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2.0 UNIT PRICE BID SCHEDULE, RECYCLABLE MATERIALS HAULING
AND PROCESSING SERVICES, SOUTHOLD TOWN, NEW YORK
The undersigned hereby submits the following prices bid to furnish Paper Fiber and Commingled
Recycling Haul Services, to Southold Town,New York for the term on or about May--2.020
through on or about May--, 2021
2.1 TASK 1: PAPER FIBER RECYCLABLES HAULED TO AGREED UPON PROCESSOR
2.1.1 MODE OF TRANSPORT
Please indicate the transportation method(s) proposed for providing services for this task under
this Agreement, as follows: l
Vehicle Type (e.g., roll-off,tractor-trailer, etc): I�
Container Size (volume):
2.1.2 FIBER RECYCLABLES HAUL SERVICES PRICING
The Haul Service applicable unit price (i.e., cost per truckload) for (@ May 2020—May, 2021)
is
(in words)
dollars and ( cents ($ \ M ). (FRC I)
(in numerals)
for an estimated loads (trips) in the AGREEMENT YEAR(FRT1).
(#of loads in numerals)
Total Fiber Recyclables Trucking Price (FRC1 x FRT1): (TFRC1)
25
Town of Southold Bid—Recyclables Hauling And Processing Services
TASK 1 EVALUATION BID PRICE:
TOTAL YEAR COST FOR PAPER FIBER RECYCLABLES TRUCKING:
a in words
(in numerals
2.2 TASK 2: PROCESSING OF PAPER FIBER RECYCLABLES AT AGREED UPON
PROCESSOR
2.1.2 PROCESSING OF PAPER FIBER RECYCLABLES AT AGREED UPON PROCESSOR
The Processing Service applicable unit price (i.e., cost per truckload for May 18, 2020—May
17, 2021) is �-'
(m s)
dollars and cents . (PFPC1)
(in num rats)
for an estimated �� loads (trips) in the AGREEMENT YEAR (PFTl).
(#of loads in numerals)
Total Paper Fiber Recyclables Processing Price(PFPC1 x PFT1): (TPFPCI)
CIO
26
Town of Southold Bid—Recyclables Hauling And Processing Services
TASK 2 EVALUATION BID PRICE:
\--W-�_
TOTAL YEAR COST FOR RECYCLING PROCESSING:
lba
bo�
2.3 TASK 3: COMMINGLED RECYCLABLES HAULED TO AGREED UPON PROCESSOR
2.3.1 MODE OF TRANSPORT
Please indicate the transportation method(s)proposed for providing services for this task
under this Agreement, as follows: �-
Vehicle Type (e.g., roll-off, tractor-trailer, etc): -k-faQi�)Y'
Container Size (volume): N'n (°.St.O s�`�(�
2.3.2 COMMINGLED RECYCLABLES HAUL SERVICES PRICING
The Haul Service applicable unit priic(e1 (i.e., cost per truckload) for May, 2020—May (2021) is
CIO
Dollars and cents ($_�` ). (CRC 1)
(in numerals)
for an estimated loads (trips) in the AGREEMENT YEAR(CRT1).
(#of loads in numerals)
Total COMMINGLED Recyclable Materials Trucking Price (CRC1 x CRT1): (TCRC1)
27
Town of Southold Bid—Recyclables Hauling And Processing Services
TASK 3 EVALUATION BID PRICE:
TOTAL YEAR COST FOR COMINGLED RECYCLABLES TRUCKING:
(m words) e� � -�y
cic [C"-s
(in numerals)
TASK 4: PROCESSING OF COMMINGLED RECYCLABLES AT AGREED UPON
PROCESSOR
2.4.2 PROCESSING OF COMMINGLED RECYCLABLES AT AGREED UPON
PROCESSOR
The Processing Service applicable unit price (i.e., cost per truckload) for May, 2020—May,
2021) is �E,-k-h Cj")I^
.—J V (in words) q
dollars and cents ($ 1 (CRPC1)
(in numerals)
for an estimated loads (trips) in the AGREEMENT YEAR(CRPT1).
(#of loads in numerals)
28
Town of Southold Bid—Recyclables Hauling And Processing Services
Total Paper COMMINGLED Recyclables Processing Price (CRPC1 x CRPT1): (TCRPCI)
TASK4 EVALUATION BID PRICE:
TOTAL YEAR COST FOR COMINGLED RECYCLABLES PROCESSING:
(in words)
tc�; �CtAs
(in numerals)
29
Town of Southold Bid—Recyclables Hauling And Processing Services
Agreement Bid Price Evaluation
c�
TASK 1 EVALUATION BID PRICE:
(in numerals)
TASK 2 EVALUATION BID PRICE: �C� ®
TASK 3 EVALUATION BID PRICE:
TASK 4 EVALUATION BID PRICE:
TOTAL AGREEMENT COST:
(in numerals)
SIGNATURE BLOCK
The undersigned hereby submits the foregoing prices to furnish recyclable materials hauling and processing services as
described in this solicitation:
Bidder: C
irm-Co r on dress
VRY: 0 GA, \
- - Authorized Representative Date
r' t: �_�� t
Title
30
Town of Southold Bid—Recyclables Hauling And Processing Services
SECTION D
APPENDICES
31
Town of Southold Bid—Recyclables Hauling And Processing Services
APPENDIX'A—SUBCONTRACTORS (if applicable)
The Bidder hereby states that it proposes, if awarded an Agreement to use following haul subcontractors
on this project.
Subcontractor/
Contract Trade
Individual Address Phone# Specialties
1.
2.
3.
4.
5.
NaJBJaer: gDate: LA���Signature)
NOTE: If blank not applicable, fill in with N/A
32
Town of Southold Bid—Recyclables Hauling And Processing Services
APPENDIX B—FORM OF PERFORMANCE BOND (if required)
Bond No.
KNOW ALL MEN BY THESE PRESENTS, that (hereinafter
called the "principal") and
(hereinafter called the "Surety") are held and firmly bound to the Town of Southold (hereinafter called
the "Owner") in the full and just sum of dollars (TBD) good and lawful money of the United States of
America, for the payment of which sum of money, well and truly to be made and done, the Principal
binds himself, his heirs, executors, administrators and assigns and the Surety binds itself, its successors
and assigns,jointly and severally, firmly by these presents.
WHEREAS, the Principal has entered into a certain written Agreement bearing date on the
day of , 20 , with the Owner for the Town of Southold
construction debris and recycled newspaper Haul Services, a copy of which Agreement is annexed to
and hereby made part of this bond as though herein set forth in full.
NOW, THEREFORE, the conditions of this obligation are such that if the Principal, his or its
representatives or assigns, shall well and faithfully comply with and perform all the terms, covenants
and conditions of said Agreement or his (their, its) part to be kept and performed and all modifications,
amendments, additions and alterations thereto that may hereafter be made, according to the true intent
and meaning of said Agreement, and shall fully indemnify and save harmless the Owner from all cost
and damage which it may suffer by reason of failure so to do, and shall fully reimburse and repay the
Owner for all outlaw and expense which the Owner may incur in making good any such default, and
shall protect the said Owner against, and pay any and all amounts, damages, costs and Judgments which
may or shall be recovered against said Owner or its officers or agents or which the said Owner may be
called upon to pay to any person or corporation by reason of any damages arising or growing out of the
doing of said work, or the repair of maintenance thereof, or the manner of doing the same, or the neglect
of the said Principal, or his (their, its) agents or servants or the improper performance of the said work
by the said Principal, or his (their, its) agents or servants, or the infringement of any patent or patent
rights by reason of the use of any materials furnished or work done as aforesaid or otherwise, then this
obligation shall be null and void, otherwise to remain in full force and effect;
Performance Bond Appendix B
Page 1 of 2
33
Town of Southold Bid—Recyclables Hauling And Processing Services
PROVIDED, HOWEVER, the Surety, for value received hereby stipulates and agrees, if
requested to do so by the Owner, fully perform and complete the work mentioned and described in said
Agreement, pursuant to the terms, conditions, and covenants thereof, if for any cause the Principal falls
or neglects to so fully perform and complete such work and the Surety,further agrees to commence such
work of completion within ten(10) calendar days after written notice thereof from the Owner and to
complete such work within ten (10) calendar days from the expiration of the time allowed the Principal
in the Agreement the completion thereof; and further
PROVIDED, HOWEVER, the Surety, for value received, for itself and its successors and
assigns, hereby stipulates and agrees that the obligation of said Surety and its bond shall be in no way
impaired or affected by an extension of time, modification, work to be performed thereunder, or:by any
payment thereunder before the time required herein, or by any waiver of any provisions thereof, or by
any assignment, subletting or other transfer of any work to be performed or any monies due or to
become due thereunder; and said Surety does hereby waive notice of any and all of such extensions,
modifications, omissions, additions, changes, payments, waivers, assignments, subcontracts and
transfers, and hereby expressly stipulates and agrees that any and all things done and omitted to be done
by and in relation to assignees, subcontractors, and other transferees shall have the same effect as to said
Surety as though done or omitted to be done be or in relation to said Principal.
IN WITNESS WHEREOF, the Principal has hereunto set his (their, its) hand and seal and the
Surety has caused this instrument to be signed by its
and its corporate seal to be hereunto affixed this
day of 20
Principal
(If Corporation add By:
Seal and Attestation)
Attest:
Surety
(If Corporation add By:
Seal and Attestation)
Attest:
Address of Surety
Performance Bond Appendix B
Page 2 of 2
34
BIDDER'S SOLICITATION
RECYCLABLE MATERIALS HAULING AND PROCESSING SERVICES
AGREEMENT DOCUMENTS
TOWN OF SOUTHOLD
STATE OF NEW YORK
Prepared by: Solid Waste Management District
P.O. Box 962
'Cutchogue,NY 11935
March 2020
r
TABLE OF CONTENTS
NOTICE TO BIDDERS 4
GENERAL SERVICES SOUGHT 5
BID INSTRUCTIONS 6
GLOSSARY OF TERMS 7
SECTION A- SUBMISSION REQUIREMENTS 9
1.0 Project Purpose 9
2.0 Schedule 9
3.0 Examination Of Agreement Documents 9
4.0 Information to be Submitted 10
4.1 Contractual Bid 10
4.2 Supplemental Information 10
5.0 Bid Format 10
6.0 Submission of Bid 11
7.0 Execution Of Agreement 11
8.0 Consideration Of Bids 11
9.0 Selection Of Contractor 12
10.0 Acceptance of Bid 12
11.0 Assignment 12
12.0 Insurance and Bonds 12
. 12.1 Insurance 12
12.2 Bonds 13
13.0 Indemnity (Hold Harmless) 13
14.0 Payments 13
15.0 Default 14
16.0 Term of Agreement 14
17.0 Rights and Options 14
SECTION B - BID SPECIFICATION 15
1.0 Requirements 16
2.0 Program Goals and Objectives 16
3.0 Character and Amounts of Materials 16
3.1 Quantities Paper Fiber 16
3.2 Quantities COMMINGLED 17
3.3 Non-Compliance Waste 17
4.0 Schedule of Cutchogue Transfer Station 17
5.0 Program Activities 17
5.1 Contractor Responsibilities 17
5.2 Town Responsibilities 18
5.3 Routing Mode 18
5.4 Town of Southold Accident and Damage Policy 18
6.0 NYSDEC Part 360 Permit to Operate 19
2
7.0 Compensation 19
8.0 Safety and Health Regulations 19
9.0 Contacts 19
10.0 Supporting Data 20
SECTION C—CONTRACTOR BID FORM 21
1.0 General Bid Statement 22
2.0 Unit Price Bid Schedule 25
2.1 Paper Fiber Recyclables Hauled to Agreed Upon
Processor
2.1.1 Mode of Transportation 25
2.1.2 Paper Fiber Recyclables Haul Services Pricing 25
Task 1 Evaluation Bid Price 26
2.2 Processing of Paper Fiber Recyclables 26
Task 2 Evaluation Bid Price 27
2.3 Commingled Recyclables Hauled to Agreed Upon
Processor 27
2.3.1 Mode of Transport 27
2.3.2 Commingled Recyclables Haul Services Pricing 27
Task 3 Evaluation Bid Price 28
2.4 Processing of Commingled Recyclables at Agreed Upon
Processor 28
Task 4 Evaluation Bid Price 29
3.0 Agreement Bid Price Evaluation 30
4.0 Signature Page 30
SECTION D—APPENDICES 31
Appendix A— Subcontractors 32
Appendix B—Performance Bond 33
3
NOTICE TO BIDDERS
RECYCLABLE MATERIALS HAULING AND PROCESSING SERVICES
The Town of Southold will receive sealed bids for processing and trucking services for the items identified
herein fiber recyclables (cardboard, newspaper and mixed paper, ) and, COMMINGLED recyclables
(tin/aluminum cans and plastic containers) such bids to then be opened and publicly read aloud. The
trucking services sought by the Town will involve moving recyclables collected at the Town's waste and
recycling Transfer Station on Cox Lane in Cutchogue,NY to one or more specified destinations. THIS
SOLICITATION SEEKS BOTH HAULING AND PROCESSING SERVICES.
PLACE: Office of the Town Clerk
Southold Town Hall
53095 Main Road
Southold,New York 11971
(631) 765-1800
DATE: Monday, April 6, 2020
TIME: 2:00 PM
(LATE BIDS WILL NOT BE OPENED)
4
r
TOWN OF SOUTHOLD RECYCLABLE MATERIALS HAULING AND PROCESSING
SERVICES
GENERAL SERVICES SOUGHT
The Town seeks prices for each of the following trucking tasks, in accordance with this Bid
Solicitation:
TASK 1: A bid,price PER TRIP, to provide equipment and labor for hauling fiber
recyclables (cardboard, newspaper and mixed paper) collected through the
Town of Southold's residential recycling program from the Town of
Southold Transfer Station at 6155 Cox Lane, Cutchogue,NY to a transfer
station or material recovery facility.
TASK 2: A bid price PER TRIP for the processing of fiber recyclables collected through
the Town of Southold's residential recycling program. Responders who are not
end marketers must indicate who the ultimate purchaser/processor of the
Town's recyclables will be or who are expected to be and such
purchaser/processor shall be subject to the approval of the Town of Southold.
No acceptable material may be disposed as waste product.
TASK 3: A bid price PER TRIP to provide equipment and labor for hauling
COMMINGLED recyclables consisting of tin and aluminum cans, plastic
containers, bottles, and other acceptable items collected through the Town of
Southold's residential recycling program, from the Town of Southold Transfer
Station at 6155 Cox Lane, Cutchogue, NY to a transfer station or material
recovery facility.
TASK 4: A bid price PER TRIP for the processing of fiber recyclables collected through
the Town of Southold's residential recycling program. Responders who are not
end marketers must indicate who the ultimate purchaser/processor,of the
Town's recyclables will be or who are expected to be and such
purchaser/processor shall be subject to the approval of the Town of Southold.
No acceptable material may be disposed as waste product.
BASIC AWARD CRITERIA
The winning bid submitted in response to this solicitation will be based on the lowest unit price
(i.e., price per truckload) submitted by a responsible bidder for the four TASKS combined.
TERM
The term of this Agreement shall be ONE (1) year from commencing from the date of award,
expected to be on or about May 1, 2020 The Town and the winning bidder shall have a mutual
5
option of renewing the Agreement for an additional one year term by agreeing together in
writing to do so not less than thirty (30) days prior to the expiration of the initial term, at the
price(s) agreed to herein.
BID INSTRUCTIONS
Bids must be made in writing on the forms furnished.
The successful Bidder may be required to furnish a performance Bond, and insurance in
accordance with the instructions in the Bid Solicitation (APPENDIX B).
The bid price shall not include any tax, Federal, state, or local, from which the Town of
Southold is exempt.
A Bidder may not withdraw his bid within forty-five (45) days after the opening of the
bids, but may withdraw his Bid at any time prior to the scheduled time for the opening of bids.
The Town reserves the right to reject any or all bids and to waive informalities, should
this action be in the best interest of the Town of Southold.
Bid Solicitation containing submission requirements, instructions, technical
specifications, and bidding forms may be examined free of charge and at the following location
on weekdays from 8:00 A.M. to 4:00 P.M.:
Office Of the Town Clerk, Southold Town Hall
53095 Main Road
Southold,New York 11971
Bid Solicitation may be picked up at:
Office of the Town Clerk, Southold Town Hall
53095 Main Road
Southold,New York 11971
Bidders should direct any questions concerning this solicitation to Mr. James Bunchuck,
the Southold Town Solid Waste Coordinator at the Southold Town Transfer Station office 6155
Cox Lane, Cutchogue,NY 11935 (631) 734-7685. Bidders may visit the Transfer Station during
normal business hours of 7:00 am—5:00 pm, 7 days a week(except holidays). Appointments
are not necessary, but may be scheduled by calling Mr. Bunchuck.
Elizabeth A. Neville
Town Clerk
6
GLOSSARY OF TERMS
ADMINISTRATOR- Shall mean the Coordinator of construction and demolition debris (or his
agent) Of the Town of Southold,New York.
AGREEMENT - Shall mean a Form operating agreement set forth by the Town and resulting
from this Bid Solicitation between the Town of Southold and the successful Bidder to be
executed in 2020 .
AGREEMENT DOCUMENTS - Shall include the notice to bidders, instructions, bid solicitation,
bid Forms, information schedules, proposal, payment bond, bid bond, Agreement, performance
bond, certificates of insurance, glossary of terms any general conditions or special conditions,
and any addenda. The Agreement Documents will Form a part of the Agreement.
AGREEMENT YEAR- Shall mean the period of the first 365 days from the date a
contract(s)/award(s) pursuant to this solicitation is signed by the parties.
BIDDER- Shall mean any party,or parties submitting in proper form a bid to perform the work
as specified in the Agreement Documents. The successful Bidder selected by the Town to
perform the specified work will thereafter be known as the Contractor.
BID PRICE - Shall mean the unit cost to determine the ranking of bidders.
BID SOLICITATION- Shall mean this document, specifications, and any bid addenda issued.
COMMENCEMENT DATE- Shall mean the date a contract(s)/award(s) pursuant to this
solicitation is signed by the parties.
COMMINGLED RECYCLABLES- Shall mean tin and aluminum cans, plastic containers, and
other items acceptable to final processing facility as collected through tie Town of Southold's
residential recycling program,
CONTRACT DOCUMENTS - Shall have the same meaning as Agreement Documents.
CONTRACTOR- Shall mean the party contracting to perform the work, or the heirs, executors,
administrators, agents, or successors thereof.
COUNTY - Shall mean Suffolk County, State Of New York.
DAILY- Sunday to Saturday, inclusive.
DESTINATION SITES —Permitted recycling facilities as approved by the Town.
EPA -Environmental Protection Agency (Federal).
_ 7
r
HAUL SERVICES UNIT PRICE - Shall mean the Contractor's compensation in dollars for each
ton of recyclables actually hauled from the Town Of Southold Transfer Station to the Agreed
Upon Disposal/Recycling Site.
HAZARDOUS WASTE - Shall mean(1) any "hazardous waste" as defined under the Resource
Conservation and Recovery Act, 42 US.C. Section 6901 et seq., or "hazardous substance" as
defined under the comprehensive Environmental Response, Compensation, and Liability Act, 42
U.S.C. Section 9601 et seq., or "hazardous waste" as defined under New York Environmental
Conservation Law Section 27-0901 et seq., as each such law may be amended from time to time,
and the regulations promulgated there under, and any analogous or succeeding Federal, state or
local law, rule or regulation and regulations promulgated there under and (2) any other material
which any governmental agency or unit having appropriate jurisdiction shall determine from
time to time cannot be processed at the facility because it is harmful, toxic or dangerous.
NOTICE OF AWARD - Shall mean written notice from the Town of Southold to the successful
Bidder that the Town of Southold intends to award an Agreement to the successful Bidder,
subject to compliance with all their terms and conditions of the Agreement Documents.
NYSDEC -New York State Department Of Environmental Conservation.
ONP—Old Recycled Newsprint brought to the Southold MSW Transfer Station by residents and
curbside collection carters, including newspaper, glossy inserts, magazines, paperback books,
office paper, and construction paper. ONP is NOT intended to include paper used for cleaning or
hygiene purposes such as paper towels, napkins, or tissues.
OSHA -Federal Williams-Steiger Occupations Safety &Health Act of 1970, plus subsequent
revisions.
PAPER FIBER RECYCLABLES - Shall mean cardboard, newspaper and mixed paper collected
through the Town of Southold's residential recycling program,
PERMIT - Shall mean any and all permits, licenses, approvals, certificates of public convenience
and necessity, Franchises or authorizations which must be issued by any Governmental Body
having jurisdiction thereof to legally enable the Contractor to transport and/or process recyclable
materials.
PERMITTEE - Shall mean any person issued a valid permit to haul recyclables or to construct,
establish, maintain or operate a recyclable processing facility.
RCRA - Resource Conservation Recovery Act (Federal).
SUBCONTRACTOR- Shall mean an individual, firm or corporation having a direct contract
with the Contractor for services, equipment, materials and/or labor.
a
8
SECTION A
SUBMISSION REQUIREMENTS
BIDDERS INFORMATION, INSTRUCTIONS AND AWARD BASIS
1.0 PROJECT PURPOSE
The Town of Southold seeks bids for recyclable materials hauling and processing services
from the Town of Southold Transfer Station to specified permitted Destination Site(s)As agreed to
by the Town of Southold. Responders who are not end marketers must indicate who the ultimate
purchaser/processor of the Town's recyclables will be or who are expected to be and such
purchaser/processor shall be subject to the approval of the Town of Southold. No acceptable
material may be disposed of in a landfill.
2.0 SCHEDULE
The schedule below is an estimate of the time period leading up to the commencement of
the Agreement. Its intent is to provide each Bidder with an idea of when certain events may
occur. The dates given are guidelines and should not be construed as firm dates,or deadlines due
to the multiple parties involved in the decision making process.
EVENT DATE
Bid Opening 2:00 PM, April 6, 2020
Town Board Approval April 21, 2020
Agreement Executed On or Before May 1, 2020
Operations Commencement Day Agreement is Executed
3.0 EXAMINATION OF AGREEMENT DOCUMENTS, FAMILIARITY WITH
THE WORK
It is the responsibility of each Bidder before submitting a Bid to (a) examine the Bid
Documents thoroughly; (b) become familiar with conditions at the Town of Southold Transfer
Station and Destination Sites that may affect cost, progress,performance or furnishing of the
work; (c) become familiar with and consider all federal, state and local laws, regulations
ordinances, permits, approvals and orders that may effect the cost, progress, performance or
9
furnishing of the work; (d) study any Bid and/or Agreement Documents carefully; and (e) notify
the Town Clerk of all conflicts, errors or discrepancies in the Agreement Documents.
The submission of a Bid becomes a representation that Bidder has complied with every
requirement of this Bid Solicitation, that the Bid is based upon performing and furnishing the
work required by the Agreement Documents, and that the Agreement Documents are sufficient
in scope and detail to indicate and convey understanding of all terms and conditions for
performing and furnishing the work.
4.0 INFORMATION TO BE SUBMITTED WITH PROPOSAL
4.1 Contractual Bid
For the purpose of assisting the Town in determining the responsible Bidders for this Bid
Solicitation, the Bidder is required to submit the following minimum information with his bid:
i. Contractor Bid Form
ii. Supplemental Information as described in 4.2
4.2 Supplemental Information
In addition to the aforementioned forms, the Bidder is required to submit the following
supplemental information with his bid:
i. A statement that the Bidder has or will acquire all manpower, materials and supplies,
mobile equipment, etc., necessary to provide the Town with all services sought under
the Agreement.
ii. A copy of any current Permit(s) to transport municipal recyclables as required.
iii. A list of any Subcontractors the Bidder intends to use to complete any portion of the
work. The Bidder is advised that any Agreement awarded will be contingent upon the
use of the subcontractor(s) so identified. In the event that the Bidder desires to
change the number or identity of such subcontractor(s), the proposed change must be
submitted to the Town for approval. (SEE APPENDIX A).
5.0 BID FORMAT
Form Preparation
Bid prices shall be submitted in the form described in this Bid Solicitation(SEE PAGE
25 ). Bid prices shall be properly filled in, using both words and numerals where indicated.
BIDS SHALL NOT BE QUALIFIED, MODIFIED, LIMITED OR RESTRICTED IN ANY
10
WAY. In the event a specification is not applicable, it shall be so indicated. Incomplete bids may
not be considered, depending on the nature of the missing information.
6.0 SUBMISSION OF BID
Each Bidder shall submit a complete set of his Bid which shall be enclosed in a sealed
envelope plainly marked on the outside with the title of the work and the name and address of the
Bidder. No Bid will be considered unless filed on or before the time and at the place designated
in the Notice to Bidders. Bids received after the time set for the opening will be returned to
Bidders unopened. When sent by mail, preferably registered, the sealed Bid, marked as above,
should be enclosed in an additional envelope similarly marked and addressed to:
Elizabeth Neville
Southold Town Clerk
Town Hall
53095 Main Road
Southold,New York 11971
7.0 EXECUTION OF AGREEMENT, FURNISHING OF BONDS
The successful Bidder, or its legally authorized representative, shall appear in person
within ten (10) days of the Notice of Award by the Town at the place and time designated by the
Town to execute the Agreement and other Agreement Documents for recyclable Materials
Hauling and Processing Services, if so required by the Town.
Under the terms of a contract awarded pursuant to this bid, the successful Bidder may be
required, at its own cost and expense, to procure, execute and deliver to the Town a Performance
Bond equal to the estimated cost of trucking services provided under the terms of this bid over a
period of 180 days. This bond, if required (as shown by example in Appendix B), would be
maintained at the Contractor's own expense for the term of the Agreement. Failure to do so
would constitute a breach of the Agreement and/or contract entered into between the parties. In
such event, the Town may determine that such Bidder has abandoned the Agreement and the
Town shall be entitled to take action for any and all damages it may suffer as the result of such
breach.
8.0 CONSIDERATION OF BIDS
The Town of Southold reserves the right to reject any/or all bids for recyclable materials
hauling and processing services if such action is deemed to be in the best interests of the Town.
To be considered responsive to this Bid Solicitation, each Bidder shall
A) Provide equipment, labor, maintenance and management services to haul
recyclable materials from the Town of Southold Transfer Station to designated Destination
Site(s) as set forth in Section B - Bid Specifications.
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B) Provide evidence of all current valid state and Federal permits, licenses, local
ordinances, etc., required by law to receive recyclable materials at the designated Disposal
Site(s).
C) Provide evidence of physical and financial capability to perform services
described in the bid specifications.
9.0 SELECTION OF CONTRACTOR
Only bids solicited from firms or combinations thereof, who have sufficient management,
operating, and maintenance experience to fulfill the Town's goads and comply with the
applicable local, state, Federal laws, ordinances, and regulations will be accepted. The Town
will review the bids and make a selection recommendation based on the evaluation criteria
included in this Bid Solicitation or take such other action as it deems in its best interest.
Any agreement awarded hereunder will be to the responsible Bidder whose Evaluation Unit Bid
Price is the lowest. The Town of Southold reserves the right, in its sole discretion, to reject all
bids submitted in response to this Bid Solicitation.
10.0 ACCEPTANCE OF BID
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The acceptance of a Bid will be a Notice of Award signed by a duly authorized
representative of the Town, and no other act of the Town shall constitute the acceptance of a Bid.
The acceptance of a Bid shall bind the successful Bidder to perform the work described in the Bid
Documents and to execute any other Agreement Documents that may be required by the Town.
11.0 ASSIGNMENT
The successful Bidder to whom any Agreement shall be let, granted, or awarded shall not
assign, transfer, convey, sublet, or otherwise dispose of the Agreement or of his right,title, or
interest therein or his power to execute such Agreement, to any person or corporation without the
prior written consent of the Town.
12.0 INSURANCE AND BONDS
12.1 Insurance
For the period the Agreement is in effect, Contractor must maintain insurance acceptable
to the Town in the kinds and amounts set forth below. All such insurance coverage shall be
provided by companies licensed to do business in New York State. The Town of Southold and its
agent shall be named as an additional insured and coverage shall not be changed or cancelled
until thirty(3 0) days written notice has been given to the Town. Within ten(10) days of the
Notice of Award, Contractor shall furnish to the Town evidence that it maintains the following
types and amounts of insurance:
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1. Worker's Compensation,Insurance - A Policy covering the operations of the
Contractor in accordance with the provisions of Chapter 41 of the Laws of 1914 as amended,
known as the Worker's Compensation Law, covering all operations Of the Contractor, whether
performed by him or by his subcontractors. The Agreement shall be void and of no effect unless
the person or corporation making or executing same shall secure compensation coverage for the
benefit of, and keep insured during the life of said Agreement such employees in compliance
with provisions of the Worker's Compensation Law.
2. General Liability (Comprehensive Form) Insurance - Contractor's liability
insurance issued to and covering legal liability of the Contractor with respect to all work
performed by him under the Agreement.
12.2 Bonds
In the event the Contractor secures a Performance Bond from any of its subcontractors,
said bond shall also name the Town of Southold as a dual obligee.
13.0 INDEMNITY (HOLD HARMLESS)
Contractor shall agree to defend, indemnify and save harmless the Town against any and
all liability, loss, damage, detriment, suit, claim, demand, cost, charge, attorney's fees and
expenses of whatever kind or nature which the Town may directly or indirectly incur, suffer or
be required to pay by reason of or in consequence of the carrying out of or the performance of
the terms of such Agreement, or the failure to carry out any of the revisions, duties, services or
requirements of such Agreement, whether such losses and damages are suffered or sustained by
the Town directly or its employees, licensees, agents, engineers, citizens or by other persons or
corporations, including any of the Contractor's employees and agents who may seek to hold the
Town liable therefor. This obligation shall be ongoing, survive the term of the Agreement and
include, but not be limited to, claims concerning non-sudden environmental impairments.
14.0 PAYMENTS
Contractor shall receive monthly payments for services performed during the prior
calendar month upon submission of an invoice (with a Town voucher)that shall contain an
itemized list of trips from the Town of Southold Transfer Station including the tonnage of all
materials hauled and the manifest number for each load removed. Such payments shall be made
within sixty (60) days of the Town's approval of Contractor's invoice. Contractor's monthly
invoice shall include a daily summary of tonnage received by Contractor at the Transfer Station.
The Town shall be entitled to deduct from any payment owing to Contractor any sums expended
by the Town to cure any default or other non-compliance by Contractor.
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15.0 DEFAULT
In the event the Contractor fails to perform its obligations under the Agreement, the
Town may terminate such Agreement, and the Town may procure the services from other
sources and hold the Contractor responsible for any excess costs incurred and deduct from
payments owing to the Contractor and/or draw upon the Performance Bond as full or partial
reimbursement for such excess costs. The Town reserves the right to terminate the Agreement
for just cause.
16.0 TERM OFAGREEMENT
The term of this Agreement(s) shall be-one (1) year commencing on the date of execution
of the Agreement. The Town and the contractor(s), shall have the mutual option of renewing the
Agreement for one (1) additional one (1) year term through written notice not less than thirty
(30) days prior to the expiration of the term.
17.0 RIGHTS AND OPTIONS
The Town of Southold,New York, reserves and holds at the following rights and options
upon issuing this Bid Solicitation:
1. To award an Agreement to the candidate whose bid is judged to be the lowest
responsible bid pursuant to Section 103 of the General Municipal Law of the State of New
York.,
2. To reject any and/or all bids.
3. To issue subsequent bid solicitations.
4. To issue additional and subsequent solicitations for statements of qualifications,
and conduct investigations or interviews with respect to the qualifications of each Bidder.
5. To designate another public body, private or public agency, group, or authority to
act in its behalf for evaluation and Agreement negotiations.
6. To designate another public body, private or public agency, group, or authority to
act in its behalf for contract administration of this project at any time during the Agreement
period.
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SECTION B
BID SPECIFICATIONS
(TECHNICAUMANAGEMENT)
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SECTION B
BID SPECIFICATIONS
TECHNICAL/MANAGEMENT
1.0 REQUIREMENTS
This request for bids is issued for the Town of Southold, State of New York,
Town Hall, 53095 Main Road, Southold,New York, 11971 (Telephone (631)
765-1800)the effort, shall be known as the Town of Southold recyclable materials hauling and
processing services.
The Town of Southold seeks to engage a qualified Contractor to haul recyclable materials
received at its MSW Transfer Station in Cutchogue,NY to Agreed Upon Sites. The Town will
need to dispose of approximately 1,400 tons of recyclable materials during each year of the
agreement. Specifically, the contractor(s) must provide equipment, labor, maintenance,
management and policies to operate a transportation system for hauling recyclable materials and
prov de for the processing of such materials as described herein. The contractor must perform all
work in accordance with applicable federal, state, and local regulatory requirements.
2.0 PROGRAM GOALS AND OBJECTIVES
The goal of this project is the continued safe and reliable hauling and processing of
recyclable materials from the Town Of Southold Transfer Station at minimum cost to the
citizenry.
3.0 CHARACTER AND AMOUNTS OF MATERIALS
The wastes which are to be hauled and disposed of under terms of this bid solicitation are to
include typical recyclable materials from a suburban community, as described in the Glossary of
Terms. This Agreement will not provide any guarantees with respect to the volume of waste to
be hauled, processed and/or disposed of by Contractor.
3.1 Quantities
The Town collected approximately 1,100 tons of Paper Fiber Recyclables and 275 tons of
Commingled Recyclables in 2019. Changes to the Town's Recycling programs may affect the
quantity and characteristics of the recyclables received at the Town of Southold Transfer Station.
CURRENT PRACTICE: The Town currently utilizes 125-cubic yard walking floor
trailers for recyclable materials removal. The average weight of recyclable materials in
each trailer load is 10 tons for paper fiber and 5 tons for commingled recycling(net).
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3.3 Non-Compliance Waste
If the Contractor discovers any non-compliance waste (hazardous, regulated medical or special
wastes), the Contractor shall notify the Town and dispose of the noncompliance waste in
accordance with local, state and Federal regulations. Compensation for such waste disposal
services shall be provided for by the Town.
4.0 SCHEDULE OF CUTCHOGUE TRANSFER STATION
The Town of Southold Transfer Station is open 7 days a week, except holidays,
from 7:00 A.M. to 5:00 P.M. The Transfer Station's business office hours are 8:00 A.M. —4:00
P.M. Monday through Friday.
The Transfer Station is closed on the following holidays:
New Year's Day Martin Luther King Day
Lincoln's Birthday Presidents Day
Easter Sunday Memorial Day
Independence Day Labor Day
Columbus Day Election Day
Veterans Day 12:00 Noon day before Thanksgiving
Thanksgiving 12:00 Noon day before Christmas
Christmas 12:00 Noon day before New Year's Day
5.0 PROGRAM ACTIVITIES
5.1 Contractor Responsibilities
The Contractor will be expected to be available to remove materials from the Transfer Station
during the following hours:
Monday through Sunday 7:00 A.M. to 4:00 P.M., although Sunday removals are
generally not expected to be needed unless specifically requested by the Town.
- The Contractor will be expected to provide sufficient frequency of service so that
recyclable materials delivered to the Town Transfer Station can be loaded within 72 hours
of its delivery, and RECYCLABLE MATERIALS are to be loaded upon accumulation at
the Transfer Station of not more than 100 cubic yards. The Town is prepared, with adequate
prior coordination, to "live load" contractor trailers/containers upon arrival at the Town Transfer
Station; alternatively,the contractor may stage transfer containers at the Transfer Station for
loading by Transfer Station Staff as needed.
All containers shall have covers available, although any empty containers delivered to the
Transfer Station for staging shall be left open.
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THE TOWN WILL CONSIDER ALL TRANSPORT OPTIONS, WITH A PREFERENCE
HOWEVER TOWARD THOSE THAT PROPOSE CONTAINERS OF A SIZE LARGE
ENOUGH TO HOLD THE STANDARD MAXIMUM WEIGHT ALLOWED BY NEW
YORK STATE DOT (80,000 LBS), SUCH AS 100 CUBIC YARD CAPACITY LONG-
HAUL TRANSFER TRAILERS.
5.2 Town Responsibilities
Town staff will load materials into contractor containers using a front end wheel loader. For
staged trailers, after loading, the Town will bring trailers to the Town's truck scales for
weighing to prevent overloading and to document haul and disposal tonnages. Town personnel
will then cover (tarp) the loads prior to leaving the site. The Town will at all times exercise
due caution with regard to loading and/or moving the Contractor's equipment and agrees to
notify the Contractor promptly of any damage or unusual occurrence with regard to the
equipment while it is under the care and control of the Town. For live-loaded trailers, the
contractor will be responsible for ensuring adequate coverage of the load prior to leaving the
Transfer Station facility.
5.2 Routing Mode
Contractor will have the right to select the route(s) for travel from the Town of
Southold transfer Station to the Destination Site(s). Contractor warrants and guarantees that, in
selecting and utilizing such route(s), Contractor will insure that it is not violating any
applicable motor vehicle height(overpass clearance), motor vehicle weight restrictions, local
ordinances or Interstate Commerce Commission regulations. Contractor will indemnify and
hold the Town harmless from any claims, fines and other damages assessed upon or incurred
by the Town as a result of any violations of applicable restrictions or regulations relating to the
routes traveled by the Contractor.
5.4 TOWN OF SOUTHOLD ACCIDENT AND DAMAGE POLICY
The Contractor and The Town shall be required to prepare an Accident Report for any
accidents and/or damage that occur while performing `respective duties under the
term of the Agreement. Both parties agree to notify the other immediately of any major
occurrences such as bodily injury or structural damage to the Town's Transfer Station or the
Town's or Contractor's equipment. An Accident Report will be submitted to the appropriate
within twenty-four (24) hours containing the date, time, location, and complete description of
all incidents. If occurring at the Town's facility, the offending parts or representative/s thereof
shall also be recorded and required to sign any accident/damage report prior to departing the
Town of Southold Transfer Station.
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6.0 NYSDEC PART 360 PERMIT TO OPERATE
The Town Of Southold operates the Transfer Station under a New York State Department of
Environmental Conservation (NYSDEC) Part 360 Permit to Operate. A copy of NYSDEC
Permit is available for viewing at the Transfer Station business office upon request.
7.0 COMPENSATION
The Town will compensate the Contractor for materials hauled on a per-trip basis. The
Contractor's manifest summary may be used for billing purposes, but will be compared against
the Town's scale receipts before the Town makes payment. In the event of any dispute over
differences in net trip counts between the Town and Contractor's records, the Town may make
payment upon the trip count it deems to be most correct, until the dispute is reconciled. Any
claims for differences must be filed in writing within sixty (60) days of occurrence or the Town's
calculation shall be deemed final and binding between the parties.
8.0 SAFETY AND HEALTH REGULATIONS
The Contractor shall comply with all current Federal Department of Labor, Safety
and Health Regulations under the Occupational Safety and Health Act, 1972 (PL
91-596) and Section 107, Agreement Work Hours and Safety Standards Act (PL
91-54).
The Contractor shall comply with all local, state and Federal regulations, laws and
statutes which apply to the work and to safety in particular.
The Contractor shall comply with New York State Department of Labor current requirements.
The Contractor shall be solely and completely responsible for operational safety
during performance of the Agreement. The obligation exists twenty-four (24)
hours a day, each and every day throughout the term of the Agreement.
The Town of Southold shall not have any responsibility for means, methods,
sequences of techniques selected by the Contractor for safety precautions and
programs, or for any failure to comply with laws, rules, regulations, ordinances,
codes or orders applicable to the Contractor furnishing and performing the
services under the terms of the Agreement
9.0 CONTACTS
The Contractor shall provide the Town with a list of key personnel/staff that will be servicing the
account for the contractor, including job title, names and telephone numbers.
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10.0 SUPPORTING DATA
In the event the Town requires any information in support of its' operations or to meet federal,
state, or local reporting requirements, the Contractor agrees to furnish all licenses, permits and
inspection reports regarding equipment and disposal sites which may be required by Town,
County, State or Federal law within 48 hours of being requested by the Town. In the event the
Contractor requires any information in support of its operations or to meet federal, state, or local
reporting requirements,the Town will provide such information as it applies to Southold Town
operations.
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SECTION C
CONTRACTOR BID FORM
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` SECTION C
TOWN OF SOUTHOLD
RECYCLABLE MATERIALS HAULING AND PROCESSING SERVICES
CONTRACTOR BID FORM
1.0 GENERAL BID STATEMENT
L
TO: TOWN OF SOUTHOLD
STATE OF NEW YORK
53095 MAIN ROAD -
,SOUTHOLD,NEW YORK 11971
Gentlemen:
The undersigned Bidder has carefully examined the forms and content of the Bid Solicitation,
including notice to bidders, bid bond, sample operating agreement, performance bond,
certificates of insurance, general conditions, bid specifications, and addenda, has familiarized
itself with the sites of work, and hereby proposes to furnish all necessary services, permits, labor,
materials, equipment, vehicles, and tools required to perform and complete the work in strict
accordance with all of the bid documents written by or on behalf of the Town of Southold for
this project.
The undersigned Bidder agrees to abide by all conditions stated, intended, implied both
particularly and generally by the terms of this Bid Solicitation, the Agreement to be provided by
the Town, and the unit price Bid herein stated.
1. The Undersigned Bidder also agrees as follows:
FIRST: If this bid is accepted, to execute the Agreement and furnish to the
Town a satisfactory performance bond, and notification of insurance within ten (10)
calendar days.
SECOND: To begin Materials hauling services operations on the commencement date of
any Agreement awarded hereunder.
THIRD: To pay the Town any and all damages it may incur as a result of the
Contractor's failure to perform all acts necessary to the execution of the Agreement as
provided in the Bid Solicitation.
FOURTH: During the performance of this Agreement, the Contractor hereby
agrees as follows:
a. The Contractor shall not discriminate against any employee or applicant for
employment because of age, race, creed, color, sex, sexual orientation, marital status,
national origin, or physical disability.
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b. The Contractor shall comply with the provisions of Sections 290 through 301 of the
Executive Law, shall furnish all information and reports deemed necessary by the
State Commission for Human Rights under these nondiscrimination clauses and such
sections of the Executive Law, and shall permit access to his books, records, and
accounts by the State Commission for Human Rights, the Attorney General, and the
Industrial Commissioner for purposes of investigation to ascertain compliance with
these on discrimination clauses and such sections of the Executive Law and Civil
Rights Law,
c. This Agreement may be forthwith cancelled, terminated, or suspended, in whole or in
part, by the Town upon the basis of a finding made by the State Commission for
Human Rights that the Contractor has not complied with these nondiscrimination
clauses.
d. No laborer, workman or mechanic in the employ of the Contractor or subcontractor
shall be permitted or required to work more than eight hours in any one calendar day,
or more than five days in any one week except as otherwise provided in Labor Code
Section 220.
e. The Contractor shall include the provisions of clauses (a)through (e) in every
subcontract or purchase order in such a manner that such provisions will be binding
upon each subcontractor or vendor as to operations to be performed within the State
of New York.
FIFTH: By submission of this bid, the Bidder and each person signing on behalf
of any Bidder certifies, and in case of a joint bid each party thereto certifies as to
its own organization, under penalty of perjury that to the best of his knowledge
and belief:
a. The prices in this bid have been arrived at independently without collusion,
consultation, communication, or agreement for the purpose of restricting competition.
b. 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.
c. No attempt has been made nor 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.
2. The undersigned also declares that it has or they have carefully examined the Bid
Solicitation requirements and sample operating agreement and that it has or they have
personally inspected the actual location of work, together with the local sources of
supply, has or have satisfied itself or themselves as to all the quantities and conditions,
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and waives all rights to claim any misunderstanding, omissions or errors regarding the
same which such inspection and observation would have disclosed.
3. The undersigned submits herewith a bid guaranty within the form provided by the
applicable bid documents in the amount of$5,000.00 (Appendix A) for any option or
combination thereof. In the event this proposal is accepted, and the undersigned fails,
within ten(10) calendar days after date of receipt of Notice Of Award from the Town to
execute and deliver an Agreement in the form provided by the Town or fails to execute
and deliver evidence of proper insurance coverage and performance bond in the amounts
required and in the prescribed form within ten (10) days after Notice of Award, the bid
guaranty shall be forfeited and be retained by the Town toward the satisfaction of
liquidated damages and not as a penalty. Otherwise, the total amount of bid guaranty
liquidated will be returned to the Bidder.
4. The Bidder has completed the Contract Bid Form and Unit Price Schedules in
both words and numerals in accordance with these bid requirements.
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