RFP-PW-2026-042 — Ruby Dee Park Signage

Department of Finance Tel (914) 654-2072
515 North Avenue Fax (914) 654-2344
New Rochelle, NY 10801
City of New Rochelle
New York
TO: All Prospective Bidders BID SPEC No. RFB-PW-2026-042
for DATE POSTED: July 31, 2026
Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk
DATE DUE: August 19, 2026
NOTE: Bids are due by 3:00 p.m.
Late bids will NOT be accepted!
Respond to: CITY OF NEW ROCHELLE
Department of Finance Purchasing Office
515 North Ave.
New Rochelle, N.Y. 10801
INSTRUCTIONS FOR RESPONDING TO THIS BID
1. Vendors interested in bidding on the referenced items should read the entire document. The vendor
must complete all sections of this document including the VENDOR DATA SECTION and ADDENDUM
ACKNOWLEDGEMENT and sign where indicated. Your signature identifies your acceptance of all terms
and conditions herein.
2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces
in said bid shall be filled in and no changes shall be made in the phraseology, or in the items, terms and
conditions contained therein.
3. Completed bids shall be mailed to the address indicated at the top of this page. Only sealed bids received
hard copy will be considered. Faxed or emailed bids are NOT PERMITTED.
4. Please indicate the bid specification number and due date on the outside of your submitted bid mailing
envelope.
5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority
Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit
bids.
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Instructions, Terms and Conditions, Spec. # RFB-PW-2026-042
1. Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor
name, bid number and due date and addressed to City of New Rochelle, Department of Finance-
Purchasing Office, City Hall, New Rochelle, New York 10801. All bids must be properly signed and
received by the time and date specified in order to be valid.
2. Method of Award: The contract if awarded will be to the lowest responsive/responsible bidder(s) in
part or in whole who meet(s) all the terms of the specifications and is in the best interest of the City of
New Rochelle. The City guarantees no minimum or maximum purchases or contracts as a result of award
of this bid. The City of New Rochelle reserves the right to allow all municipal and not for profit
organizations authorized under the General Municipal Laws of the State of New York, to purchase any
goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS
GML 100 through 104. However, it is understood that the extension of such contracts are at the
discretion of the vendor and the vendor is only bound to any contract between the City of New Rochelle
and the vendor. Additionally, the City reserves the right to purchase any goods or services included as a
part of this bid from any means legally available to it at any time. The City reserves the right to reject
any and all bids or portion thereof, or any bids that are vague, incomplete or indefinite.
3. Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which
shall remain in full force and effect until the bid proposals received by the City are either accepted or
rejected. Proposals may be withdrawn at any time prior to the bid opening.
4. Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has
been awarded. A successful bidder's deposit will be returned after a written contract has been
executed, or after a performance bond, if required, has been accepted by the City.
5. Bid Format: Bidders are advised to become familiar with all conditions, instructions and
specifications governing this bid. Once the award has been made, failure to have read all the conditions,
instructions and specifications shall not be cause to alter the original bid.
All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and
must be signed and dated. In the event of a discrepancy between the unit price and extension, the unit
price will govern. No exceptions will be allowed with regard to errors made in the computation of a bid.
Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not
include any of these taxes when bidding or invoicing. Exemption certificates will be furnished upon
request.
6. Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully
explained by accompanying specification sheets with submitted bid. Samples shall be supplied by the
vendor, at no charge to the City, upon request. The City reserves the right to accept equals approved
by it. If exception to indicated brand is not noted, bidder is required to deliver brand specified.
7. Delivery of Product: All deliveries are to be considered inside delivery to locations as specified by
the authorized City agent. All items must be guaranteed against faulty material and workmanship
and delivered as such. Deliveries of incorrect or faulty items will be rejected and returned at
vendor's expense. Failure to deliver within the specified time may be cause for cancellation of the
order.
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8. Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for
containers, packing, etc., unless specified on the bid and the cost thereof quoted.
9. Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice
and of material; whichever is later, unless alternate terms are indicated on the bid.
10. ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our
ACH authorization form should you wish to accept payments via this method.
11. Collusion Clause: By submission of this bid, each bidder and each person signing on behalf of any
bidder certified, and in the case of a joint bid, each party thereto as to its own organization, under
penalty of perjury, that to the best of its knowledge and belief:
A. 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 any competitor; and
B. unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any
other bidder or to any competitor; and
C. 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.
The bidder certifies that this bid is made without any connection with any other person making a bid for
the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official
or other officer or employee or person whose salary is payable in whole or in part from the city treasury
is directly or indirectly interested therein, or in supplying materials and equipment to which it relates,
or in any portion of the profits thereof.
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STATEMENT OF NO BID
RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"
IT IS THE INTENT OF THE CITY OF NEW ROCHELLE TO AFFORD ALL SUPPLIERS AN EQUAL OPPORTUNITY
TO BID ON ALL COMMODITIES, OPERATING SUPPLIES, EQUIPMENT AND/OR SERVICES AS LISTED IN
THIS SPECIFICATION.
In the event your firm declines to bid, kindly advise the City of New Rochelle Department of Finance
Office of Purchasing to that effect by completing and returning this document.
City of New Rochelle Department of Finance Office of Purchasing,
We, the undersigned, have declined to bid on your Request for Quotation/Proposal
Specification No. RFB-PW-2026-042 Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk as
detailed herein for the following reasons:
We do not offer this product/service
We are unable to supply the product/service at this time
We are unable to meet the specifications
We are unable to meet the bond requirements
Other:
We understand that if the no bid letter is not executed and returned our name may be deleted from
the list of qualified bidders for the City of New Rochelle.
COMPANY NAME: ____________________________________________
ADDRESS: ___________________________________________________
TELEPHONE #: _______________________________________________
EMAIL ADDRESS: _____________________________________________
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Specification No. RFB-PW-2026-042
Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk
1. Project Overview
The City of New Rochelle is soliciting quotations from qualified sign fabrication and installation contractors
for the design, fabrication, delivery, and installation of two (2) exterior illuminated LED light box signs, in
accordance with the specifications and site photographic mockups attached as Exhibit A, onto the Ruby
Dee Park Kiosk located in Ruby Dee Park at 1 Library Plaza in New Rochelle, New York 10801. Locations of
attachment is detailed in Exhibit A as well.
The contractor shall provide all labor, equipment, materials, tools, methods, and any additional items
necessary to complete the work as required by the Owner for this construction contract.
Contractor shall carefully field measure and check all areas designated. Request for compensation will not
be approved for measurement or take-off errors by the Contractor.
Contractor shall be required to provide and install all necessary protective measures for work area and
any other area impacted by construction including surrounding sidewalks.
The Scope Of Work identified below in Section 2 shall be completed no later than 30 days from the date
of contract execution.
2. Scope of Work
The project consists of furnishing and installing a custom exterior illuminated cabinet/light box sign
mounted to the front facade of the Ruby Dee Park Safety Kiosk.
The sign shall include:
Internally illuminated LED lighting
Aluminum cabinet construction
Printed and/or routed graphics
City of New Rochelle seal/logo
New Rochelle Police Department shield/logo
"Ruby Dee Park PUBLIC SAFETY" wording (subject to change)
All mounting hardware and electrical components necessary for a complete installation
2.1. Dimensions
Estimated overall dimensions shall be approximately:
2.1.1. Sign 1 (Over the main entry door and bathroom door) (See image 1 on Exhibit A)
Width: 15 Feet
Height: 2 1/2 Feet
Depth: 6 - 10 inches
2.1.2. Sign 2 (Set between two wall pack lights) (See image 2 on Exhibit A)
Width: 15 Feet
Height: 2 1/2 Feet
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Depth: 6 - 10 inches
2.2. General Sign Requirements
The signs shall:
Be suitable for permanent outdoor installation
Be weatherproof and corrosion resistant
Utilize commercial-grade aluminum cabinet construction
Include removable access panels for maintenance
Meet all applicable building and electrical codes
Be engineered to withstand outdoor environmental conditions including wind, rain, snow,
and UV exposure
2.3. Sign Cabinet
The sign cabinet shall consist of:
Welded aluminum cabinet/raceway construction
Powder-coated exterior finish
Internal structural supports as required
Concealed mounting hardware where feasible
Serviceable access for maintenance and repair
Cabinet depth shall be sufficient to provide uniform illumination and prevent visible LED hotspots.
2.4. Illumination
The sign shall:
Utilize energy-efficient LED internal illumination
Provide uniform illumination across all lettering and graphics
Include UL-listed electrical components
Operate on standard 120V power unless otherwise approved
Have Automatic photocell operation
LED modules shall be rated for exterior commercial signage applications.
2.5. Graphics & Lettering
The sign shall utilize professional commercial sign fabrication methods consistent with current
industry standards for exterior illuminated municipal signage.
2.5.1. Primary Lettering
Primary "PUBLIC SAFETY" lettering (subject to change) shall be:
CNC routed
Push-through acrylic lettering
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Internally illuminated
Minimum 1/2-inch acrylic face thickness
Precision-cut for clean illuminated edges
2.5.2. Secondary Text & Logos
"Ruby Dee Park" lettering and all logos may utilize:
Routed illuminated acrylic graphics,
Premium translucent vinyl graphics,
Digitally printed translucent film,
or approved equal.
2.5.3. Graphic Materials
The sign shall incorporate:
Premium-grade translucent acrylic faces and/or 3M(TM) translucent vinyl graphics or
approved equal.
All exposed graphics and finishes shall:
Be rated for exterior UV exposure
Be fade resistant
Be weather resistant
Maintain color integrity under prolonged outdoor conditions
2.5.4. Colors
The sign shall generally include:
Black background
White illuminated lettering
Full-color municipal and police logos as approved by the City
Final artwork, colors, and layout shall be subject to City approval prior to fabrication.
2.6. Electrical
Contractor shall:
Provide all wiring, transformers, power supplies, and electrical components necessary for
complete operation
Coordinate electrical connection to existing power source
Ensure all electrical work complies with applicable codes and permitting requirements
2.7. Mounting & Installation
Contractor shall provide:
All mounting brackets, anchors, and installation hardware
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Install sign plumb and level
Structural attachment to existing facade
Weather sealing around all penetrations
Safe installation procedures including lifts and traffic/pedestrian protection if required
All installation methods shall be subject to City approval.
2.8. Shop Drawings
Contractor shall submit shop drawings for approval prior to fabrication, including:
Letter layout and spacing
Section detail showing halo standoff (1.25")
Mounting method
Electrical routing
Finish/color samples
2.9. Contractor Responsibilities
The awarded contractor shall:
Conduct field measurements
Verify all dimensions and site conditions
Prepare shop drawings/renderings for City approval
Obtain any required permits (see Section 16)
Fabricate and install the sign
Coordinate electrical work as necessary
Remove and dispose of all debris generated by installation
Protect adjacent surfaces during installation
Provide warranty documentation upon completion
2.10. Warranty
Contractor shall provide:
Minimum one (1) year workmanship warranty
Minimum three (3) year LED lighting warranty
Manufacturer warranties for materials and electrical components
Warranty period shall commence upon final acceptance by the City.
3. Bid Due Date
Sealed bid will be accepted up until 3:00 p.m. on August 19, 2026 in the Purchasing Office, City of New
Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention of Karin
Conca, Principal Clerk. Please note "Spec # RFB-PW-2026-042" on your outside mail package.
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4. Pre-Bid Site Visit
A formal Pre-Bid Site Visit Meeting will not be held. Interested bidders are welcome to visit the Kiosk.
Ruby Dee Park is open to the public until dusk each day.
5. Addendums
A Respondent, prior to submitting its Response, shall check the City's website to see if any Addendum or
Addenda has/have been issued for the RFB and, if so, the Respondent must establish in writing that they
have received any and all Addendum or Addenda issued for the RFB. See attached Schedule C.
6. New York State Department of Labor Public Work Contractor and Subcontractor Registry
All contractors and subcontractors submitting bids or performing construction work on public work
projects or private projects covered by Article 8 of the Labor Law are required to register with the New
York State Department of Labor (NYSDOL) under Labor Law Section 220-i.
The law defines a "contractor" as any entity entering into a contract to perform construction, demolition,
reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom
fabrication. The law defines "subcontractor" as any entity subcontracting with a contractor to perform
construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation,
alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are
responsible for verifying that any subcontractors they work with are registered.
All contractors submitting a bid on this procurement must demonstrate registration with the NYSDOL
Public Work Contractor and Subcontractor Registry. Bidders who are not registered at the time of bid
submission will be deemed non-responsive.
7. Prevailing Wage
Prevailing wage shall apply to on-site installation labor ONLY. Off-site fabrication is not considered
public work.
All vendors submitting bids are required to conform to all current NYS prevailing wage laws for the above-
identified scopes of work. The successful vendor(s) is/are responsible for complying with all current labor
rates and regulations throughout the duration of any contract resulting from this document. See attached
Exhibit B.
8. Certified Payrolls
All invoices submitted for payment must include Certified Payrolls.
9. Qualification Requirements
All terms, conditions and requirements as set forth in this request for bids must be satisfied as of the date
of bid submission.
Bid responses will only be accepted from thoroughly competent, experienced and financially qualified
vendors according to the qualification requirements as listed herein and successful fulfillment of said
requirements as determined by the City of New Rochelle.
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Please complete the following qualification and requirement questions as provided for herein.
Respondents are responsible for submission of accurate, adequate and clear descriptions of the
information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be
interpreted in favor of the bidder and shall be grounds for bid rejection.
a) All bidders must supply at least five (5) references, including contact person's name, address and
phone number for which they have provided similar services.
Firm Description Contact Person Phone #
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Does your response comply with this requirement? YES_______ NO______
b) All bidders shall have prior experience fabricating and installing the requested type of sign.
Provide examples of similar completed projects with bid submission.
Does your response comply with this requirement? YES_______ NO______
c) Bidder must be registered with the NYSDOL Public Work Contractor and Subcontractor Registry
at the time of bid submission.
Does your response comply with this requirement? YES_______ NO______
If yes, please provide registration number. ___________________________________________
d) The successful bidder must comply with all New York State Labor Laws including Prevailing Wage
requirements as identified in Section 7 of the Bid Document. See attached Exhibit B.
Will you comply with this requirement? YES_______ NO______
10. General Information
Please provide the following information:
a) Name & Title of Executive in Charge: ________________________________________________
b) Name of Supervisor: _____________________________________________________________
c) Years of Experience: _____________________________________________________________
d) Name of Company: ______________________________________________________________
e) Years in Business: _______________________________________________________________
f) Contact Person(s) Name, Phone No. and Email Address:
______________________________________________________________________________
______________________________________________________________________________
11. Basis of Award
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