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 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.
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. Award of Bids
Awards will be made, if at all, to the "lowest responsible bidder" meeting the specifications. 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withdrawn at any time prior to the bid opening.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 is 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.
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. 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.
11. 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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