Project Information

Bid Title

Hazardous Materials Testing and Monitoring Services

Issuing Agency

City of Saratoga Springs

Location

New York

Published Date

Dec 1, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP 2025-44

Original Source

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Project Description

Bid Number:	RFP 2025-44
Bid Title:	Hazardous Materials Testing and Monitoring Services
Category:	Bids and RFPs
Status:	Open

Publication Date/Time: 12/1/2025 12:15 PM Closing Date/Time: 12/16/2025 2:00 PM Related Documents: Hazardous Materials Testing and Monitoring Services RFP 2025-44

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JOHN SAFFORD

(

MAYOR

MINITA SANGHVI

COMMISSIONER OF FINANCE

CHUCK MARSHALL

COMMISSIONER OF PUBLIC WORKS

TIM COLL

COMMISSIONER OF PUBLIC SAFETY

DILLON MORAN

COMMISSIONER OF ACCOUNTS

City of Saratoga Springs, NY

Request for Proposal

Hazardous Materials Testing

& Monitoring Services

PREPARED BY: Department of Public Works

November, 2025

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

ALL BIDS SHALL BE ENCLOSED IN A SEALED ENVELOPE MARKED:

RFP # 2025-44 Hazardous Materials Testing & Monitoring Services

Name of Bidder: ____________________________________

RFP Opening: Tuesday, December 16th, 2025 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

RFP Opening: Tuesday December 16th, 2025 2:00 p.m.

Hazardous Materials Testing & Monitoring Services: RFP #2025-44

_____________________________________________________________________________________________________________________

NOTICE TO BIDDERS

The City of Saratoga Springs, New York, will receive sealed bids for Hazardous Materials Testing & Monitoring

Services. Sealed bids 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 December 16, 2025 at 2:00

p.m. at which time they will be publicly opened and read.

Copies of the Request for Proposal (RFP) 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.

Questions regarding the 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 is

a sealed envelope.

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. RFP DOCUMENTS

This document includes a complete set of the RFP 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 forms at the

time of bid submission may disqualify the bid submission.

2. INTERPRETATION OR ADDENDA

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 Addenda 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

address are on record with the City as having obtained 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.

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

Page 2 of 11

City of Saratoga Springs, NY

RFP Opening: Tuesday December 16th, 2025 2:00 p.m.

Hazardous Materials Testing & Monitoring Services: RFP #2025-44

_____________________________________________________________________________________________________________________

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. RISK AND SAFETY AGREEMENT AND CERTIFICATE OF INSURANCE:

Bidder must execute the Risk and Safety Agreement and include the agreement with the bid response

submission. A Certificate of Insurance providing proof of the required insurance as outlined in the Risk and

Safety Agreement with the bid response submission

6. APPRENTICESHIP PROGRAM:

The City of Saratoga Springs hereby requires any contractor on a project in excess of Two Hundred Thousand

Dollar ($200,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a

construction contract with the City of Saratoga Springs, or any sub-contractor on such a project with a sub-

contract in excess of Fifty Thousand Dollar ($50,000.00) aggregate, at the time of bid date, or submission of

quote, and prior to entering into a sub-contract with a contractor who has a construction contract with the city of

Saratoga Springs on a project in excess of Two Hundred Thousand Dollar ($200,000.00)aggregate, to have

apprenticeship agreements traditionally and historically appropriate for the type and scope of work to be

performed, which have been registered with, and approved by, the New York State Commissioner of Labor, and

which have a graduation rate of at least thirty percent (30%).

7. CORRECTIONS:

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

8. 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.

9. 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.

10. WITHDRAWAL OF BIDS:

Bids may be withdrawn on 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.

11. EVALUATION PROCESS:

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

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

amounts are the legally binding bid amount. Numeric bid amounts are viewed as a convenience. Proposals that

do not meet the City’s requirements, as outlined in the RFP, may be deemed nonresponsive and given no

further consideration. Proposals meeting the City’s requirements shall be evaluated first on technical

information (i.e. operational plan, company background, staffing and personnel biographies, relevant

experience, references) and then on the cost proposal.

Page 3 of 11

City of Saratoga Springs, NY

RFP Opening: Tuesday December 16th, 2025 2:00 p.m.

Hazardous Materials Testing & Monitoring Services: RFP #2025-44

_____________________________________________________________________________________________________________________

12. AWARD OF CONTRACT: REJECTION OF BIDS

If the contract is awarded, it shall be awarded to the responsive and responsible Bidders 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 Bidders 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 (3) three years from expiration under the same terms and

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

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

Page 4 of 11

City of Saratoga Springs, NY

RFP Opening: Tuesday December 16th, 2025 2:00 p.m.

Hazardous Materials Testing & Monitoring Services: RFP #2025-44

_____________________________________________________________________________________________________________________

BIDDING SUBMITTAL INSTRUCTIONS

Failure to submit RFP 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 RFP in question (one original and one thumb drive)

• Non-Collusive Bidding and Vendor Code of Conduct Certification

• Risk & Safety Agreement and Certificate of Insurance

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

RFP #: 2025-44 – Hazardous Materials Testing & Monitoring Services

Name of Bidder: ____________________________________

Bid Opening: Tuesday, December 16th, 2025 at 2:00 p.m.

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

City of Saratoga Springs

Department of Accounts

474 Broadway Suite 14

Saratoga Springs, NY 12866

Page 5 of 11

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541380Testing Laboratories
• NAICS 541620Environmental Consulting Services

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