Request for Proposals - Waddington Old Town Hall

REQUEST FOR PROPOSALS

WINDOW REPAIR / RESTORATION - WADDINGTON OLD TOWN HALL

RELEASED AUGUST 12, 2025

PURPOSE: The purpose of this REQUEST FOR PROPOSALS is to obtain quotes for the repair and restoration work on windows of varying sizes and shapes at the “Old Waddington Town Hall”, located at the corner of LaGrasse Street (also known as Main Street) and State Route 37 in the town of Waddington, as identified in the Scope of Services.

CONTRACT TERM: The successful bidder will be required to execute a contract for work with the Town of Waddington. The contract will require work to commence as soon as possible with the requirements related to environmental conditions as stated in the scope of services and addendums taken into consideration. In any event, the contractor will be required to have all contracted work completed satisfactorily no later than October 1, 2026. The Town of Waddington shall have the right to terminate the contract at any time by giving the Contractor seven days written notice. Additional terms regarding the Town’s rights to stop work or terminate the contract will be outlined in the contract for work executed with the successful bidder.    

PAYMENT AND COMPENSATION: Payment terms: 100% due within 30 days after satisfactory completion of contracted work invoiced, receipt of the invoice, approval, and acceptance of the work by the Town of Waddington.  

SCOPE OF SERVICES: The successful bidder will furnish necessary labor, materials, tools and equipment to fully restore the interior and exterior of windows of varying shapes and sizes as outlined in attached list (“Attachment 1”). Work will include removal of sashes to remove deteriorated bedding, glaze and paint; reinforce and repair stiles, rails, and muntins; replace broken glass with new glass; re-bed any loose glass; re-glaze, restore exterior sill and frame with epoxy wood repair; prime & finish exterior with two coats of quality exterior paint; and prime and finish two coats of finish paint to interior. Work will also include the removal of any window stops and jambs to expose sash cord and weight, replace sash cord, examine pulley and weight and replace if needed. Work will then include re-assemble of sashes into opening to function properly; re-assemble jamb and stops; fill, caulk, prime & paint two coats of finish to match interior finish. The bidder will complete repairs and return windows to full, sound operation matching their original appearance. The bidder will clean and reuse historic hardware where available or replace with period appropriate versions. The bidder will furnish and install matching reproduction sash locks as needed. Finally, the successful bidder will clean interior and exterior of glass of restored window.

Proposals will provide a “per window” price for these services from list provided in Attachment 1. A limited amount of funding is available for this work, so the exact windows on the building to be restored will be determined jointly by the successful bidder and the Town of Waddington prior to execution of the contract for the work. (Please see “Attachment 1” with list of windows / sizes which need restoration). As limited funding is available for this work, and depending on the quotes received, the Town anticipates contracting for up to as much as $14,000 of restoration work to be done under this contract. It will be the contractors responsibility to provide any scaffolding or ladders which might be required for the contracted work. The successful bidder represents and warrants in a contract that the contractor is experienced and competent to perform this type of restoration work or to furnish the services described in this scope of services and addenda. The successful bidder may be required to provide the Town of Waddington references of customers for whom this type of work has been done in the past.   

SITE VISITATION: A pre-bid site visit may be arranged with a Town of Waddington representative and is STRONGLY ENCOURAGED. Bidders are responsible for having ascertained pertinent local conditions, such as equipment and environmental conditions, window locations, accessibility and general character of the site and knowledge of conditions affecting the work. The act of submitting a bid is to be considered full acknowledgment that the bidder inspected the site and/or is familiar with the conditions and requirements of these specifications and the size and locations of all windows. The contact person to schedule a site visit is the Town of Waddington Town Clerk (315) 388 5629 or townclerk@waddingtontown.com.   

ADDITIONAL INFORMATION: The Town of Waddington reserves the right to make a written request for additional information in writing from a Contractor/Vendor to assist in understanding or clarifying a Bid Proposal. The Town of Waddington reserves the right to accept or reject any or all of the proposals. Any required MSDS’s for material brought on site by the successful bidder must be available on site at all times. All local, state and federal regulations are to be followed. Any fines assessed to the Town of Waddington due to the lack of these regulations being followed will be the responsibility of the successful bidder. Any fines, damages, etc. assessed to the Town of Waddington due to failure to obtain any permit necessary will be the responsibility of the successful bidder. All unused material brought on site by the successful bidder must be removed by the bidder. Bathrooms are available in the town hall building for use by the contractor. The Contractor will be operating as an independent contractor to the Town for this work, and may not assign, transfer, convey, sublet otherwise dispose of the agreement between the contractor and the Town without written consent of the town. 

INSURANCE: The contractor awarded this contract will need to furnish the Town a current certificate of NYS workers compensation insurance coverage. The vendor will also submit to the Town a current certificate of a general liability insurance policy indicating coverage of at least $1,000,000. The contractor will be required to maintain this insurance coverage for general liability and property damage to protect the contractor and the town from claims for personal injury, including accidental death, as well as from claims for property damage which may arise from operations under this contract.  Coverages will include general liability in the amount of $1,000,000 or more; property damage in the amount of $500,000 or more, and the Town must be named as an additional named insured. 

The policies described above shall be issued by underwriters acceptable to New York State, authorized to do business in the State of New York, and approved by the town.  

The successful bidder’s contract will require the contractor to indemnify and hold harmless the town, its officers and agents against all injuries, damages and compensation arising or resulting from causes other than the town’s negligence.

ADDENDUM: The Town of Waddington reserves the right to cancel or amend this RFP at any time.

In the event it becomes necessary to add to or revise any part of this RFP prior to the scheduled submittal date, the Town of Waddington will post any revisions to the Town website and fax or email any addenda to interested bidders upon request. Before your final submission, all bidders should always check for any addenda or other materials that may have been issued, which would affect the RFP and bid submission.  

SEALED BIDS: All bids will specify the “per window” cost for work for each window described in Attachment 1. This cost will include all labor, materials, tools, equipment and supplies necessary to do the agreed upon work as outlined in the Scope of Services and addenda. Bids must be received in a sealed envelope and marked “Window Restoration at Old Waddington Town Hall” on the envelope. Bids can be dropped off in person to the Town Clerk’s Office, 46 Maple Street, Waddington NY 13694, or mailed to the Town of Waddington, Town Clerk at 46A Maple Street, Waddington NY 13694. All bids must be received not later than 7:00 p.m. on Monday, September 8, 2025, at which time they will be opened at the regular monthly  meeting of the Waddington Town Board.

The Town of Waddington reserves the right to accept any bid, and to reject any or all bids, should it be deemed in the best interest of the Town to do so.

Attachment 1:

Bids will include per window price as listed by size / shape below: 

Waddington Old Town Hall
List of windows by shape / size
34" X 127" Fixed Window with Stained Glass (4 panes over 4 panes) located second floor on both sides of building
23" X 81" Double Hung window (one pane over one pane) Fixed Stained glass panel,  located Rt 37 side of east tower
38" X 57" Double Hung window (two pane over two pane)  located on ground level both sides of building
16" X 56" Double Hung (one pane over one pane) located on ground level east side
"Eyebrow windows" top of east tower on front, rear and side
Large triple window (fixed panes) over large front entry door on second level
15" x 54" fixed pane (three vertical panes on top of each other) on west tower, front of building
23" X 81" Double Hung (one pane over one pane / fixed top panel over that) located on front of building, east tower
26" X 56" Double Hung window (one pane over one pane) ground floor in east tower