RFB-PW-2026-047 — Library Kiosk Signs

Department of Finance Tel (914) 654-2072
515 North Avenue Fax (914) 654-2344
New Rochelle, NY 10801
City of New Rochelle
New York
TO: All Prospective Bidders BID SPEC No. RFB-PW-2026-047
for DATE POSTED: 9/28/2026
Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk
DATE DUE: 10/14/2026
NOTE: Bids are due by 3:00 p.m.
Late bids will NOT be accepted!
Respond to: CITY OF NEW ROCHELLE
Office of Purchase and Supply
515 North Avenue
New Rochelle, NY 10801
INSTRUCTION FOR RESPONDING TO THIS BID
1. Vendors interested in bidding on the referenced items should read the entire document. The vendor
must complete all sections of this document including the VENDOR DATA SECTION and ADDENDUM
ACKNOWLEDGEMENT and sign where indicated. Your signature identifies your acceptance of all terms
and conditions herein.
2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces
in said bid shall be filled in and no changes shall be made in the phraseology, or in the items, terms and
conditions contained therein.
3. Completed bids shall be mailed to the address indicated at the top of this page. Only sealed bids received
hard copy will be considered. Faxed or emailed bids are NOT PERMITTED.
4. Please indicate the bid specification number and due date on the outside of your submitted bid mailing
envelope.
5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority
Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit
bids.
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Instructions, Terms and Conditions, Spec. # RFB-PW-2026-047
1. Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor
name, bid number and due date and addressed to City of New Rochelle, Department of Finance-
Purchasing Office, City Hall, New Rochelle, New York 10801. All bids must be properly signed and
received by the time and date specified in order to be valid.
2. Method of Award: The contract if awarded will be to the lowest responsive/responsible bidder(s) in
part or in whole who meet(s) all the terms of the specifications and is in the best interest of the City of
New Rochelle. The City guarantees no minimum or maximum purchases or contracts as a result of award
of this bid. The City of New Rochelle reserves the right to allow all municipal and not for profit
organizations authorized under the General Municipal Laws of the State of New York, to purchase any
goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS
GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion
of the vendor and the vendor is only bound to any contract between the City of New Rochelle and the
vendor. Additionally, the City reserves the right to purchase any goods or services included as a part of
this bid from any means legally available to it at any time. The City reserves the right to reject any
and all bids or portion thereof, or any bids that are vague, incomplete or indefinite.
3. Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which
shall remain in full force and effect until the bid proposals received by the City are either accepted or
rejected. Proposals may be withdrawn at any time prior to the bid opening.
4. Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has
been awarded. A successful bidder's deposit will be returned after a written contract has been
executed, or after a performance bond, if required, has been accepted by the City.
5. Bid Format: Bidders are advised to become familiar with all conditions, instructions and
specifications governing this bid. Once the award has been made, failure to have read all the conditions,
instructions and specifications shall not be cause to alter the original bid.
All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and
must be signed and dated. In the event of a discrepancy between the unit price and extension, the unit
price will govern. No exceptions will be allowed with regard to errors made in the computation of a bid.
Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not
include any of these taxes when bidding or invoicing. Exemption certificates will be furnished upon
request.
6. Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully
explained by accompanying specification sheets with submitted bid. Samples shall be supplied by the
vendor, at no charge to the City, upon request. The City reserves the right to accept equals approved
by it. If exception to indicated brand is not noted, bidder is required to deliver brand specified.
7. Delivery of Product: All delivery are to be considered inside delivery to locations as specified by
the authorized City agent. All items must be guaranteed against faulty material and workmanship
and delivered as such. Deliveries of incorrect or faulty items will be rejected and returned at
vendors' expense. Failure to deliver within the specified time maybe cause for cancellation of the
order.
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8. Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for
containers, packing, etc., unless specified on the bid and the cost thereof quoted.
9. Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice
and of material; whichever is later, unless alternate terms are indicated on the bid.
10. ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our
ACH authorization form should you wish to accept payments via this method.
11. Collusion Clause: By submission of this bid, each bidder and each person signing on behalf of any
bidder certified, and in the case of a joint bid, each party thereto as to its own organization, under
penalty of perjury, that to the best of its knowledge and belief:
A. 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 any competitor; and
B. unless otherwise requires by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any
other bidder or to any competitor; and
C. 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.
The bidder certifies that this bid is made without any connection with any other person making a bid for
the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official
or other officer or employee or person whose salary is payable in whole or in part from the city treasury
is directly or indirectly interested therein, or in supplies materials and equipment to which it relates, or
in any portion of the profits thereof.
12. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority
Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit
bids.
13. Iran Divestment Act - 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 paragraph (b) of subdivision 3 of section 165-a of the state finance law.
14. Cone of Silence - Cone of Silence, means a prohibition on any communication regarding a
particular Request for Proposal ("RFP"), Request for Qualification ("RFQ") or Request for Bid ("RFB").
Pursuant to State Finance Law 139-j and 139-k, this solicitation includes and imposes certain restrictions
on communications between the City and a Bidder during the procurement process. A Bidder is restricted
from contacting, other than designated staff, from the earliest notice of intent to solicit offers through
final award and approval of the Procurement Contract by the Designated Contracting Officer ("Restricted
Period") unless it is a contact that is included among certain statutory exceptions set forth in State Finance
Law 139-j(3)(a). City employees are required to obtain certain information when contacted during the
Restricted Period. The designated staff contact is the Deputy Finance Commissioner or his representative,
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telephone (914) 654-2353. Bidders responding to this RFB must familiarize themselves with these State
Finance Law requirements and will be expected to affirm that they understand and agree to comply in
their Proposal.
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STATEMENT OF NO BID
RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"
IT IS THE INTENT OF THE CITY OF NEW ROCHELLE TO AFFORD ALL SUPPLIERS AN EQUAL OPPORTUNITY
TO BID ON ALL COMMODITIES, OPERATING SUPPLIES, EQUIPMENT AND/OR SERVICES AS LISTED IN
THIS SPECIFICATION.
In the event your firm declines to bid, kindly advise the City of New Rochelle Department of Finance
Office of Purchasing to that effect by completing and returning this document.
City of New Rochelle Department of Finance Office of Purchasing,
We, the undersigned, have declined to bid on your Request for Quotation/Proposal
Specification No. RFB-PW-2026-047 Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk as
detailed herein for the following reasons:
We do not offer this product/service
We are unable to supply the product/service at this time
We are unable to meet the specifications
We are unable to meet the bond requirements
Other:
We understand that if the no bid letter is not executed and returned our name may be deleted from
the list of qualified bidders for the City of New Rochelle.
COMPANY NAME: ____________________________________________
ADDRESS: ___________________________________________________
TELEPHONE #: _______________________________________________
EMAIL ADDRESS: _____________________________________________
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Specification No. RFB-PW-2026-047
Fabricate & Install Two (2) Signs at Ruby Dee Park Kiosk
1. Project Overview
The City of New Rochelle is soliciting quotations from qualified sign fabrication and installation contractors
for the design, fabrication, delivery, and installation of two (2) exterior illuminated LED light box signs, in
accordance with the specifications below and drawing attached as Exhibit E, onto the Ruby Dee Park Kiosk
located in Ruby Dee Park at 1 Library Plaza in New Rochelle, New York 10801. Locations of attachment is
detailed in Exhibit E as well.
The contractor shall provide all labor, equipment, materials, tools, methods, and any additional items
necessary to complete the work as required by the Owner for this construction contract.
Contractor shall carefully field measure and check all areas designated. Request for compensation will not
be approved for measurement or take-off errors by the Contractor.
Contractor shall be required to provide and install all necessary protective measures for work area and
any other area impacted by construction including surrounding sidewalks.
The Scope Of Work identified below in Section 2 shall be completed no later than 50 days from the date
of contract execution.
2. Scope of Work
The project consists of furnishing and installing a custom exterior illuminated cabinet/light box sign
mounted to the front facade of the Ruby Dee Park Safety Kiosk.
The sign shall include:
* Internally illuminated LED lighting
* Aluminum cabinet construction
* Printed and/or routed graphics
* City of New Rochelle seal/logo
* New Rochelle Police Department shield/logo
* "Ruby Dee Park PUBLIC SAFETY" wording (subject to change)
* All mounting hardware and electrical components necessary for a complete installation
2.1. Dimensions
Estimated overall dimensions shall be approximately:
2.1.1. Sign 1 (Over the main entry door and bathroom door) (See image 1 on Exhibit E)
* Width: 15 Feet
* Height: 2 1/2 Feet
* Depth: 6 - 10 inches
2.1.2. Sign 2 (Set between two wall pack lights) (See image 2 on Exhibit E)
* Width: 15 Feet
* Height: 2 1/2 Feet
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* Depth: 6 - 10 inches
2.2. General Sign Requirements
The signs shall:
* Be suitable for permanent outdoor installation
* Be weatherproof and corrosion resistant
* Utilize commercial-grade aluminum cabinet construction
* Include removable access panels for maintenance
* Meet all applicable building and electrical codes
* Be engineered to withstand outdoor environmental conditions including wind, rain, snow,
and UV exposure
2.3. Sign Cabinet
The sign cabinet shall consist of:
* Welded aluminum cabinet/raceway construction
* Powder-coated exterior finish
* Internal structural supports as required
* Concealed mounting hardware where feasible
* Serviceable access for maintenance and repair
Cabinet depth shall be sufficient to provide uniform illumination and prevent visible LED hotspots.
2.4. Illumination
The sign shall:
* Utilize energy-efficient LED internal illumination
* Provide uniform illumination across all lettering and graphics
* Include UL-listed electrical components
* Operate on standard 120V power unless otherwise approved
* Have Automatic photocell operation
LED modules shall be rated for exterior commercial signage applications.
2.5. Graphics & Lettering
The sign shall utilize professional commercial sign fabrication methods consistent with current
industry standards for exterior illuminated municipal signage.
2.5.1. Primary Lettering
Primary "PUBLIC SAFETY" lettering (subject to change) shall be:
* CNC routed
* Push-through acrylic lettering
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* Internally illuminated
* Minimum 1/2-inch acrylic face thickness
* Precision-cut for clean illuminated edges
2.5.2. Secondary Text & Logos
"Ruby Dee Park" lettering and all logos may utilize:
* Routed illuminated acrylic graphics,
* Premium translucent vinyl graphics,
* Digitally printed translucent film,
* or approved equal.
2.5.3. Graphic Materials
The sign shall incorporate:
* Premium-grade translucent acrylic faces and/or 3M(TM) translucent vinyl graphics or
approved equal.
All exposed graphics and finishes shall:
* Be rated for exterior UV exposure
* Be fade resistant
* Be weather resistant
* Maintain color integrity under prolonged outdoor conditions
2.5.4. Colors
The sign shall generally include:
* Black background
* White illuminated lettering
* Full-color municipal and police logos as approved by the City
Final artwork, colors, and layout shall be subject to City approval prior to fabrication.
2.6. Electrical
Contractor shall:
* Provide all wiring, transformers, power supplies, and electrical components necessary for
complete operation
* Coordinate electrical connection to existing power source
* Ensure all electrical work complies with applicable codes and permitting requirements
2.7. Mounting & Installation
Contractor shall provide:
* All mounting brackets, anchors, and installation hardware
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* Install sign plumb and level
* Structural attachment to existing facade
* Weather sealing around all penetrations
* Safe installation procedures including lifts and traffic/pedestrian protection if required
All installation methods shall be subject to City approval.
2.8. Shop Drawings
Contractor shall submit shop drawings for approval prior to fabrication, including:
* Letter layout and spacing
* Section detail showing halo standoff (1.25")
* Mounting method
* Electrical routing
* Finish/color samples
2.9. Contractor Responsibilities
The awarded contractor shall:
* Conduct field measurements
* Verify all dimensions and site conditions
* Prepare shop drawings/renderings for City approval
* Obtain any required permits (see Section 16)
* Fabricate and install the sign
* Coordinate electrical work as necessary
* Remove and dispose of all debris generated by installation
* Protect adjacent surfaces during installation
* Provide warranty documentation upon completion
2.10. Warranty
Contractor shall provide:
* Minimum one (1) year workmanship warranty
* Minimum three (3) year LED lighting warranty
* Manufacturer warranties for materials and electrical components
Warranty period shall commence upon final acceptance by the City.
3. Bid Due Date
Sealed bid will be accepted up until 3:00 p.m. on October 14, 2026 in the Purchasing Office, City of New
Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention of Ivonne
Droese-Solomon. Please note "Spec # RFB-PW-2026-047" on your outside mail package.
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The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and strongly encourages all firms qualified and certified as Women/Minority Business
Enterprises (W/MBE) to submit proposals.
4. Pre-Bid Site Visit
A formal Pre-Bid Site Visit Meeting will not be held. Interested bidders are welcome to visit the Kiosk.
Ruby Dee Park is open to the public until dusk each day.
5. Addendums
A Respondent, prior to submitting its Response, shall check the City's website to see if any Addendum or
Addenda has/have been issued for the RFP and, if so, the Respondent must establish in writing that they
have received any and all Addendum or Addenda issued for the RFP. See attached Exhibit C.
6. New York State Department of Labor Public Work Contractor and Subcontractor Registry
All contractors and subcontractors submitting bids or performing construction work on public work
projects or private projects covered by Article 8 of the Labor Law are required to register with the New
York State Department of Labor (NYSDOL) under Labor Law Section 220-i.
The law defines a "contractor" as any entity entering into a contract to perform construction, demolition,
reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom
fabrication. The law defines "subcontractor" as any entity subcontracting with a contractor to perform
construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation,
alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are
responsible for verifying that any subcontractors they work with are registered.
All contractors submitted a bid on this procurement must demonstrate registration with the NYSDOL
Public Work Contractor and Subcontractor Registry. Bidders who are not registered at the time of bid
submission will be deemed non-responsive.
7. Prevailing Wage
Prevailing wage shall apply to on-site installation labor ONLY. Off-site fabrication is not considered
public work.
All vendors submitting bids are required to conform to all current NYS prevailing wage laws above
identified scopes of work. The successful vendor(s) is/are responsible for complying with all current labor
rates and regulations throughout the duration of any contract resulting from this document. See attached
Exhibit F.
8. Certified Payrolls
All invoices submitted for payment must include Certified Payrolls.
9. Qualification Requirements
All terms, conditions and requirements as set forth in this request for bids must be satisfied as of the date
of bid submission.
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