RFB-FD-2026-030 - Fire Station #1 Tank Removal & Installation

CITY OF NEW ROCHELLE
NEW YORK
OFFICE OF PURCHASING & SUPPLY
515 NORTH AVENUE
NEW ROCHELLE, NY 10801
REQUEST FOR BIDS (RFB)
FIRE DEPARTMENT STATION #1 TANK REMOVAL & INSTALLATION
RFB-FD-2026-030
DATE OF ISSUANCE: JULY 1, 2026 at 5:00PM
PRE-BID SITE VISIT: JULY 9, 2026 at 10:00AM
QUESTIONS DUE BY: JULY 15, 2026 at 10:00AM
ANSWERS POSTED BY: JULY 17, 2026 at 4:00PM
SUBMISSION DEADLINE: JULY 22, 2026 at 3:00PM

TABLE OF CONTENTS
PART I: Bidding Procedures & Legal Core
Notice to Bidders / Advertisement for Bids ....................................................................... NTB-1
Instructions to Bidders ...................................................................................................................... ITB-1
o Includes: Submission Rules, Addenda Workflow, and the Cone of Silence
General Terms and Conditions ........................................................................................................ GTC-1
o Includes: Indemnification, Termination Protocols, Bonds, Retainage, and FOIL Disclosures
PART II: Project Specifications & Required Submissions
CRITICAL NOTICE TO BIDDERS: All forms in this section must be fully executed, signed, and returned in a sealed
envelope to constitute a responsive bid. Failure to include any of these completed forms at the time of the public bid
opening represents an uncurable fatal defect.
Schedule A: Project Overview, Scope of Work, & Bid Proposal Price Sheet
o Project Overview & Scope of Work ..................................................................................... S-1
o Bid Proposal Price Sheet / Fee Schedule ..................................................................... S-2
Schedule B: Insurance Requirements ................................................................................................ S-4
o Includes: General Liability and NYS Statutory Mandates (Workers' Comp/DB/PFL)
Schedule C: "No Bid" Response Form ................................................................................... S-6
Schedule D: Non-Collusive Bidding Certification (Required by NYS GML 103-d) ........................ S-7
Schedule E: Statement of Bidder's Qualifications ............................................................................ S-8
Schedule F: Vendor Responsibility Form & Questionnaire ............................................................. S-9
o Includes: Business Characteristics & Integrity History
Schedule G: Sexual Harassment Policy Certification ...................................................................... S-12
Schedule H: Iran Divestment Act Certification .................................................................... S-13
Schedule I: Certification Under Executive Order No. 16 ....................................................... S-14
Schedule J: Final Attestation & Notarized Execution ........................................................... S-15
PART III: Exhibits
Exhibit A: New York State Prevailing Wage (PRC #2026017312)

NOTICE TO BIDDERS
CITY OF NEW ROCHELLE
NOTICE IS HEREBY GIVEN that separate, sealed bids for FIRE DEPARTMENT STATION #1 TANK REMOVAL &
INSTALLATION, Specification Id No. RFB-FD-2026-030, will be received by the Office of Purchasing & Supply,
located at 515 North Avenue, New Rochelle, NY, 10801, until 3:00 PM local time on Wednesday, July, 22, 2026,
at which time and place all bids received will be publicly opened and read aloud.
1. DESCRIPTION OF WORK / GOODS
The City of New Rochelle is soliciting competitive, sealed bids from qualified and licensed petroleum bulk storage
contractors for a turnkey upgrade of the New Rochelle Fire Department's fuel infrastructure. The project includes the
full decommissioning and removal of the existing 4,000-gallon single-wall aboveground fuel tank, containment dyke,
and steel product lines. Contractors will then furnish and install a new 6,000-gallon double-wall aboveground
storage tank system that meets current environmental and safety standards.
2. OBTAINING BID DOCUMENTS
Specifications, contract drawings (if applicable), and bidding sheets may be examined and obtained on or after June
30, 2026 by the following methods:
Digital Download (Preferred): Documents can be accessed via the City of New Rochelle's bid posting
portal at https://www.newrochelleny.gov/bids.aspx.
In-Person Pick Up: Printed copies may be obtained at the Purchasing Department during regular
business hours (8:30 AM to 4:30 PM) upon payment of a non-refundable deposit of $10.00 per set. Checks
must be made payable to the City of New Rochelle.
3. BID SECURITY & SUBMISSION REQUIREMENTS
All bids must be submitted in a sealed envelope clearly marked on the outside with the Bid Title, Spec Number,
and the Name and Address of the Bidder. Bids submitted via facsimile or email will not be accepted.
4. LEGAL & COMPLIANCE REQUIREMENTS
The contractor will be required to comply with all applicable local, state, and federal laws.
Non-Collusion: Bidders must execute a Non-Collusive Bidding Certification in accordance with NYS GML
Section 103-d.
Tax Exemption: The City of New Rochelle is exempt from federal, state, and local sales taxes, and such
taxes must not be included in the bid price.
5. RESERVATION OF RIGHTS The City of New Rochelle reserves the right to waive any informalities, minor
irregularities, or technical defects in the bids received, to reject any or all bids, or to accept any bid or part thereof
which it deems to be in the best interest of the City of New Rochelle.
FROM THE DEPARTMENT OF FINANCE
DATED: JULY 1, 2026
BY: ADAM F. ROSS, DEPUTY FINANCE COMMISSIONER
RFB-FD-2026-030 NTB-1

INSTRUCTIONS TO BIDDERS
1. Defined Terms & Format of Proposals
1.1 The Term "Bidder" shall mean any person, firm, or corporation submitting a proposal for the work or
commodities detailed herein. The term "Owner" or "City" shall refer to the City of New Rochelle.
1.2 All bids must be submitted on the blank Bid Proposal Sheets attached hereto. All blank spaces must be
legibly filled in using ink or typewritten. Digits must be written both in words and numbers where requested.
In the event of a discrepancy between written words and numbers, the written words shall govern.
1.3 Proposals must be signed in ink by an authorized principal of the bidding entity. If a corporation, the
corporate seal must be affixed, and the title of the signing officer must be stated.
2. Delivery of Bids & Master Time Clock
2.1 Every bid must be enclosed in a securely sealed envelope, addressed to the Purchasing Department,
and clearly endorsed on the outside with the Spec Number, Bid Title, and the Name and Address of the
Bidder.
2.2 Bids must be physically received by the designated office prior to the time and date specified in the
Notice to Bidders. The time-date stamp machine located in the Purchasing Office shall serve as the official
master timepiece.
2.3 Bids received after the exact time and date specified will not be considered and will be returned to the
bidder unopened. The Bidder assumes all responsibility for timely delivery, regardless of the method of
shipment chosen (including courier services, USPS, or hand-delivery).
3. Bid Security & Guarantees
3.1 Each proposal must be accompanied by a certified check drawn upon a solvent bank or a money order,
in the amount of Five Percent (5%) of the total gross bid price.
3.2 Certified checks or money orders of unsuccessful bidders will be returned upon the execution of a formal
contract with the winning bidder.
3.3 If the successful bidder fails or refuses to execute the contract and provide the required
performance/payment bonds within ten (10) days after receiving the Notice of Award, the bid security shall
be forfeited to the City as liquidated damages.
4. Interpretation of Documents & Addenda
4.1 No verbal interpretation of the meaning of the plans, specifications, or other contract documents will be
made to any bidder. Every request for interpretation must be made in writing, addressed to
aross@newrochelleny.gov and received at least five (5) business days prior to the date fixed for the opening
of bids.
4.2 Any and all such interpretations, along with any supplemental instructions, will be issued in the form of
written Addenda to the specifications. Addenda will be posted to the municipal purchasing website and/or
emailed to all prospective bidders of record no later than three (3) business days prior to the bid opening.
4.3 Failure of any bidder to receive any such addendum or interpretation shall not relieve them from any
obligation under their bid as submitted. All addenda so issued shall become a formal part of the contract
documents.
RFB-FD-2026-030 ITB-1

4.4 Failure of any bidder to acknowledge receipt of any issued Addenda on the designated executions
sheets within Schedule J shall constitute a material, non-curable fatal defect, and the bid submission shall
be immediately rejected as non-responsive.
5. The Cone of Silence
5.1 Establishment of the Cone: A formal blackout period, hereby designated as the Cone of Silence, is
officially established for this solicitation. The Cone of Silence shall become effective immediately upon the
public advertisement and issuance of this bid packet and shall remain in strict effect until the date the
Governing Board passes a formal resolution awarding the contract, or until the City officially rejects all bids.
5.2 Prohibited Contact: Except as explicitly provided in Section 4, no bidder, proposer, or prospective
vendor-including their corporate principals, employees, agents, or hired lobbyists-shall communicate,
either directly or indirectly, regarding any aspect of this active procurement with any elected official,
department head, municipal employee, evaluation committee member, or board representative of the City of
New Rochelle.
5.3 Permitted Exceptions: The Cone of Silence shall not apply to regular, transparent communication
workflows specifically designated within these contract documents, restricted exclusively to:
o The submission of formal, written questions or clarification requests directed solely to the Purchasing
Manager or the designated procurement official via aross@newrochelleny.gov .
o Publicly noticed pre-bid conferences, site walk-throughs, or interview presentations explicitly
scheduled by the Purchasing Department.
o Standard administrative communications initiated directly by the Purchasing Department to clarify a
vendor's submission details or verify bidder responsibility checks.
5.4 Penalties for Violation: Any unauthorized verbal, written, electronic, or backdoor communication by a
bidder or their agent that violates the terms of this section shall be logged by the Purchasing Department. A
verified violation of the Cone of Silence constitutes a material breach of the procurement process and shall
result in the immediate disqualification of the offending bidder's proposal as non-responsible. Furthermore,
the violating firm may be subject to a temporary or permanent debarment from participating in future
municipal bids.
6. Mandatory Certifications & Responsiveness
6.1 To be considered a responsive bid, the submission must include fully executed, signed, and completed
copies of the following standard statutory certifications and background forms contained within this packet:
o Schedule A: Overview, Scope of Work, & Bid Price Sheet
o Schedule B: Insurance Requirements
o Schedule C: "No Bid" Response Form
o Schedule D: Non-Collusive Bidding Certification (Pursuant to General Municipal Law)
o Schedule E: Statement of Bidder's Qualifications
o Schedule F: Vendor Responsibility Form & Questionnaire
o Schedule G: Sexual Harassment Policy Certification
o Schedule H: Iran Divestment Act / Prohibited Entities Certification
o Schedule I: Certification Under Executive Order No. 16
o Schedule J: Submission Verification & Notarized Jurat
RFB-FD-2026-030 ITB-2

6.2 Failure to submit these executed documents at the exact time of the bid opening is a fatal defect that
cannot be cured after the fact, and the bid shall be deemed non-responsive.
7. Withdrawal of Bids & Award Process
7.1 Any bid may be withdrawn by written request, signed by the bidder, and received by the City prior to the
scheduled time for the bid opening.
7.2 No bidder may withdraw a bid within forty-five (45) days after the actual date of the opening.
7.3 The contract will be awarded to the lowest responsible and responsive bidder matching the
specifications for standard goods and public works, or via a Best Value evaluation framework if explicitly
designated for professional services.
7.4 The City reserves the right to reject any or all bids, to waive minor informalities or technical irregularities,
or to award individual items or groups of items if it is determined to be in the public interest.
8. Pre-Bid Site Walkthrough and Q&A
8.1 A site walkthrough will be conducted on July 9, 2026 at 10:00AM. Attendance is not mandatory but highly
encouraged.
8.2 All inquiries regarding this solicitation must be submitted in writing via email to
aross@newrochelleny.gov by 3:00PM on July 15, 2026.
RFB-FD-2026-030 ITB-3

GENERAL TERMS & CONDITIONS
1. INDEMNIFICATION & HOLD HARMLESS
The Contractor shall defend, indemnify, and hold harmless the City of New Rochelle, its officers, officials,
employees, and volunteers from any and all claims, demands, suits, actions, damages, liabilities, losses, or
expenses (including, but not limited to, reasonable attorneys' fees and litigation costs) arising out of, relating to, or
resulting from the performance of the work, operations, or services provided under this Agreement, provided that
any such claim is caused in whole or in part by any negligent act, error, omission, or willful misconduct of the
Contractor, any subcontractor, or anyone directly or indirectly employed by them.
2. TERMINATION PROTOCOLS
2.1 Termination for Convenience: The City reserves the right to terminate this contract, in whole or in part,
at any time for its convenience upon thirty (30) days written notice to the Contractor. Upon receipt of such
notice, the Contractor shall immediately cease all work or deliveries, unless the notice dictates otherwise.
The Contractor shall be compensated for verifiable work satisfactorily completed and materials accepted up
to the effective date of termination but shall not be entitled to anticipated profits on unperformed work.
2.2 Termination for Cause: If the Contractor fails to deliver commodities or perform services within the
timeframe specified, fails to maintain required insurance coverages, complies poorly with safety regulations,
or breaches any material provision of this Agreement, the City may issue a written five (5) day Notice to
Cure. If the default is not completely remedied to the City's satisfaction within that timeframe, the City may
terminate the contract for cause immediately.
2.3 Remedies for Default: In the event of a termination for cause, the City reserves the right to procure the
required goods or services from alternative sources on the open market. The defaulting Contractor shall be
held liable to the City for any excess completion costs, administrative expenses, and legal fees incurred.
3. STATUTORY COMPLIANCE & PUBLIC RECORDS (FOIL)
3.1 Public Access to Records: All bids, proposals, contracts, and supporting documentation submitted to
the City are subject to public inspection under the state Freedom of Information Law (FOIL) or public
records access statutes.
3.2 Proprietary Markings: If a Contractor considers specific financial info, proprietary data models, or
technical trade secrets exempt from disclosure, they must explicitly identify and label those specific pages or
sections upon submission. A blanket marking of the entire document as "confidential" will not be honored.
The City reserves the final right to determine disclosure compliance under statutory guidance.
3.3 Independent Contractor Status: The Contractor is, and shall perform all duties as, an independent
contractor. Nothing contained herein shall be construed to create an employer-employee, partnership, or
joint-venture relationship.
4. PREVAILING WAGE & LABOR LAW COMPLIANCE
4.1 Statutory Mandate: This project constitutes a public works contract under New York State Labor Law
Article 8. All laborers, workers, and mechanics employed on the job site must be paid not less than the
prevailing rate of wages and receive the supplements stipulated by the New York State Department of
Labor.
4.2 Case Number (PRC) & Rate Schedules: The official Prevailing Wage Rate Schedule assigned to this
project is designated as PRC Case No. 2026017312. This schedule is attached as Exhibit A within Part III of
RFB-FD-2026-030 GTC-1

this packet and is incorporated into this contract by reference. The Contractor is legally responsible for
monitoring regular updates to the schedule and maintaining compliance at no additional cost to the City.
4.3 Certified Payroll Submissions: The Contractor and every subcontractor must maintain certified weekly
payroll records. As an absolute condition precedent to the processing of any progress payment, the
Contractor must submit these Certified Payroll Records to the Municipal Auditing Department within [e.g.,
thirty (30) days] of the completion of each payroll week.
4.4 Posting Requirements: The Contractor shall conspicuously post the prevailing wage scale sheets in a
weatherproof display board on the job site, easily accessible to all working trades.
5. COMPREHENSIVE BONDING & FINANCIAL SECURITY REQUIREMENTS
To guarantee performance and protect public funds against subcontractor defaults or mechanic's liens, the
successful bidder must provide the following financial bonds from a surety company licensed to issue bonds in the
State and listed on the current U.S. Treasury Department Circular 570:
5.1 Performance Bond: Executed in an amount equal to One Hundred Percent (100%) of the total
contract award value, guaranteeing that the contractor will faithfully execute, complete, and warrant the
construction work according to the plans and specifications.
5.2 Maintenance / Warranty Bond: Upon final completion and acceptance of the work, the Contractor shall
provide a maintenance bond covering One Hundred Percent (100%) of the final contract sum, valid for a
period of two (2) years from the date of final sign-off, to guarantee repair of any latent construction defects
or material failures.
6. PROGRESS PAYMENTS & RETAINAGE MECHANICS
6.1 Schedule of Values: Prior to the first application for payment, the Contractor shall submit a detailed
Schedule of Values breaking down the total contract sum into itemized components corresponding to
specific construction tasks. Once approved by the Municipal Engineer or Architect, this schedule will serve
as the basis for reviewing progress payments.
6.2 Application Framework: Applications for progress payments may be submitted monthly based on the
percentage of work physically completed on-site and verified by the Municipal Inspector.
6.3 Retainage Withholding: To ensure diligent project completion and protect against punch-list defaults,
the City will withhold Five Percent (5%) of the gross amount of each approved progress payment as
Retainage.
6.4 Final Release of Retainage: Retainage will be withheld by the City until all of the following conditions
are met:
o Formal issuance of a Certificate of Substantial Completion by the City Project Architect/Engineer.
o Submission of a Final Certified Payroll Affidavit of Compliance from the Contractor and all subs.
o Execution of a Final Waiver of Lien / Release of Claims form by the Contractor, verifying that all
subcontractors and materialmen have been paid in full.
o Successful closeout of all remaining punch-list items to the satisfaction of the City.
7. ASSIGNMENT, SUBCONTRACTING, & NON-WAIVER
7.1 Prohibition on Assignment: The Contractor shall not assign, transfer, convey, sublet, or otherwise
dispose of this Agreement, or its right, title, or interest therein, or its power to execute such contract, to any
RFB-FD-2026-030 GTC-2

other person, company, or corporation without the prior written consent of the City. Any unauthorized
assignment shall be void and shall immediately terminate the contract at the City's option.
7.2 Subcontractor Approval: If subcontracting is permitted under the technical specifications, the
Contractor must submit a full list of proposed subcontractors for municipal approval prior to the
commencement of work. The Contractor remains fully responsible for the performance and compliance of all
subcontractors. The use of subcontractors is limited and must never exceed 49% of the project's value.
7.3 Non-Waiver: The failure of the City to insist upon strict performance of any term or condition of this
Agreement shall not be construed as a waiver of any subsequent breach or the right to enforce that term in
the future.
8.GOVERNING LAW & VENUE
This Agreement, and all disputes arising out of or relating to it, shall be governed by, construed, and enforced in
accordance with the laws of the State of New York, without regard to conflict of law principles. Any legal action, suit,
or proceeding arising under this contract must be instituted exclusively in a court of competent jurisdiction located in
Westchester County.
(REST OF PAGE LEFT INTENTIONALLY BLANK)
RFB-FD-2026-030 GTC-3

SCHEDULE A
PROJECT OVERVIEW, SCOPE OF WORK, & BID PRICE SHEET
1. Project Overview
The City of New Rochelle is seeking competitive, sealed bids from qualified, licensed petroleum bulk storage (PBS)
contractors to perform a complete, turnkey fuel infrastructure upgrade for the New Rochelle Fire Department.
The current infrastructure consists of an aging single-wall 4,000-gallon aboveground fuel storage tank, an
associated dyke containment structure, and steel product lines. The objective of this project is to safely
decommission and remove the existing system in its entirety, and subsequently install a higher-capacity,
environmentally compliant 6,000-gallon double-wall storage tank system.
Bidders must submit a comprehensive, fixed-price proposal covering all phases of the demolition, legal disposal,
installation, and system integration outlined in this document.
2. Scope of Work (SOW)
The selected Contractor shall furnish all necessary labor, materials, equipment, tools, heavy rigging, crane services,
and supervision required to execute this project in two distinct phases.
2.1 Phase I: Decommissioning, Demolition, and Site Clearance
Tank Cleaning and Purging: Contractor shall safely enter the existing 4,000-gallon single-wall storage tank
to clean, cut, and remove all residual fuel and tank-bottom sludge.
System Demolition: Dismantle, cut down, and remove the existing 4,000-gallon tank, the surrounding
concrete/steel dyke containment structure, and all associated steel product lines.
Legal Disposal: Lawfully transport and dispose of the existing single-wall tank, structural dyke materials,
and piping o(cid:431)-site. The Contractor is strictly required to provide certified waste manifests and legal disposal
receipts to the City of New Rochelle upon completion of this phase.
2.2 Phase II: New 6,000-Gallon Infrastructure Installation
Tank Specification: Supply and install one (1) brand new 6,000-gallon UL142-listed double-wall steel
storage tank equipped with built-in overfill protection.
Rigging and Placement: Provide all required crane and rigging services to o(cid:431)load the new tank assembly
and securely set it onto an approved tank mat.
Foundation: The tank assembly shall be positioned on a concrete pad provided by the City.
Appurtenances: Supply and install a mounted remote fill containment box, a dedicated system vent line
with an approved vent cap, separate emergency and primary vents, and an OSHA-compliant access ladder.
RFB-FD-2026-030 S-1