Town Hall Fire Alarm System

Village of Irvington
IRVINGTON TOWN HALL
FIRE ALARM SYSTEM
Project #2026-10
Pre-Bid Walkthrough: June 10, 2026 11:00 A.M.
Bid Date: June 24, 2026 11:00 A.M.
Village of Irvington
85 Main Street
Irvington, NY 10533
Tel: (914) 591-4356
Fax: (914) 591-4072
Web Site: WWW.IRVINGTONNY.GOV

DIVISION #0: BIDDING AND CONTRACT REQUIREMENTS
SECTION #1A: NOTICE TO BIDDERS
VILLAGE OF IRVINGTON
IRVINGTON TOWN HALL FIRE ALARM SYSTEM
WESTCHESTER COUNTY NEW YORK
CONTRACT NO 2026-10
1. Sealed bids will be received by the Village Clerk of Irvington until 11:00 AM on June 24,
2026 at the Village Hall, 85 Main Street, Irvington, New York 10533 for Contract No. 2026-
10. The envelope containing the bids must be sealed and addressed to the Secretary of the
Village Administrator, Karen Buccheri, at the above address and shall be designated as
"Contract No. 2026-10 Irvington Town Hall Fire Alarm System" The work consists of the
installation of a fire alarm system in accordance with the plans and specifications
2. Prior to submission of bid, a walk-thru will be held at 11:00AM on June 10, 2026. Attendance
of the pre-bid walk-thru is highly recommended.
3. No bid security is required. Attention of bidders is called to the requirements as to conditions
of employment to be observed and minimum wage rates to be paid under the contract. No
performance and payment bonds will be required, however, a retainage of 5% will be
withheld from all payments until final acceptance of the work.
4. Plans, specifications and all information relative thereto may be secured at the Village
Administrator's Office of said Village or downloaded from www.irvingtonny.gov. There is
no cost for the plans and specifications. The Village will not be responsible for full or partial
sets of contract documents, including any addenda obtained from any other source.
The Village of Irvington reserves the right to waive any informalities in the bids; or to reject any or all bids.
No bidder may withdraw his bid within forty-five (45) days after the actual date of the opening thereof.
All design questions should be directed to James Englishby at (914) 591-7870 or via email at
jenglishby@irvingtonny.gov.
Katie Bugna
Village Clerk-Treasurer
May 29, 2026

DIVISION #0: BIDDING AND CONTRACT REQUIREMENTS
SECTION #1B: INSTRUCTIONS TO BIDDERS
1. The Owner, The Village of Irvington, invites sealed bids for the Irvington Town Hall Fire
Alarm System as described in the accompanying Contract Documents.
2. Sealed bids,with the name and address of the Bidder contained thereon, will be received on
or before 11:00 AM on June 24, 2026.
3. All bids shall be submitted on the Proposal Form provided. All spaces on Proposal Form
must be completed. Submit Proposal Form in sealed envelope with project name and contract
being bid marked on the outside.
4. Prior to submission of bid, a walk-thru will be held at 11:00AM on June 10, 2026 to arrive
at a clear understanding of the conditions under which the work is to be done. Attendance of
the pre-bid walk-thru is highly recommended.
5. The bidder agrees to commence work within 7 days of execution of contract or receipt of a
Notice to Proceed or Letter of Intent and must be completed within 60 days. No exceptions.
6. The Owner reserves the right to reject any or all bids and to waive any informalities in the
bidding if it be in the Owner's interest to do so.
7. Purchases of building materials and supplies to be used on the project are entitled to
exemption from the sales and use tax. Bidders are instructed to submit proposal on the basis
that no sales or use taxes will be imposed on purchases of building materials used in
connection with the project.
8. The successful bidders shall be required to maintain and submit certificate for such insurance
as specified

Scope of Work
The Village of Irvington is soliciting bids for the design and replacement and upgrade of the existing fire
alarm controls and devices at 85 Main Street. The contractor shall provide a design to be approved by the
Village as well as all labor, materials, equipment, and supervision required to:
* Design a Replacement System and Controls to NFPA 72, NFPA 70 and NYS Fire Code:
* Remove Existing System: Safely decommission and remove the existing fire alarm control panel,
keypads, smoke/heat detectors, pull stations, and notification appliances (horn/strobes).
* Install New Addressable System: Install a modern, addressable fire alarm control panel (FACP)
and associated peripherals.
* Device Replacement: Replace all existing initiating and notification devices (200) throughout the
facility to NFPA 72, NFPA 70 including but not limited to keypads, smoke/heat detectors, pull
stations, and notification appliances (horn/strobes)
* Additional Upgrades:
o Install new smoke/heat detection in all theater mechanical rooms.
o Install new smoke detectors in all HVAC ductwork.
* Wiring & Signaling: Install new wiring where necessary, or certify existing wiring meets current
code requirements (NFPA 72) for the new system.
* Testing & Commissioning: Perform 100% testing of all devices and provide a certificate of
occupancy compliance and training to facility staff.
2. Technical Requirements
* The system must comply with NFPA 72, NFPA 70 (NEC), and all applicable New York State
Uniform Fire Prevention and Building Codes.
* All new devices must be compatible with the new addressable panel.
* All work must be coordinated to minimize disruption to building operations.
3. Contractor Qualifications
* Contractor must be licensed by New York State to perform fire alarm installations.
* Contractor must hold a current Westchester County Electrical License
* Contractor must have a minimum of five (5) years of experience in municipal fire alarm projects.
* Contractor must provide proof of insurance.
4. Submission Requirements
Proposals must include:
* A comprehensive list of materials (brand/model) to be installed.

* Itemized labor costs and materials costs.
* Project timeline, including estimated start and completion dates.

DO NOT REMOVE THIS FORM FROM THIS CONTRACT MANUAL
DIVISION #0: BIDDING AND CONTRACT REQUIREMENTS
SECTION #PF: PROPOSAL FORMS
PROPOSAL FORM
PROJECT: Irvington Town Hall Fire Alarm System
TO:
DATED _________________
Sir or Madam
In compliance with the Invitation and the Instructions to Bidders, the undersigned bidder.
(A corporation of, organized & existing under the law of, the
State of )
(A partnership consisting of ______________________________________)
(A individual trading as ____________________________
)
City of_________________________________________
in the State of_________________________________________
hereby submits our PROPOSAL for Irvington Town Hall Fire Alarm System and agrees that if this bid is
accepted as hereinafter provided, he/she will, except to the extent otherwise specifically provided in the
Contract Documents, furnish all labor, materials, supplies, tools, plant and equipment necessary to perform
all work described in the Contract referred to in Instructions to Bidders in strict accordance with the terms
and provisions of this Contract consisting of the documents listed in the Index to Specifications of the
Project Manual of the Contract Documents, which are made a part hereof of the construction on the
aforementioned project in accordance with these drawings and specifications as prepared by:
Red Hawk Fire & Security, 6 Skyline Drive, Hawthorne, NY 10532
for the following BREAKDOWN OF COSTS
Bid - Irvington Town Hall Fire Alarm System

DOLLARS ($ )
The Owner reserves the right to award the Project as determined to be in their best interest.
It is understood that the Owner reserves the right to accept or reject any and all bids that the Owner deems
to be in their best interest.
Acknowledgement is hereby made of the following addenda supplements to the drawings and
specifications.'
Addendum No. Dated
Addendum No. Dated
Addendum No. Dated
Addendum No. Dated
Upon notification of acceptance of this proposal, the undersigned agrees to execute a contract in the form
as stated within these Contract Documents for the amounts stated Prices quoted for base proposal shall be
guaranteed for thirty (30) days after date of proposal.
As part of the base proposal, the undersigned agrees to the percentages for extra work if ordered on a Time
and Material Basis to cover all overhead and profit allowances:
Contractor %
Subcontractor %
If written notice of award is received within thirty (30) calendar days after the opening of bids, the bidder
or bidders agrees to execute said contract and furnish to the Owner within ten (10) days after receipt of said
notice of award the executed contract together with insurance certificates required herein.
The undersigned has included with Bid:
1. Insurance Procedure
2. Non-Collusive Bidding Certificate

By submission of this proposal, the undersigned acknowledges that he has visited each site, informed
himself of the existing conditions, and included in the proposal a sum to cover the costs of all items in the
Contract.
Contractor
By_____________________________________ Title_________________________
Business Name:
Address:
Telephone Number:__________________________ Fax Number:
E-Mail Address:______________________________
Attest:___________________________________________________
Title_____________________________________
SEAL IF REQUIRED

QUALIFICATIONS OF BIDDERS
The Owner may make such investigations as deemed necessary to determine the qualifications
of the Bidder to perform the work and the Bidder shall furnish information and data for this purpose
as may be required. The Owner reserves the right to reject any bid if the evidence submitted by
a Bidder, or the investigation of such Bidder, fails to satisfy the Owner, that such Bidder is
properly qualified to carry out obligations of the Contract and to complete the work contemplated
therein within the time designated. Fraudulent statements shall cause rejections of Proposal and
forfeiture of bid security.
The investigation of a Bidder will seek to determine whether the organization is adequate in size,
is authorized to do business in the jurisdiction where the project is located, has had previous similar
experience and where available equipment and financial resources are adequate to assure Owner
that the work will be competed in accordance with the terms of the Agreement. The amount of
other work to which the Bidder is committed may also be considered.
All Bidders shall be prepared to submit within five (5) days of Owner's or Engineer's request,
written evidence of such information and data necessary to determine if Bidder is qualified to
perform the work. Qualifications shall include a minimum of five (5) previous projects involving
similar construction work. The Contractor shall have a minimum of five (5) years of work
experience of similar size and scope.
Technical capability and the ability to complete the project within the established time frame
will also be part of the evaluation criteria along with any special status the bidder may have such
as women-owned business and minority-owned business. Guidance on business classifications
can be found in the Federal Acquisition Regulations (FAR) Subpart 19.1.
In evaluating Bids, the Owner will consider the qualifications of only those Bidders whose Bids
are in compliance with the prescribed requirements.
CONDITIONS OF WORK
Each Bidder must be informed fully of conditions relating to the construction and labor under
which work will be performed. Failure to do so will not relieve a successful Bidder of the
obligation to furnish all material and labor necessary to carry out the provisions of the Contract
and to complete the work for the consideration set forth in the bid. Bid shall include the complete
costs of furnishing all materials, labor and equipment necessary to complete the work in
accordance with the Drawings and Specifications and all other expenses incidental thereto. Local
and State sales taxes shall not be included in the bid. Insofar as possible, any Contractor in the
carrying out of the work must employ such methods or means as will not cause any interruption of
or interference with the work of any other Contractor, or of the proper functioning of the existing
facilities of adjacent or contingent properties.
ADDENDA AND INTERPRETATION
Every request for information or interpretation of Bidding Documents or Drawings must be
addressed in writing to the Secretary of the Village Administrator, Karen Buccheri, Village of
Irvington, 85 Main Street, Irvington, NY 10533 or via email at KBuccheri@irvingtonny.gov
and to be given any consideration must be received at least ten (10) days prior to the date fixed
for the opening of bids. Any and all such interpretations, and any supplemental instructions, will

be in the form of written Addenda and will be mailed to all prospective Bidders. The failure of
any Bidder to receive any such Addenda will not relieve the Bidder of any obligation under the
Bid as submitted. Acknowledgment of Addenda shall be noted on the "Bid Form".
AWARD
The Contract will be awarded to the lowest responsible bidder pursuant to the provisions of the
General Municipal Law. The Village Board reserves the right to determine responsibility based
on an evaluation of the Contractor's qualifications, experience, organization, finances, past
performances, and other applicable factors. The Village Board further reserves the right to reject
any or all bids.
OWNER
The Village of Irvington, Westchester County, New York.
SALES TAX EXEMPTION
Under Chapter 513 of the Laws of New York 1974, all materials and supplies sold to a Contractor
and which are to become an integral, component part of a structure, building or real property owned
by an exempt organization such as the municipality, are exempt from the payment of New York
State Sales or compensatory use taxes. Therefore, the Contractor should not include any amount
in its bid price to cover sales taxes for the above items.