RFP - Freon; Removal and Recycling

Agency:	Steuben County
State:	New York
Type of Government:	State & Local
NAICS Category:	562111 - Solid Waste Collection
Posted Date:	Feb 28, 2024
Due Date:	Mar 14, 2024
Solicitation No:	PW-24-056-B
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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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 competitive sealed proposals from qualified firms relative to

providing Freon Removal & Recycling services.

Title: RFP – Freon; Removal & Recycling

Document Number: PW-24-056-P

Request for proposal forms, scope of services and general provisions are available at the Steuben County

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.

Proposals to be considered will be received at the Purchasing Department until 1:30 P.M. local time on

Thursday, March 14, 2024; at which time proposals will be acknowledged as received. Late proposals shall

not be considered.

Steuben County retains the right to reject any or all proposals and to withdraw this solicitation at any time.

By Order of the Public Works Committee

Dated: February 22, 2024

___________________

Andrew G. Morse

Director of Purchasing

(R02/22/24)

Rev. 02/22/24

page 1

RFP – FREON; REMOVAL & RECYCLING

PW-24-056-P

GENERAL TERMS AND CONDITIONS

1. Objective:

(R042208)

This RFP is published in order to obtain competitive proposals for: Freon; Removal and Recycling.

For the most part, the contractor shall be required to perform this service on appliances typically

referred to as “white goods”. However, the contractor shall also be required to perform this service on

other small appliances, equipment, and/or machinery. The awardee shall be required to furnish all

labor, equipment (including generator), and supplies necessary to complete the scope of this service in

accordance with the RFP specifications. The awardee shall be required to perform this service at

various sites within Steuben County; sites specified herein.

In order to accomplish the project specifications successfully and safely, the awardee shall be

required to:

a. meet all applicable United States Environmental Protection Agency and New York State

Department of Environmental Conservation laws governing the removal of Freon, as per

the US-EPA Clean Air Act.

b. ensure that the awardee and its staff perform in strict compliance will all safety

precautions standard to the industry, and any and all safety codes promulgated by

authorized governing agencies, regardless of whether or not these codes, regulations,

standards, etc. are referenced herein.

c. submit the following with its proposal: documentation of certification for those

individuals that will be performing the work as per of the US EPA: Section 608 Rule

Summary.

It is the intent of this request for proposal to obtain the following information: Qualifications and

Technical Proposals for the removal and recycling of Freon.

2. Acquisition of Bid Documents:

(R042208)

a. Proposal 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 proposer bears sole responsibility for acquisition of proposal documents. Request for

proposal documents to be forwarded is neither a guarantee nor an incurred obligation on the

part of Steuben County to ensure requestor’s receipt of proposal documents; timely or

otherwise.

c. Receipt of these proposal 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 proposal documents be interpreted an endorsement that the recipient’s

equipment, materials, products, and/or services are in compliance with the proposal

specifications.

3. Document Number:

(R042208)

a. This document has been assigned the following number: PW-24-056-P.

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

February 02, 2022

Rev. 02/22/22page 2

RFP – FREON; REMOVAL & RECYCLING

PW-24-056-P

(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 proposer shall examine all proposal 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 proposal 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 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 proposal document is to be considered an essential

component of the proposal document and subsequent contract(s) AND that the proposal

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 proposal 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

proposer's attachment(s) to its proposal.

ii. Further, the County shall not be bound by the contents and language expressed in the

proposer's proposal attachment(s) to its proposal; including any attachment(s) submitted to

the proposer by manufacturers, sub-contractors, suppliers, and other parties.

6. Preparation of Proposal Documents:

(R042208)

February 02, 2022

Rev. 02/22/22page 3

RFP – FREON; REMOVAL & RECYCLING

PW-24-056-P

Proposals must be submitted on the forms provided in the proposal documents and prepared in the

following manner:

a. All proposal 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 proposal.

iv. Each price proposal shall be expressed as a numerical dollar value; indicators such as ditto

marks, arrows, etc. are not acceptable.

b. All forms requiring the proposer’s signature shall be signed by the proposer or the proposer’s

authorized representative. Erasures and/or alterations shall be initialed by the individual whose

signature appears on the proposal forms.

c. The proposer shall submit the proposal in accordance with the proposal documents and shall

not make any changes in the wording of the proposal forms or make any stipulations or qualify

the proposal in any manner.

d. Unless otherwise specified by Steuben County, all proposals are required to be: FOB

Destination, freight allowed. Destination to be designated by the County.

e. All proposals shall be firm for a period of forty-five (45) days from the proposal 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 proposal, each proposer and each person signing on behalf of any

proposer certifies, and in the case of a joint proposal, 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 proposal 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 proposer or

with any competitor;

2. Unless otherwise required by law, the prices which have been quoted in this

proposal have not been knowingly disclosed by the proposer and will not

knowingly be disclosed by the proposer prior to opening, directly or indirectly, to

any other proposer or to any competitor; and

3. No attempt has been made or will be made by the proposer to induce any other

person, partnership or corporation to submit or not to submit a proposal for the

purpose of restricting competition.”

b. The proposer shall submit a signed and dated Non-Collusive Bidding Certificate with its

proposal. Said certificate is mandated by Section 103-d of the General Municipal Law.

Reference the “NON-COLLUSIVE BIDDING CERTIFICATE” form included in this

proposal 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

February 02, 2022

Rev. 02/22/22page 4

RFP – FREON; REMOVAL & RECYCLING

PW-24-056-P

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 proposer shall submit a signed and dated Hold Harmless Clause form with its proposal.

Reference the “HOLD HARMLESS CLAUSE” form included in this proposal document.

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 proposal, each proposer and each person signing on behalf of any

proposer certifies and in the case of a joint proposal, each party thereto certifies as to its own

organization, under penalty of perjury, that to the best of its knowledge and belief, that each

proposer is not on the list created pursuant to NYS Finance Law Section 165-a(3)(b).

b. The proposer shall submit a signed, notarized and dated Iranian Energy Sector Divestment

Certification with its proposal.

Said certificate is mandated by Section 103-g of the General Municipal Law. Reference the

Iranian Energy Sector Divestment Certificate form included in this proposal 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 proposal 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;

February 02, 2022

Rev. 02/22/22page 5

Bid Number:	PW-24-056-B
Bid Title:	RFP - Freon; Removal and Recycling
Category:	Public Works Bids
Status:	Open

RFP - Freon; Removal and Recycling

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