Bond Counsel
| Agency: | City of Saratoga Springs |
|---|---|
| State: | New York |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD12540257977536594 |
| Posted Date: | Jan 11, 2024 |
| Due Date: | Jan 23, 2024 |
| Solicitation No: | RFP 2024-01 |
| Source: | Members Only |
Attachment Preview
(
JOHN SAFFORD
MAYOR
MINITA SANGHVI
COMMISSIONER OF FINANCE
JASON GOLUB
COMMISSIONER OF PUBLIC WORKS
TIM COLL
COMMISSIONER OF PUBLIC SAFETY
DILLON MORAN
COMMISSIONER OF ACCOUNTS
City of Saratoga Springs, NY
Request for Proposal
Bond Counsel
PREPARED BY: Bond Counsel, 2024
.........................................................................................................................................................
ALL BIDS SHALL BE ENCLOSED IN A SEALED ENVELOPE MARKED:
RFP #: 2024-01 – Bond Counsel
Name of Bidder: ____________________________________
RFP Opening: Tuesday, January 23, 2024 at 2:00 p.m.
AND RETURN TO:
City of Saratoga Springs
Department of Accounts
474 Broadway Suite 14
Saratoga Springs, NY 12866
City of Saratoga Springs, NY
RFP Opening: Tuesday January 23, 2024 2:00 p.m.
Bond Counsel RFP: RFP #2024-01
_____________________________________________________________________________________________________________________
NOTICE TO BIDDERS
The City of Saratoga Springs, New York, will receive sealed bids for Bond Counsel. Sealed bids must be received
in its’ entirety by the City of Saratoga Springs, Office of the Commissioner of Accounts, 474 Broadway Suite 14,
Saratoga Springs, New York, 12866, by Tuesday January 23, 2024 at 2:00 p.m. at which time they will be publicly
opened and read.
Copies of the Request for Proposal (RFP) may be obtained on the City’s web page at www.saratoga-springs.org,
under current bids. There is no fee for these documents.
Addenda, if any, will be issued only to those persons whose name and address are on record with the City as
having obtained a bid packet. Addenda to the bid, when issued, will be on file in the City Clerk’s Office at least five
(5) days before the bid opening date. If you have obtained a bid packet through the City’s web site and would like
to be on record for any Addenda please email stefanie.richards@saratoga–springs.org with your name, the name
of the bid packet obtained and email address.
Questions regarding the bid should be directed to Stefanie Richards in writing at stefanie.richards@saratoga-
springs.org. All bids must be made on the official bid form or an exact copy by reproduction thereof and enclosed is
a sealed envelope.
No Bidder may withdraw his/her bid within sixty (60) calendar days after the actual date of the opening thereof. A
Bidder may withdraw their bid response in writing immediately following this sixty (60) day per New York State
Finance Law §163(9)(e). The City reserves the right to reject any and all bids, to waive any and all informalities
and the right to disregard all nonconforming, non-responsive or conditional bid documents per New York State
Finance Law §163(9)(d).
INSTRUCTIONS TO BIDDERS
1. RFP DOCUMENTS
This document includes a complete set of the RFP specifications and required documents, which are for the
convenience of Bidders and are not to be detached from the bid. Failure to submit the required forms at the
time of bid submission may disqualify the bid submission.
2. INTERPRETATION OR ADDENDA
No oral interpretation will be made to any Bidder as to the meaning of the bid or any part thereof. Every
request for such an interpretation shall be made in writing to the City. Any inquiry received seven (7) or more
days prior to the date fixed for opening of bids shall be given consideration. Every interpretation made to a
Bidder shall be in the form of Addenda to the bid, and when issued, shall be on file in the City Clerk’s Office at
least five (5) days before bids are opened. All Addenda shall be emailed to each person whose name and
address are on record with the City as having obtained a bid packet or has attended a pre-bid meeting. All such
Addenda shall become part of the bid and all Bidders shall be bound by such Addenda, whether or not received
by the Bidders.
3. BIDS
All bids shall be submitted on documents supplied by the City and shall be subject to all requirements of the
bid, including any plans, and these Instructions to Bidders. All bids shall be regular in every respect and no
interlineations, excisions or special conditions shall be made or included in the bid documents by the Bidder.
The City may consider as irregular any bid on which there is an alteration of or departure from the bid forms
hereto attached and at its’ option may reject the same. Purchases by the City of Saratoga Springs are not
subject to any sales or federal excise taxes.
4. NON-COLLUSIVE BIDDING AND VENDOR CERTIFICATIONS:
Each Bidder submitting a bid to the City for the work contemplated by the documents on which bidding is based
shall execute and attach thereto, the Non-Collusion and Vendor Code of Conduct Affidavit on the form
Page 2 of 11
City of Saratoga Springs, NY
RFP Opening: Tuesday January 23, 2024 2:00 p.m.
Bond Counsel RFP: RFP #2024-01
_____________________________________________________________________________________________________________________
herein provided, to the effect that he/she has not colluded with any other person, firm or corporation in regard to
any bid submitted.
5. RISK AND SAFETY AGREEMENT AND CERTIFICATE OF INSURANCE:
Bidder must execute the Risk and Safety Agreement and include the agreement with the bid response
submission. A Certificate of Insurance providing proof of the required insurance as outlined in the Risk and
Safety Agreement with the bid response submission
6. APPRENTICESHIP PROGRAM:
The City of Saratoga Springs hereby requires any contractor on a project in excess of Two Hundred Thousand
Dollar ($200,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a
construction contract with the City of Saratoga Springs, or any sub-contractor on such a project with a sub-
contract in excess of Fifty Thousand Dollar ($50,000.00) aggregate, at the time of bid date, or submission of
quote, and prior to entering into a sub-contract with a contractor who has a construction contract with the city of
Saratoga Springs on a project in excess of Two Hundred Thousand Dollar ($200,000.00)aggregate, to have
apprenticeship agreements traditionally and historically appropriate for the type and scope of work to be
performed, which have been registered with, and approved by, the New York State Commissioner of Labor, and
which have a graduation rate of at least thirty percent (30%).
7. CORRECTIONS:
The Bidder must initial erasures or other changes in the bid.
8. RECEIVING BIDS:
Bids received prior to the advertised time of opening shall be securely kept, sealed. The City Clerk’s office,
whose duty it is to open them shall decide when the specified time has arrived to open bids, and no bid
received thereafter will be considered. LATE BIDS shall be rejected. E-mail or faxed bid submissions are
not acceptable and shall not be considered.
9. OPENING OF BIDS:
At the time and place fixed for the opening of bids, the City shall cause to be opened and publicly read aloud
every bid that was received within the time set for receiving bids. Bidders and other persons properly
interested may be present, in person or by representative.
10. WITHDRAWAL OF BIDS:
Bids may be withdrawn on written request dispatched by the Bidder in time for delivery in the normal course of
business prior to the time fixed for opening; provided that written confirmation of withdrawal over the signature
of the Bidder is placed in the mail and postmarked prior to the time set for bid opening.
11. EVALUATION PROCESS:
After the bid opening, each Bidder’s proposal will be screened for completeness and conformance with the
requirements for this bid submission as set forth under the Bidders Submittal Instructions. Written bid
amounts are the legally binding bid amount. Numeric bid amounts are viewed as a convenience. Proposals that
do not meet the City’s requirements, as outlined in the RFP, may be deemed nonresponsive and given no
further consideration. Proposals meeting the City’s requirements shall be evaluated first on technical
information (i.e. operational plan, company background, staffing and personnel biographies, relevant
experience, references) and then on the cost proposal.
Page 3 of 11
City of Saratoga Springs, NY
RFP Opening: Tuesday January 23, 2024 2:00 p.m.
Bond Counsel RFP: RFP #2024-01
_____________________________________________________________________________________________________________________
12. AWARD OF CONTRACT: REJECTION OF BIDS
If the contract is awarded, it shall be awarded to the responsive and responsible Bidder submitting the best
value bid complying with the conditions and qualifications of the Notice to Bidders and Instructions to Bidders.
The Bidder to whom the award is made will receive a "Notice of Award" at the earliest possible date.
The City, however, reserves the right to:
a. reject any and all bids and to waive any informality in bids received whenever bid packages are submitted
incomplete without the required attachments and/or such rejections or waivers are in the City’s best
interest;
b. consider as not responsible any Bidder who does not habitually perform with their own forces at least fifty
percent (50%) of the dollar value of the work involved in the contract;
c. award the bid, in part, on the Bidder’s ability to provide timely technical assistance, part(s) replacement and
service for repairs;
d. give preference to Minority Women Business Enterprise (MWBE) businesses; and/or
e. extend the contract for one (1) year from expiration under the same terms and conditions as long as the
extension is agreeable to both the City and the Contractor.
13. EQUAL EMPLOYMENT OPPORTUNITY:
The City, state and federal government have stringent requirements for ensuring that all Bidders comply with
regulations requiring that employees and applicants for employment are not discriminated against because of
their race, color, religion, sex or national origin. Bidders will be required to abide by those requirements.
14. AMERICANS WITH DISBILITY ACT:
The Bidder agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation
Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of
employment in its services, programs, or activities. The Bidder agrees to hold harmless and indemnify the City
from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding
brought alleging a violation of ADA and/or Section 504 caused by the Bidder. The Bidder agrees that
accommodations will be provided upon request to allow individuals with disabilities to participate in all services,
programs and activities provided by the Bidder.
15. CIVIL RIGHTS:
The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC
§2000d to 2000d-4) and its regulations, hereby notifies all Bidders that it will affirmatively ensure that any
contract entered into pursuant to this advertisement will provide the opportunity for disadvantaged business
enterprises to be afforded full and fair opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, or national origin in consideration for an award.
16. SEXUAL HARRASSMENT:
Every employer in the New York State is required to adopt a sexual harassment prevention policy giving all
employees a legal right to a workplace free from sexual harassment. The City is committed to maintaining a
workplace free from sexual harassment. Per New York State law, the City has a sexual harassment prevention
policy in place. This policy applies to all employees, paid or unpaid interns and non-employees in our
workplace, regardless of immigration status.
17. COMPLIANCE
Failure to comply with any of the above terms or any evidence of poor quality or service will be considered
cause of discontinuing business with the successful Bidder.
Page 4 of 11
City of Saratoga Springs, NY
RFP Opening: Tuesday January 23, 2024 2:00 p.m.
Bond Counsel RFP: RFP #2024-01
_____________________________________________________________________________________________________________________
BIDDING SUBMITTAL INSTRUCTIONS
Failure to submit RFP documents as required may lead to an immediate disqualification.
In order to guard against premature opening of the bid documents, your bids must be
returned and enclosed in a sealed and clearly labeled envelope as follows:
Step One:
You MUST execute and include the following documents, one original and one
copy of each, with your response:
Your response to the RFP in question (one original and one thumb drive)
Non-Collusive Bidding and Vendor Code of Conduct Certification
Risk & Safety Agreement and Certificate of Insurance
Step Two: Enclose your bid in a sealed envelope marked:
RFP #: 2024-01 – Bond Counsel
Name of Bidder: ____________________________________
Bid Opening: Tuesday, January 23, 2024 at 2:00 p.m.
Step Three: Please return your response to this RFP to the following address:
City of Saratoga Springs
Department of Accounts
474 Broadway Suite 14
Saratoga Springs, NY 12866
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