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HomeMy WebLinkAboutTree Purchase/Install SUFFO(��, DENIS NONCARROW =� �G.y� Town Hall,53095 Main Road TOWN CLERK o - P.O.Box 1179 y Z Southold,New York 11971 REGISTRAR OF VITAL STATISTICS $ yC Fax(631)765-6145 MARRIAGE OFFICER �' RECORDS MANAGEMENT OFFICER ��,� .�a� Telephone oldt nny.gov FREEDOM OF INFORMATION OFFICER www.southoldtownnygov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-844 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON SEPTEMBER 24,2024: RESOLVED that the Town Board of the Town of Southold hereby accepts the proposal submitted by Ironwood Industries, Inc., for the procurement and installation of 50-75 trees, in different varieties to be selected by the Southold Town Tree Committee, in an amount not to exceed$38,850.00; and be it RESOLVED that Supervisor Albert J. Krupski, Jr is authorized and directed to execute any and all agreements in accordance therewith, subject to the review of the Town Attorney. Budget line A.8560.4.400.200. Denis Noncarrow Southold Town Clerk The Roxy Group Inc ESTIMATE EST0098 Landscape Contractors PO Box 351 DATE East Islip, NY 11730 Sep 9, 2024 vY � 631-233-5258 TOTAL THE ROXYGR UP INC LANDSCAPE CONTRACTORS- `A"G's`""°,"" Info@theroxygroupinc.com USD $17,202.06 TO Town of Southold 53095 Main Rd Southold, NY 11971 631-765-1939 juliem@southoldtownny.gov • • • Norway Spruce $491.29 20 $9,825.80 Furnish & Install 20 Picea Abies Norway�Spruce 6 ft. Height Ball and Burlap Install with tree stakes &deer guard American mden 2 $699 73 2 $1;399 46.. :Furrnsh &Install 2 Tina Americana Redmond American -i don f .. ,2N5 m Capper Bal(and Burlap Install with tree.stakes&deer guard :. x 7 Japanese Plum Yew $149.42 40 $5,976.80 Furnish &Install 40 Cephalotaxus Harringtonia Fastigiata Japanese Plum Yew#5 Container TOTAL USD $17,202.06 Not responsible for underground lines, cesspools, etc. unless staked out by customer.All work is to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above V_:, .,y specifications involving extra costs will become an extra charge over and above the estimate. 0 CONTRACTOR INFORMATION Print Name: Corporate Title (if any): Company Name: CC( xD' ry Mailing Address: . i 51 LSj::: Is Phone Number: d � j 2 :5 F) R c Email: � o BID SHEET TREE COST: PRICE FOR TREE ONLY IS THE UNIT COST. TOTAL COST: "UNIT COST"PLUS ALL REQUIRED LABOR, MATERIALS AND OR ANY OTHER INCIDENTAL EXPENSES REQUIRED FOR THE PROCUREMENT, INSTALLATION AND CLEAN UP PER TREE. (Includes tree installation, soil amendments, and plastic deer guard) UNIT COST TOTAL COST SYCAMORE (Platanus oc.) $ 23 $ LONDON PLANE (Platinus x acerifolia) $ 5 $ f �y LINDEN SILVER(Tilia tomentosa) $ $ 0 8� LINDEN REDMOND (Tilia americana) $ $ U� LINDEN LITTLELEAF (Tinia cordata) $_23G $ a eh OAK (Quercus rubra) or OAK (Quercus palustris�2�°� $ $ 526 , 41 OAK (Quercus alba) (premium) $ 2.-19 $ CA r N HONEYLOCUST (Gleditsia tri skyline) $2 13�, $ 523. q RED MAPLE (Acer rubrum Redpoint) $ 2 3 - I $ ,,523® Ll RED MAPLE (Acer rubrum October Glory) $ 23 $�2�a I ZELCOVA SERRATA $ 23 $ E32-3- CHERRY(Prunus x yedoensis-Yoshino) $ 2 1 $ I SUM OF TOTAL COST PER TREE $ n � ITEMIZED MISCELLANEOUS COST FACTORS $ l � , TOTAL BID $ � 4 ** The exact quantity and variety of trees will be set forth 30 days after bid is accepted. h BID SUBMITTED ON GS 2q. 2024 , TRADE REFERENCES (business name, mailing address, contact name and contact phone) PLEASE PRINT 1. Business Name: �'ll 1 l�vV Old RefhomDL 1 o f Mailing Address: 9q MA -Cb ' c on�� ROK P il UI M\ I g,03 Contact Name: Man( ' Phone Number: 2. Business Name: ®W F1 0-� Mailing Address: L G ::H aN00 f) Ra-9 ' ��0 0 ' KI I 1 -I GV Contact Name: —NA 3" ncZ Phone Number; 611— -70 2- — 1 1 5 3. Business Name: s ® flacbor- Mailing Address: Contact Name: I Aif Phone Number: STATEMENT OF NON-COLLUSION (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non- collusive bidding certification. A. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as"to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor. (3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. B. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. C. That attached hereto (if a corporate bidder)is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that JkVIc1 eSCOy)(a(� of the (Name of signatory) N!;A.. G MQ�) )[)C Be authorized to sign and submit the bid (Nam o Corporation Or proposal of this corporation for the following Project: Request For Proposals (RFP) Guidelines and instructions for Tree Purchase and Installation and to include in such bid or proposal the certificate as to non-collusion required by section one- hundred-three-d (103-d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or miss-statements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing is true and correct copy of the resolution adopted ^by corporation at a eeting of the Board of Directors, held on the th day of , 209 LA (SEAL OF THE CORPORATION) Laws of New York, 1965 Ch. 751, Sec. 103-d, as amended& , effective on September 1, 1965. �, Signature lain SUM I MA).ON August, 9 , 2024 Vendor LN Pro Services LLC Contact Nayely Delarosa Address 1085 Rockaway Ave, V61ley Stream, 1 Phone 347-444-8472 1?mail info@Lnproservicesllc.com f BID SHEET TREE COST PER TREE IS THE UNIT COST. TOTAL COST PER TREE INCLUDES ALL REQUIRED LABOR, MATERIALS AND OR ANY OTHER INCIDENTAL EXPENSES REQUIRED FOR THE PROCUREMENT, INSTALLATION AND CLEAN UP PER TREE. (includes tree installation,soil amendments,and plastic deer guard) UNIT COST(per tree) TOTAL COST(per tree) SYCAMORE(Platanus oc.) $ 105.00 $ 552.50 LONDON PLANE(Platinus.x acerifolia) $ 31.00 $253.50 LINDEN SILVER(Tilia tomento'sa) $ 45.00 $ 271.17 LINDEN REDMOND (Tilia.americana) $ 705.00 $1,332.50 LINDEN LITTLELEAF(Tinia cor"data) $ 30.00 $ 253.50 OAK(Quercus rubra)or OAK(Quercus palustris)$ 375.00 $ 908.50 OAK(Quercus alba)(premium) $ 101.00 $ 344.50 HONEYLOCUST"(Gledi.tsia triskyline) $ 734.00 $ 1,371.50 RED MAPLE(Ater rubrum Redpoint) $ 779.00 $ 1,430.00 RED MAPLE.(Ater rubrum October Glory) $355.00 $ 877.50 ZELCOVA SERRATA $ 1,154.00 $" 1,917.50 CHERRY(Prunus xyedoensis-Yoshino) .$.700.00 $ 1,326.00 SUM OF TOTAL COST PER TREE $ 10,838.67 ITEMIZED MISCELLANEOUS COST FACTORS $ 1,420.00 TOTAL BI D $ 12,258.67 ** The exact-quantity and variety of trees will be set forth 30 days after bid is accepted. Southold Town Board may reject any or all responses that do not meet the requirements of the Request for Proposal In any respect, Responses that contain false or misleading statements, or that provide references that do not support an attribute or condition contended by the Vendor, may be rejected. If, in the opinion of the Town Board, information is supplied that is intended to mislead Southold Town Board in its evaluation of the proposal and the attribute, condition, or capability, the proposal will be rejected. -Southold Town Board reserves the right to expand or reduce the work,subject to negotiating .with the successful contract.. The Town reserves the right to choose a company from the responses ponses or to further interview companies after proposals are submitted. Payment for services shall be in accordance with this paragraph. Upon completion of work, Bidder shall notify the Tree Committee to inspect and approve. Within 30.days of Tree Committee approval, invoices (with a town voucher) must be'submitted and, payments shall be made within,sixty(60) days of submittal: All payments may be subject to deduction by reason of any failure of Bidder to perform:under this Proposal. GENERAL PROVISIONS: -Trees to'be planted in general timeframe of November I't until December 15 1h 2024. -All utility '811' markout-requests are the RESPONSIBILITY of winning bidder. Winning bidder agrees the Town of Southold shall have NO LIABILITY for this provision. TRADE REFERENCES (business name and contact phone) AAA Facilities Maintenance 908-482-2059 G & J Leading Construction Inc 646-600-0558 New York City Housing Authority (NYCHA) 718-443-2991 NON-COLLUSIVE BIDDING CERTIFICATION By submission of this bid/Proposal, each bidder/Proposer and each person signing on behalf of any bidder/Proposer certifies, and in the case of a joint bid/Proposal each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his knowledge and belief- (i) The prices in this bid/Proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder/Proposer or with any competitor; (ii) Unless otherwise required by law, the prices which have been quoted in this bid/Proposal have not been knowingly disclosed by the bidder/Proposer and will not knowingly be disclosed by the bidder/Proposer prior to opening, directly or indirectly, to any other bidder/Proposer or to any competitor; and (iii) No attempt has been made or will be made by the bidder/Proposer to induce any other person,partnership or corporation to submit or not to submit a bid/Proposal for the purpose of restricting competition. Name of Proposer: �� rV Ce S U C Signature: Print Name: WAJIAW I e(O YQC!�, Title: C 0 Date: CONTRACTOR INFORMATION Print Name: Cody Diggins Corporate Title (if any): President Company Name: Ironwood Industries Inc. Mailing Address: PO Box 313 Jamesnort NY 11947 Phone Number: 631-831-5942 Email: emag567ca email com BID SHEET TREE COST: PRICE FOR TREE ONLY IS THE UNIT COST. TOTAL COST: "UNIT COST"PLUS ALL REQUIRED LABOR,MATERIALS AND OR ANY OTHER INCIDENTAL EXPENSES REQUIRED FOR THE PROCUREMENT,INSTALLATION AND CLEAN UP PER TREE. (Includes tree installation,soil amendments, and plastic deer guard) UNIT COST TOTAL COST SYCAMORE(Platanus oc.) $ 518.00 . $ 518.00 LONDON PLANE(Platinus x acerifolia) $ 518.00 $ 518.00 LINDEN SILVER(Tilia tomentosa) $ 518.00 $ 518.00 LINDEN REDMOND(Tilia americana) $ 518.00 $ 518.00 LINDEN LITTLELEAF(Tinia cordata) $ 518.00 $ 518.00 OAK(Quercus rubra)or OAK(Quercus palustris) $ 518.00 $ 518.00 OAK(Quercus alba) (premium) $ 518.00 $ 518.00 HONEYLO.CUST(Gleditsia tri skyline) $ 518.00 $ 518.00 RED MAPLE(Acer.rubrum Redpoint) $ 518.00 $ 518.00 RED MAPLE(Acer rubrum October Glory)$ 518.00 $ 518.00 ZELCOVA SERRATA $ 518.00 $ 518.00 CHERRY(Prunus x yedoensis-Yoshino) $ 518.00 $ 518.00 SUM OF TOTAL COST PER TREE $ 6,210.00 ' ITEMIZED MISCELLANEOUS COST FACTORS $ 0 TOTAL BID $ 6,216.00 ** The exact.quantity and variety of trees will beset forth 3.0 days after bid is accepted. BID SUBMITTED ON August 28 ,2024 f, G TRADE REFERENCES(business name,mailing address, contact name and contact phone) PLEASE PRINT;, 1. Business Name: City of Kingston Mailing Address: 420 Broadway Kingston NY 12401 Contact Name: Kyla Dedea Phone Number: 845-334-3954 2. Business Name: Town of Mamaroneck Mailing Address: 740 West Boston Post Road Mamaroneck, NY 10543 Contact Name: Elizabeth Aitchison Phone Number: 914-381-7845 3. Business Name: SCWA Mailing Address: 4060 Sunrise Highway Oakdale NY 11769 Contact Name: Shawn Mauldin Phone Number: 631-449-0965 STATEMENT OF NON-COLLUSION (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision.of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury;non-collusive bidding certification. A. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization,under penalty of perjury,that to the best of knowledge and belief. (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly,to any other bidder or to any competitor. (3) No attempt has been made or will be made by the bidder to induce any other person,partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. B. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. C. That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that Cody Diggins of the (Name of signatory) Ironwood Industries Inc. . Be authorized to srgn:and submit the bid (Name of Corporation) Or proposal of this corporation for the following Project; Request For Proposals(RFP) Guidelines and instructions for Tree Purchase and Installation and to include in such bid or proposal the certificate as to non-collusion required by section one- hundred-three-d(103-d) of the General Municipal Law as the act and deed of such corporation, and s for any inaccuracies or miss-statements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing is true and correct copy of the resolution adopted by Stun ye2y rNd�.6Y,/- corporation at a meeting of the Board of Directors, held on the day of An u4s� , 20Q4 (SEAL OF THE CORPORATION) Laws of New York, 1965 Ch. 751, Sec. IW-d, as amended & etTective on September 1, 1965. Si `.4 LINDA LOMBARDI Notary Public,State of New York No.01L06,84443 Qualified in Suffolk County Commission Expires April 07, OCR3 1 BID SUBMITTED ON Q,V�q , 2024 Vendor .�h q (,�, rQA, 1tnC. Contact Address SS C!o s)?lx YWf Phone Q) 2-18 ` :�l Oe11 C3) 7�1J �j7�7 Email M.loe AAA-h r' BID SHEET TREE COST PER TREE IS THE UNIT COST. TOTAL COST PER TREE INCLUDES ALL REQUIRED LABOR, MATERIALS AND OR ANY OTHER INCIDENTAL EXPENSES REQUIRED FOR THE PROCUREMENT, INSTALLATION AND CLEAN UP PER TREE. (Includes tree installation,soil amendments,and plastic deer guard) UNIT COST(per tree) TOTAL COST(per tree) SYCAMORE (Platanus oc.) $ 4oa•yo $ a-1-n •0� LONDON PLANE (Platinus x acerifolia) $ '4(jc) • Oa $ so .0 LINDEN SILVER(Tilia tomentosa) $ 11®® . OQ $ - cc LINDEN REDMOND(Tilia americana) $ �® 4 $ co LINDEN LITTLELEAF(Tinia cordata) $ OAK(Quercus rubra) or OAK(Quercus palustris)$ ®® , 0 $ %,--SQ ©(� OAK (Quercus alba) (premium) $ ��oa , 00 $ 6 HONEYLOCUST(Gleditsia tri skyline) $ I co e O a $ 3—SC 00 RED MAPLE(Acer rubrum Redpoint) $ da • off $ DSO _ C)0 RED MAPLE(Acer rubrum October Glory) $ voo 0o $ O SQ ®Q ZELCOVA SERRATA $ �00 too $ FSRo . Oo CHERRY(Prunus x yedoensis-Yoshino) $ q 0Q ' 00 $ S-�;Q C SUM OF TOTAL COST PER TREE $ 10 , r) J 0oa ITEMIZED MISCELLANEOUS COST FACTORS TOTAL BID $� 0 ** The exact quantity and variety of trees will be set forth 30 days after bid is accepted. Southold Town Board may reject any or all responses that do not meet the requirements of the Request for Proposal in any respect. Responses that contain false or misleading statements, or that provide references that do not support an attribute or condition contended by the Vendor, may be rejected. If, in the opinion of the Town Board, information is supplied that is intended to mislead Southold Town Board in its evaluation of the proposal and the attribute, condition, or capability,the proposal will be rejected. Southold Town Board reserves the right to expand or reduce the work subject to negotiating with the successful contract. The Town reserves the right to choose a company from the responses or to further interview companies after proposals are submitted. Payment for services shall be in accordance with this paragraph. Upon completion of work, Bidder shall notify the Tree Committee to inspect and approve. Within 30 days of Tree Committee approval, invoices (with a town voucher) must be submitted and payments shall be made within sixty (60) days of submittal. All payments may be subject to deduction by reason of any failure of Bidder to perform under this Proposal. GENERAL PROVISIONS: -Trees to be planted in general timeframe of November 1st until December 151"2024. -All utility '811' markout requests are the RESPONSIBILITY of winning bidder. Winning bidder agrees the Town of Southold shall have NO LIABILITY for this provision. TRADE REFERENCES (business name and contact phone) Sc�.•� a�.. �3� `7 7y ��yy �bkl I Ga,J� A A, Sly 9ay 4-1 Co t Request For Proposals (RFP) Guidelines and instructions for Tree Purchase and Installation NOTICE TO RESPONDENTS The Town of Southold is soliciting proposals for tree purchase and installation of 50-75 trees for the 2024 planting ending December, 2024. Respondents should be aware that any records they submit to Town of Southold, or that are used by the Town may be public records. The town will promptly disclose public records upon request unless a statue exempts them from disclosure. Respondents should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. GENERAL INFORMATION This bid solicits proposals from qualified insured companies for the procurement and installation of trees throughout the Town of Southold. Company shall provide all labor, supervision, equipment, and materials. Each tree will have to be installed with the specifications below. SPECIFICATIONS: -Each tree should be a minimum of 2 to 2 % inches in diameter, balled and burlapped and be accompanied with a one-year.warranty. -Tree planting may be from Laurel to Orient Point, NY. -Tree list is attached. The exact quantity and varieties of trees will be set forth 30 days after bid is accepted. This will also include map of locations. All locations will have a wood stake in the proposed location. -Each tree is to be watered with 5 gallons of water upon installation. -Upon installation, each tree shall be staked (minimum of 2) and tied off by installer. TIMELINE 1. Town of Southold Board RFP Approval 2. RFP Release 3. Advertisement in newspaper 4. Proposal deadline 5. Projected Town Approval: 6. Date of acceptance of bid 7. Projected Contract Commencement: The Town of Southold will not be responsible for proposals that are received after the PM deadline on , 2024. Any requests for additional information that may be needed for the preparation of the bid should be directed to The Town Clerk, Denis Noncarrow, Town of Southold via email at Denisn@southoldtownnV.gov. EVALUATION CRITERIA &SUBMITTALS Proposals will be initially evaluated by internal staff at the Town of Southold, including Department of Public Works, members of the Tree Committee, and Town Board Liaison. After this initial internal review, a recommendation will be provided to the Town Board for final decision. Southold Town Board must still approve a vendor before the process is completed. The Board reserves the right to reject any and all responses to the RFP. TERMS AND CONDITIONS Southold Town Board reserves the right to reject any and all proposals, to award contracts in whole or in part, to further negotiate proposals in whole or part, or to waive any informalities or irregularities in the submitted proposals. The response to this Request for Proposals is entirely voluntary. The Request for Proposals does not commit the Town to award a contract,to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or supplies. Southold Town Board may reject any or all responses that do not meet the requirements of the Request for Proposal in any respect. Responses that contain false or misleading statements, or that provide references that do not support an attribute or condition contended by the Vendor, may be rejected. If, in the opinion of the Town Board, information is supplied that is intended to mislead Southold Town Board in its evaluation of the proposal and the attribute, condition, or capability, the proposal will be rejected. Southold Town Board reserves the right to expand or reduce the work subject to negotiating with the successful contract. The Town reserves the right to choose a company from the responses or to further interview companies after proposals are submitted. Payment for services shall be in accordance with this paragraph. Upon completion of work, Bidder shall notify the Tree Committee to inspect and approve. Within 30 days of Tree Committee approval, invoices (with a town voucher) must be submitted and payments shall be made within sixty (60) days of submittal. All payments may be subject to deduction by reason of any failure of Bidder to perform under this Proposal. GENERAL PROVISIONS: -Trees to be planted in general timeframe of November 1st until December 15th 2024. -All utility '811' markout requests are the RESPONSIBILITY of winning bidder. Winning bidder agrees the Town of Southold shall have NO LIABILITY for this provision. TRADE REFERENCES (business name and contact phone) BID SHEET TREE COST PER TREE IS THE UNIT COST. TOTAL COST PER TREE INCLUDES ALL REQUIRED LABOR, MATERIALS AND OR ANY OTHER INCIDENTAL EXPENSES REQUIRED FOR THE PROCUREMENT, INSTALLATION AND CLEAN UP PER TREE. (Includes tree installation,soil amendments, and plastic deer guard) UNIT COST(per tree) TOTAL COST(per tree) Ltu SYCAMORE (Platanus oc.) $ $ LONDON PLANE (Platinus x acerifolia) $ $ LINDEN SILVER (Tilia tomentosa) $ $ LINDEN REDMOND (Tilia americana) $ $ LINDEN LITTLELEAF (Tinia cordata) $ $ OAK (Quercus rubra) or OAK (Quercus palustris)$ $ OAK (Quercus alba) (premium) $ $ HONEYLOCUST(Gleditsia tri skyline) $ $ RED MAPLE (Acer rubrum Redpoint) $ $ RED MAPLE (Acer rubrum October Glory) $ $ ZELCOVA SERRATA $ $ CHERRY(Prunus x yedoensis-Yoshino) $ (a30yL $ SUM OF TOTAL COST PER TREE $ ITEMIZED MISCELLANEOUS COST FACTORS $ 17140 TOTAL BID $ ** The exact quantity and variety of trees will be set forth 30 days after bid is accepted. I Request For Proposals (RFP) Guidelines and instructions for Tree Purchase and Installation NOTICE TO RESPONDENTS The Town of Southold is soliciting proposals for tree purchase and installation of 50-75 trees for the 2024 planting ending December, 2024. Respondents should be aware that any records they submit to Town of Southold, or that are used by the Town may be public records. The town will promptly disclose public records upon request unless a statue exempts them from disclosure. Respondents should also be aware that if even a portion of a record is exempt from disclosure, generally,the rest of the record must be disclosed. GENERAL INFORMATION This bid solicits proposals from qualified insured companies for the procurement and installation of trees throughout the Town of Southold. Company shall provide all labor, supervision, equipment, and materials. Each tree will have to be installed with the specifications below. SPECIFICATIONS: -Each tree should be a minimum of 2 to 2% inches in diameter, balled and burlapped and be accompanied with a one-year warranty. -Tree planting may be from Laurel to Orient Point, NY. -Tree list is attached. The exact quantity and varieties of trees will be set forth 30 days after bid is accepted. This will also include map of locations. All locations will have a wood stake in the proposed location. -Each tree is to be watered with 5 gallons of water upon installation. -Upon installation, each tree shall be staked (minimum of 2) and tied off by installer. TIMELINE 1. Town of Southold Board RFP Approval 2. RFP Release 3. Advertisement in newspaper 4. Proposal deadline 5. Projected Town Approval: 6. Date of acceptance of bid 7. Projected Contract Commencement: The Town of Southold will not be responsible for proposals that are received after the PM deadline on , 2024. Any requests for additional information that may be needed for the preparation of the bid should be directed to The Town Clerk, Denis Noncarrow,Town of Southold via email at Denisn@southoldtownny.gov. EVALUATION CRITERIA &SUBMITTALS Proposals will be initially evaluated by internal staff at the Town of Southold, including Department of Public Works, members of the Tree Committee, and Town Board Liaison. After this initial internal review, a recommendation will be provided to the Town Board for final decision. Southold Town Board must still approve a vendor before the process is completed. The Board reserves the right to reject any and all responses to the RFP. TERMS AND CONDITIONS Southold Town Board reserves the right to reject any and all proposals,to award contracts in whole or in part, to further negotiate proposals in whole or part, or to waive any informalities or irregularities in the submitted proposals. The response to this Request for Proposals is entirely voluntary. The Request for Proposals does not commit the Town to award a contract,to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or supplies. Southold Town Board may reject any or all responses that do not meet the requirements of the Request for Proposal in any respect. Responses that contain false or misleading statements, or that provide references that do not support an attribute or condition contended by the Vendor, may be rejected. If, in the opinion of the Town Board, information is supplied that is intended to mislead Southold Town Board in its evaluation of the proposal and the attribute, condition, or capability, the proposal will be rejected. Southold Town Board reserves the right to expand or reduce the work subject to negotiating with the successful contract. The Town reserves the right to choose a company from the responses or to further interview companies after proposals are submitted. Payment for services shall be in accordance with this paragraph. Upon completion of work, Bidder shall notify the Tree Committee to inspect and approve. Within 30 days of Tree Committee approval, invoices (with a town voucher) must be submitted and payments shall be made within sixty (60) days of submittal. All payments may be subject to deduction by reason of any failure of Bidder to perform under this Proposal. GENERAL PROVISIONS: -Trees to be planted in general timeframe of November 15t until December 1511 2024. -All utility '811' markout requests are the RESPONSIBILITY of winning bidder. Winning bidder agrees the Town of Southold shall have NO LIABILITY for this provision. TRADE REFERENCES (business name and contact phone) BID SHEET TREE COST PER TREE IS THE UNIT COST. TOTAL COST PER TREE INCLUDES ALL REQUIRED LABOR, MATERIALS AND OR ANY OTHER INCIDENTAL EXPENSES REQUIRED FOR THE PROCUREMENT, INSTALLATION AND CLEAN UP PER TREE. (Includes tree installation,soil amendments,and plastic deer guard) UNIT COST(per tree) TOTAL COST(per tree) SYCAMORE (Platanus oc.) $ $ LONDON PLANE (Platinus x acerifolia) $ $ LINDEN SILVER (Tilia tomentosa) $ $ LINDEN REDMOND (Tilia americana) $ $ LINDEN LITTLELEAF(Tinia cordata) $ $ OAK(Quercus rubra) or OAK(Quercus palustris)$ $ OAK(Quercus alba) (premium) $ $ HONEYLOCUST(Gleditsia tri skyline) $ $ RED MAPLE (Acer rubrum Redpoint) $ $ RED MAPLE (Acer rubrum October Glory) $ $ ZELCOVA SERRATA $ $ CHERRY(Prunus x yedoensis-Yoshino) $ $ SUM OF TOTAL COST PER TREE $ ITEMIZED MISCELLANEOUS COST FACTORS $ TOTAL BID $ ** The exact quantity and variety of trees will be set forth 30 days after bid is accepted. 662fdf10 lynda.rudder@town.southold.ny.us AFFIDAVIT OF PUBLICATION The Suffolk Times State of New York, County of,Suffolk County, 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: 08/08/2024 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 09 day of August 2024 Digitally signed :NO.OIRE6398443 REA by douglas w rea Note of New York Date: 2024.08.09 9844314:06:56 +00:00 ny CountyMy Ces Sep 30,2011 LEGAL NOTICE Request For Proposals (RFP) Town of Southold Tree Purchase and Installation NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 General Municipal Law, that sealed bids are sought and requested from qualified individuals or firms for the purchase and installation of various Trees within the Town of Southold, from Orient to Laurel. Specifications and bid proposal form may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, PO Box 1179, 53095 Main Road, Southold, NY 11971. The sealed bid(s) will be received by the Southold Town Clerk, at the Southold Town Hall, 53095 Main Road, PO Box 1179, Southold, New York 11971, until 2:00 P.M., Thursday, August 29, 2024 at which time they will be opened and read aloud in public. The sealed bid must be accompanied by a Non-Collusive Bid Certificate. The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so. The bid price shall not include any tax, federal, state or local, from which the Town of Southold is exempt. All bids must be signed and sealed in envelopes plainly marked, "Bid on TREES", and submitted to the Office of the Town Clerk. Dated: July 30, 2024 Denis Noncarrow SOUTHOLD TOWN CLERK LG�.IML IYV 1 IVG Request For Proposals (RFP) Town of Southold Tree Purchase and Installation NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 General Municipal Law, that sealed bids are sought and requested from qualified individuals or firms for the purchase and installation of various Trees within the Town of Southold, from Orient to Laurel. Specifications and bid proposal form may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, PO Box 1179, 53095 Main Road, Southold, NY 11971. The sealed bid(s) will be received by the Southold Town Clerk, at the Southold Town Hall, 53095 Main Road, PO Box 1179, Southold, New York 11971, until 2:00 P.M., Thursday, August 29, 2024 at which time they will be opened and read aloud in public. The sealed bid must be accompanied by a Non-Collusive Bid Certificate. The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so. The bid price shall not include any tax, federal, state or local, from which the Town of Southold is exempt. All bids must be signed and sealed in envelopes plainly marked, "Bid on TREES", and submitted to the Office of the Town Clerk. Dated: July 30, 2024 Denis Noncarrow ^./%l 1�1 lo�l r T/ %A/AI /mil rrw LEGAL NOTICE Request For Proposals (RFP) Town of Southold Tree Purchase and Installation NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 General Municipal Law, that sealed bids are sought and requested from qualified individuals or firms for the purchase and installation of various Trees within the Town of Southold, from Orient to Laurel. Specifications and bid proposal form may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, PO Box 1179, 53095 Main Road, Southold,NY 11971. The sealed bid(s) will be received by the Southold Town Clerk, at the Southold Town Hall, 53095 Main Road, PO Box 1179, Southold,New York 11971, until 2:00 P.M.,Thursday,August 29,2024 at which time they will be opened and read aloud in public. The sealed bid must be accompanied by a Non-Collusive Bid Certificate. The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so. The bid price shall not include any tax, federal, state or local, from which the Town of Southold is exempt. All bids must be signed and sealed in envelopes plainly marked, "Bid on TREES", and submitted to the Office of the Town Clerk. Dated: July 30, 2024 Denis Noncarrow SOUTHOLD TOWN CLERK r 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 1st day of August , 2024, 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.southoldtownny.gov . RFP for Trees De is oncarrow Southold Town Clerk Sworn before me this 1st day of Au s , 2024. M yo-k&Q-', Notary Public LYNDA M. RUDDER Notary Public,State of New York No, 01 RU6020932 Qualified in Suffolk County Commission Expires March 8.20.:�? RESOLUTION 2024-684 ADOPTED DOC ID: 20498 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-684 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JULY 30,2024: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise a Request for Proposals for the purchase and installation of trees, all in accordance with specifications and/or qualifications, subject to the approval of the Town Attorney. Denis Noncarrow Southold Town-Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilwoman SECONDER:Brian O. Mealy, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans 1