Wayne County DSS Vehicle Detailing Services

The County of Wayne, NY is requesting competitive offers for Wayne County DSS Vehicle Detailing Services. Project specifications may be view electronically and downloaded using the County’s eProcurement Portal at https://procurement.opengov.com/portal/co-wayne-ny-us. Responses may be submitted by Electronic Response via the OpenGov platform. Physical responses may be by mail in a sealed envelope clearly identified and filed with the Clerk of the Wayne County Board of Supervisors, 26 Church Street, Lyons, New York 14489, on or before 2:00 pm prevailing time on Thursday, April 16, 2026. Late responses will not be accepted.

Project Details

• Reference ID: 021-26
• Department: Social Services
• Department Head: Lisa Graf (Commissioner)

Important Dates

• Questions Due: 2026-04-09T16:00:00.000Z

Evaluation Criteria

• Cost Proposal (10 pts) —

  Cost will not be the only factor in the selection of a firm. The proposed price will be graded upon the following formula:

  • Lowest Bid/Your Bid = X (whereby X cannot exceed 100%)
  • X * Weight of Cost Criteria = Points awarded based on cost
• Quality of Service & Technical Approach (10 pts) —

  Review of products used, detailed cleaning processes, and whether the bidder uses specialized services like undercarriage washing or paint restoration.

• Experience & Past Performance (10 pts) —

  Verification of relevant experience through references, particularly for similar vehicle fleets, and evidence of successful past work.

• Turnaround Time & Scheduling (10 pts) —

  Ability to meet specific, often rapid, turnaround times (e.g., within 24 hours of drop-off).

• Location & Facilities (10 pts) —

  Proximity of the detailing facility to the Department offices, to minimize transportation downtime. Description of service facilities.

Submission Requirements

• Offeror Background
• Federal ID Number: (required)
• Contact Information for Proposal Clarification —

  Identify an individual who can be contacted for clarification on this proposal if different from the person submitting the proposal. Please include the Name, Title, Email, and Phone Number.

• Critical Team Members (required) —

  Identification of the critical project team (shown below), which shall be used by Offeror for the duration of the Contract resulting from this RFP.  These individuals cannot be removed or replaced, unless requested or approved to do so by the County.  

  The Project Manager:  this individual shall be the daily single-point-of-contact and the primary point of contact to resolve any issues, clarify cost, clarify schedule, and answer any questions.  This individual will be the project lead for the execution of this project for the entire duration of the project. Please include their name, title and contact information below.

• Number of Years in Business (Under Current Business Name): (required)
• W-9 (required)
• Do you want to upload your competitive offer? (required)
• File Upload (required)
• Supplemental Information Upload
• Insurance Documentation Upload (required)
• References —

  Vendor must identify three (3) related projects in size, complexity, scope, and technical environment in which the Offeror has provided similar services. For each project, provide the following:

  Point of Contact: (Name, Position, Company Address, Phone Number, Email)

  Scope of Services completed / in progress

  Length of Contract: (Dates of Services or Term length)

• Reference #1 (required)
• Reference #2 (required)
• Reference #3 (required)
• Required Forms
• Non-Collusion Certification (required) —

  By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies to its own organization, under penalty of perjury, that to the best of its knowledge and belief:

  1. 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 with any competitor.
  2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any bidder or any competitor; and
  3. 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 signature of the Bidder to this Bid shall be deemed a specific subscription to the certificate required under Section 103-d of the General Municipal Law of the State of New York, and the Bidder affirms that the statements herein contained are true under the penalties of perjury.

• Certification Regarding Debarment, Suspension, and Responsibility (required) —

  The authorized representative submitting this Bid certifies, to the best of his/her knowledge and belief, that the Contractor and its principals: 

  1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency. 
  2. Have not within a three-year period preceding the proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 
  3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State, or Local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and 
  4. Have not, within a three-year period preceding the Agreement, had one or more public transactions (Federal, State, or Local) terminated for cause or default. 
• Disclosure Statement (required) —

  A disclosure statement should be provided by each firm stating whether the firm or employee was (1) ever found guilty of violating any laws, rules, or regulations relating to its services by a court or a Federal or State Agency or (2) was ever involved in any litigation related to its services

  Please respond to the following: Within the past five years, has the firm or any member been the subject of any of the following: (if the answer to any of the below questions is yes, select yes and describe in detail the circumstance of each affirmative answer; attach additional pages if necessary)

  1. A judgment of conviction for any business-related conduct constituting a crime under state or federal law?
  2. A grant of immunity for any business-related conduct constituting a crime under state or federal law?
  3. A federal or state suspension or debarment?
  4. A rejection of any bid for lack of qualification or responsibility?
  5. A Rejection of any proposed subcontract for lack of qualifications or responsibility?
  6. Any assessment of liquidated damages under any contract?
  7. A denial or revocation of prequalification?
  8. A prevailing wage or supplement payment violation that is deemed to be founded?
  9. A State Labor Law final determination for a violation deemed willful?
  10. Any criminal conviction concerning formation of, or any business association with, an allegedly false or fraudulent women’s or minority business enterprise?
  11. Any denial, decertification, revocation, or forfeiture of Women’s Business Enterprise or Minority Business Enterprise status?
  12. A consent order with the NYS Department of Environmental Conservation, or a federal, state, or local government enforcement determination involving a violation of federal or state environmental law? 
  13. Any bankruptcy proceeding?
  14. Any suspension or revocation of any business or professional license?
  15. Any determination of violations:
      1. Federal, state, or local health laws, rules, or regulations
      2. Unemployment insurance or workers' compensation coverage, or claim requirements
      3. Federal, state, or local human rights laws
• Please describe in detail any answers that are yes: (required)
• Please attach any additional documentation if necessary
• Certification of Compliance with the Iran Divestment Act (required) —

  As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) §165-a and New York General Municipal Law §103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List”). Pursuant to SFL §165-a (3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date, at which time will be posted on the OGS website. 

  By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL §165-a(3)(b). 

  Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time of the Contract is renewed, extended, or assigned that it is not included on the Prohibited Entities List. 

  During the term of the Contract, should the County receive information that a Bidder/Contractor is in violation of the above-referenced certification, the County will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the County shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages, or declaring the Bidder/Contractor in default. 

  The County reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

• Certification Regarding Lobbying (required) —

  The authorized representative certifies, to the best of his or her knowledge and belief, that: 

  1. No federal appropriated funds have been paid or will be paid, by or on behalf of the Undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 

  2. If any funds other than federal appropriated funds have been paid or will be paid to any Person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions. 

  3. The undersigned shall require that the language of this certification be included in the award documents for all* sub-awards at all tiers (including sub-contacts, sub-grants, and Contracts under grants, loans, and cooperative agreements) and that all* sub-recipients shall certify and disclose accordingly. 

  This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

• Insurance Documentation (required) —

  The Offeror shall submit the following required insurance forms or a letter of intent from your insurance agent. The Offeror shall submit: 

  • ACORD Form 25 - Certificate of Insurance to evidence all liability coverages as outlined in the RFP/Bid document. 

  • A copy of the applicable Additional Insured endorsement form evidencing the coverage endorsed onto the liability policies as required in the RFP/Bid document. 

  • New York State Workers’ Compensation Form C105.2 or New York State Insurance Fund form U26.3 to evidence New York State workers’ compensation coverage. 

  • A copy of the applicable Waiver of Subrogation Endorsement Form, evidencing the coverage endorsed onto the Workers’ Compensation policy, either on a specific/scheduled or blanket basis.

• Bid Security (required) —

  Please upload your Bid Security here

• Individual, Corporate, Partnership or LLC Acknowledgment (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• BID SCHEDULE
• Bid Schedule (required) —

  Please download the below documents, complete, and upload.

• Statement of Certifications and Assurances (required) —

  The Offeror does hereby, expressly affirm, declare, confirm, certify, and assure ALL of the following:

  1. The Offeror has thoroughly reviewed this RFB, contract documents, including the sample agreement, and all pertinent appendices, exhibits, and attachments include as part thereof, and if applicable has visited the worksite and has become familiar with and is satisfied as to the general, local and sit conditions that may affect cost, progress, performance and furnishing of the work and that we fully understand all elements required for the full completion of the project as defined therein.  

  2. If applicable, the offeror has carefully studied all reports of explorations and tests of subsurface conditions at or contiguous to the site and all drawings of physical conditions in or relating to existing surface or subsurface structures at or contiguous to the site. Offeror acknowledges that such reports and drawings are not Contract Documents and may not be complete for Offeror’s purposes. Offeror acknowledges that Owner and Architect do not assume responsibility for the accuracy or completeness of information and data shown or indicated in the Bidding Documents with respect to Underground Facilities at or contiguous to the site. Offeror has obtained and carefully studied (or assumes responsibility for having done so) all such additional or supplementary examination, investigations, explorations, test, studies and data concerning conditions (surface, subsurface and Underground Facilities ) at or contiguous to the site or otherwise which may affect cost progress, performance or furnishing of the Work or which relate to any aspect of the means, methods, techniques, sequences and procedures of construction to be employed by Offeror and safety precautions and programs incident thereto. Offeror does not consider that any additional examinations, investigations, explorations, tests, studies or data are necessary for the determination of this Bid for performance and furnishing of the Work in accordance with the times, price and other terms and conditions of the Contract Documents. 

  3. Offeror is familiar with and is satisfied as to all federal, state and local Laws and Regulations that may affect cost, progress, performance and furnishing of the Work. 

  4. The Offeror further certifies that, if selected as the successful firm, we will enter into the contract agreement included with this RFB.  

  5. The prices in his Proposal have been arrived at independently without collusion, consultation, communication or agreement for the purposes of restricting competition as to any matter relating to such prices with any other firms or with any other competitor.

  6. The Prices quoted in his Proposal have not been and will not be knowingly disclosed directly or indirectly by respondent to any other firm or competitor prior to the final date and time for submission of such proposal.

  7. No attempt has been made or will be made by respondent to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition.

  8. The Response submitted in response to the RFB shall remain valid for at least 60 days subsequent to the date of the Response opening and thereafter in accordance with any contract pursuant to the RFB.

  9. They understand and have complied with the requirements of State Finance Law Sections 139-j and 139-k and will continue to do so throughout the Restricted Period.

  10. The business entity noted above certifies, and in the case of a joint quote each party thereto certifies as to its own organization, under penalty of perjury, that the business entity submitting this quote has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees.  Such policy shall, at a minimum, meet the requirements of Section 201-g of the New York State Labor Law.

  By confirming below, the signatory certifies legal authority to bind the responding entity to the provisions of this RFB and any contract awarded pursuant to it.  The Owner may, at its sole discretion and at any time, require evidence documenting the signatory’s authority to be personally bound or to legally bind the responding entity.

• How do you want to collect pricing? (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items. 
• Response Submission Method (required) —

  Bids involving Article 8 Prevailing Wages should select Physical Response Only

• Should this Solicitation require Bonding? (required)
• Bid Bond? (required) —

  Is a Bid Bond required?

• Piggybackable (required) —

  Do you want the results to be able to be used by other municipal entities? 

• Is it a one time purchase or is it for contract over a certain amount of time (required)
• Contract dates? (required) —

  Desired start/end dates?

• Contract Term? (required) —

  Please select a contract term

• Is this subject to Prevailing Wages? (required) —

  Public Works projects require Prevailing Wages to be paid for Article 8 (Construction Trades) and Article 9 (Building Services)

• PRC Number (required) —

  What is the PRC Number for the Project

  A PRC number can be obtained from the New York State Department of Labor and must be provided to contractors on a project

• Insurance (required) —

  What is the the category for insurance requirements 

• Excess/Umbrella Coverage Required (required) —

  Choose the amount of Excess/Umbrella Coverage required 

• Professional Liability (Errors & Omissions) (required) —

  Is Professional Liability Coverage Required?

  If the contractor &/or subcontractor will provide or furnish professional services under this contract, through a delegation of professional design services or otherwise, then the Contractor & subcontractor shall be responsible for purchasing and maintaining applicable professional liability insurance

• Cyber Liability (required) —

  Is Cyber Liability Coverage required?

  It is required when any business has access to county systems, where there is a potential to access or handle county-protected data (PII, financial info, etc.)

• Excess/Umbrella Coverage (required) —

  Choose the amount of Excess/Umbrella Coverage required 

• Contractors' Pollution Liability (required) —

  Is Contractors' Pollution Liability required?

  All contractors, including prime & subcontractors performing any work that could create a pollution condition, poor air quality, hazardous materials exposure, lead, mold, pesticides, tank removal/installation, etc., are required to provide Contractors Pollution Liability coverage. 

• Environmental Contractors Liability (required) —

  Is Environmental Contractors Liability coverage required?

  Environmental Contractors Liability is required if work includes asbestos, lead abatement, mold remediation &/or hazardous materials.  All contractors, including prime & subcontractors, handling environmental exposures are required to provide this coverage. 

• Owner and Contractors Protective (OCP) Liability (required) —

  Is OCP coverage required?

  Include upon recommendation of the County Insurance Provider

• Installation Floater (required) —

  Is an Installation Floater required?

  Include upon recommendation of the County Insurance Provider

• Railroad Protective Liability (required) —

  Is Railroad Protective Liability coverage required?

  Required if any construction or demolition operations are being performed on or within 50 feet of any railroad property, railroad bridge, trestle, track, roadbed, tunnel, underpass, or crossing.

• Pre-Proposal Meeting? (required) —

  Is a pre-proposal meeting required or necessary?

• Please provide the date for vendors to schedule a site visit by: (required) —

  Format: "If interested in a Site Visit please contact the person below no later than Site Visit Request Date."

  Example: 2/11/2026

• Point of Contact Name: (required)
• Point of Contact Title: (required)
• Point of Contact Phone #: (required)
• Point of Contact Email: (required)