PURCHASING DEPARTMENT
COUNTY OF STEUBEN
BID DOCUMENT
Legal Notice
Notice is hereby given that the Public Works Committee of the Steuben County Legislature and the
Commissioner of Public Works will receive sealed bids per specifications for:
Title: Asphalt Milling
Document Number: PW-25-042-B
Bid documents are available, as of this date, at the Purchasing Department, 3 East Pulteney Square, Bath, New
York. Telephone number: 607-664-2484. These documents are also available on the internet; Steuben
County website at www.SteubenCountyNY.gov.
Interested parties assume all responsibility to acquire bid information and forms.
To be considered, bids must be submitted on Steuben County bid forms and delivered in a sealed opaque
envelope. Bids will be received at the Purchasing Department until 1:30 P.M. local time on Thursday,
February 6, 2025; at which time bids will be opened and read publicly.
Dated: January 9, 2025
___________________
Andrew G. Morse
Director of Purchasing
(R011025)
Rev. 1/10/2025 - 1page 1
Asphalt Milling
PW-25-042-B
GENERAL TERMS AND CONDITIONS
1. Objective:
(R042208)
This bid document is published in order to obtain competitive prices for: Asphalt Milling. This
equipment shall be utilized in the performance of planing, texturizing, and cold milling of asphalt
pavement and/or “mixed composition” roads. The contractor’s responsibility shall include, but is not
limited to, the following:
a. supply the County with both an equipment driver/operator, and an equipment groundman
(equipment’s ground controls operator; if an equipment groundman is required for the proper
operation and performance of the asphalt milling equipment) who are trained, competent, and
experienced in:
i. the operation and maintenance of the rental/rented equipment.
ii. the job performance requirements for asphalt milling jobs.
The cost for equipment driver/operator and equipment groundman (if required for the proper
operation and performance of the asphalt milling equipment) shall be included in the bidders “In
Toto Price(s) Bid”.
b. to supply the County with the asphalt milling equipment on a “standby”, rental basis. The term
“standby” shall mean that the contractor shall have the specified asphalt milling equipment
available for rent at any time during the term of the contract and for the length of time said
equipment is required by the County.
c. the supply and mobilization of all of the following to and from a project site within a specified
quadrant of the County: Equipment, Equipment Driver/Operator, Equipment Groundman
(equipment’s ground controls operator; if an equipment groundman is required for the proper
operation and performance of the asphalt milling equipment), and ancillary items (as may be
necessary).
d. the costs for mobilization shall be included in the rental prices bid. Therefore, mobilization shall
not be invoiced as a separate line item; nor shall the time required for mobilization to or from the
project site be invoiced as rental time. Note: Steuben County reserves as its right, the right to
transport the rental equipment to other project sires located within the quadrant. There shall not
be a mobilization cost charged to either party (County or contractor) for said transport of
equipment.
e. supply the County with equipment which is in good and reliable operating condition.
f. all costs and labor associated with fuel, operation, maintenance, and repair of rental equipment.
Note: All fueling, maintenance, and mobilization of equipment shall be performed prior to or at
the conclusion of the standard Steuben County Department of Public Works workday; i.e.
Monday –Thursday, 6:00 a.m. – 4:30 p.m. All repair work shall be performed at times and in
such a fashion so as to minimize “downtime”. “Downtime” shall be credited to Steuben County
on a “per hour of downtime” basis.
g. furnish proof of sufficient insurance coverage. It is a requirement that all required insurance(s)
remain enforced throughout the contract term.
h. all asphalt milling work shall be performed under the direct supervision of the County Highway
Engineer or the project foreman.
2. Acquisition of Bid Documents:
(R042208)
a. Bid 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.
January 10, 2025
Rev. 1/10/2025 - 1page 2
Asphalt Milling
PW-25-042-B
b. Each bidder bears sole responsibility for acquisition of bid documents. Request for bid
documents to be forwarded is neither a guarantee nor an incurred obligation on the part of
Steuben County to ensure requestor’s receipt of bid documents; timely or otherwise.
c. Receipt of these bid 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 bid documents be interpreted an endorsement that the recipient’s equipment, materials,
products, and/or services are in compliance with the bid specifications.
3. Document Number:
(R042208)
a. This document has been assigned the following number: PW-25-042-B.
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 Bid Documents:
(R042208)
Each bidder shall examine all bid 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 bid solicitation shall be in writing and submitted to the
Purchasing Department prior to the scheduled bid 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 official method whereby interpretation, clarification or additional
information can be given.
5. Requirements:
(R051908)
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 bid 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 bid document is to be considered an essential component of
the bid document and subsequent contract(s) AND that the bid 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.
January 10, 2025
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Asphalt Milling
PW-25-042-B
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 bid 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 bidder's
attachment(s) to its bid.
ii. Further, the County shall not be bound by the contents and language expressed in the
bidder's bid attachment(s) to its bid; including any attachment(s) submitted to the bidder by
manufacturers, sub-contractors, suppliers, and other parties.
6. Preparation of Bid Documents:
(R042208)
Bids must be submitted on the forms provided in the bid documents and prepared in the following
manner:
a. All bid 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 bid.
iv. Each price bid shall be expressed as a numerical dollar value; indicators such as ditto marks,
arrows, etc. are not acceptable.
b. All forms requiring the bidder’s signature shall be signed by the bidder or the bidder’s authorized
representative. Erasures and/or alterations shall be initialed by the individual whose signature
appears on the bid forms.
c. The bidder shall submit the bid in accordance with the bid documents and shall not make any
changes in the wording of the bid forms or make any stipulations or qualify the bid in any
manner.
d. Unless otherwise specified by Steuben County, all bids are required to be: FOB Destination,
freight allowed. Destination to be designated by the County.
e. All bids shall be firm for a period of forty-five (45) days from the bid opening date; during which
time the County shall render its decision.
7. Non-Collusive Bidding Clause and Certificate:
(R041811)
a. Clause –
“By submission of this bid, each bidder and each person signing on behalf of any bidder certifies,
and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty
of perjury, that to the best of knowledge and belief:
1. The prices in this bid 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 bidder or with
any competitor;
2. Unless otherwise required by law, the prices which have been quoted in this bid
have not been knowingly disclosed by the bidder and will not knowingly be
disclosed by the bidder prior to opening, directly or indirectly, to any other bidder
or to any competitor; and
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Asphalt Milling
PW-25-042-B
3. No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit or not to submit a bid for the purpose of
restricting competition.”
b. The bidder shall submit a signed and dated Non-Collusive Bidding Certificate with its bid. Said
certificate is mandated by Section 103-d of the General Municipal Law. Reference the “NON-
COLLUSIVE BIDDING CERTIFICATE” form included in this bid document.
8. Hold Harmless Clause and Form:
(R041811)
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, 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 bidder shall submit a signed and dated Hold Harmless Clause form with its bid. Reference
the “HOLD HARMLESS CLAUSE” form included in this bid document.
9. Iranian Energy Sector Divestment Certification:
(05/31/12)
Contractor/proposer hereby represents that said contractor/proposer is in compliance with New York
State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”.
a. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies
and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty
of perjury, that to the best of its knowledge and belief, that each bidder is not on the list created
pursuant to NYS Finance Law Section 165-a(3)(b).
b. The bidder shall submit a signed, notarized and dated Iranian Energy Sector Divestment
Certification with its bid.
Said certificate is mandated by Section 103-g of the General Municipal Law. Reference the Iranian
Energy Sector Divestment Certificate form included in this bid document.
10. Prevention of Sexual Harassment:
(R100920)
Contractor hereby represents that said contractor is in compliance with New York State Labor Law
Section 201-g entitled “Prevention of Sexual Harassment”.
The Agent 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 agent and
each person signing on behalf of any agent 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
January 10, 2025
Rev. 1/10/2025 - 1page 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.