F2027-76 DAIKIN HVAC PREVENTIVE MAINTENANCE SERVICE

Location:	New York
Posted:	Nov 13, 2026
Due:	Nov 23, 2026
Agency:	White Plains Public Schools
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

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UPDATED 11-3-26

WHITE PLAINS CITY SCHOOL DISTRICT

5 HOMESIDE LANE

WHITE PLAINS, NEW YORK 10605

BID #F2027-76 DAIKIN HVAC EQUIPMENT PREVENTIVE MAINTENANCE & SERVICE

UNIT PRICING REQUEST

Notice to Bidders...................................................................................................................... Page 2

Instructions to Bidders........................................................................................................ Pages 3-4

Bidding Procedures and Requirements............................................................................. Pages 4-8

Bid Protest Procedures………………………………………………………………………………………….Pages 8-10

Qualifications of Bidders ............................................................................................... Pages 10-11

Interpretation of Bidding Documents ...................................................................................Page 11

Contract Award.......................................................................................................................Page 12

Method of Award ...................................................................................................................Page 12

Equal Employment ......................................................................................................... Pages 12-13

Specifications ................................................................................................................. Pages 14-24

Technical Specifications ................................................................................................ Pages 25-52

Appendix “A” – Insurance.............................................................................................. Pages 53-55

Bidders Checklist ...................................................................................................................Page 56

Company Information Sheet..................................................................................................Page 57

Bid Form/Proposal......................................................................................................... Pages 58-60

Affidavit ….…………………………………………………………………………………………………………Pages 61-62

Form of Disclosure .................................................................................................................Page 63

Non-Collusive Form ........................................................................................................ Pages 64-65

Hold Harmless Agreement ....................................................................................................Page 66

Iran Divestment Act Certification ..........................................................................................Page 67

Sexual Harassment Written Policy & Training Certification Form ......................................Page 68

Bidder Not on U.S. Government’s SAM’s Exclusion List Certification Form ......................Page 69

NYSDOL Certification Form………………………………………………………………………………………..Page 70

Bidder Warranties …………………………………………………………………………………………………….Page 71

References .............................................................................................................................Page 72

Non-Bidders Response ..........................................................................................................Page 73

Sample Certified Payroll Form....................................................................................... Pages 74-75

School Locations Contact List and Map ....................................................................... Pages 76-77

Sample Contract ………………………………………………………………………………….………….…Pages 78-88

Prevailing Wage Rate Schedule #2026031167 .............................................. ……………………………

Non-interference with Occupation of the Buildings and Premises – See Pages 14-15, Item #10

of the Specifications.

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BOARD OF EDUCATION

WHITE PLAINS CITY SCHOOL DISTRICT

5 HOMESIDE LANE, WHITE PLAINS, NEW YORK 10605

WESTCHESTER COUNTY

NOTICE TO BIDDERS

The Board of Education of the White Plains City School District, White Plains, New York, popularly known as

White Plains School District, in accordance with Section 103 of Article 5-A of the General Municipal Law,

hereby invites the submission of sealed bids from reputable and qualified contractors for the provision of labor

and materials for the following contract applicable to all properties owned and/or operated by the White Plains

School District ("School District”):

LABOR AND MATERIAL CONTRACT FOR:

Bid #F2027-76 Daikin HVAC Equipment Preventative Maintenance & Service

BID DUE by 1:00PM, Monday, November 23, 2026

Bids for F2027-76 Daikin HVAC Equipment Preventative Maintenance & Service for the term of December 15,

2026, through December 14, 2027 will be received until the above stated hour of prevailing time and date at

the Business Office, 5 Homeside Lane, White Plains, New York, at which time and place all bids will be publicly

opened. If the Business Office is closed on the above-stated date due to inclement weather or other

emergency, bids will be opened on the next business day on which the Business Office is open. The Bid

Documents, including but not limited to Instructions to Bidders, Bidding Procedures and Requirements,

Qualifications of Bidders, Specifications, Technical Specifications and bid forms may be obtained by going

online at https://www.whiteplainspublicschools.org/district-offices/purchasing/rfps-bids-quotes or

http://www.bidnetdirect.com. Only those vendors who obtain bidding documents from http://www.bidnetdirect.com

or https://whiteplainspublicschools.org/district-offices/purchasing/rfps-bids- quotes are guaranteed to receive

addendum information, if such is issued. If you obtained documents from a source other than the

http://www.bidnetdirect.com or https://whiteplainspublicschools.org/district-offices/purchasing/rfps-bids-quotes ,

the School District will not guarantee the integrity of the document.

Bids must be presented on the forms provided in the Bid Documents in the manner designated therein and as

required by the Instructions to Bidders, Bidding Procedures and Requirements, Qualifications of Bidders,

Specifications and Technical Specifications. Each bid must be accompanied by bid security in the amount of

$500.00. The bid security should be either a bid bond or certified company check, or bank check made

payable to the White Plains Board of Education. All bids must be enclosed in sealed, opaque envelopes which

are clearly marked on the outside: Bid #F2027-76 Daikin HVAC Equipment Preventative Maintenance &

Service. Bids shall remain firm for a period of forty-five (45) days following the date of the bid opening.

The Board of Education reserves the right to waive what it deems to be informalities relating to a specific bid,

to waive what it deems to be informalities relating to the bidding process, to waive what it deems to be

technical defects, irregularities and omissions relating to a specific bid, to request additional information from

any bidder, to re-advertise and invite new bids, to reject any or all bids, to accept the whole or part of any bid or

to accept parts of bids from more than one bidder which, in the Board of Education’s judgment, is in the best

interest of the School District.

The Board of Education reserves the right to consider experience, service, and reputation in the above-

referenced fields. In addition, the Board of Education reserves the right to consider the financial responsibility

and specific qualifications, as set out herein, of the prospective bidder in its evaluation of the bids and award

of the contracts.

BOARD OF EDUCATION

WHITE PLAINS CITY SCHOOL DISTRICT

District Office, 5 Homeside Lane

White Plains, New York 10605

by: Toni Russo, Purchasing Agent

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INSTRUCTIONS TO BIDDERS

1. Carefully inspect all general and special provisions of the Bid Documents.

2. Complete all forms. Be sure to sign in all required places. It is the bidder’s responsibility

to copy all documents that are to be returned with the bid (see Bidder’s Checklist – page 56).

3. All materials submitted to the School District pursuant to this bid shall become the

property of the School District and will not be returned to the bidder. The bidder is responsible

for making its own copies of any or all parts of the Bid Documents for its files. After a contract is

awarded or one or more bids are rejected, bids may be made available upon request pursuant to

the Freedom of Information Law (“FOIL”) for public inspection, except to the extent that certain

personally identifiable information may be redacted as an invasion of personal privacy or the

bidder has designated, and the School District concurs that certain information constitutes a

trade secret or other proprietary information or data. If a bidder believes that a portion of its bid

contains trade secrets or other proprietary data that should remain confidential and not be

disclosed, a statement advising the School District of this fact shall accompany the bid and the

information is to be identified wherever it appears. Identifying an entire bid as proprietary is

unacceptable and will result in no part of the bid being treated as containing a trade secret or

other proprietary information or data.

4. Bids must be presented in a sealed, opaque envelope(s) addressed as follows:

Board of Education

White Plains City School District

5 Homeside Lane

White Plains, New York 10605

Attn: Toni Russo, Purchasing Agent

Bid #F2027-76 Daikin HVAC Equipment Preventative

Maintenance & Service

5. Bids shall remain open for a period of forty-five (45) days following the date of the bid

opening.

6. Bids will be received until 1:00 p.m. on Monday, November 23, 2026 at the White Plains

City School District, White Plains, New York. All bids will be publicly opened at the above-stated

time at the School District’s Business Office located at 5 Homeside Lane, White Plains, New

York.

7. The bidder to whom a contract is awarded must comply with all New York State Labor

Laws, including compliance with the current prevailing wage rates. All invoices must be

accompanied by certified payrolls in order for payments to be processed.

8. The bidder to whom a contract is awarded must be registered with NYSDOL and submit a

Certificate of Registration with their bid materials per New York State Labor Law Section 220-i.

Failure to submit proof of registration may result in the rejection of the bid as nonresponsive.

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The bidder to whom a contract is awarded must ensure that each and every subcontractor

engaged to perform work pursuant to the awarded contract is registered in accordance with New

York Labor Law Section 220-i before commencing any work and the bidder must provide copies

of each subcontractor’s Certificate of Registration to the School District before the subcontractor

commences any work pursuant to the awarded contract.

9. Performance and Payment Bonds as stipulated in Item #39 of Specifications are waived

for the contract intended to be awarded.

BIDDING PROCEDURE AND REQUIREMENTS

1. The date and time of bid opening will be given in the Notice to Bidders and Instruction to

Bidders.

2. Bidders shall be responsible for visiting the respective sites to fully familiarize

themselves with the scope of work required under the Contract(s) intended to be

awarded.

3. All bids must be submitted on and in accordance with the forms included in the Bid

Documents. See Checklist on page 56.

4. Where so indicated by the makeup of the Bid Form(s), sums shall be expressed in both

words and figures, and in case of discrepancy between the two, the amount written in

words will govern.

5. A bidder shall not make any stipulations on the Bid Form(s) or qualify its Bid in any

manner. No bid will be considered which purports to qualify, limit, amend or omit any

requirement of the Bidding Documents.

6. A bid shall include the legal name of the bidder(s) and a statement indicating whether

the bidder(s) is a sole proprietor, a partnership, a corporation, or any other legal entity,

and shall be signed by the person or persons legally authorized to bind the bidder(s) to a

contract. A bid by a corporation shall also give the State of Incorporation and have the

corporate seal affixed on the signature pages of each Bid Form. A bid submitted by an

agent shall have a current Power of Attorney attached certifying the agent’s authority to

bind the bidder.

7. Bidders will provide, along with the completed Bid Form(s), evidence demonstrating an

ability to provide the requested services, including, if applicable, a list of any and all

school districts of a similar size which the bidder(s) has served during the past five (5)

years and a summary of their experience over at least five (5) years of successful

completion of the services required herein in compliance with the applicable laws, rules

and regulations of the State of New York.

8. Bidders will also provide the last three (3) years of audited financial statements.

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9. Bidders must include a reference list, setting out the names of all school districts served

by it with comparable services, and shall further set out the name and telephone number

of each business official or other school district liaison/individual with knowledge of the

comparable services provided by the bidder(s).

10. All information required in the Notice to Bidders, Instructions to Bidders, Bidding

Procedures and Requirements, Qualifications of Bidders, Specifications, Technical

Specifications and Bid Form(s), in connection with each item against which a bid is

submitted, must be provided to constitute a regular bid.

11. No alteration, erasure, or addition is to be made to the typewritten or printed matter. Any

deviations from the Instructions to Bidders, Bidding Procedures and Requirements,

Qualifications of Bidders, Specifications, or Technical Specifications will constitute

sufficient grounds for rejection of a bid.

12. Prices and information required, except signature of bidder, should be typewritten for

legibility. Illegible or vague bids may be rejected. All signatures must be written by hand

in ink and the full name of the person who provided the signature shall be legibly printed

below the signature. Facsimile, printed, or typewritten signatures are not acceptable.

Initials, stamps, photocopies or other copies, or company names may not be used in lieu

of any required signature.

13. No charge will be allowed for federal, state, or municipal sales and excise taxes since the

School District is exempt from such tax.

14. All bids received after the time stated in the Notice to Bidders will not be considered and

will be returned to the bidder. The bidder assumes the risk of any delay in the mail or in

the handling of the mail by employees of the School District. Whether sent by mail or by

means of personal delivery, the bidder assumes responsibility for having his/her bid

deposited on time at the place specified.

15. THE BOARD OF EDUCATION RESERVES THE RIGHT TO WAIVE WHAT IT DEEMS TO BE

BIDDING OR SPECIFICATION INFORMALITIES RELATING TO A SPECIFIC BID, TO WAIVE

WHAT IT DEEMS TO BE INFORMALITIES RELATING TO THE BIDDING PROCESS, TO WAIVE

WHAT IT DEEMS TO BE TECHNICAL DEFECTS, IRREGULARITIES AND OMISSIONS

RELATING TO A SPECIFIC BID, TO REQUEST ADDITIONAL INFORMATION FROM ANY

BIDDER, TO REJECT ANY AND ALL BIDS, TO RE-ADVERTISE AND INVITE NEW BIDS, OR TO

ACCEPT THE WHOLE OR A PART OF A BID, OR TO ACCEPT PARTS OF BIDS FROM MORE

THAN ONE BIDDER AS IN THE BOARD’S JUDGMENT, IS IN THE BEST INTEREST OF THE

SCHOOL DISTRICT.

16. The submission of a bid will be construed to mean that the bidder is fully informed as to

the extent and character of the services, supplies, materials, or equipment required and

a representation that the bidder can furnish the services, supplies, materials, or

equipment satisfactorily in complete compliance with these Bid Documents, including

but not limited to the Bid Form(s), Specifications and Technical Specifications.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

F2027-76 DAIKIN HVAC PREVENTIVE MAINTENANCE SERVICE

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See also