be directed to the Village of Warwick Clerk at clerk@villageofwarwickny.gov. Questions
submitted by phone, written correspondence, or in person will not be accepted.
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Vendors are required to hold their proposals until the signing of the contract. The sealed envelopes will
be opened on May 18, 2026, at 11:00 a.m. An award will be made, and an agreement will be signed,
prior to 4:00 p.m. May 31st, 2026, to lock in a rate, if the Village of Warwick agrees to all conditions and
pricing data of a submitted proposal.
Vendors must be licensed to market natural gas in the State of New York and provide qualifying
documentation.
SUBMITTAL REQUIREMENTS:
Vendors are required to submit one (1) copy of the proposal package. The following shall be included as
part of the proposal package:
1. A letter providing Vendor Company summary of qualifications and contact
information.
2. A description of the vendor's overall capability, resources and assurance that it can
meet its commitment to successfully provide these services.
3. References: Submit references for three (3) major municipal or commercial
customers and their aggregate dollar value of such contracts with which they have supplied the natural
gas during the past two (2) years. Include contact name, company name, address and telephone
number.
4. Specifications, Requirements Documents, and Addendum initialed at the bottom of each page.
5. Completed and signed Proposal Form (Page four of this document).
6. Completed and signed W-9 (Tax Form).
7. State of New York License to market natural gas.
8. Proposed Agreement for Services.
9. Such other documentation regarding programs and features as vendor deems helpful
to the Village's evaluation.
Failure to include the above referenced items at the time of proposal submittal may disqualify the
vendor.
EVALUATION CRITERIA:
Proposals will be evaluated based on the following:
* Vendor qualifications and capabilities.
* Vendor responsiveness, price structure, supplier financial viability, and experience
and market presence.
* Programs and features of Vendor that may make it unique or better than others.
* Price
* Proposed Agreement for Services
No Proposal will be considered unless the company submitting the Proposal has been
engaged in business for a minimum of twenty-four (24) months.
RESERVATION OF RIGHTS:
The Village of Warwick reserves the right to undertake such investigation as it deems necessary to
evaluate the qualifications of the vendor and to evaluate the proposal submitted. Vendors may be
requested to execute releases for information. Failure to provide a release upon request may result in
disqualification.
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The Village of Warwick reserves the right to reject any or all proposals, to waive technical or legal
deficiencies, and to accept any proposal that it may deem to be in the best interest of the Village and to
negotiate the terms and conditions of any proposal.
REQUIREMENTS OF AGREEMENT FOR SERVICES:
1. The term of the contract for this proposal will be July 1, 2026, through May 31, 2028.
2. A single invoice will be submitted to the Village for all buildings and facilities monthly.
3. The successful Vendor will provide a monthly invoice with the total CCF of natural gas delivered for
each building for that month. The vendors must be prepared to accept that weather conditions, or other
factors, could increase or decrease the amount of power actually consumed to a level above or below
the historical data provided by the utility.
5. The successful Vendor shall not assign the contract without receiving prior express written
approval of the Village.
6. The successful Vendor shall submit a statement that will indemnify, defend, and hold harmless, the
Village of Warwick, against all claims for loss, damage, cost, and injury of any kind to property and
persons, including death, resulting from, or arising out of, or occurring in connection with, the
performance of the contract by the successful Vendor, its officers, agents, or employees.
7. Failure to adhere to and comply with any of the conditions of the Agreement for Services and
specifications of this RFP will result in cancellation of the Agreement upon written notice. In the
event of cancellation of the Agreement and the necessity to negotiate a new Agreement for
natural gas supply with another supplier, the Vendor will be responsible for making whole the Village of
Warwick for its loss, damages and costs incurred.
8. A cost saving analysis at the end of the contract year is required as part of the Agreement for Services.
9. SEXUAL HARASSMENT POLICY
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 the bidder has and has implemented a written policy addressing sexual harassment prevention in
the workplace and provides annual sexual harassment prevention training to all its employees. Such
policy shall, at minimum, meet the requirements of Section 201-G of the New York State Labor Law.
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Village of Warwick
77 Main Street/PO Box 369
Warwick NY 10990
www.villageofwarwickny.gov
Price Proposal Form for Natural Gas Supply
July 1, 2026, through May 31, 2028 - Fixed Price per CCF:
Fixed Price per CCF: _______________________________Fixed Price per CCF
Signature of Authorized Representative: _______________________________
Date of Signature: _______________________________
Please Print Representative's Name: _________________________________
Please indicate number of years as an established company: ______________
Name of Company: ________________________________________________
Address: _____________________________________________________
_____________________________________________________
_____________________________________________________
____________________________________________________
Email Address: _________________________________________________
Phone Number: _________________________________________________
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