Automated Vehicle Washing – Fleet and Sheriff Vehicles

PURCHASING DEPARTMENT
COUNTY OF STEUBEN
3 EAST PULTENEY SQUARE
BATH, NEW YORK 14810-1510
(607) 664-2484
Request for Quotation
DATE: October 8, 2026
RE: Automated Vehicle Washing - Fleet and Sheriff Vehicles #GC-26-020-Q
Notice is hereby given that the Public Safety and Corrections Committee of the Steuben
County Legislature and the Steuben County Risk Management and Sheriff's Office will
receive quotes per specifications for automated vehicle washing services.
Specifications and proposal forms are available at the Steuben County 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.
Interested parties assume all responsibility and must satisfy themselves that their
request for mailed specifications is executed.
Quotations on our prepared forms will be received until 1:30 P.M. local time on
October 22, 2026 at the Purchasing Department, at which time they will be opened and
publicly read.
Interested parties may contact Jean A. Peterson, Steuben County Department of
Purchasing, 3 East Pulteney Square, Bath, New York 14810. Telephone number: (607)-
664-2484.
___________________
Jean A. Peterson
Director of Purchasing
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Request for Quotation for Vehicle Washing - Fleet and Sheriff Vehicles
Document # GC-26-020-Q
Scope of Work:
The Steuben County Risk Management Department and Sheriff's Department are
soliciting qualifications and quotes for automated vehicle washing services.
GENERAL TERMS AND CONDITIONS
1. Objective:
This quote document is published to obtain competitive pricing for
automated vehicle washing services.
2. Acquisition of Quote Documents:
a. Quote documents are available, as of this date, at the Steuben County
Purchasing Department, 3 East Pulteney Square, Bath, New York. The
office is open Monday - Friday, 8:30 A.M. - 4:30 P.M., except holidays.
Telephone number (607) 664-2484. These documents are also available
on the internet; Steuben County website at www.steubencountyny.gov.
b. Each offeror bears sole responsibility for acquisition of quote documents.
Request for quote documents to be forwarded is neither a guarantee nor
an incurred obligation on the part of Steuben County to ensure requestor's
receipt of quote documents; timely or otherwise.
c. Receipt of these quote documents, unsolicited or otherwise, shall not be
construed a pre-determination of your company's qualifications to receive a
contract award. Nor shall said receipt of these quote documents be
interpreted an endorsement that the recipient's equipment, materials,
products, and/or services are in compliance with the quote specifications.
3. Document Number:
a. This document has been assigned the following number:
GC-26-020-Q.
b. Relevant award(s), contract(s), agreement(s), correspondence, etc. shall
reference the assigned document number.
c. It shall be understood by all interested parties that unless amended by,
and only to the extent amended by, the Commissioner of Public Works or
the Director of Purchasing, 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 Quote Documents:
Each offeror shall examine all quote 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 quote solicitation shall be in writing and submitted to the
Purchasing Department prior to the scheduled quote opening. 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
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official method whereby interpretation, clarification or additional information can
be given.
5. 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 quote 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 quote document is to be considered an essential
component of the quote document and subsequent contract(s) AND that
the quote 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;
i. does not alter the essential nature and/or performance (the form,
function, and utility) of the equipment, product, or service.
ii. 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
addendum/addenda) shall prevail. If amended, said document as
amended shall prevail.
i. Award of a quote shall not be construed as approval, by the
County, for the awardee to deviate from this document; regardless
of whether said deviation(s) is stated in the offeror's attachment(s)
to its quote.
ii. Further, the County shall not be bound by the contents and
language expressed in the offeror's attachments to its quote;
including any attachments submitted to the offeror by
manufacturers, sub-contractors, suppliers, and other parties.
6. Preparation of Quote Documents:
Quotes must be submitted on the forms provided in the quote documents and
prepared in the following manner:
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a. All quote forms shall be legibly completed using a permanent medium
(e.g. ink, typewriter, laser printer, etc.).
i. If the submittal of unit price(s) is a requirement, said unit price(s) shall
prevail.
ii. All mathematical functions (extensions, additions, etc.) are subject to audit.
iii. In the event of a discrepancy between the price in words and that
in figures, the lower price shall be considered the price quote.
iv. Each price quote shall be expressed as a numerical dollar value;
indicators such as ditto marks, arrows, etc. are not acceptable.
b. All forms requiring the offeror's signature shall be signed by the offeror or
the offeror's authorized representative. Erasures and/or alterations shall
be initialed by the individual whose signature appears on the quote forms.
c. The offeror shall submit the quote in accordance with the quote
documents and shall not make any changes in the wording of the quote
forms or make any stipulations or qualify the quote in any manner.
d. Unless otherwise specified by Steuben County, all quotes are required to
be: FOB Destination, freight allowed. Destination to be
designated by the County.
e. All quotes shall be firm for a period of forty-five (45) days from the quote
opening date; during which time the County shall render its decision.
7. Non-Collusive Bidding Clause and Certificate:
a. Clause -
"By submission of this quote, each offeror and each person signing on
behalf of any offeror certifies, and in the case of a joint quote, each party
thereto certifies as to its own organization, under penalty of perjury, that
to the best of knowledge and belief:
i. The prices in this quote 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 offeror or with any competitor;
ii. Unless otherwise required by law, the prices which have been
quoted in this quote have not been knowingly disclosed by the
offeror and will not knowingly be disclosed by the offeror prior to
opening, directly or indirectly, to any other offeror or to any
competitor; and
iii. No attempt has been made or will be made by the offeror to induce
any other person, partnership or corporation to submit or not to
submit a quote for the purpose of restricting competition."
b. The offeror shall submit a signed and dated Non-Collusive Bidding
Certificate with its quote. Said certificate is mandated by Section 103-d of
the General Municipal Law. Reference the "NON-COLLUSIVE BIDDING
CERTIFICATE" form included in this quote document.
8. Hold Harmless Clause and Form:
a. 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,
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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."
b. The offeror shall submit a signed and dated Hold Harmless Clause form
with its quote. Reference the "HOLD HARMLESS CLAUSE" form
included in this quote document.
9. 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).
10. 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.
11. Equivalents:
Where, in the quote 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 quote documents, will be considered and may
be accepted. The decision of the County as to equal will be final.
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12. 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 shall not be considered
sufficient cause to adjourn these specifications as restrictive. Offeror shall offer
the equipment/material/products/services which come closest to meeting these
specifications. Where deviation(s) from the specifications contained
herein is necessary, the offeror shall note such deviation(s). Offeror
shall include supportive documentation that clearly indicates the
equipment/material/products/services they quote is equivalent to that
specified herein. Failure to detail all such deviations will comprise
sufficient grounds for rejection of the entire quote.
13. 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 awardee agrees to hold the County of Steuben free and 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.
14. Addendum/Addenda:
a. If an addendum has been issued prior to the County's receipt of quotes;
Steuben County shall attempt to notify potential offerors known to have
received the quote documents and whose contact information is on file
with the County. Steuben County does not ensure the potential offeror's
receipt of addendum. It shall be the responsibility of each offeror, prior to
submitting its quote, 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 offeror sign, date, and include the addendum
with its quote submittal. Failure to do so may result in rejection of quote.
15. Submittal of Quote(s):
a. For each quote it submits, the offeror shall submit two (2) sets of its
quote; including all required documents (e.g. signed clauses, statements,
forms, bonds, insurance, manufacturer's specifications, etc.)
i. One (1) set shall be stamped (or otherwise indicated) as being the
"ORIGINAL."
ii. One (1) set shall be stamped (or otherwise indicated) as being the
"DUPLICATE" or "COPY."
iii. Information presented in the "ORIGINAL" set of the quote
submittal shall prevail.
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b. Requirements for Addressing the Quote Submittal Envelope :
i. The quote shall be submitted in a sealed opaque envelope marked
on the outside with the offeror's name and address and the
designation: "Sealed Quote - Automated Vehicle Washing
Services".
ii. The envelope shall be addressed to Jean A. Peterson, Director of
Purchasing, Steuben County Office Building, 3 East Pulteney
Square, Bath, New York 14810.
c. To be deemed as received, quotes must be received at the Purchasing
Department on or before Thursday, October 22, 2026 1:30 pm local time.
d. Facsimile , email or other electronically transmitted quotes are not
acceptable and shall be deemed to have been rejected.
e. Security procedures are in effect at the Steuben County Office Building.
Interested parties, especially respondents who intend to hand deliver
quotes and/or conduct business with the Steuben County Purchasing
Department should allow sufficient time for any delay which may arise as
a result of security procedures. Steuben County is not responsible for any
delays caused by any mail, parcel, or postal carrier. To be considered
"delivered on time," a submission must be received at the Purchasing
Department on or before Thursday, October 22, 2026,
1:30 pm local time.
16. Late Quotes:
Offerors shall bear sole responsibility for the delivery of their quote in a timely
manner. Reliance upon the U.S. Postal Service or other carriers is at the
offeror's own risk. Late quotes shall not be considered and shall be returned
unopened.
17. Right of County to Seek Clarification, Accept or Reject Quote(s), etc.:
a. Steuben County reserves the right to require clarification from offerors for
the purpose of assuring a full understanding of the offeror's
responsiveness to the solicitation requirements.
b. Steuben County reserves the right to accept or reject any and all quotes
(or separable portions thereof), the right to waive irregularities and
technicalities, and the right to request resubmittal of quotes (re-quote).
18. Civil Rights:
The County of Steuben, in accordance with the provisions of Title VI of the Civil
Rights Act of 1964 and New York State Labor Law; Article 8 - Public Work,
Section 220e hereby notifies all offerors that it will affirmatively ensure that any
contract awarded as a result of this quote solicitation will be awarded without
discrimination on the grounds of race, color, sex or national origin.
19. Award of Quote:
For the purposes of this quote and subsequent award(s), it is intended that
one (1) award be made to the lowest "In toto Price Quote", per area
(Bath, Corning Hornell).
a. Award(s) shall only be made to quotes submitted by qualified, responsive,
and responsible offerors who sufficiently meet the terms, conditions, and
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specifications stated herein. However, under all circumstances and all
statements to the contrary notwithstanding, Steuben County reserves as
its right, the right to determine award(s)/awardee(s) in accordance with
the best interest of Steuben County.
b. Award of quote is not made at the quote opening. All quotes are subject
to final review and acceptance by the appropriate committee(s) of the
Steuben County Legislature before any award may be made. Receipt of
quotes by the County shall not be construed as authority to bind the
County.
20. Executory Clause:
Steuben County shall have no liability under any contract or contracts to any
awardee or to anyone else beyond funds appropriated and available for the
purposes of this quote document and resultant contract(s).
21. Assignability:
The awardee shall not assign, transfer, convey, sub-contract, sublet or otherwise
dispose of all or portions of the contract (and/or work to be performed as a
result of the contract) or its right, title or interest therein, or its power to execute
such contract, or its responsibility therein to any other person, company or
corporation, without the prior written consent of the Commissioner of Public
Works and the Steuben County Public Works Committee.
22. Authorized Purchase(s):
The County's assumption of responsibility for any and all purchases made on its
behalf is in the form of a Purchase Order which is numbered, dated, complete,
and bears the signature of the Director of Purchasing or other official; as
designated by the Steuben County Legislature. Steuben County shall not be
responsible for unauthorized purchases.
23. Awardee's Failure to Comply:
The awardee's failure to perform in compliance with the quote award shall result
in a withholding of payment. The payment shall be withheld until such time as
the awardee fulfills its responsibilities. Compliance shall be determined by and to
the satisfaction of Steuben County. Such action would not necessarily preclude
further initiatives on the part of Steuben County to protect and preserve its
interests.
24. Sufficient Inventory, Equipment, and Staff:
Awardee is required to have sufficient inventory, equipment and staff available
and/or have guaranteed access to sufficient inventory, equipment and staff to
fulfill its responsibility as a result of receiving the quote award.
Failure of the awardee to fulfill its responsibility shall be sufficient cause for and
entitle Steuben County to:
a. Damages and/or
b. Purchase the contracted product(s)/service(s) on the open market; with
any increase in cost(s) to Steuben County being charged to the awardee.
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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 awardee.
25. Cancellation of Contract:
Steuben County reserves, as its right, the right to cancel the contract(s) resulting
from an award of this quote solicitation at any time during the contract period,
without penalty to Steuben County and without stated reason, by delivering a
written ten (10) day notice of intent to the awardee(s) or its representative(s).
Said notification mailed to the awardee or its representative via the US Postal
Service; First Class Mail shall be considered sufficient and delivered.
26. Offerors List:
A "Offerors List" shall not be made available prior to the quote opening.
27. Contact Personnel:
Contractor's questions must be received by the end of business on Thursday,
October 15, 2026 and shall be submitted in writing to:
Jean A. Peterson, Director of Purchasing
Steuben County Purchasing Department
3 E. Pulteney Sq.
Bath NY 14810
jpeterson@steubencountyny.gov.
No questions will be accepted after the close of business on Thursday, October
15, 2026.
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Request for Vehicle Washing Services - Fleet and Sheriff Vehicles
Document # GC-26-020-Q
GENERAL INFORMATION AND REQUIREMENTS
Contract Term:
From date of executed contract through December 31, 2026 with the option of four (4)
one-year renewals upon mutual consent of both parties.
Qualifications:
The County shall be free to make any inquiries it deems necessary to ascertain the
qualifications of the offeror and/or the accuracy of statements made by the offeror as
to its qualifications.
Scope of Services:
For purposes of this RFQ, Steuben County has divided the County into three areas:
Corning, Bath and Hornell. We seek to have one provider in each of these areas for
automated (conveyor or drive-through) vehicle washing services.
The vehicles needing car-washing services will utilize the vendor closest to the location
where the vehicle is located when these services are required. The County cannot
guarantee any minimum number of washes.
Cleaning Requirements:
1) All units are to be washed externally with industry accepted standard detergent and
water. This external cleaning includes rocker panels and tires.
2) Each vehicle is to be forced air blown dry at the conclusion of the wash.
3) External high-pressure spray wash is to include undercarriage and wheel wells to
remove road dirt and salt deposits.
Hours of Operation: 24 hours a day, 7 days a week availability.
A means of verifying that vehicles belong to Steuben County must be provided. (e.g.
swipe card or key fob).
An invoice showing summary of services must be provided monthly.
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