Transportation Services for Pre-School Children with Special Needs

PURCHASING DEPARTMENT
COUNTY OF STEUBEN
3 EAST PULTENEY SQUARE
BATH, NEW YORK 14810-1510
(607) 664-2484
LEGAL NOTICE
The Human Services, Health & Education Committee of the Steuben County Legislature
and the Administration Officer of Special Children's Services will receive sealed bids per
specifications for:
Secure, safe and economical transportation of Steuben County pre-school
children with special needs for the summer school session July 2026 through
August 2026 and the regular school session September 2026-June 2027,
Document #: GC-26-015-B.
Specifications, proposal forms and general bid provisions are available at the Purchasing
Department, 3 East Pulteney Square, Bath, New York 14810. Telephone number: 607-
664-2484. These documents are also available on the Steuben County website at
www.steubencountyny.gov.
Bidders assume all responsibility that their request for mailed proposal documents is
executed.
Sealed bids on our prepared forms to be considered will be received at the Purchasing
department until 1:30 P.M. local time on Thursday, May 14, 2026 at which time and
place they will be publicly opened and read.
Dated: April 9, 2026
___________________________
Jean A. Peterson
Interim Director of Purchasing
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Transportation Services for Pre-School Children with Special Needs
Document #: GC-26-015-B
GENERAL TERMS AND CONDITIONS
1. Objective:
The purpose of this bid solicitation is to obtain competitive pricing for
transportation services for pre-school children with special needs.
2. Acquisition of Bid Specifications:
a) Bid specifications are available, as of this date, at the Steuben County
Purchasing Department, 3 East Pulteney Square, Bath, NY, 14810. These
documents are also available on the Steuben County website at
www.steubencountyny.gov.
The office is open Monday - Friday, 8:30 A.M. - 4:30 P.M., except
holidays. Information may be obtained by telephoning 607-664-2484.
Each contractor bears sole responsibility for acquisition of bid
specifications. Request for specifications to be forwarded is neither a
guarantee nor an incurred obligation on the part of Steuben County to
ensure contractor's receipt of bid information; timely or otherwise.
b) Receipt of these bid documents, unsolicited or otherwise, shall not be
construed a pre-determination of contractor's qualifications to receive a
contract award. Nor shall said receipt of these bid documents be
interpreted an endorsement that the contractor's equipment, materials,
products, and/or services are in compliance with the bid specifications.
3. Document Number:
This document has been assigned the following number: GC-26-015-B.
Relevant award(s), contract(s), agreement(s), correspondence, etc. shall
reference the assigned document number.
It shall be understood by all interested parties that unless amended by, and only
to the extent amended by, the Administrative Officer of Special Children's
Services, 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:
Each contractor 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 request shall be in writing and submitted to the Purchasing
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Department. 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. Contact Personnel:
Questions, concerns, and/or requests for clarification should be directed to:
Jean A. Peterson, Interim Director of Purchasing, telephone (607) 664-2484.
Questions must be submitted in writing to jpeterson@steubencountyny.gov.
by no later than seven (7) days before the bid opening.
6. Requirements:
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 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
1) does not alter the essential nature and/or performance (the form,
function, and utility) of the equipment, product, or service.
2) 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
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addendum/addenda) shall prevail. If amended, said document as
amended shall prevail.
1) Award of a bid shall not be construed as approval, by the County,
for the contractor to deviate from this document; regardless of
whether said deviation(s) is stated in the contractor's
attachment(s) to its bid.
2) Further, the County shall not be bound by the contents and
language expressed in the contractor's bid attachment(s) to its bid;
including any attachment(s) submitted to the contractor by
manufacturers, sub-contractors, suppliers, and other parties.
7. Preparation of Bid Documents:
Bids must be submitted on the forms provided in the solicitation 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.).
-If the submission of unit price(s) is a requirement of the bid solicitation,
said unit price(s) shall prevail.
-All mathematical functions (extensions, additions, etc.) are subject to
audit.
-In the event of a discrepancy between the price in words and that in
figures, the lower price will be considered the price bid.
b) All forms requiring the contractor's signature must be signed by the
contractor or the contractor's authorized representative. Erasures and/or
alterations must be initialed by individual whose signature appears on
submitted forms.
c) The contractor shall submit the bid in accordance with the bid solicitation
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.
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, during which time
the County shall render its decision.
8. Non-Collusive Bidding Clause and Certificate:
a) Clause - "By submission of this bid, each contractor and each person
signing on behalf of any contractor certifies, and in the case of a joint bid,
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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 contractor 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
contractor and will not knowingly be disclosed by the contractor
prior to opening, directly or indirectly, to any other contractor or to
any competitor; and
3) No attempt has been made or will be made by the contractor to
induce any other person, partnership or corporation to submit or
not to submit a bid for the purpose of restricting competition."
b) The contractor 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.
9. Hold Harmless Clause and Form:
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."
The contractor shall submit a signed and dated Hold Harmless Clause form with
its bid. Reference the "Hold Harmless Clause" form included in this bid document.
10. Iranian Energy Sector Divestment Certification:
Contractor hereby represents that said contractor is in compliance with New York
State General Municipal Law Section 103-g entitled "Iranian Energy Sector
Divestment".
By submission of this bid, each contractor and each person signing on behalf of
any contractor certifies and in the case of a joint bid, each party thereto certifies
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as to its own organization, under penalty of perjury, that to the best of its
knowledge and belief, that each contractor is not on the list created pursuant to
NYS Finance Law Section 165-a(3)(b).
The contractor 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.
11. Prevention of Sexual Harassment:
Contractor hereby represents that said contractor is in compliance with New York
State Labor Law Section 201-g entitled "Prevention of Sexual Harassment".
Contractor 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 contractor and each person signing on behalf of any contractor
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).
12. Insurance:
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 contractor(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 contractor's insurance lapses during the
term of the contract, the County reserves, as its right, the right to cancel
the contractor'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 contractor. 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 contractor.
b) Additional Insured, Certificate Holder, and Bid Document Number -
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1) Steuben County shall be named* as an "Additional Insured" for
purposes of coverage on a direct, primary, and non-contributory
basis 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.
2) "Certificate Holder" shall read - Steuben County, 3 East Pulteney
Square, Bath, NY 14810.
3) 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 contractor 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 to the following:
Steuben County Special Children's Services, 3 East Pulteney Square, Bath,
New York 14810.
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 submittal is required, said certification(s)
shall be included with the contractor's submittal. The contractor shall not
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allow participation in the contracted work by its non-certified staff; i.e. all
of the contractor's non-certified laborers, workers, and mechanics.
13. Sales Tax Exemption:
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.
14. NYS Labor Law; Prevailing Wage and Supplements:
a) The attention of each and all contractors 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, 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.
15. Wicks Law Projects under $500,000.
Pursuant to Section 101 of the General Municipal Law, contractors 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
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the contractor 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, 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
contractors shall be returned to them unopened after the contract award.
16. Equivalents:
Where, in the solicitation documents, one certain kind, type, brand, technology or
product manufacturer is named, it shall be regarded as the required standard of
quality. It is not meant to exclude competition in any way. Similar equipment,
products, or service, which are equal in quality, performance, compatibility and
equally adaptable for the intended purposes, as determined by the County, and
are submitted as specified in the bid solicitation, will be considered and may be
accepted. The decision of the County as to equal will be final.
17. Supportive Documentation:
In addition to specifications stated herein, all equipment/material/products/
services shall meet or exceed current standards of the industry. All technical
tolerances, ratings, power outputs or any technically specified criteria contained
within these specifications are considered to be within the current state of the art
and are currently being met by commercially available equipment/material/
products/services. The fact that a manufacturer chooses not to produce
equipment/material/products to meet these specifications will not be considered
sufficient cause to adjourn these specifications as restrictive. Contractors shall
offer the equipment/material/products/services which comes closest to meeting
these specifications.
Where deviations from the specifications contained herein are necessary, the
contractor shall note such deviations. Contractors shall include supportive
documentation that clearly indicates the equipment/material/products/
services they bid is equivalent to that specified herein. Failure to detail all such
deviations will comprise sufficient grounds for rejection of the entire bid.
18. Protection from Claim Against "Or Equal":
In the event of any claim concerning or relating to the issue of "equal or better"
or "equal", the contractor agrees to hold the County of Steuben free and
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harmless from any and all claims for loss or damage arising out of this
transaction for any reason whatsoever. The County is to be free and harmless
for any and all legal fees and court costs.
19. Addendum/Addenda:
a) If an addendum has been issued prior to the County's receipt of bids;
Steuben County shall attempt to notify potential contractors known to
have received the bidding documents and whose contact information is on
file with the County. Steuben County does not ensure the potential
contractor's receipt of addendum. It shall be the responsibility of each
contractor, prior to submitting its bid, to contact the Director of Purchasing
(607) 664-2484, to determine if an addendum has been issued.
b) Addenda 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 contractor sign, date, and include the
addendum with its bid submission.
20. Submission of Bid(s):
a) The contractor shall submit two (2) sets of its bid, including all required
documents (e.g. signed clauses, statements, forms, bonds, insurance,
manufacturer's specifications, etc.)
* One (1) set shall be stamped (or otherwise indicated) as being the
"ORIGINAL."
* One (1) set shall be stamped (or otherwise indicated) as being the
"DUPLICATE" or "COPY."
* Information presented in the "ORIGINAL" set of the bid submission
shall prevail.
b) The bid shall be submitted in a sealed opaque envelope marked on the
outside with the contractor's name and address and the designation:
"Sealed Bid-Transportation Services for Pre-School Children with Special
Needs GC-26-015-B".
The envelope shall be addressed to Jean A. Peterson, Interim Director of
Purchasing, Steuben County Office Building, 3 East Pulteney Square, Bath,
New York 14810. Bids shall be received at the Purchasing Department,
Room #217 of the Steuben County Office Building, until the specified time
and date, at which time bids shall be opened and read publicly.
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