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HomeMy WebLinkAboutPD Uniform Cleaning DENIS NONCARROW �� ®�� Town Hall,53095 Main Road TOWN CLERK ® P.O.Box 1179 Southold,New York 11971 REGISTRAR OF VITAL STATISTICS g Fax(631)765-6145 MARRIAGE OFFICER �'�® ®�' Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD November 14, 2023 Hoppy's Cleaners Attn: James Pirillo 329 Front Street Greenport,NY 11944 Dear James Pirillo: Congratulations. At the regular Town Board meeting held on November 8, 2023, the Town Board accepted the bid of Hoppy's Cleaners in Greenport to clean Southold Town Police Uniforms for the calendar year 2024. A certified copy of the resolution is enclosed. Thank you for your bid. Very truly yours, Jennifer M. Mudd Deputy Town Clerk Ens. Southold Town Board - Letter Board Meeting of November 8, 2023 RESOLUTION 2023-947 Item # 5.27 ADOPTED DOC ID: 19637 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-947 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON NOVEMBER 8, 2023: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of Hoppy's Cleaners in Greenport to clean Southold Town Police Uniforms for calendar year 2024, all in accordance with the Town Attorney. L Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Brian O. Mealy, Councilman SECONDER:Sarah E. Nappa, Councilwoman AYES: Nappa, Doroski, Mealy, Doherty, Evans, Russell Generated November 9, 2023 Page 40 - - : - DENIS NONCARROW �� G.f, Town Hall,53095 Main Road TOWN CLERK p P.O.Box 1179 COD Z Southold,New York 11971 REGISTRAR OF VITAL STATISTICS Q yC Fax(631)765-6145 MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER ,� •#a0 Telephone 765-1800 FREEDOM OF INFORMATION OFFICER www.southoldtldtownny.gov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID OPENING 2024 Police Uniform Cleaning Bid Opening 11/2/2023 2:00 P.M. One (1) bid received Hoppy's Cleaners $12,861.00 329 Front Street Greenport,NY 11944 James Pirillo 631/477-1110 Rudder, Lynda From: Flatley, Martin Sent: Monday, November 6, 2023 4:04 PM To: Rudder, Lynda Cc: Blasko, Regina Subject: Bid Acceptance Hi Lyn, Please accept the Police Uniform Cleaning bid from Hoppy's Cleaners for 2024,thanks Martin Flatley, Chief of Police Town of Southold Police Department 41405 State Route 25 Peconic, N.Y. 11958 Tel: 631-765-3115 The information contained in this electronic message and any attachments to this message are intended for the exclusive use of the addressee(s)and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient,you are hereby notified that any review,retransmission, conversion to hard copy, copying,reproduction,circulation,publication, dissemination or other use of,or taking of any action, or omission to take action,in reliance upon this communication by persons or entities other than the intended recipient is strictly prohibited. If you have received this communication in error,please(i)notify us immediately by telephone at 631.765.2600, (ii)retum the original message and all copies to us at the address above via the U.S. Postal Service, and(iii)delete the message and any material attached thereto from any computer,disk drive, diskette, or other storage device or media. 1 w ..rr-a s �4 - - IIECEIVED I N 0 V - 2 2023 e�oullholill g9 pg k ^ 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 will be received by the Town Clerk of the Town of Southold, Suffolk County,New York, at the Southold Town Clerk's Office, Town Hall, 53095 Main Road, Southold,New York 11971, until 2:00 P.M., Thursday,November 2,2023 at which time they will be publicly opened and read aloud, for furnishing to the Town of Southold Police Department Uniform Cleaning for the calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be submitted on the per item price list, and must be accompanied by a Non- Collusive Bid Certificate, and bank draft or certified check the amount of$100.00. All bids must be marked 'Bid on Police Department Uniform Cleaning", andmust be signed and sealed in envelopes plainly addressed to the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold,New York 11971. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: September 26, 2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK SOUTHOLD TOWN POLICE DEPARTMENT UNIFORM CLEANING INTRODUCTION: The Southold Town Police Department, herein after collectively referred to as "STPD", is accepting bids from qualified vendors for Uniform Cleaning Services. The term "vendor" as used herein shall refer to providers submitting bid in response to this invitation bid. GENERAL INSTRUCTIONS: • Bid Award: The Southold Town Police Department(STPD) reserves the right to award the contract to the bidder that the STPD deems to offer the lowest responsive and responsible bid. The STPD is,therefore, not bound to accept a bid on the basis of lowest price. The STPD desires to award a "firm fixed price"contract to only one (sole) bidder as a result from this solicitation • "Firm-Fixed price" means the bid amount represents the ANNUAL COST to the Southold Town Police Department for the uniform leaning services, regardless of the annual piece count processed. The "firm-fixed price"is NOT subject to any adjustments/escalations on the basis of the bidder's cost experience or other circumstances arising during the performance of the contract. Determination of Responsibility: In determining the responsibility of a bidder,the following criteria will be considered: • The ability, capacity and skill of the bidder to perform the contract or provide the services required; • Whether the bidder can perform the contract or provide the services promptly, or within the time specified, without delay or interference; • The character, integrity,reliability, reputation,judgement, experience and efficiency of the bidder; • The quality of performance on previous contracts or services; • The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; • The quality, availability and adaptability of goods or services to the particular use required Bidder's Payment Terms: The vendor must submit a detailed bill and a signed Town voucher each month. The winning bid amount is to be paid in 12 equal payments. It will be the vendor's responsibility to voucher the Town of Southold each month for payment. Cancellation: The contract may be terminated by the Southold Town Police Department (STPD)without cause by giving a minimum of sixty (60) days written notice of intent to terminate. Contract services must be maintained until the end of the sixty (60) day period. The STPD may terminate this agreement at any time as result of the contractor's failure to perform in accordance with these specifications and the applicable contract. The STPD may retain/withhold payment for nonperformance if deemed appropriate to do so by STPD. STATEMENT OF WORK 1. SCOPE OF SERVICVES/WORK The Southold Town Police Department is seeking a full service contractor to provide the cleaning and finishing of the Town Police uniforms (dry cleaning or laundry) as per the uniform label specifications. It will be the responsibility of the vendor to pick up and deliver the uniforms at the Southold Town Police Headquarters, Main Road, Peconic,New York, and Tuesday and Friday of each week. Delivery of cleaned uniforms to be made no later than the same day of the week following the pick-up. 2. TECHNICAL DEFINITIONS TO THIS STATEMENT OF WORK a. CLEANING: All uniforms/garments shall be cared for as instructed by the manufacturer. Uniforms/garments must be dry and clean in appearance (free of visible soil, spots, stains, lint and objectionable odors), and pressed(removal of undesirable wrinkles). Also includes,but not limited to: free from bacteria, fungi, and microorganisms, including pathogens and disease producing organisms b. DRY CLEANING: The process by which clothing or fabrics are cleaned by treating with chemical solvents containing little or no water in accordance with industry standards. C. LAUNDERING: The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action and/or by hand in appropriate temperature water solutions of detergents and other additives in accordance with industry standards. d. PACK.AGING: Use of hangers and plastic film in accordance with industry standards. e. PRESSING: Steam press using low setting or warm and placed on hangers. Polyester fabrics will not be pressed using high heat. Vendor shall void and/or remove double creases in trousers as a result of multiple processing services. f. DRYING: Tumble dry on low heat or warm. 3. WORKMANSHIP a. The vendor shall conform to the generally accepted industry standards of quality, cleanliness, finish, appearance and packaging. b. If any of the services do not conform to the contract requirements, the STPD may require the vendor to re perform the services in conformity with the contract requirements, at no additional cost to the STPD 4. BID SCHEDULE 0 Contract period January 1, 2024 through December 31, 2024 • The total fixed price will encompass all the uniform cleaning during the contract period. • The quantity of uniforms to be cleaned is an annual estimate based on prior years contracts. The STPD takes no responsibility for any increases (overages) or decreases (shortages) in the estimated uniform quantity provided. Estimated annual quantities: Uniforms Trousers, Tactical Uniform Pants, Tactical Cargo Pocket Uniform Trousers, Civilian Trousers (Detectives) 2,200 pieces Uniforms Long Sleeve Shirts (Dark Blue),Uniform Short Sleeve Shirts (Dark Blue), Uniform Long Sleeve Shirts (Light Blue), Uniform Short Sleeve Shirts (Light Blue), Uniform Long Sleeve Shirts (White), Uniforms Short Sleeve Shirts (White), Uniform Long Sleeve Shirts (Tan), Uniform Short Sleeve Shirts (Tan), Civilian Shirts (Detectives), Polo Shirts 3,200 pieces Uniform Jackets 24 pieces Winter Jackets 24 pieces Uniform Sweater 24 pieces Neckties 24 pieces Sports Jackets (Detectives) 24 pieces 5. BID SUBMISSION Southold town Police Uniform Cleaning bid for the period: January 1, 2024 through December 31, 2024. Finn Fixed Price Bid for $ 2 oc I.LAI Signed: ZAK Print Name: , Ipmes 8-F-V-T-LL0 Corporate Title: 1 jE Company Name: P�'`J Mailing Address: ,q tdT 'ST-��ET &KENeof-T, l Phone Number: %6 4=R—I I 10 (WOR-) 6-St) 466- 2S)0 Cce.l I NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid . (Signed) (Corporate Title) (if any) e fa sahC0-` Printed Name<��5 P--a---CUL-0 Company 'y ,I CIJC—AMF-,E-S 5-0q SET Address Grza\j CeGr Phone (6) Q l ulof ((Al46-2,810 C of l i 22252aOb-e980-4303-9774-15f072937e61 sabrina.born @town.southoId.ny.us AFFIDAVIT OF PUBLICATION The Suffolk Times State of New York, County of,Suffolk, i The undersigned is the authorized designee of The Suffolk Times,a Weekly Newspaper published in Suffolk County,New York. i certify that the public notice, a printed copy of which is attached hereto, was printed and published in this newspaper on the following dates: October 12, 2023 This newspaper has been designated by the County Clerk of Suffolk County,as a newspaper of record in this county, and as such, is eligible to publish such notices. Signature Christina Henke Rea Printed Name Subscribed and sworn to before me, This 12 day of October 2023 otary Signa re stare %N4�y' i OF NE YORK`I NOTARY i — r 1 QugltfledlnAWgnyCounty 1�= 5 0 1 01RE83QU43 / Notary Public Stamp p�,� n N .0, SOUTHOLD TOWN CLERK 1 I i i 22252aOb-e980-4303-9774-15f072937e61 sabrina.born@town.southold.ny.us AFFIDAVIT OF PUBLICATION The Suffolk Times 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 will be received by the Town Clerk of the Town of Southold,Suffolk County, New York, at the Southold Town Clerk's Office,Town Hall, 53095 Main Road,Southold, New York 11971, until 2:00 P.M., Thursday, November 2,2023 at which time they will be publicly opened and read aloud,for furnishing to the Town of Southold Police Department Uniform Cleaning for the calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be submitted on the per item price list,and must be accompanied by a Non-Collusive Bid Certificate,and bank draft or certified check the amount of $100.00.All bids must be marked "Bid on Police Department Uniform Cleaning",and must be signed and sealed in envelopes plainly addressed to the Town Clerk,Town of Southold,Town Hall, 53095 Main Road,Southold, New i i i i I SOUTHOLD TOWN CLERK 2 22252aOb-e980-4303-9774-15f072937e61 sabrina.born@town.southoId.ny.us AFFIDAVIT OF PUBLICATION The Suffolk Times York 11971, The bid price shall not include any tax,federal, state, or local,from which the Town of Southold is exempt. Dated:September 26, 2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK SOUTHOLD TOWN CLERK 3 i i i t � � 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 will be received by the Town Clerk of the Town of Southold, Suffolk County,New York, at the Southold Town Clerk's Office, Town Hall, 53095 Main Road, Southold,New York 11971, until 2:00 P.M., Thursday,November 2, 2023 at which time they will be publicly opened and read aloud, for furnishing to the Town of Southold Police Department Uniform Cleaning for the calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be submitted on the per item price list, and must be accompanied by a Non- Collusive Bid Certificate, and bank draft or certified check the amount of$100.00. All bids must be marked "Bid on Police Department Uniform Cleaning", and must be signed and sealed in envelopes plainly addressed to the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold,New York 11971. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: September 26, 2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK ti SOUTHOLD TOWN POLICE DEPARTMENT UNIFORM CLEANING INTRODUCTION: The Southold Town Police Department, herein after collectively referred to as "STPD", is accepting bids from qualified vendors for Uniform Cleaning Services. The term "vendor" as used herein shall refer to providers submitting bid in response to this invitation bid. GENERAL INSTRUCTIONS: • Bid Award: The Southold Town Police Department (STPD) reserves the right to award the contract to the bidder that the STPD deems to offer the lowest responsive and ,responsible bid. The STPD is, therefore, not bound to accept a bid on the basis of lowest price. The STPD desires to award a "firm fixed price"contract to only one (sole) bidder as a result from this solicitation • "Firm-Fixed price" means the bid amount represents the ANNUAL COST to the Southold Town Police Department for the uniform leaning services, regardless of the annual piece count processed. The "firm fixed price"is NOT subject to any adjustments/escalations on the basis of the bidder's cost experience or other circumstances arising during the performance of the contract. Determination of Responsibility: In determining the responsibility of a bidder, the following criteria will be considered: • The ability, capacity and skill of the bidder to perform the contract or provide the services required; • Whether the bidder can perform the contract or provide the services promptly, or within the time specified, without delay or interference; • The character, integrity, reliability, reputation,judgement, experience and efficiency of the bidder; • The quality of performance on previous contracts or services; • The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; • The quality, availability and adaptability of goods or services to the particular use required ` Bidder's Payment Terms: The vendor must submit a detailed bill and a signed Town voucher each month. The winning bid amount is to be paid in 12 equal payments. It will be the vendor's responsibility to voucher the Town of Southold each month for payment. J Cancellation: The contract may be terminated by the Southold Town Police Department (STPD)�without cause by giving a minimum of sixty (60) days written notice of intent to terminate. Contract services must be maintained until the end of the sixty (60) day period. The STPD may terminate this agreement at any time as result of the contractor's failure to perform in accordance with these specifications and the applicable contract. The STPD may retain/withhold payment for nonperformance if deemed appropriate to do so by STPD. STATEMENT OF WORK 1. SCOPE OF SERVICVES/WORK The Southold Town Police Department is seeking a full service contractor to provide the cleaning and finishing of the Town Police uniforms (dry cleaning or laundry) as per the uniform label specifications. It will be the responsibility of the vendor to pick up and deliver the uniforms at the Southold Town Police Headquarters, Main Road, Peconic,New York, and Tuesday and Friday of each week. Delivery of cleaned uniforms to be made no later than the same day of the week following the pick-up. 2. TECHNICAL DEFINITIONS TO THIS STATEMENT OF WORK a. CLEANING: All uniforms/garments shall be cared for as instructed by the manufacturer. Uniforms/garments must be dry and clean in appearance (free of visible soil, spots, stains, lint and objectionable odors), and pressed (removal of undesirable wrinkles). Also includes, but not limited to: free from bacteria, fungi, and microorganisms, including pathogens and disease-producing organisms b. DRY CLEANING: The process by which clothing or fabrics are cleaned by treating with chemical solvents containing little or no water in accordance with industry standards. C. LAUNDERING: The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action and/or by hand in appropriate temperature water solutions of detergents and other additives in accordance with industry standards. d. PACK.AGING: Use of hangers and plastic film in accordance with industry standards. e. PRESSING: Steam press using low setting or warm and placed on hangers. Polyester fabrics will not be pressed using high heat. Vendor shall void and/or remove double creases in trousers as a result of'multiple processing services. f. DRYING: Tumble dry on low heat or warm. 3. WORKMANSHIP a. The vendor shall conform to the generally accepted industry standards of quality, cleanliness, finish, appearance and packaging. b. If any of the services do not conform to the contract requirements, the STPD may require the vendor to re perform the services in conformity with the contract requirements, at no additional cost to the STPD 4. BID SCHEDULE • Contract period January 1, 2024 through December 31, 2024 • The total fixed price will encompass all the uniform cleaning during the contract period. • The quantity of uniforms to be cleaned is an annual estimate based on prior years contracts. The STPD takes no responsibility for any increases (overages) or decreases (shortages) in the estimated uniform quantity provided. Estimated annual quantities: Uniforms Trousers, Tactical Uniform Pants, Tactical Cargo Pocket Uniform Trousers, Civilian Trousers (Detectives) 2,200 pieces Uniforms Long Sleeve Shirts (Dark Blue), Uniform Short Sleeve Shirts (Dark Blue), Uniform Long Sleeve Shirts (Light Blue), Uniform Short Sleeve Shirts (Light Blue), Uniform Long Sleeve Shirts (White), Uniforms Short Sleeve Shirts (White), Uniform Long Sleeve Shirts (Tan), Uniform Short Sleeve Shirts (Tan), Civilian Shirts (Detectives), Polo Shirts 3,200 pieces Uniform Jackets 24 pieces Winter Jackets 24 pieces Uniform Sweater 24 pieces Neckties 24 pieces Sports Jackets (Detectives) 24 pieces 5. BID SUBMISSION Southold town Police Uniform Cleaning bid for the period: January 1, 2024 through December 31, 2024. Finn Fixed Price Bid for$ Signed: Print Name: Corporate Title: Company Name: Mailing Address: Phone Number: NON-COLLUSIVE BID CERTIFICATE l The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid . (Signed) (Corporate Title) (if any) Printed Name Company Address Phone x 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 will be received by the Town Clerk of the Town of Southold, Suffolk County,New York, at the Southold Town Clerk's'Office, Town Hall, 53095 Main Road, Southold,New York 11971, until 2:00 P.M., Thursday,November 2, 2023 at which time they will be publicly opened and read aloud, for furnishing to the Town of Southold Police Department Uniform Cleaning for the calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be submitted on the per item price list, and must be accompanied by a Non- Collusive Bid Certificate, and bank draft or certified check the amount of$100.00. All bids must i be marked "Bid on Police Department Uniform Cleaning", and must be signed and sealed in envelopes plainly addressed to the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold,New York 11971. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: September 26, 2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK SOUTHOLD TOWN POLICE DEPARTMENT UNIFORM CLEANING INTRODUCTION: The Southold Town Police Department,herein after collectively referred to as "STPD", is accepting bids from qualified vendors for Uniform Cleaning Services. The term "vendor" as used herein shall refer to providers submitting bid in response to this invitation bid. GENERAL INSTRUCTIONS: • Bid Award: The Southold Town Police Department (STPD) reserves the right to award the contract to the bidder that the STPD deems to offer the lowest responsive and responsible bid. The STPD is, therefore, not bound to accept a bid on the basis of lowest price. The STPD desires to award a "firm fixed price"contract to only one (sole) bidder as a result from this solicitation • "Firm-Fixed price" means the bid amount represents the ANNUAL COST to the Southold Town Police Department for the uniform leaning services, regardless of the annual piece count processed. The "firm fixed price"is NOT subject to any adjustments/escalations on the basis of the bidder's cost experience or other circumstances arising during the performance of the contract. Determination of Responsibility: In determining the responsibility of a bidder, the following criteria will be considered: • The ability, capacity and skill of the bidder to perform the contract or provide the services required; • Whether the bidder can perform the contract or provide the services promptly, or within the time specified, without delay or interference; • The character, integrity, reliability, reputation,judgement, experience and efficiency of the bidder; • The quality of performance on previous contracts or services; • The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; • The quality, availability and adaptability of goods or services to the particular use required Bidder's Payment Terms: The vendor must submit a detailed bill and a signed Town voucher each month. The winning bid amount is to be paid in 12 equal payments. It will be the vendor's responsibility to voucher the Town of Southold each month for payment. Cancellation: The contract may be terminated by the Southold Town Police Department (STPD) without cause by giving a minimum of sixty (60) days written notice of intent to terminate. Contract services must be maintained until the end of the sixty (60) day period. The STPD may terminate this agreement at any time as result of the contractor's failure to perform in accordance with these specifications and the applicable contract. The STPD may retain/withhold payment for nonperformance if deemed appropriate to do so by STPD. STATEMENT OF WORK 1. SCOPE OF SERVICVES/WORK The Southold Town Police Department is seeking a full service contractor to provide the cleaning and finishing of the Town Police uniforms (dry cleaning or laundry) as per the uniform label specifications. It will be the responsibility of the vendor to pick up and deliver the uniforms at the Southold Town Police Headquarters, Main Road, Peconic,New York, and Tuesday and Friday of each week. Delivery of cleaned uniforms to be made no later than the same day of the week following the pick-up. 2. TECHNICAL DEFINITIONS TO THIS STATEMENT OF WORK a. CLEANING: All uniforms/garments shall be cared for as instructed by the manufacturer. Uniforms/garments must be dry and clean in appearance (free of visible soil, spots, stains, lint and objectionable odors), and pressed (removal of undesirable wrinkles). Also includes, but not limited to: free from bacteria, fungi, and microorganisms, including pathogens and disease producing organisms b. DRY CLEANING: The process by which clothing or fabrics are cleaned by treating with chemical solvents containing little or no water in accordance with industry standards. C. LAUNDERING: The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action and/or by hand in appropriate temperature water solutions of detergents and other additives in accordance with industry standards. d. PACK.AGING: Use of hangers and plastic film in accordance with industry standards. e. PRESSING: Steam press using low setting or warm and placed on hangers. Polyester fabrics will not be pressed using high heat. Vendor shall void-and/or remove double creases in trousers as a result of multiple processing services. f. DRYING: Tumble dry on low heat or warm. 3. WORKMANSHIP a. The vendor shall conform to the generally accepted industry standards of quality, cleanliness, finish, appearance and packaging. b. If any of the services do not conform to;the contract requirements, the STPD may require the vendor to re perform the services in conformity with the contract requirements, at no additional cost to the STPD 4. BID SCHEDULE • Contract period January 1, 2024 through December 31, 2024 1 • The total fixed price will encompass all the uniform cleaning during the contract period. • The quantity of uniforms to be cleaned is an annual estimate based on prior years contracts. The STPD takes no responsibility for any increases (overages) or decreases (shortages) in the estimated uniform quantity provided. Estimated annual quantities: Uniforms Trousers, Tactical Uniform Pants, Tactical Cargo Pocket Uniform Trousers, Civilian Trousers (Detectives) 2,200 pieces Uniforms Long Sleeve Shirts (Dark Blue), Uniform Short Sleeve Shirts (Dark Blue), Uniform Long Sleeve Shirts (Light Blue), Uniform Short Sleeve Shirts (Light Blue), Uniform Long Sleeve Shirts (White), Uniforms Short Sleeve Shirts (White), Uniform Long Sleeve Shirts (Tan), Uniform Short Sleeve Shirts (Tan), Civilian Shirts (Detectives), Polo Shirts 3,200 pieces Uniform Jackets 24 pieces Winter Jackets 24 pieces Uniform Sweater 24 pieces Neckties 24 pieces Sports Jackets (Detectives) 24 pieces 5. BID SUBMISSION Southold town Police Uniform Cleaning bid for the period: January 1,.2024 through December 31, 2024. Finn Fixed Price Bid for $ Signed: Print Name: Corporate Title: Company Name: Mailing Address: Phone Number: NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion,with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid . (Signed) (Corporate Title) (if any) Printed Name Company Address Phone 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 will be received by the Town Clerk of the Town of Southold, Suffolk County,New York, at the Southold Town Clerk's Office, Town Hall, 53095 Main Road, Southold,New York 11971, until 2:00 P.M., Thursday, November 2,2023 at which time they will be publicly opened and read aloud, for furnishing to the Town of Southold Police Department Uniform Cleaning for the calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be submitted on the per item price list, and must be-accompanied by a Non- Collusive Bid Certificate, and bank draft or certified check the amount of$100.00. All bids must be marked "Bid on Police Department Uniform Cleaning", and must be signed and sealed in envelopes plainly addressed to the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold,New York 11971. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: September 26, 2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK SOUTHOLD TOWN POLICE DEPARTMENT UNIFORM CLEANING INTRODUCTION: The Southold Town Police Department, herein after collectively referred to as "STPD", is accepting bids from qualified vendors for Uniform Cleaning Services. The term "vendor" as used herein shall refer to providers submitting bid in response to this invitation bid. GENERAL INSTRUCTIONS: • Bid Award: The Southold Town Police Department(STPD) reserves the right to award the contract to the bidder that the STPD deems to offer the lowest responsive and responsible bid. The STPD is, therefore, not bound to accept a bid on the basis of lowest price. The STPD desires to award a "firm fixed price"contract to only one (sole) bidder as a result from this solicitation • "Firm-Fixed price" means the bid amount represents the ANNUAL COST to the Southold Town Police Department for the uniform leaning services, regardless of the annual piece count processed. The "firm fixed price"is NOT subject to any adjustments/escalations on the basis of the bidder's cost experience or other circumstances arising during the performance of the contract. Determination of Responsibility: In determining the responsibility of a bidder,the following criteria will be considered: • The ability, capacity and skill of the bidder to perform the contract or provide the services required; • Whether the bidder can perform the contract or provide the services promptly, or within the time specified, without delay or interference; • The character, integrity, reliability, reputation,judgement, experience and efficiency of the bidder; • The quality of performance on previous contracts or services; • The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; • The quality, availability and adaptability of goods or services to the particular use required I Y Bidder's Payment Terms: The vendor must submit a detailed bill and a signed Town voucher each month. The winning bid amount is to be paid in 12 equal payments. It will be the vendor's responsibility to voucher the Town of Southold each month for payment. Cancellation: The contract may be terminated by the Southold Town Police Department (STPD) without cause by giving a minimum of sixty (60) days written notice of intent to terminate. Contract services must be maintained until the end of the sixty (60) day period. The STPD may terminate this agreement at any time as result of the contractor's failure to perform in accordance with these specifications and the applicable contract. The STPD may retain/withhold payment for nonperformance if deemed appropriate to do so by STPD. STATEMENT OF WORK 1. SCOPE OF SERVICVES/WORK The Southold Town Police Department is seeking a full service contractor to provide the cleaning and finishing of the Town Police uniforms (dry cleaning or laundry) as per the uniform label specifications. It will be the responsibility of the vendor to pick up and deliver the uniforms at the Southold Town Police Headquarters, Main Road, Peconic,New York, and Tuesday and Friday of each week. Delivery of cleaned uniforms to be made no later than the same day of the week following the pick-up. 2. TECHNICAL DEFINITIONS TO THIS STATEMENT OF WORK a. CLEANING: All uniforms/garments shall be cared for as instructed by the manufacturer. Uniforms/garments must be dry and clean in appearance (free of visible soil, spots, stains, lint and objectionable odors), and pressed (removal of undesirable wrinkles). Also includes, but not limited to: free from bacteria, fungi, and microorganisms, including pathogens and disease producing organisms b. DRY CLEANING: The process by which clothing or fabrics are cleaned by treating with chemical solvents containing little or no water in accordance with industry standards. C. LAUNDERING: The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action and/or by hand in appropriate temperature water solutions of detergents and other additives in accordance with industry standards. d. PACK.AGING: Use of hangers and plastic film in accordance with industry standards. e. PRESSING: Steam press using low setting or warm and placed on hangers. Polyester fabrics will not be pressed using high heat. Vendor shall void and/or remove double creases in trousers as a result of multiple processing services. f. DRYING: Tumble dry on low heat or warm. 3. WORKMANSHIP a. The vendor shall conform to the generally accepted industry standards of quality, cleanliness, finish, appearance and packaging. b. If any of the services do not conform to the contract requirements, the STPD may require the vendor to re perform the services in conformity with the contract requirements, at no additional cost to the STPD - 4. BID SCHEDULE • Contract period January 1, 2024 through December 31, 2024 s • The total fixed price will encompass all the uniform cleaning during the contract period. • The quantity of uniforms to be cleaned is an annual estimate based on prior years contracts. The STPD takes no responsibility for any increases (overages) or decreases (shortages) in the estimated uniform quantity provided. Estimated annual quantities: Uniforms Trousers, Tactical Uniform Pants, Tactical Cargo Pocket Uniform Trousers, Civilian Trousers (Detectives) 2,200 pieces Uniforms Long Sleeve Shirts (Dark Blue), Uniform Short Sleeve Shirts (Dark Blue), Uniform Long Sleeve Shirts (Light Blue), Uniform Short Sleeve Shirts (Light Blue), Uniform Long Sleeve Shirts (White), Uniforms Short Sleeve Shirts (White),Uniform Long Sleeve Shirts (Tan), Uniform Short Sleeve Shirts (Tan), Civilian Shirts (Detectives), Polo Shirts 3,200 pieces Uniform Jackets 24 pieces Winter Jackets 24 pieces Uniform Sweater 24 pieces Neckties 24 pieces Sports Jackets (Detectives) 24 pieces 5. BID SUBMISSION Southold town Police Uniform Cleaning bid for the period: January 1, 2024 through December 31, 2024. Finn Fixed Price Bid for $ Signed: Print Name: Corporate Title: Company Name: Mailing Address: Phone Number: NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid . (Signed) (Corporate Title) (if any) Printed Name Company Address Phone � 1 STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) Denis Noncarrow, Town Clerk of the Town of Southold,New York being duly sworn, says that on the 2nd day of October, 2023, 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 and the Southold Town Website: www.southoldtownW.gov BID—Police Department Uniform Cleaning 2024 Denis Noncarrow Southold Town Clerk Sworn to before me on the 2°d day of October, 2023 - L . Notary Public SABRINA M BORN Notary Public,State of New York No.01 B06317038,Suffolk Coup Commission Expires Dec.22,20 42 i Times Review Media Group Invoice #: 22252a0b The Suffolk Times Date: 10/02/2023 Bill To Customer Email SOUTHOLD TOWN CLERK sabring.born@ town.so uthold.ny.us Affidavits will be mailed or emailed (as ordered) 7 days AFTER THE LAST INSERTION DATE. Description Publish Date Amount PUBLIC 10/12/2023 $39.32 Affidavit(eMail) 1 $25.00 Affidavit(Mail) 0 $0.00 Total: $64.32 Please remit checks payable to: Balance: $64.32 Times Review Media Group PO Box 1500 Mattituck, NY 11952 The invoice number MUST be included on your check to ensure that your payment is applied correctly. 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 will be received by the Town Clerk of the Town of Southold,Suffolk County,New York,at the Southold Town Clerk's Office,Town Hall, 53095 Main Road,Southold,New York 11971,until 2:00 P.M., Thursday,November 2,2023 at which time they will be publicly opened and read aloud,for furnishing to the Town of Southold Police Department Uniform Cleaning for the calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be submitted on the per item price list,and must be accompanied by a Non-Collusive Bid Certificate,and bank draft or certified check the amount of $100.00.All bids must be marked "Bid on Police Department Uniform Cleaning",and must be signed and sealed in envelopes plainly addressed to the Town Clerk,Town of Southold,Town Hall, 53095 Main Road,Southold,New York 11971. The bid price shall not include any tax,federal,state,or local,from which the Town of Southold is exempt. Dated:September 26,2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK 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 will be received by the Town Clerk of the Town of Southold, Suffolk County,New York, at the Southold Town Clerk's Office, Town Hall, 53095 Main Road, Southold,New York 11971, until 2:00 P.M., Thursday, November 2, 2023 at which time they will be publicly opened and read aloud, for furnishing to the Town of Southold Police Department Uniform Cleaning for calendar year 2024. Specifications for the Police Department Uniform Clothing may be obtained at the Office of the Southold Town Clerk. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any defect or informality in any bid should it be deemed in the,best interest of the Town of Southold to do so. All bids must be submitted on the per item price list, and must be accompanied by a Non- Collusive Bid Certificate, and bank draft or certified check the amount of$100.00. All bids must be marked "Bid on Police Department Uniform Cleaning", and must be signed and sealed in envelopes plainly addressed to the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold,New York 11971. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: September 26, 2023 BY ORDER OF THE TOWN BOARD DENIS NONCARROW SOUTHOLD TOWN CLERK Southold Town Board- Letter Board Meeting of September 26, 2023 o�yuiia(�o� RESOLUTION 2023-827 Item 4 5.14 99 �. 1 ' ADOPTED DOC ID: 19518 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-827 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON SEPTEMBER 26, 2023: 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 2024: Bulk Sand for the Highway Department Milk for the Human Resource Center Cleaning of Police Department Uniform Clothing Household Hazardous Waste Removal Scale Maintenance Scrap Tire Removal Waste Oil Removal Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Sarah E. Nappa, Councilwoman SECONDER:Jill Doherty, Councilwoman AYES: Nappa, Doroski, Mealy, Doherty, Evans, Russell Generated September 27, 2023 Page 27