RFB-COP-09-26-01 PURCHASE OF NEWAND RECAP TIRES & SERVICES FOR CITY VEHICLES

CITY OF POUGHKEEPSIE
POUGHKEEPSIE, NEW YORK
RFB-COP-09-26-01
PURCHASE OF NEWAND RECAP TIRES
& SERVICES FOR CITY VEHICLES
Hon. Yvonne Flowers, Mayor
Joseph Donat, City Administrator
Council Member at Large: Da'Ron Wilson
Council Members
Ernest Henry Ondie James
Even Menist Christopher Grant
Terriciena Brown Nedra Patterson Thompson
Nathan Shook Daniel Atonna
Prepared By:
City of Poughkeepsie
62 Civic Center Plaza
Poughkeepsie, New York 12601
TO BE ADVERTISED: September 18, 2026 FOR ONE DAY ONLY

CITY OF POUGHKEEPSIE, NEW YORK
ADVERTISEMENT AND NOTICE TO BIDDERS
Beginning immediately, sealed bids are sought and invited by The City of Poughkeepsie for the
Purchase of NEW AND RECAP Tires & Services for City Vehicles -RFB-COP-09-26-01, as
set forth in the specifications prepared by the City of Poughkeepsie Purchasing Department.
Bids will be received by the Board of Contract and supply, c/o Purchasing Agent, 62 Civic
Center Plaza, Poughkeepsie, NY 12601 on or before 2:30 p.m. on October 12, 2026 after which
time they will be publicly opened and read aloud in the third floor Common Council Chambers,
with the contract being awarded as soon as practicable thereafter. Questions are due by 4:00 p.m.
on October 6, 2026.
Specifications and Contract are subject to provisions of Chapter 605, Laws of the State of New
York of 1959, Section 103-A of the General Municipal Law and Federal Procurement
Regulations 24CFR Part 85.36.
Specifications and bid forms are attached hereto. All mailed proposals will be sealed and
distinctly marked "Proposal for RFB-COP-09-26-01: "PURCHASE OF NEW AND RECAP
TIRES & SERVICES FOR CITY VEHICLES" The City of Poughkeepsie officially distributes
bidding documents from the Purchasing Office , the City of Poughkeepsie website,
www.cityofpoughkeepsie.gov or through the Hudson Valley Municipal Purchasing Group's
Regional Bid Notification System. Copies of bidding documents obtained from any other source
are not considered official copies. Only those vendors who obtain bidding documents from the
Purchasing Office, the City of Poughkeepsie website, or the Regional Bid Notification System
will be sent addendum information, if such information is issued. If you have obtained this
document from a source other than the City of Poughkeepsie Purchasing Office, or the HVMPG
Regional Bid Notification System it is recommended that you obtain an official copy. You may
obtain an official copy by registering on the HVMPG Regional Bid Notification System at.
http://www.bidnetdirect.com/new-york or by visiting http://www.cityofpoughkeepsie.gov
STATEMENT OF NON-COLLUSION:
Bidders on the Contracts are required to execute a non-collusion bidding certificate pursuant to
Section 103d of the General Municipal Law of the State of New York.
Attention of bidders is particularly called to the mandatory Compliance with the Davis-Bacon Act
and other Federal Labor Standards Provisions: Title VI and other applicable provisions of the Civil
Rights Act of 1964; Executive Order 11246; Section 3 of the Housing and Urban Development
Act of 1968; Section 109 of the Housing and Community Development Act of 1974; and Executive
Order 11625 (Utilization of Minority Business Enterprise). Bidders are also required to comply
with the provision of Section 291-299 of the Executive Law of the State of New York.
The City of Poughkeepsie hereby notifies all Bidders that it will affirmatively ensure that in
regard to any contract entered into pursuant to this advertisement, minority and women
business enterprises will be afforded full opportunity to submit bids in response to this
invitation and will not be discriminated against on the grounds of race, gender, color, or
national original in consideration for an award.

OWNERS RIGHTS RESERVED:
The City of Poughkeepsie expressly reserves the right to waive any irregularities in or to accept
any bid or to reject any and all bids or to award on any or all items as the interest of the City of
Poughkeepsie may appear to require.
DEPARTMENT OF FINANCE
CITY OF POUGHKEEPSIE
Eddie L Varnado
Commissioner of Finance
Dated: September 18, 2026
Poughkeepsie New York

INSTRUCTIONS AND INFORMATION TO BIDDERS
PAGE 1 OF 3
* Read all documents contained in the bid specifications.
* Bidders are responsible for submitting their bids to the appropriate location at or prior to
the time indicated in the specifications. No bids will be accepted after the designated
time or date indicated in the bid specifications. It is suggested that registered mail be
used to submit bids. Delay in mail delivery is not an exception to the receipt of a bid.
* Any questions or clarification to the bid specifications or technical specifications must be
submitted in writing to the Purchasing Agent at 62 Civic Center Plaza, Poughkeepsie, NY
12601 or by email to: ckessler@cityofpoughkeepsie.gov prior to the bid opening. Such
questions must be in the possession of the Purchasing Agent seventy-two (72) hours prior
to the bid opening, unless otherwise stated. Verbal questions will not be entertained.
* Bidders shall indicate, on the outside of their sealed bid, the following information:
1. Title and Number of the Bid
2. Date and Time of Bid Opening
Failure to do so may result in rejection of the bid as being unresponsive.
* The following forms are necessary to be submitted as a bid, as well as any additional
forms requested in the detailed specifications:
*
1. CS-1 - Bid proposal form/price page(s). (except some bids, such as for
the Department of Public Works or Engineering Department, where a
separate form may be required). Such exceptions will be noted in the work
specification.
2. CS-2 - Non-Collusion Affidavit, completed, signed and dated.
3. Iran Divestment Act Document, completed, notarized, signed and dated.
4. Bidders must submit one original and one copy of their bid
Failure to submit required documents may result in rejection of the bid as being
unresponsive.
It is not necessary to submit our technical specifications with the bid. They are to be
retained by the bidder for their records.
* Bidders must submit one original and one copy of their bids, unless otherwise
stated. The original must be clearly marked. All bids must be filled out in ink, or be
typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have
been corrected by white out or cross out, and have not been initialed and/or dated will be
rejected as unresponsive.

INSTRUCTIONS AND INFORMATION TO BIDDERS
PAGE 2 OF 3
* The City of Poughkeepsie is part of a group known as the "INTERAGENCY
PURCHASING COOPERATIVE". This group consists of the County of Dutchess,
Dutchess Community College, and 82 different school and fire districts, cities, towns, and
villages located throughout Dutchess County. The City of Poughkeepsie is also part of a
group known as the "Hudson Valley Municipal Purchasing Group" (HVMPG), which
consists of the Counties of Dutchess, Rockland and Ulster; Town of Cortlandt; City of
New Rochelle and the Pearl River School District. Other municipal purchasing agencies
in the Hudson Valley will be joining in this regional system. The prices submitted in this
bid may be extended and offered to these various agencies for their consideration. If they
choose to participate in the proposal they will be submitting their own purchase
documents directly to the successful vendor(s).
* Samples may be requested by the City for the purpose of product evaluation. It is
understood that samples will be provided at no charge to the City and will be returned,
when requested, within 30 days after the evaluation is completed, at the expense of the
vendor. All samples left longer than 30 days after the evaluation period will be discarded.
* Sealed bids for Purchase of New and Recap Tires & Services For City Vehicles, Bid:
9-26-01, will be received in the Purchasing Department, 62 Civic Center Plaza,
Poughkeepsie, New York, on or before 2:30 p.m. October 12, 2026, and at that time,
and place bids will be publicly opened and read aloud. Specifications and bid forms are
attached hereto. Questions are due by 4:00 p.m. on October 6, 2026.
* Should the bidder find discrepancies or omissions in the specifications, he shall notify the
Purchasing Agent, at once. The Purchasing Agent will not assume responsibility for any
oral instructions, or interpretations of meaning of the specifications or other contract
documents to any bidder by any person or persons.
* The Purchasing Agent, and/or his/her designee, shall be the only one authorized to make
changes or alterations to anything contained in these specifications. Such changes shall be
in writing to all interested vendors clearly indicating the change or alterations.
* The City of Poughkeepsie officially distributes bidding documents from the Purchasing
Office or the Hudson Valley Municipal Purchasing Group's Regional Bid Notification
System. Copies of bidding documents obtained from any other source are not considered
official copies. Only those vendors who obtain bidding documents from the Purchasing
Office or the Regional Bid Notification System will be sent addendum information, if
such information is issued.
* If you have obtained this document from a source other than the City of Poughkeepsie
Purchasing Office or the HVMPG Regional Bid Notification System it is recommended
that you obtain an official copy. You may obtain an official copy by registering on the
HVMPG Regional Bid Notification System at http://www.bidnetdirect.com/new-yorkor
by visiting http://www.cityofpoughkeepsie.gov.

INSTRUCTIONS AND INFORMATION TO BIDDERS
PAGE 3 OF 3
* All bids shall be made out on the proposal forms attached hereto and all the attached
certificates must be completed and signed in compliance with the provisions of Section
103-d of the NYS General Municipal Law.
* The Purchasing Agent reserves the right to reject all bids, parts of all bids, or all bids for
any one or more supplies or contractual services included in the proposed contract, when
such rejection is in the best interest of the City. The contract will be awarded to the
RESPONSIBLE BIDDER offering the best price. A responsible bidder is a
manufacturer, producer, dealer, vendor, or bona fide manufacturer's agent... who has
demonstrated judgment and integrity, is of good reputation, experienced in his work,
whose record of past performance in the trade is established as satisfactory, and whose
financial status is such to provide no risk to the City of Poughkeepsie in its contractual
relations.
* No bidder may withdraw a bid within forty-five (45) days after the actual date of the bid
opening.
* Upon acceptance of any bid, the successful bidder shall execute a contract, in accordance
with the specifications, with the CITY OF POUGHKEEPSIE.
* CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT:
As a result of the Iran Divestment Act of 2012 (the "Act"), Chapter 1 of the 2012 Laws of
New York, a new provision has been added to State Finance Law (SFL) 165-a and New
York General Municipal Law 103-g, both effective April 12, 2012. Under the Act, the
Commissioner of the Office of General Services (OGS) will be developing a list of
"persons" who are engaged in "investment activities in Iran" (both are defined terms in the
law) (the "Prohibited Entities List"). Pursuant to SFL 165-a(3)(b), the initial list is
expected to be issued no later than 120 days after the Act's effective date at which time it
will be posted on the OGS website.
* NEW YORK STATE OSHA 10-HOUR CONSTRUCTION SAFETY AND HEALTH
COURSE S1537-A:
This provision, effective July 18, 2008, is an addition to the existing prevailing wage rate
law, Labor Law 220, section 220-h. It requires that on all public work projects of at
least $250,000.00, all laborers, workers and mechanics working on the site, be certified
as having successfully completed the OSHA 10-hour construction safety and health
course. It further requires that the advertised bids and contracts for every public work
contract of at least $250,000.00 contain a provision of this requirement. Rules and
regulations will be promulgated and posted on the NYSDOL website
www.labor.state.ny.us when finalized.

SPECIFICATIONS
&
PROPOSAL SHEETS

City Of Poughkeepsie
RFB-COP-09-26-01
Purchase of New and Recap Tire & Services for City Vehicles
Bid Spec
GENERAL SPECIFICATIONS
1.0 GENERAL
The purpose and intent of this specification is to provide a competent and reliable source
of supply for an undetermined quantity of new and recap tires of the described various
sizes, as listed on the Bid Proposal Form.
In addition, the City is seeking the services of a professional tire shop to mount, repair and
balance all tires and provide road service when necessary. The successful bidder must also
be available all nights and weekends.
2.0 TECHNICAL SPECIFIACATIONS
2.1 Tires
All tires must meet or exceed the current Federal Motor Vehicle Safety Standards
and conform to the following specifications:
* All tires are required to be first line tires and shall identify the
manufacturer along with the bid price on the Bid Proposal Form.
* All tires shall be guaranteed as provided by the manufacturer.
2.2 Repair, Mount and Balance
Bidders must have equipment necessary to repair, mount, and balance all sizes of
tires and provide road service as necessary, including nights and weekends. This
service must be provided in a timely manner, within two hours of the call for
service.
3.0 INSURANCE
The Contractor shall purchase and maintain in full force and effect insurance policies with
the limits of insurance provided in the contract documents or the following insurance
coverage's, whichever is greater. The insurance should be from an insurer that has an
A.M. Best Rating of "A-" or better.
1. Commercial General Liability with limits not less than $1,000,000 per
occurrence, $2,000,000 general aggregate, $1,000,000 and $2,000,000

products-completed operations aggregate. Such insurance shall cover liability
arising from premises, operations, independent contractors, product-completed
operations for one year following project completion, personal and advertising
injury and liability assumed under an insured contract. There shall be no
endorsement or modification of the Commercial GL form arising from pollution,
explosion, collapse, underground property damage or work performed by
subcontractors.
2. If required by the City of Poughkeepsie, professional liability with a limit of
$2,000,000 per claim/occurrence and $2,000,000 annual policy aggregate.
3. If required by the City of Poughkeepsie, contractors' pollution
cleanup/remediation and pollution liability with a limit of $2,000,000 per claim
and $2,000,000 annual policy aggregate
4. Business Automobile Liability with a limit of not less than $1,000,000
each accident, including owned, non-owned, leased and hired vehicles.
5. Statutory Workers Compensation and employers liability coverage for
all employees, including corporate officers and sole proprietors.
6. Umbrella/Excess Liability with a limit of not less than $5,000,000 per
occurrence/aggregate
City of Poughkeepsie is to be included as an additional insured on a primary, non- contributory
basis (using CG 2010 07/04 and CG 2037 10/01 or its equivalent) for item 1. Items 1 and 6 will
have no exclusions for New York State "labor law" claims and/or claims for injuries to
subcontractor employees.
All policies required by this paragraph shall include a waiver of subrogation in favor of City of
Poughkeepsie.
Except where prohibited by law, all policies and certificates of insurance shall expressly provide
that City of Poughkeepsie must receive 30 days written notice in the event of material
alteration, cancellation or nonrenewal of coverage, including subcontractors' insurance.
On receipt of such notice, the City shall have the option to cancel this Agreement
without further expense or liability to the City, or to require the Contractor to replace the
canceled insurance policy, or to rectify any material change in the policy, so that the
insurance coverage required by this paragraph is maintained continuously throughout the
term of this Agreement in form ad substance acceptable to the City. Failure of the
Contractor to take out or to maintain, or the taking out or the maintenance of any
required insurance, shall not relieve the Contractor from any liability under this
Agreement nor shall the insurance requirements be construed to conflict with or to limit
the obligations of the Contractor concerning indemnification.
a. All certificates of insurance shall contain a clause naming the City of Poughkeepsie as
loss payee on the policies and providing that any notices of cancellation of insurance be
given to the City of Poughkeepsie no less than ten (10) days' prior to any such
cancellation.
b. Renewal certificates covering the renewal of all policies expiring during the life of this
Contract shall be filed with the City of Poughkeepsie not less than thirty (30) days before
the expiration of such policies.

c. Certificates should be sent to the attention of the Purchasing Agent, 62 Civic Center Plaza
Poughkeepsie, NY 12601 or by email: ckessler@cityofpoughkeepsie.gov
All insurance companies issuing policies relating to this Contract must be licensed to do
business in New York State and be approved by the City of Poughkeepsie's Law Department.
All losses of City property shall be adjusted with and made payable directly to the City.
In the event that claims in excess of these amounts are filed in connection with this
Agreement, the excess amount or any portion thereof may be withheld from
payment due or to become due the Contractor until the Contractor furnishes such
additional security as is determined necessary by The bidder shall procure and
maintain, at his own expense, during the contract time, liability insurance as
hereinafter specified:
4.0 GENERAL SPECIFICATIONS
Bids will be accepted for each particular item as listed. All bid prices will be prices without
trade-in allowance. Sizes not inclusive or not listed shall be available at the same
discounted prices. Prices shall be F.O.B. Destination Freight Prepaid and Allowed per item
to the City of Poughkeepsie Central Garage.
5.0 CONTRACT PERIOD
The term of this contract shall for one (1) year, from on or about October 1, 2026 and
terminating September 30, 2027. If mutually agreed between the City of Poughkeepsie
and the contractor, the contract may be extended for an additional FOUR (4) twelve month
periods not exceed 5 years upon written notice to the contractor with the same terms and
conditions as the original contract including, but not limited to, quantities, prices, and
delivery requirements. No price increases will be granted during the initial contract period.
Upon renewal, the contractor must submit in writing, any price increase and must have
prior approval at least sixty (60) days in advance. The City reserves the right to reject any
and all price increases.
6.0 DELIVERY
Bidders shall maintain a sufficient stock level to ensure delivery within five working days
from order placement. All orders placed over $5000.00 will require a Purchase Order.
Any Contractor, who delivers items which are not ordered, or who duplicates or over ships
items, does so entirely at his own expense. Such shipments will be at no cost or
responsibility to the City of Poughkeepsie. All prices must include delivery; fuel surcharges
are not allowed. Delivery shall be to the Central Garage, 26 Howard Street, Poughkeepsie,
NY, unless otherwise specified.
FUEL SURCHARGES:
The City will not pay any type of fuel surcharge on any item or contract unless
specifically indicated as such by the City in the solicitation or contract. Any fuel charges
added and not authorized by the City will be deleted from any payments made to the
vendor