PVMCC HVAC Upgrade Contract

TOWN OF PETERSBURGH
PO Box 130
65 Main Street
Petersburgh, New York 12138

Request for Proposal (RFP) for the HVAC Upgrade to the Petersburgh
Veterans Memorial Community Center building

Bid Packet including Bid Form and Bid Specifications
Bids are due on or before September 18, 2026 at 11:00am

Town of Petersburgh
Notice to Bidders
County of Rensselaer
State of New York

Please take notice that sealed bids will be received at the Office of the Town Clerk of the Town of Petersburgh located at the Town Hall, PO Box 130, 65 Main Street, Petersburgh, New York 12138 up to September 18, 2026 at 11:00am for the HVAC Upgrade to the Petersburgh Veterans Memorial Community Center building. All bids should be plainly marked “HVAC Upgrade Contract” on the outside of the envelope.

All bids will be publicly opened and read aloud at noon on September 18, 2026 in the Town
Clerks office, and a summary of each bid shall be prepared by the Office of the Town Clerk for public review at the following Town Board meeting currently scheduled for September 21, 2026 at 7:00pm. The Town Board will evaluate the bids on a best value analysis and likely make the determination of whom to award the Contract to at its monthly Town Board meeting to be held on September 21, 2026 starting at 7:00PM.

All bids are public records following the opening and may be disclosed pursuant to New York Freedom of Information Law (FOIL). Bidders claiming trade secret or confidential commercial information must clearly mark such specific pages and provide a written justification; the Town will make final determinations consistent with law.

All proposals must be accompanied by 1) a Vendor Responsibility Questionnaire (to be
completed only if awarded the Contract), 2) a confirmation that it shall pay its workers at least the prevailing wage rate including the premium rates for overtime pay, 3) a confirmation that the Vendor has an existing Equal Employment Opportunity (“EEO”) policy that specifically states it will not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status, will undertake or continue existing EEO programs to ensure minority group members and women are afforded equal employment opportunities without discrimination and shall make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force, 4) a statement from the Vendor if it, or any of its subcontractors are certified minority and women- owned business enterprises (*MWBE”) as listed on the NYS Department of Economic Development website, 5) a confirmation that the Vendor is NOT listed on the NYS Department of Labor list of companies with which New York State cannot do business with, or is NOT listed
on the NYS Office of General Service’s list of companies with which New York State cannot do business, or is NOT listed as an entity debarred from federal contracts, 6) a confirmation that the Vendor maintains the requisite workers compensation or disability insurance coverage for its employees, 7) a confirmation that the Vendor will submit periodic Workforce Utilization Reports to the Town of Petersburgh, 8) a statement from the Vendor if it, or any of its subcontractors are certified Service-Disabled Veteran Owned Businesses (“SDVOB”) in New York State, 9) a Certificate of Insurance showing General Liability and Worker’s Compensation coverages and naming the Town of Petersburgh as a certificate holder (to be completed only if awarded the Contract, and see Bid Specifications for coverage amounts), 10) a signed Non-Collusive Bidding Certification, 11) a confirmation that the bidder is registered with New York State Department of Labor, and 12) a signed Waiver of Immunity Certificate as noted below.

The Town of Petersburgh reserves the right to reject any and all bids for no stated reason and to waive any formalities or technicalities. Bidders are fully responsible for delivery of bids. Reliance upon mail or public carriers is at the bidders’ risk. Late bids will not be considered. Bids containing qualifications, exceptions, conditions, or alterations to the RFP requirements will be deemed non-responsive and rejected unless detailed in the Special Comments section. No post-opening negotiations or bid modifications are permitted. Bids shall remain firm, binding, and subject to acceptance by the Town for 90 days after the bid opening. A bidder may withdraw its bid by written request received by the Town Clerk prior to the bid opening; no withdrawals are permitted after opening.

Persons with general questions on the bid package may contact the Office of the Town Clerk at (518) 419-6100. Specific questions must be made via formal communications.

Deidre Fowler
Petersburgh Town Clerk
(518) 419-6100

Business enterprises awarded an identical or substantially similar procurement contract within the past five years:

Choice Heating and Cooling

Service-Disabled Veteran-Owned Business (SDVOB)

SDVOB Goal: 6.00%

Minority / Women Business Enterprise contracting goals (MWBE)

Total MWBE Goals: 33.00%