Project Information

Bid Title

Pipes, Fittings, Hydrants and Valves

Issuing Agency

City of Saratoga Springs

Location

New York

Published Date

Apr 29, 2026

Closing Date

May 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 2026-10

Original Source

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Project Description

Bid Number:	IFB 2026-10
Bid Title:	Pipes, Fittings, Hydrants and Valves
Category:	Bids and RFPs
Status:	Open

Publication Date/Time: 4/29/2026 11:30 AM Closing Date/Time: 5/19/2026 2:00 PM Related Documents: Pipes, Fittings, Hydrants and Valves

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JOHN SAFFORD

MAYOR

JOANNE KIERNAN

COMM. OF FINANCE

BK KERAMATI

COMM. OF PUBLIC WORKS

TIM COLL

COMM. OF PUBLIC SAFETY

JESSICA TROISI

COMM. OF ACCOUNTS

City of Saratoga Springs, NY

Invitation for Bid

Pipes, Fittings, Hydrants &

Valves

PREPARED BY: Public Works

April, 2026

.........................................................................................................................................................

ALL BIDS SHALL BE ENCLOSED IN A SEALED ENVELOPE MARKED:

IFB #: 2026-10 – Pipes, Fittings, Hydrants & Valves

Name of Bidder: ____________________________________

IFB Opening: Tuesday May 19, 2026 at 2:00 p.m.

AND RETURN TO:

City of Saratoga Springs

Department of Accounts

474 Broadway Suite 14

Saratoga Springs, NY 12866

City of Saratoga Springs, NY

IFB Opening: Tuesday May 19th, 2026 2:00 p.m.

Pipes, Fittings, Hydrants & Valves: IFB #2026-10

_____________________________________________________________________________________________________________________

NOTICE TO BIDDERS

The City of Saratoga Springs, New York, will receive sealed bids for Pipes, Fittings, Hydrants & Valves. The

sealed bid must be received in its’ entirety by the City of Saratoga Springs, Office of the Commissioner of

Accounts, 474 Broadway Suite 14, Saratoga Springs, New York, 12866, by Tuesday May 19, 2026 at 2:00 p.m. at

which time they will be publicly opened and read.

Copies of the Invitation for Bid (IFB) may be obtained on the City’s web page at www.saratoga-springs.org, under

“Current Bids”. There is no fee for these documents.

Addenda, if any, will be issued only to those persons whose name and address are on record with the City as

having obtained a bid packet. Addenda to the bid, when issued, will be on file in the City Clerk’s Office at least

five (5) days before the bid opening date. If you have obtained a bid packet through the City’s web site and would

like to be on record for any Addenda please email stefanie.richards@saratoga–springs.org with your name, the

name of the bid packet obtained and email address.

Any questions regarding this Invitation for Bid should be directed to Stefanie Richards in writing at

stefanie.richards@saratoga-springs.org. All bids must be made on the official bid form or an exact copy by

reproduction thereof and enclosed in a sealed envelope. This Invitation for Bid will be awarded on an item-by-item

basis to the responsive and responsible Bidder(s) offering the lowest price for each item.

No Bidder may withdraw his/her bid within sixty (60) calendar days after the actual date of the opening

thereof. A Bidder may withdraw their bid response in writing immediately following this sixty (60) day

per New York State Finance Law §163(9)(e). The City reserves the right to reject any and all bids, to waive

any and all informalities and the right to disregard all nonconforming, non-responsive or conditional bid

documents per New York State Finance Law §163(9)(d).

INSTRUCTIONS TO BIDDERS

1. IFB DOCUMENTS:

This document includes a complete set of the IFB specifications and required documents, which are for the

convenience of Bidders and are not to be detached from the bid. Failure to submit the required documents

at the time of bid submission may disqualify the bid submission.

2. INTERPRETATION OR ADDENDUMS:

No oral interpretation will be made to any Bidder as to the meaning of the bid or any part thereof. Every

request for such an interpretation shall be made in writing to the City. Any inquiry received seven (7) or more

days prior to the date fixed for opening of bids shall be given consideration. Every interpretation made to a

Bidder shall be in the form of an Addendum to the bid, and when issued, shall be on file in the City Clerk’s

Office at least five (5) days before bids are opened. All Addenda shall be emailed to each person whose

name and email address is on record with the City as having attained a bid packet or has attended a pre-bid

meeting. All such Addenda shall become part of the bid and all Bidders shall be bound by such Addenda,

whether or not received by the Bidders.

3. BIDS:

All bids shall be submitted on documents supplied by the City and shall be subject to all requirements of the

bid, including any plans, and these Instructions to Bidders. All bids shall be regular in every respect and no

interlineations, excisions or special conditions shall be made or included in the bid documents by the Bidder.

The City may consider as irregular any bid on which there is an alteration of or departure from the bid forms

hereto attached and at its’ option may reject the same. Purchases by the City of Saratoga Springs are not

subject to any sales or federal excise taxes.

Page 2 of 18

City of Saratoga Springs, NY

IFB Opening: Tuesday May 19th, 2026 2:00 p.m.

Pipes, Fittings, Hydrants & Valves: IFB #2026-10

_____________________________________________________________________________________________________________________

4. NON-COLLUSIVE BIDDING AND VENDOR CERTIFICATIONS:

Each Bidder submitting a bid to the City for the work contemplated by the documents on which bidding is

based shall execute and attach thereto, the Non-Collusion and Vendor Code of Conduct Affidavit on the

form herein provided, to the effect that he/she has not colluded with any other person, firm or corporation in

regard to any bid submitted.

5. CORRECTIONS:

The Bidder must initial any erasures or other changes in the bid.

6. RECEIVING BIDS:

Bids received prior to the advertised time of opening shall be securely kept, sealed. The City Clerk’s Office,

whose duty it is to open them, shall decide when the specified time has arrived to open bids, and no bid

received thereafter will be considered. LATE BIDS shall be rejected. E-mail or faxed bid submissions

are not acceptable and shall not be considered.

7. OPENING OF BIDS:

At the time and place fixed for the opening of bids, the City shall cause to be opened and publicly read aloud

every bid that was received within the time set for receiving bids. Bidders and other persons properly

interested may be present, in person or by representative.

8. WITHDRAWAL OF BIDS:

Bids may be withdrawn upon written request dispatched by the Bidder in time for delivery in the normal

course of business prior to the time fixed for opening provided that written confirmation of withdrawal over the

signature of the Bidder is placed in the mail and postmarked prior to the time set for bid opening.

9. EVALUATION PROCESS:

After the bid opening, each Bidder’s proposal will be screened for completeness and conformance with

requirements for bid submission as set forth under the Bidders Submittal Instructions. Written bid amounts

are the legally binding bid amount with numeric bid amounts viewed as a convenience. Proposals that do not

meet the City’s requirements, as outlined in the IFB, may be deemed nonresponsive and given no further

consideration.

10. AWARD OF CONTRACT: REJECTION OF BIDS

If the contract is awarded, it shall be awarded to the responsive and responsible Bidder submitting the best

value bid complying with the conditions and qualifications of the Notice to Bidders and Instructions to Bidders.

The Bidder to whom the award is made will receive a "Notice of Award" at the earliest possible date.

The City, however, reserves the right to:

a. reject any and all bids and to waive any informality in bids received whenever bid packages are submitted

incomplete without the required attachments and/or such rejections or waivers are in the City’s best

interest;

b. consider as not responsible any Bidder who does not habitually perform with their own forces at least fifty

percent (50%) of the dollar value of the work involved in the contract;

c. award the bid, in part, on the Bidder’s ability to provide timely technical assistance, part(s) replacement

and service for repairs;

d. give preference to Minority Women Business Enterprise (MWBE) businesses; and/or

e. extend the contract for one (1) year up to three (3) years from expiration under the same terms and

conditions as long as the extension is agreeable to both the City and the Contractor.

Page 3 of 18

City of Saratoga Springs, NY

IFB Opening: Tuesday May 19th, 2026 2:00 p.m.

Pipes, Fittings, Hydrants & Valves: IFB #2026-10

_____________________________________________________________________________________________________________________

11. EQUAL EMPLOYMENT OPPORTUNITY:

The City, state and federal government have stringent requirements for ensuring that all Bidders comply with

regulations requiring that employees and applicants for employment are not discriminated against because of

their race, color, religion, sex or national origin. Bidders will be required to abide by those requirements.

12. AMERICANS WITH DISBILITY ACT:

The Bidder agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation

Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of

employment in its services, programs, or activities. The Bidder agrees to hold harmless and indemnify the

City from costs, including but not limited to damages, attorney's fees and staff time, in any action or

proceeding brought alleging a violation of ADA and/or Section 504 caused by the Bidder. The Bidder agrees

that accommodations will be provided upon request to allow individuals with disabilities to participate in all

services, programs and activities provided by the Bidder.

13. CIVIL RIGHTS:

The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC

§2000d to 2000d-4) and its regulations, hereby notifies all Bidders that it will affirmatively ensure that any

contract entered into pursuant to this advertisement will provide the opportunity for disadvantaged business

enterprises to be afforded full and fair opportunity to submit bids in response to this invitation and will not be

discriminated against on the grounds of race, color, or national origin in consideration for an award.

14. SEXUAL HARRASSMENT:

Every employer in the New York State is required to adopt a sexual harassment prevention policy giving all

employees a legal right to a workplace free from sexual harassment. The City is committed to maintaining a

workplace free from sexual harassment. Per New York State law, the City has a sexual harassment

prevention policy in place. This policy applies to all employees, paid or unpaid interns and non-employees in

our workplace, regardless of immigration status.

15. COMPLIANCE:

Failure to comply with any of the above terms or any evidence of poor quality or service will be considered

cause of discontinuing business with the successful Bidder.

16. UNIT PRICES {as applicable}

a. The Unit Price for each of the items in the bid shall include its prorated share of overhead and profit so

that the sum of the product is obtained by multiplying the quantity shown for each item by the Unit Price

bid representing the total bid. The quantities shown in the bid are approximate quantities only and are

given only as a basis of calculation upon which the award of the contract is to be made. The City does

not assume any responsibility that these quantities shall remain unchanged in the actual construction,

and the contractor shall not plead misunderstanding or deception because of any variation between

estimated and final quantities. The unit price bid shall also include an allowance for increased prices due

to changed market conditions during the period of the contract. Any bid not conforming to these

requirements may be rejected.

b. Bids in which the prices are unbalanced may be rejected. Unbalanced prices shall be interpreted to mean

that the unit price for any item is such that it is unreasonable for that particular item when considered by

itself and not considered in connection with the bid submitted on any other item or items.

c. All unit price work will include the cost of performing any incidental work, not specifically covered by the

unit description, but necessary and/or convenient for the completion of the unit price work.

d. Prices quoted herein will remain in effect for the contract period of one (1) year from date of award.

e. All prices shall be quoted as delivered to the City.

Page 4 of 18

City of Saratoga Springs, NY

IFB Opening: Tuesday May 19th, 2026 2:00 p.m.

Pipes, Fittings, Hydrants & Valves: IFB #2026-10

_____________________________________________________________________________________________________________________

BID SUBMITTAL INSTRUCTIONS

Failure to submit IFB documents as required may lead to an immediate disqualification. In order to guard

against premature opening of the bid documents, your bids must be returned and enclosed in a sealed

and clearly labeled envelope as follows:

Step One: You MUST execute and include the following documents, one original and one copy of each, with your

response:

 Your response to the IFB in question (one original and one thumb drive)

 Non-Collusive Bidding and Vendor Code of Conduct Certification

Step Two: Enclose your bid in a sealed envelope marked:

IFB #: 2026-10 – Pipes, Fittings, Hydrants & Valves

Name of Bidder: ____________________________________

Bid Opening: Tuesday May 19, 2026 at 2:00 p.m.

Step Three: Please return your response to this IFB to the following address:

City of Saratoga Springs

Department of Accounts

474 Broadway Suite 14

Saratoga Springs, NY 12866

Page 5 of 18

Commodity Codes

• NAICS 423720Plumbing and Heating Equipment and Supplies (Hydronics) Merchant Wholesalers
• NAICS 423840Industrial Supplies Merchant Wholesalers

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