Sleepy Hollow Fire House Roof Replacement Project - RFP

VILLAGE OF SLEEPY HOLLOW, NEW YORK
Request for Proposals
Sleepy Hollow Fire House
Roof Replacement Project
Proposal Deadline
October 30, 2026
2:00 pm
For additional information:
Anthony Giaccio, Village Administrator
28 Beekman Avenue
Sleepy Hollow, NY 10591
(914) 366-5105
agiaccio@sleepyhollowny.gov

Introduction:
The Village of Sleepy Hollow invites qualified contractors to submit sealed bids to replace the
Village's fire house roof located at 28 Beekman Avenue, Sleepy Hollow, New York 10591.
Bids should be sent to Paula McCarthy, Village Clerk, 28 Beekman Avenue. Sleepy Hollow,
New York 10591. Proposals must be received no later than 2:00 p.m. local time on October 30,
2026. Sealed proposals must be marked "Sleepy Hollow Fire House Roof".
Overall Project Description and Scope of Work:
The roof at the Village's main fire department building is in poor condition and needs to be
replaced. There are three types of roofs and roofing materials required for this project. The
northern section of the building has a decorative slate roof that needs to be replaced. This is the
most visible section of roof and the project must maintain the aesthetic and historic quality of the
building. The second section is a shingled roof towards the rear of the building. There are plans
to install solar panels at this location and the project must accommodate for this. The third
section is a flat roof also located in the rear of the building that contains telecommunications
equipment. Note that the bid will be broken down with a base bid amount and two alternates.
The lowest qualified bidder will be chosen for this project.
The Village of Sleepy Hollow reserves the right to accept or reject any or all bids or to waive
any specifications or requirements, or to negotiate with any contractor submitting a bid
regarding any aspect of this Request for Proposals when doing so is deemed to be in the best
interest of the Village.

Proposal Submission Requirements:
Your response to the Request for Proposal must contain all the information requested in the
Request for Proposal. A completeness check will be conducted for each submission. Incomplete
submissions will not be accepted. Submissions must include the items organized and numbered
to correspond to each requirement below:
Content requirements:
1. Cover Letter - All Bids must be accompanied by a cover letter signed by an individual
who is legally authorized to enter into a contract on behalf of the proposing
individual/firm.
a. The letter must introduce the bid, provide an overview of your representation
according to the Statement of Work.
b. Affirm that the Proposer accepts all terms and conditions of the Request for Proposals
c. The letter must designate the Proposer's contact person during the Proposal review
process.
2. Qualifications - Include a detailed statement of the qualifications of the company. This
should include organizational history, clients presently served, and related projects
completed
3. General Information
a. Specifications listed on the following pages are written with the intent to meet all
applicable laws, rules, and regulations, but the final certification to comply shall rest with
the vendor
b. Estimated timeline for completion of the project.
4. Fee Proposal - Bids must include the total lump cost for the base bid and each alternate
including labor, materials, and all other costs for completing the project.
5. Additional Services - If it should become necessary for the Village of Sleepy Hollow to
request additional services to either supplement the services requested in this RFP or to
perform additional work as a result of the specific recommendations, then such additional
work shall be performed only with an approved
written change order from the Village.
6. References - Provide a minimum of three (3) references that include, at a minimum, the
name of the project, address, the contact person, title, email address and telephone number.

Evaluation and Selection Criteria
A committee comprised of the Village Administrator, Building Inspector and Public Works
Superintendent will review the bids for conformance with the requirements of the Request for
Proposals. The selection committee will use formal scoring sheets to be kept in the grant file.
Conforming Proposals will be evaluated according to the criteria listed below.
1) Cost
2) Experience with similar sized projects
3) References
4) Ability to start and complete the work within the Village's timeframe
5) Ability to comply with grant requirements
Note - Vendors will be required to complete a Vendor Responsibility Questionnaire in the Office
of the State Comptroller's system
The Committee's recommendation will be made to the Village Board for final approval -
Schedule for Selection Process (Timeframe Subject to Change)
RFP Advertised - September 30, 2026
Proposals Due - October 30, 2026
Project Review - November 2-6, 2026
Anticipated Bid Award November 10, 2026
Contract
The successful Bidder will be expected to enter into a contract with the Village. The contract will
specify the extent of services to be rendered, the means and methods of providing the services,
and the amount of compensation.
Selection Discretion
The Village of Sleepy Hollow reserves the right to reject any or all bids and to waive
irregularities and informalities in the selection process. The Village further reserves the right to
negotiate, amend, and refine bids in consultation with one or more of the prospective Proposers.
Proposal Ownership
All material submitted by the bidders shall be considered property of Sleepy Hollow and the
Village will not be required to return same to any Proposer. The material submitted by bidder
will be treated in the same manner as the Village's own records. After opening, all bids become
part of the public record unless exempt under the law.
Cost of Proposal
The Village is not liable for any costs incurred by vendors for the preparation and presentation of
their Request for Proposals. This includes any costs in the submission of this RFP or in making
necessary studies or designs for the preparation thereof.

MWBE Requirement
This project is funded by grant monies from the New York State Division of Homeland Security
and Emergency Services. As part of this grant funding the project will be subject to the
requirements of New York State Executive Law Article 15-A to promote opportunities for the
participation of certified minority or women owned business enterprises (MWBE) as well as the
employment of minority group members and women in the performance of the project. The
MWBE goals established for this project are 15% of the contract for MBE and 15% of the
contract for WBE. MWBE vendors are encouraged to apply to this solicitation.
Non-Discrimination and Affirmative Action Policy
It is the policy of the Village to comply with all federal, State and local law, policy, orders, rules
and regulations which prohibit unlawful discrimination. The Proposer shall not unlawfully
discriminate against employees or applicants for employment because of race, creed, color,
national origin, sex, sexual orientation, age, disability or marital status, and is encouraged to
include minorities and women in any job opportunities created by the Project. This is a grant
project and requires that the contractor comply with the attached Non-Discrimination and
Affirmative Action policies.
Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed, color,
disability, sex, or national origin: (a) discriminate in hiring against any New York State citizen
who is qualified and available to perform the work; or (b) discriminate against or intimidate any
employee hired for the performance of work under this contract. If this is a building service
contract as defined in Section 230 of the Labor Law, then, in accordance with Section 239
thereof, Contractor agrees that neither it nor its subcontractors shall by reason of race, creed,
color, national origin, age, sex or disability: (a) discriminate in hiring against any New York
State citizen who is qualified and available to perform the work; or (b) discriminate against or
intimidate any employee hired for the performance of work under this contract.
Wage and Hours Provisions
If this is a public work contract covered by Article 8 of the Labor Law or a building service
contract covered by Article 9 thereof, neither Contractor's employees nor the employees of its
subcontractors may be required or permitted to work more than the number of hours or days
stated in said statutes, except as otherwise provided in the Labor Law and as set forth in
prevailing wage and supplement schedules issued by the State Labor Department. Furthermore,
Contractor and its subcontractors must pay at least the prevailing wage rate and pay or provide
the prevailing supplements, including the premium rates for overtime pay, as determined by the
State Labor Department in accordance with the Labor Law. Additionally, effective April 28,
2008, if this is a public work contract covered by Article 8 of the Labor Law, the Contractor
understands and agrees that the filing of payrolls in a manner consistent with Subdivision 3-a of
Section 220 of the Labor Law shall be a condition precedent to payment by the State of any State
approved sums due and owing for work done upon the project.

Insurance Requirements
BIDDERS' ATTENTION IS DIRECTED TO THE INSURANCE REQUIREMENTS BELOW,
AS BIDDERS MUST CONFER WITH THEIR RESPECTIVE INSURANCE AGENTS,
BROKERS, OR CARRIERS TO DETERMINE IN ADVANCE OF BID SUBMISSION THE
AVAILABILITY OF THE INSURANCE COVERAGES AND ENDORSEMENTS
REQUIRED HEREIN. IF AN APPARENT LOW BIDDER FAILS TO COMPLY STRICTLY
WITH THE INSURANCE REQUIREMENTS BELOW, THAT BIDDER MAY BE
DISQUALIFIED FROM AWARD OF THE CONTRACT.
Required Insurance Coverage
CONTRACTOR shall procure and maintain for the duration of this contract the following or
equivalent insurance policies at no less than the limits shown below and cause its subcontractors
to maintain similar insurance with limits acceptable to OWNER in order to protect OWNER
against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the work hereunder by CONTRACTOR. The cost of such
insurance shall be included in any bid:
Coverage Limits
General Liability - $1 million per occurrence, $2 million aggregate or $2 million
combined single limit
Worker's Compensation - Statutory Employer's Liability - $500,000.00
The policies above shall contain the following conditions:
a. OWNER shall be named as an additional insured in the General Liability Policy.
b. The General Liability Policy shall be primary to any insurance or self insurance
retained by OWNER.
c. The General Liability Policy shall include a Products and Completed Operations
endorsement or Premises and Operations Liability endorsement unless it is deemed not to
apply by OWNER.
d. OWNER shall be provided at least 30 days advance written notice via certified mail,
return receipt requested, in the event any of the required policies are canceled.
e. Said coverage shall be written by insurers acceptable to OWNER and shall be in a
form acceptable to OWNER. Insurance placed with insurers with a rating classification of
no less than Excellent (A or A-) and a financial size category of no less than VIII, as
defined by the most current Best's Key Rating Guide shall be deemed automatically
acceptable.

Non-Collusive Bidding Certification
In accordance with Section 139-d of the State Finance Law, if this contract was awarded based
upon the submission of bids, Contractor affirms, under penalty of perjury, that its bid was arrived
at independently and without collusion aimed at restricting competition. Contractor further
affirms that, at the time Contractor submitted its bid, an authorized and responsible person
executed and delivered to the State a non-collusive bidding certification on Contractor's behalf.
Prohibition on Purchase of Tropical Hardwoods (If applicable)
The Contractor certifies and warrants that all wood products to be used under this contract award
will be in accordance with, but not limited to, the specifications and provisions of Section 165 of
the State Finance Law, (Use of Tropical Hardwoods) which prohibits purchase and use of
tropical hardwoods, unless specifically exempted, by the State or any governmental agency or
political subdivision or public benefit corporation. Qualification for an exemption under this law
will be the responsibility of the contractor to establish to meet with the approval of the State.
Additional Information
The Village will make every effort to answer questions and, if warranted, to amend the Request
for Proposal. Responses to questions and amendments to the Proposal will be posted on the
Village's website www.sleepyhollowny.gov Proposers who are unable or unwilling to meet any
of the requirements of this Request for Proposal must include, as part of their response, written
exceptions to those requirements.

SCOPE OF WORK - GENERAL DESCRIPTION
PROJECT OVERVIEW
The Sleepy Hollow Fire House contains three roof systems:
A slate roof over the front facade
An asphalt shingle roof on a rear/side wing
A flat roof containing telecommunications equipment
The Village intends to fully rehabilitate the slate roof and optionally under Alternate Bids, replace the
shingle roof, and stabilize the flat roof to eliminate leaks.
PART I - BASE BID (REQUIRED)
SECTION A - SLATE ROOF REHABILITATION
Roof Area
Natural Slate Roof
Dimensions: 115 ft x 25 ft per slope
Approximate Area: ~5,750 sq ft total
Scope of Work
Contractor shall:
1. Carefully remove broken, loose, or slipping slates.
2. Salvage and reuse existing slate where possible.
3. Replace non-salvageable slate with new matching natural slate.
4. Install ice and water shield at eaves and valleys.
5. Install breathable synthetic underlayment over full slope.
6. Replace or repair all flashing with 16 oz. copper minimum.
7. Rebuild ridges, valleys, hips, and dormer flashings.
8. Install snow guards matching original historic style.
9. Provide ridge ventilation if feasible without altering appearance.
10. Protect historic trim and facade elements.

PART II - ALTERNATE BID
ALTERNATE A - ASPHALT SHINGLE ROOF REPLACEMENT
(At Village Option)
Includes:
Full tear-off of existing shingles
Ice and water shield at eaves and valleys
Synthetic underlayment
Architectural shingles (30-year minimum)
New flashing, ridge vent, drip edge
Site cleanup and warranties
ALTERNATE B - FLAT ROOF LEAK ELIMINATION & SYSTEM STABILIZATION
Performance-Based Repair Scope
Due to telecommunications equipment installed on the flat roof, full membrane replacement is not
feasible. Contractor shall repair and restore the flat roof system to achieve a fully watertight condition.
Scope of Work
Contractor shall:
1. Perform infrared moisture scan.
2. Identify and remove wet insulation.
3. Repair membrane breaches and flashing failures.
4. Rebuild base flashings, curbs, and penetrations.
5. Restore roof system to eliminate all active leaks.
6. Provide photographic and written documentation of repairs.
Performance Requirement
Contractor shall warrant that no water infiltration shall occur for two (2) years following completion.
All leak repairs during this period shall be performed at no cost to the Village.

3. CONTRACTOR QUALIFICATIONS
Minimum five (5) years historic slate roofing experience
Three (3) municipal or historic project references
NYS licensed and insured
4. WARRANTIES
Minimum 10-year workmanship warranty (slate & shingle)
Two (2) year watertight warranty (flat roof)
5. SUBMITTAL REQUIREMENTS
Proposals must include:
Lump sum Base Bid price
Separate Alternate A price
Schedule
Product data
Safety plan
Insurance certificate
References
6. PRE-BID SITE VISIT
A mandatory site visit will be scheduled.
7. PROJECT SCHEDULE
Start within 30 days of award
Substantial completion within 60 days
8. EVALUATION AND AWARD
This procurement is subject to New York State General Municipal Law 103. The contract shall be
awarded to the lowest responsible and responsive bidder meeting all requirements of this RFP.
9. SUBMISSION Due: October 30, 2026
Submitted to: Paula McCarthy, Village Clerk
28 Beekman Avenue
Sleepy Hollow, NY 10591
10. QUESTIONS - All questions shall be submitted to: Anthony Giaccio, agiaccio@sleepyhollowny.gov