Election Polling Government Bids & RFPs

Delivery to each polling place location must be completed at least one day before the election day. deliver voting machine equipment packages to each polling place location at least one day before the election day.

Payment shall be made for all services provided to and accepted by the county. payment shall be made for all services provided to and accepted by the county.

The county intends to award contracts to the lowest responsible bidder for each of the six following geographical zones individually. the county intends to award contracts to the lowest responsible bidder for each of the six following geographical zones individually

Bidders must have minimum experience as a moving contractor or subcontractor, and must submit required licenses and documentation of experience. all required licenses and documentation of experience should also be submitted with the bid.

Liquidated damages of **** per item will be assessed for misdelivery, plus an additional **** per hour for failure to correct the error. liquidated damages of **** for each occurrence.

All bidders are expected to inspect the sites where services are to be performed and to satisfy themselves as to all general and local conditions. all bidders are expected to inspect the sites where services are to be performed and to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract.

Bids from entities that have not followed the registration and download requirement will not be accepted. the county will not accept bids from persons or business entities that have not followed this requirement.

The bid opening date is set for October 7, 2026. bid opening date: october 7, 2026

The contractor shall return the handicapped accessibility equipment to the county warehouses sometime during December, 2028, a date and time to be mutually determined by the delivery contact persons designated by the county and the contractor.

Payment shall be made for all services provided to and accepted by the county.

The county shall award the contract, if at all, to the lowest responsible bidders for the zones set forth in schedule b as set forth herein.

Bidders shall have a minimum of two years experience as a moving contractor of any goods, equipment or material that required time sensitive, multisite deliveries within a defined time period.

If any handicapped accessibility equipment is delivered to the wrong polling station, and or not correctly delivered by 5: 30 am on the day of the elections, the board of elections will consider the items to be misdelivered and subject to liquidated damages of **** for each occurrence.

The county will hold a prebid mandatory conference at the county warehouse located at 450 saw mill river road, ardsley, new york hereinafter referred to as the county warehouse on september 29, 2026 at 10: 00 a. m. this meeting is mandatory, and all potential bidders are required to attend.

No bidder will be awarded a contract for more than three zones.

Bidders shall have a minimum of two years experience as a moving contractor of any goods, equipment or material that required time sensitive, multisite deliveries within a defined time period.

The service period is for the period on or about january 1, 2027 through december 31, 2028

In the instance where a oneway trip occurs, vendor will only be paid for one half of the roundtrip fee.

Bids are due August 13, 2026. Delivery of equipment is scheduled for the day immediately prior to each election, and return is the day immediately following each election.

Payments will be processed within sixty (60) days of receipt by the county of the invoice with any requested supporting documentation and approval by the Ulster County Comptroller.

The bidder guarantees that the item offered is standard new equipment and shall be guaranteed for a minimum period of one (1) year against defective parts and workmanship. Replacements or corrections will be made without cost to the county.

Items may be awarded individually, by section, or in whole, based on the lowest responsive, responsible bid.

The county reserves the right to make investigations to determine a bidder's ability to do the work. Financial instability may be cause for non-award. Bidders must also warrant that they are not excluded from doing business with any federal, state, or local agency.

Should the successful bidder fail to meet a delivery date, the county may cancel the order and terminate the contract. If delivered material fails to meet specifications, the county may require replacement at the bidder's expense.

Any errors in the bid award that are the fault of the county must be forwarded in writing within five (5) working days of the notification of award.

Bids that do not have all applicable lines filled in on the bid sheet may be disqualified as nonresponsive. Failure to sign the certification and signature form or include the necessary bid deposit will automatically render a bid unacceptable.