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HomeMy WebLinkAboutScale Maintenance `�� ELIZABETH A.NEVILLE,MMC 1FF01 �®® Town Hall,53095 Main Road TOWN CLERK P.O.Box 1179 Southold,New York 11971 REGISTRAR OF VITAL STATISTICS a Fax(631)765-6145 MARRIAGE OFFICER �► ®�. Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER ®1 �,� www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER i OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD April 17, 2019 Paul Gerard Advance Scale Company, Inc 2400 Egg Harbor Road Lindenwood,NJ 08021 Dear Mr. Gerard: Congratulations. At the regular Town Board meeting held on April 9, 2019, the Town Board accepted the bid of Advance Scale Company Inc for scale maintenance for the Department of Solid Waste. A certified copy of the resolution is enclosed. The bid deposit will be ret ed to you. Thank you for your bid. Very truly yours, Lynd M Rudder Deputy Town Clerk Ens. Southold Town Board - Letter Board Meeting of April 9, 2019 RESOLUTION 2019-318 Item# 5.17 ADOPTED DOC ID: 15101 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2019-318 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON APRIL 9,2019: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of Advance Scale Company, Inc. of Lindenwood,NJ to supply the town with maintenance services for the vehicle scales at the Cutchogue Transfer Station in the amount of$1,300 per year for routine maintenance, and the time and material cost rates for non-scheduled service as provided in their bid of November 20, 2018, all in accordance with the Town Attorney. ajaS4(4?.qeoe�� Elizabeth A.Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: James Dinizio Jr, Councilman SECONDER:Jill Doherty, Councilwoman AYES: Dinizio Jr, Ruland, Doherty, Ghosio, Evans, Russell Generated April 10, 2019 Page 32 s�ffF ELIZABETH A.NEVILLE,MMC ®� c®Gy Town Hall,53095 Main Road TOWN CLERK P.O.Box 1179 Southold,New York 11971 CA REGISTRAR OF VITAL STATISTICS Fax(631)765-6145 MARRIAGE OFFICER ®y • ®�� Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER ®� �,`� www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID OPENING 2018 Scale Bid Opening 11/29/18 @ 2:00 PM One bid was received:' Advance Scale Company, Inc See attached Paul Gerard 2400 Egg Harbor Road Lindenwood,NJ 08021 888-447-2253 ADVANCE SCALE COMPANY, INC. www advancescale com 2400 Egg Harbor Road Phone: 888-447-2253 Lindenwold.NJ 08021 Fax: 856-627-7200 Preferential Customer Preventative Maintenance & Scheduled Service Program ADVANCE SCALE Service Address Invoice Address 6155 COX LANE, CUTCHOGUE, NY 11935 Town of Southold PO Box 1179 53095 Main Road outhold, New York 11971 Advance Scale Company, Inc.will provide Scheduled Calibration Service and Preventative Maintenance Inspections on the following equipment TWO Truck scales at locations listed on the reverse side of this agreement. Routine Calibration Service,outlined on the reverse side of this agreement,will be scheduled Twice per Year during the following months: (Please select desired months) Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Service shall be provided by Advance Scale Company, Inc.on a flat rate,basis per inspection as listed on the reverse side of this agreement. All additional work and non-scheduled service will be provided on a time &material cost basis at the following reduced Preferential Customer rates: Scale Technician $95.00 per man-hour Travel Charge Test Truck: $550.00 Scale Technician (Overtime)$142.50 per man-hour Travel Charge PU/VAN: $100.00 Parts Discount Rate: 10% off Mfr's List New Equipment: 5%off Mfr.'s List All work is to be performed during a Normal hours, excluding holidays.Any work performed outside normal working hours will be at overtime rates. Emergency or unscheduled service will be available 24 hours a day, 7 days a week, including holidays. Reasonable notification will be given prior to scheduled service. The above quoted price(s)and discount(s)are valid for two years from the date of this agreement.Any changes in these prices and/or discounts,Advance Scale Company will notify you in writing thirty(30)days prior to the effective date of the new rate(s).This agreement will automatically renew unless modified or canceled by either party by written notice thirty(30)days prior to the next scheduled service inspection due date. APPROVED BY: Advance Scale Company, Inc. Village of Southold Pard qmaid Paul Gerard VP 11/20/18 Print Name &Title Date Print Name &Title Date Locations to be covered under this Service Agreement: 2019 TYPE No. of Scales CARDINAL TRUCK SCALES WITH 205 INDICATORS 2 Price Per Visit — $650.00 (Flat Rate, Regular Hours) Total for the Year based on Two visits -$1,300.00 SERVICE WILL BE PERFORMED BY OUR BAYSHORE, NY OFFICE Advance Scale Company, Inc.will perform a Scheduled Calibration service inspection in accordance with manufacturers recommendations for each type of equipment listed above. Some of the work to be performed is outlined below but not limited to the following: 1. Operation Check-in-Prior to any service,we will check with device operator to determine general operating performance and any specific areas needing attention 2. Condition Found Assessment-Perform visual and operational inspection of device to determine current conditions. 3. Physical Integrity- Inspect device for wear and deterioration. Check physical connections and safety stops. Check for binds or obstructions that could cause inaccurate weighments. 4. Zero Condition-Test for proper zero setting and return-to-zero functions. 5. Calibration -Perform calibration on device in accordance with manufacturer's specifications and/or regulatory agency regulations. Make routine or minor calibration adjustments as required. 6. Device Controls Checkout-Check all operational controls such as Tare,Zero, Print, NET/Gross Select, etc. for proper operation. 7. Evaluate overall device performance and condition. Report condition left after service is performed. Advance Scale Company, Inc. will provide a detailed service report for each item listed above upon completion of the Scheduled Calibration Inspection. This report will list all problems found with the equipment at start of service, action taken and condition of equipment after service performed. We will make any recommendations for repair or replacement of damaged parts or devices in writing with estimated costs and time needed for additional service within the following business day after Scheduled Calibration service is performed.Any scale not available during the Scheduled Calibration Service will be re-scheduled at a more convenient time on a time and material cost basis plus travel at the above listed rates. An Inspection Sticker will be placed on the device that shows the last date service was performed and the next date due for routine service. A copy of all Service Reports, Device Inspection Reports, Service Recommendations will be maintained in the Preferential Customer Service Log book kept at your locations and a duplicate copy maintained in the identical Log Book kept at our Service Department. ADVANCE SCALE COMPANY, INC. www.advancescale.com 2400 Egg Harbor Road 888-447-2253 Lindenwold, NJ 08021 fax: 856-627-7200 ADVANCE SCALES•CAMRAT10N-CJNSVWC'IP'i�SYSTEMS LIST OF TOWNSHIPS CURRENTLY BEING SERVICED BY ADVANCE SCALE Brookhaven1andfill Yaphank, NY & Manorville Michael Des Gaines -(631) 286-8551 Village,of Smithtown Kings Park, NY Neal Sheehan-(631) 269-6600 Town of Hempstead Merrick, NY Sal Conti-(516) 378-4210 Town of Islip Multiple locations Greg Hancock-(631) 595-3500 Town of Shelter Island Shelter Island, NY Mark Ketcham -(631) 749-1090 Advance scale currently services many more townships and large customers in the New York area. WE ARE AN AUTHORIZED CARDINAL SCALE DEALER, ALONG WITH MANY OTHER MANUFACTURERS. OUR LONG ISLAND SERVICE OFFICE IS LOCATED IN BAYSHORE, NY FOR QUICK ACCESS TO YOUR SERVICE NEEDS 1 FTS Foran Statement of Non-Collusion in Bids or Proposals rGeneral Municipal Law&903-d] By submission of this bid, each Bidder/Proposer and each person signing on behalf of any Bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their 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/Proposer or with any competitor; 2. Unless otherwise required by law, the prices which have been quoted in the bid "have not been knowingly disclosed by the Bidder/Proposer and will not knowingly be disclosed by the Bidder/Proposer prior to opening directly or indirectly to any other Bidder/Proposer or to any competitor; and 3. No attempt has been made or will be made by the Bidder/Proposer to induce any other,person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. No bid/proposal will be considered for award nor shall any award be made where paragraphs 1, 2, and 3 above have not been complied with; provided however, that if in any case the bidder/proposer cannot make the foregoing certification, the bidder/proposer shall so state and shall fumish with the bid/proposal a signed statement which sets forth in detail the reasons therefor. Where paragraphs 1, 2 and 3 above have not been complied with, the bid/proposal shall not be considered for award nor shall any award' be made unless the County determines that such disclosure was not made for the purpose of restricting competition. The fact that a Bidder/Proposer: a) has published price lists, rates, or tariffs covering items 'being procured, b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or c) has sold the same items to other customers at the same prices being bid/proposed does not constitute, without more, a disclosure hereunder. 1, Paul Gerard hereby affirm under penalty of perjury under the Laws of the State of New York that I am authorized to provide this certification and that the above is true and correct. Advance Scale Co. Inc.$ Name of ti 11/20/18 Signatur f Authorized Representative L Date Rev.7/9/13 N#0002280830 STATE OF NEW YORK) )SS: COUNTY OF SUFFOLK) Karen Kine of Mattituck,in said county,being duly sworn,says that she is Principal Clerk of THE SUFFOLK TIMES , a weekly newspaper,published at Mattituck, in the Town of Southold,County of Suffolk and State of New York, and that the Notice of which the annexed is a printed'copy, has been regularly published in said Newspaper once each week for 1 weeks(s);successfully commencing on 11/08/2018 Principal Clerk Sworn to before me this day of d#. CHRISTINA VOLINSKI NOTARY PUBLIC-STATE OF NEW YORK No 01V06105050 Qualified in Suffolk County My Commission Expires February 28,2020 Y TYPESET': Thu Nov 01 13 52 09 EDT 2018 1179,53095 Main Road,Southold,New York LEGAL NOTICE 11971,until 2:00 PM,Thursday,November NOTICE TO BIDDERS 29,2018 which time they will be opened and NOTICE IS HEREBY GIVEN,in accor- read aloud in public The bids must indicate dance with the provisions of Section 103 of two(2)prices as follows- the General Municipal Law,that sealed bids The Town Board of the Town of Southold are sought and requested for the routine reserves the right to reject any and all bids and non-routine maintenance of the Car- and waive any and all informality in any bid dinal Model 205 vehicle weigh scales at the should it be deemed in the best interest of the Southold Town Collection/Disposal Area, Town of Southold to do so. Cox lane,Cutchogue,New York Please note All bids must be signed and sealed in en- that the Town seeks bids for a 2-year con- velopes plainly marked"Bid on Transfer Sta- tract(2019-2020),with a mutual option for tion Vehicle Weigh Scale Service",and sub- an additional year of service,through 2021. mitted to the Office of the Town Clerk The Prices should be submitted for the follow- bid price shall not include any tax,federal, ing services/charges for scale maintenance. state,or local from which the Town of South- The Town expects to schedule two(2)routine old is exempt weekday maintenance service visits per cal- Dated.August 28,2018 endar year(once every 6 months) Routine ELIZABETH A.NEVILLE service shall consist at minimum of standard SOUTHOLD TOWN CLERK weight calibration for each of two(2)scales 2280830 with not less than 25,000 lbs of certified test weights, visual check of all load cells and connections,and written recommendation for ongoing operator maintenance. Off-hour/ weekend visits maybe needed for non-routine repairs/service as well.Rates for those should be entered below where indicated,however BID PRICE EVALUATION FOR THIS SOLICITATION WILL BE BASED ON COSTS SUBMITTED FOR ROUTINE SERVICE. RATES FOR SCALE SERVICE AT THE TOWN OF SOUTHOLD SOLID WASTE TRANSFER STATION,6155 COX LANE, CUTCHOGUE,NY 11935 Routine Overtime/ Service Weekend Service 1 Hourly Regular 2 Travel Charges* (show as flat fee/vehicle) 3.Total Travel Charges/visit 4 TOTAL SERVICE CHARGES PER VISIT(add#1+2 above)•$_ 5 ANNUAL CHARGES BASED ON TWO (2)SERVICE VISITS $_ *Includes mileage and tolls Parts prices for any repairs deemed neces- sary will be paid as quoted at the time of service.Travel expenses consisting of lodg- ing and meals, if necessary,will be paid as actually incurred The Southold Town Transfer Station has two(2)Cardinal Model 205 scales each with a rated capacity of 160,000 lbs Bidders are encouraged to familiarize themselves with the facility before preparing their bids.The fa- cility is open 7 days a week,7 00 am—5.00 pm. Scale data is processed using Was- teWorks software version 1.444 Bidders must have not less than 10 years of experience in the testing, calibration, and maintenance of truck scales in New York State and must provide at least three(3)New York State municipal references to which such services have been provided over that time.The winning bidder will be expected to enter into a formal contract with the Town as provided by the Town Attorney, and must maintain appropriate certifications as re- quired by the New York State Department of Agriculture and Markets,Bureau of Weights and Measures throughout the contract period. The sealed bids, together with a Non- collusive Bid Certificate,and bank draft or certified check in the amount of$500 00,will be received by the Town Clerk of the Town of Southold,at the Southold Town Hall,PO Box STATEMENT OF NON-COLLUSION (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non-collusive bidding certification. A. 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 as to its own organization, under penalty of perjury, that to the best of 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 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 other bidder or to any competitor. (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. B. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. C. That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that of the (Name of signatory) Be authorized to sign and submit the bid (Name of Corporation) Or proposal of this corporation for the following Project: and to include in such bid or proposal the certificate as to non-collusion required by section one-hundred-three- d (103-d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or miss-statements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing is true and correct copy of the resolution adopted by corporation at a meeting of the Board of Directors, held on the day of , 20 (SEAL OF THE CORPORATION) Laws of New York, 1965 Ch. 751, Sec. 103-d, as amended & effective on September 1, 1965. Signature 1 STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) LYNDA M RUDDER, Deputy Town Clerk of the Town of Southold,New York being duly sworn, says that on the 2nd day of November , 2018, a notice of which the annexed printed notice is a true copy was affixed, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County,New York,to wit: Town Clerk's Bulletin Board, 53095 Main Road, Southold,New York. Scale Maintenance Bid 4V Lynda V Rudder Southold Deputy Town Clerk Sworn before me this 2nd day of November , 2018. 1"�, Notary Public SABRINA M BORN Notary Public,State of New York No.011306317038,Suffolk Couqt Commisslon Expires Dec.22,20 LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal Law,that sealed bids are sought and requested for the routine and non- routine maintenance of the Cardinal Model 205 vehicle weigh scales at the Southold Town Collection/Disposal Area, Cox lane, Cutchogue,New York. Please note that the Town seeks bids for a 2-year contract (2019-2020),with a mutual option for an additional year of service, through 2021. Prices should be submitted for the following services/charges for scale maintenance. The Town expects to schedule two (2) routine weekday maintenance service visits per calendar year(once every-6 months). Routine service shall consist at minimum of standard weight calibration for each of two (2) scales with not less than 25,000 lbs. of certified test weights, visual check of all load cells and connections, and written recommendation for ongoing operator maintenance. Off-hour/weekend visits may be needed for non-routine repairs/service as well. Rates for those should be entered below where indicated, however BID PRICE EVALUATION FOR THIS SOLICITATION WILL BE BASED ON COSTS SUBMITTED FOR ROUTINE SERVICE. RATES FOR SCALE SERVICE AT THE TOWN OF SOUTHOLD SOLID WASTE TRANSFER STATION, 6155 COX LANE, CUTCHOGUE, NY 11935 Routine Service Overtime/Weekend Service 1. Hourly Regular $ $ 2. Travel Charges* (show as flat fee/vehicle) 3. Total Travel Charges/visit $ $ 4. TOTAL SERVICE CHARGES PER VISIT (add# 1+2 above): $ 5. ANNUAL CHARGES BASED ON TWO (2) SERVICE VISITS: $ *Includes mileage and tolls Parts prices for any repairs deemed necessary will be paid as quoted at the time of service. Travel expenses consisting of lodging and meals, if necessary, will be paid as actually incurred. The Southold Town Transfer Station has two (2) Cardinal Model 205 scales each with a rated capacity of 160,000 lbs. Bidders are encouraged to familiarize themselves with the facility before preparing their bids. The facility is open 7 days a week, 7:00 am— 5:00 pm. Scale data is processed using WasteWorks software version 1.444. Bidders must have not less than 10 years of experience in the testing, calibration, and maintenance of truck scales in New York State and must provide at least three (3)New York State municipal references to which such services have been provided over that time. The winning bidder will be expected to enter into a formal contract with the Town as provided by the Town Attorney, and must maintain appropriate certifications as required by the New York State Department of Agriculture and Markets, Bureau of Weights and Measures throughout the contract period. The sealed bids,together with a Non-collusive Bid Certificate, and bank draft or certified check in the amount of$500.00, will be received by the Town Clerk of the Town of Southold, at the Southold Town Hall, PO Box 1179, 53095 Main Road, Southold,New York 11971, until 2:00 P.M., Thursday,November 29,2018 which time they will be opened and read aloud in public. The bids must indicate two (2) prices as follows: The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be signed and sealed in envelopes plainly marked "Bid on Transfer Station Vehicle Weigh Scale Service", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local from which the Town of Southold is exempt. , Dated:-August 28, 2018 ELIZABETH A.NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON November 8,2018, AND FORWARD ONE (1 ) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE,TOWN CLERK,PO BOX 1179, SOUTHOLD,NEW YORK 11971. Copies to the following: The Suffolk Times Town Board Members Town Attorney Town Clerk's Bulletin Board Solid Waste Coordinator Bunchuck RESOLUTION 2018-777 ADOPTED DOC ID: 14431 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2018-777 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON AUGUST 28, 2018: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise for bids for the following items for 2019: Bulk Sand for the Highway Department Milk for the Human Resource Center Cleaning of Police Department Uniform Clothing Household Hazardous Waste Removal Scrap Tire Removal Vehicle Scale Maintenance and Service Yellow Bags e Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Louisa P. Evans, Justice SECONDER:Robert Ghosio, Councilman AYES: Dinizio Jr, Doherty, Ghosio, Evans, Russell ABSENT: William P.Ruland