HomeMy WebLinkAboutNYS DOT LWRP C005800 - Mattituck Inlet Stormwater Mitigation Plan ELIZABETH A. NEVILLE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southold, New York 11971
Fax (516) 765-1823
Telephone (516) 765-1800
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
THIS IS TO CERTIFY
ADOPTED AT A REGULAR
HELD ON MARCH 16, 1999:
THAT THE FOLLOWING RESOLUTION WAS
MEETING OF THE SOUTHOLD TOWN BOARD
RESOLVED that the Town Board of the Town of Southold hereby authorizes
and directs Supervisor Jean W. Cochran to sign a project amendment to
extend the Local Waterfront Revitalization Project Agreement # C005800
(Mattituck Inlet Stormwater Plan) to March 31, 2000.
Elizabeth A. Neville
Southold Town Clerk
March 16. 1999
NEW YORK STATE DEPARTM~ OF STATE ~-'~
LOCAL WATERFRONT REvrrALIZ&TION PROJECT AGR~
NUMBER C005800
This is an A.~_~eem~nt between the following parties:
A. New York StYe Department of State
41 Sr~t~ Street
Albany, New York 12231
hereimemr referred te a~ the 'Departmeat"
Town of Southold
Town ~all - 53095 Main Road
Southold, NY 11971
hereinafter refegred to as the "P.~cipicnt"
wrrNEssErH:
WR-~.EAS, the Environmental l~teation Act provid~ for Stat~ assistanc~ to
municipalities for local waterfront re~mliTarlon projects; and
~fR'k~.F. AS, the P.~ient bas been cho~n to receive Sram Assistance as the mmlt of a
compedtiv¢ applic~ion proca~s;
WFi~RF_~, the Dep~uuent is ~luired by smm~ to en~r into a written contract
(Agreement) with the Recipient; and
wm~.F. AS, ti~ Recipimx lm mb,~m~. ~ra the Depm~mem has ewh,.~ a,~ approved,
an application ~ing forth the purposes and d~mn~ of said Project, which is ann~ ~ ~.~
Exln'bits A, B, and C;
NOW, TIT';~I~ORE, in ¢onaid~mtion of the promi~, respom~ilit~ and covenants
herein, the De~t,,,em and the P.~cipient ag, me a~ follows:
L TERMS OF
A. TI~ Ag~ml~t con.qi~ of the body of thi~ A~ment (i.e., that pOrtiOn preceding
the sigmmu~ of the parties in eg~catio~), and Appendix A and Exhibi~ A, B, a.a C,
which ~1~ annexed h~r~to and incorporat~ h~'P. ilL
B. The term of this Agreement shall be~n on April 1, 1996, and terminate on March 31,
1998, and in the event of reappropriation of these funds by the State Legislature, and in
such event and upon written notice by this Department, the termination dat~ of this
Agreement shall be March 31, 1999, unless modified or terminated in accordance with the
provisions of this Agreement or applicable law;
C. Except as provided in Section VIII hereof, this agreement is executory and will not be
effective until approved by the State Comptroller. The Department shall not be
responsible for nor the Recipient entitled to payment for any liabilities incurred prior to
approval of the Agreement by the Comptroller if the Agreement does not receive such
approval.
D. In the event of any incon~/sttmcy or conflict in the interpretation among the documents
of ~ Ag~ement, said conflict shall be resolved by giving precedence to the documents
in thc following order:.
Appendix A
The body of this Agreement
Exhibits A, B, and C
E. No liabilities are to be incurred beyond the termination date and ilo costs will be
reimbursed for such liabilities unle,~: 1) funds have been reappropriated for the Project
in the subsequent State fiscal year, 2) the Dep~utment determines that it is in the best
interest of the Department and the State to provide additional time to complete the Project
and 3) an extension agreement is approved in accordance with Section VIII of this
Agreement.
F. State assistance payments for the term of this Agn~ment shall not be more than the
amount set forth in the application approved by the Secrem~ of State.
G. The Department shall not be liable for expense~ of any kind incu. mxl in exce~ of the
State Funds requested as set forth in Exhibit A, and shall not be respons~le for seeking
additional appropriations or other soumes of funds for the Project.
H. ExlzaxliUnes per cost category may exceed the amo,~s indie~uq in the Project Budget
by up to ten percent (10%) or $1,000, whichever is greater, without approval of the
Deir. w-,ent, provided that Total Sta~ Funds and Total Local Sham as set for& in Exhibit
A is not changed. Any oxpendim~ in exce~ of such 10% or $1,000 or any chan~ tO the
Total State Funds or Total Local Share, shall rl~[ui_r~ an amg~ldment to ~ Project Budget
submitted in writing by the Recipient and approved by the Department. No expenditures
shall be allowed for items not set forth in the Project Budget without prior written approval
of the Depa~huent.
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I. The P,~cipient shall perform all services to the ~fisfaction of the Department. The
Rec~pieat shall provide all setwices and meet the proglRm objectives summarized in F_~bit
B in accorcL~nce with: provisions of this Agreement; relevant laws, rules and regulations,
administrative and fiscal guidelines; and w. here applicable, operating cenific, a~ for
facilities or licenses for an activity or program.
~. The Recipient may subcontract for all or any portion of the activities covered by this
Agreement as prmtided for ia the approved Ex. it C, subject to prior written approval by
the Depar~ent of any subcontractor and the terms of any subcontract. If the Recipient
enters into subcontracts for the performance of work puts-ant to this Agreement, the
Recipient shall take full responsibility for the acts and omissions of its subcontractors.
Nothing in the subconWact ~hall impair the rights of the Department under this Agreement.
No contractual rehtionship shall be deemed to exist between the subcontractor and the
Depatiment.
K. For construction projects, project design, including preparation of f'mal plans and
specifications, and supervision of construction shall be undertaken by a quali_qed architect
and/or engineer licensed to practice in the State of New York. The Recipient shall submit
final plans and specifications to the Depmtment for approval before initiating construction
work or, if the Recipient intends to subcontract for construction work, before the work is
advertised for bidding. No change to project plans may be made without the prior written
approval of the Department. The Recipient shall also be responsible for erecting a project
sign satisfactory to the Department identifying the project and shall maintain it during
construction. LTpon completion of the project, the Recipient shall submit a proper
certification from a licensed architect or engineer.
All contractors tmaicipating in the project shun provide insurance as described below. If
the Recipient is a self-insured municipality, the Recipient shall purchase and maintain an
Owner's Protective Liability Policy in the name of the State of New York. In all other
cases, the following forms of insurance shall be procured and maintained by the Recipient
or the subcontractor for construction undertaken or contracted for by the Recipient:
1. Worker's Compensation and l~mployer's Liability Insurance with a limit of
$1,000,000 under Coverage B and, where applicable, coverage under the Jones Act
and the Longshore Act.
2. Comprehensive Liability Iasurance (for contractual and independent
contractors) with limits no less than $1,000,0O0 combined (bodily injury and
property damage) single limit per occurrence and $2,000,000 aggregate.
3. Comprehensive Automobile Liability Insumace covering owned, hired, and
non-owned vehicles with a combined bodily injury and property damage liability
limit of at least $1,000,000 per occi~rmnce.
3
Mo
4. The Recipient shall require a Builder's Risk Policy until the project is
completed and accepted in the amount of the total project cost.
5. An Owner's Protective Liability Policy in the name of the Recipient and the
State of New York.
6. Professional consultants trmined by the Recipient in connection with the project
shall show evidence of professional liability insurance with limits no less tl~n
$1,000,000. "
The Recipient shall, whel~ appropriato, identify documents, reports, and m~ps
produced in whole or in part under thi.~ Agreement by endorsing on said
documents, reports, and maps the foilo~ing:
"This (document, ~eport, map, etc.) was prepared for the New York State
Department of State with funds provided under Title 11 of the Envimnmentsl
Protection Fund."
Article 15-A of the New Yor~ State Executive Law - The Depaxlxnent of
adminL~ters a ~o~ ~d Wom~4~ ~ ~
as m~t~ by ~cle 15-A of ~e New Yo~ S~ ~five ~w.
su~ ~y o~er provision ~ ~ hw ~o~ng or ~ifing
employment ~ pm~ or a pm~m for ~g ~~ by
minofi~ ~d wom~ b~ ~. U~ thi~ ~w,
m~ ~bj~ ~ ~ ~fio~, ~h g~ for minofi~ ~d wo~
~us~ ~cipafion ~ ce~ s~m ~n~ ~d ~. ~e~
~ ~u~, even ~ c~ums~ whe~ thi~ g~ ~ ze~, a ~e~
Repo~ ~ ~u~ to ~ sub~R~ ~ ~ ~ve ~a
~ent on fo~s p~vi~ by ~e ~ent.
Article 15-A requir~ that rules and re~,lafions be established for contracts entered
into by the Department. In accordance with Ankle 15-A, goals mus~ be se~ for
contracts entex~ into by the Depmu~ent in exce~ of $25,000 for labor, services,
supplies, equipment, and materials, or any combination of the foregoing, and for
contracts entered into by the Department in excess of $100,000 for accpi.Oi~n,
construction, demolition, replacement, major ~air, renovation or improvement
of real property. In applying these roles and regulations, the Department must
colL~ider the availability of certified minority and women-owned buainec, aez in the
region in which the state contract will be performed, the total dollar value of the
contract, the scope of work to be performed, and the project size and term.
The contractor will, when ~ as a part of the bid or pmpo~l~ submit a
Staffing Plan on the form provided by the De~tmenC This P/an will deml the
work force anticipated in the performance of the state contract broken down by
ethnic background, gender, and Federa~ Occupational Categories.
After a bid opening and prior to the ~v/ard of a state contract, the contractor will
submit an Equal Employment Opportunity (EEO) Policy Statement to the
Dep~haent within the time frame established by the Depauhhent. The law ~
that, as a precondition to entering into a valid and binding state contract, the
contractor shall ague to the following stipulations and will include them in the
EEO Policy Statement:.
· The contractor will not discriminate against any employee or applicant
for employment becm~m of race, creed, color, national Origin, seX, age,
· disablli~ or marital ~amn.
· The contractor will undamtke or continue existing programs of
affu-mative action to ensure that minority group members and women are
· a~fforded equal employment oppo~ without cli~erlmlnation because of
race, creed, color, national origin, sex, age, disability or marital status.
For these purposes, alTu'mative action applies in areas of recruitment,
employment, job assignment, promotion, upgrading, demotion, transfer,
layoff, or termination and rates of pay or other forms of compensation.
· The co~ctor will make active and'ci~nscientions efforts to employ and
to utili?e minority g~up members and women at all levels and in all
segments of its work force on ~at~ contracts, and the contractor will
document these effort.
· The contractor will state in all solicitations and advertisements for
employees that, in the performance of the state conuact, all qnnllt:ied
applicants will be afforded equal empinyment opportunities without
discrimination because of race, creed, color, national orion; sex, age,
disability or marital stores.
· The contractor will, at the request of the Department, request each
employment agency, labor union, or authorized rep~sentafive of workers
with which it has a collective~'bargalning or other agxeement or
ufldeman~n~, to fura~ a wri~m sta~nent that such employment agency,
labor union, or ~pr~en~ive will not discrlrnln~ because of race, creed,
color, national origin, sex, age, disability or marital status, and that such
union or representative will affirmativel~ cooperate in the implementation
of the contractor's obligations herein.
· The contractor will include the provisions regarding the EEO Policy
Statement and the Staffing Plan enumerated above in each and every
subcontract of a state contract in such a manner that thc subcontractor is
bound by these requirements.
· Failure to provide an EEO Policy. Statement and a Staffing Plan without
reasonable written justification p.r..,commitmcnt to provide these
requirements by a specified date will result in rejection of the contractor's
bid or proposal.
· After the award of a state contract, the contractor will submit to the
Department a Workforce Employrn~tr Utilization Report, on the form
supplied by the Department, detailing the work force actually tmqi~,ed on
the state coahact, by ethnic background, gender and Federal Occupational
Camgodes, aa specified on the form. This Report will be submitted to the
Depmtment on a quarterly basis throughout the life of the contract.
· The contractor, and any of its subcontractors, may be required to submit
compliance reports ~lating to their operations and implementation of their
affirmalSve action or equal employment opportunity program in effect as of
the date the state contract is executed.
Questions m%,arding thi.q program should be directed to the Affixmativ¢ Action Offim by
calling (518) 474-2750. To assist potential contractors, a copy of the NYS D/rectary of
Certified.,Wmority and Women-owned Bua/ne~ Enterpr/~es is made available for
at the Detriment of State Affirmative Action. Office, 162 Washington Avenue, Albany,
New York 12231. The Department makes no repxe~entafion with re,ct to the availability
or capability of any business listed in the Directory.
~AYIVI~T AND RECORI~ R~m'ITION
A. The Department shall make interim payments for eligible costa incurred up to an
amount not to exceed 90% of the State. Funds Requested. The final payment will be matte.
upon ~afinfactory completion of the project. Payments shall be made in accorrlance with
D. below.
B. Notwithstanding the above requirements, upon written notification by the ~
the Recipient may be required to submit source documentation and additional vexificafion
of allowable expenditures.
C. Inte~ income earned on funds received pursuant to this Agreement shall be used to
further the purpose of this Project or shall be deducted from total eligible costs to
determine the net eligible costs to be reimbursed by the Depamnent.
D. Payments shall be mack~ aa follows:
1. Not more frequently than once every 30 ~ys, a properly executed payment
request, on forms as prescnToed by the Department, and required work products
documenting completion of one or more of the ta~l~ set forth in Exhibit B, and
total project costs incurred to aut~, may be submitted. Such payment request shall
be submitted to:
New York State Depmtment of State
Contract AdmiMsWafion Unit - LWRP
Albany, New York 122314X)01
2. Payment xequesU will be ~riewed in accordance with the terms and conditions
of this Agreement to determine total allowable project costs incurred and the
number and percentage of allowable project taska completed to date. For the
purpose of determining the level of'reimbursement, othexwiae allowable project
costs may be reduced ff the percentage of ta~k completion is deemed insufficient.
3. Total allowable project costa, adjusted pumuant to 2. above, will be prorated
between State Funds and Local Share costs in the same proportions as Total State
Funds is to Total Local Share as set forth in Exhibit C.
4. Interim payments will be is,sued in amounts equal to the State Funds calculated
in 3. above, less all previous payments to dam.
5. The final payment, calculated purmant to 2. and 3. above, will be issued upon
receipt and approval of a payment request amrked 'FINAL' documenting all
project costs incurred and ta~k~ completed. Such final payment request shall be
submitted within 60 days following~th¢ ~nding date of thi.~ Agreement.
E. Notwitlmanding the submission of timely and properly execur~ payment requests, the
Department shall be under no obligation to make payment for expenditures incurred
without the prior l:~partm~ approvals and/or amendments nxtnired under thi.q Agreement
and, fu~er, shall have the right to withhold~ ~,y such payment pending the execution of
such approval and/or amendment.
F. Thc Recipient shall i~aintain, at it~ principal pla~ of buaineas, detailed booka and
accounting records supported by original documentation relating to the incun'ing of all
expenditmes, as well as payments made pursuant to thi.q Agreement. The Recipient shall
make such records awil~h!¢ for review by the Depa~Lment upon request at any time. The
Department shall have the right to conduct progress assessments and review books and
records as necessaz7. The Depa~iment shall have the right to conduct an on-site review
of the Project and/or books and records of the Recipient prior to, and for a reasonable time
following, issuance of the FINAL payment. The Del~utment shall be entitled to disallow
any cost or expense, and/or terminate or suspend this Agreement, if the Recipient has
misn;presellted any expenditRres or Project activities ill its application to the Depa~huent,
or in this Agreement, or in any progress reports or payment requests made pursuant
hereto. The Recipient shall maintain such"bool[s and accounting records in a manner so
that n~porcs can be produced therefrom in a~c0iitance with generally accepted accounting
principles. The Recipient shall maintain separate ~ boolcs and records for all funds
received through the Depaltment pursuant to this Agreement.
G. During the term of this Agreement and for a period of six years after its termination,
the Recipient shall make all such books and records available to the Deparmlent and the
Office of the State Comptroller, or their designated representatives, for inspection and
audit.
A. This Agreement may be terminated at any time upon mutual written agreement of the
Deparmlent and the Recipient.
B. For fault:
1. If the Depmtment determines that the Recipient bas failed to comply with the
terms and conditions of this Agreement and/or with any laws, roles, tribulations,
policies or procedures affecting thi.4 ~'~'..~ment, the Depa~huent shall notif~ the
Recipient in writing.
2. Such notico r~hall specify such failur~ and shall specify a reasonable period but
not le~s than fifteen (15) days from receipt of the notice that the Recip~t has to
corx~t such failu~s.
3. The Depamnent reserves the right to suspend all work during the period
provided in the notice.
4. If the Recipient does not correct such failures during the period provided for
in the notice, thia Agreement shall be deemed to be terminated after expiration of
such time.
C. Any written notice ~hall be sent by certified mail, return receipt requested.
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D. Upon suspension, the Recipient shall r~in~ all funds which have been advanced but
not identified as expenditures supported by incurred eligible costs of the Recipient and
shall not expend or obligate them during such period of suspension.
E. Upon receipt of notice of termination, the Recipient agrees to cancel, prior to the
effective date of any prospective termination, a.e many new obligations as pos~"ole, and
agn~s not to incur any new obligations after receipt of the notice without approval by the
Dep~tment.
1. The Recipient shall not be relieved of it's responsibility to pay elig~I¢ costs
incurred pursuant to this Agreement prior to the effective date of termination.
F. The Dep~aent shall be responsible for payment to the Recipient on claims pursuant
to eliga'ble services provid~ and cos~ incurred pursuant to this Agreement, including those
referred to in E.i. above. In no event shall the Depamnent be liable for cxpeases and
obligations arising from the program(s) in this Agreement after the termination date.
G. Upon termination, all funds advanced but not identified as expenditures supported by
incurred eligible costs of the Recipient under thin Agreement shall accrue to the
Department and shall become immediately'du,'and owing.
A. The Recipient shall be solely responsible and answerable in damages for any and all
accidents and/or injuries to persons (including death) or property arising out of or related
to the services to be rendered by the Recipient or its subcontractors pursuant to thin
Agreement. The Recipient shall indemnify and hold Imrmless the Department and its
officers and employees from claims, mits, actions, damages and costs of avery namm
arising out of the provision of services pursuant to this Agreement.
B. The Recipient i~ an independent contractor of the Depa~t and may neither hold
itself out nor alnim to be an officer, employee or subdivision of the Department nor make
any claim, demand or application to or forany right baaed upon any different
Any equipment, furaiture, supplies or other property purchased pursuant to thi~ Agreement
is deemed to be the property of the Departme~t;~except as may otherwise be governed by
Federal or State laws, rules, regulatioas, or v}"ritten waiver by the Department.
¥'L S~FEGUARDS FOR SERVICES AND CONFID~
A. Services performed pursuant to tl~ Agreement are secular in ~amre and shall b~
performed in a msnner that does not ~ on ~e basis of religious belief, or
promote or discourage adl~rence to religion in genezal or particular religious beliefs.
B. Funds provided pursuant to th/s Agreement shsli not be used for any partisan political
activity, or for activities that may influence, legislation or the election or defeat of any
candidate for public office. )' ~:~'."~
C. Information relating to individuals who may receive services pursuant to thi~
Agreement s~a~! be maintained in conformity with applicable provisions of laws and
regulations.
VH. FULLY-E~OrF~) AG~'~':~ on AM~NO~ ~
A. If this Agreement or amendments thereto allocates funds totaling $10,000 or less, it
shall be deemed to be fury executed when approved and signed by the Recipient and the
Depatiment.
B. If this Alg~eement, or amendments thereto, allo,'at~ funds t0ml{ng mom than $10,000,
it shall be deemed to be fully executed when approved by the Office of the State
Comptroller.
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IN WITNESS WHEREOF, the parties hereto have execoted or approved this Agreement on the dates below
their sigrtatures.
CONTRACT NUMBER C005800
DEPARTMENT CERTIFICATION
RECIPIENT - Town of Southold
. _(JJ~ean w. Cochran
TITLE Supervisor
DATE September 30, 1997
Approved as to Form:
BY J OCT ~ ~ ~.~7 /
DATE ~ - ~ ~a~/ /
/ /
GOVERNM~~
State of New York )
CounW of Suffolk )ss:
"In addition to the acceptance of this contract, the
Department also certifies that original copies of
this signature page will be attached to all other
exact copies of this contract."
NEW YORK STATF.~ARTMENT OF
STATE ~
Approved:
S~,~ITE COMPTROLLER
On this 30th day of September ,1997 , before me personally came
Jean W. Cochran to me known, who, being by me duly sworn, did depose
and say that s_he is the Supervisor of Southold Town the
municipality des~:~b~e~-~n and which executed the above instrument; and that She signed
~f~/her name thereto by order of the local legislative body of the above mentioned
municipality.
APPLICATION FOR FUNDING
1996-97 Local Waterfront Revitallr~tion Project
Exhibit A
A. State Funds Requested $40,000
B. Local Share To Be Applied $40,000
A. Name of Municipality: Town of $outhold
Address:
Community Development Office
Town Hall - 53095 Main Road
PO Box 1179
Southold, New York 11971
B. Federal Tax Identification Number: 11-6001939
Contact Person: James McMabon
Phone: Area Code (516) 765-1892
Tide: Community Development Officer
Payments accrued under this funding will not duplicate reimbursement re~ived from
other sources.
As required by Tide 11, Section 54- 1101 (6) of the Environmental Protection Act, a
necessary and measurable public benefit shall accrue from the expenditure of State and
local funds for the project set forth in Exhibit B.
The information presented in this application is true and aca:u~ate, the Local Share set
forth above is available tn the Applicant.fm' expenditures pnt~,ant tn this Application,
and the person signing below is aufflO~ ~ make all such representations contained
herein on behalf of the applicant municipality.
Supervisor 9/30/97
Jean W. Cochran
Typed Name Tide Date
A-i
F~Yhibit B
Pro~iect N~ne ~nd Description:
Mattituck Inlet Stormwatev Mitigation Plan ".~-~' ~
Mattituclc Inlet is the Town of Southold's only active harbor on Long Inland Sound. It is the eastern
most deepwater port-of-oall, a harbor of refuge and is home to a commercial fishing fleet with
anchorage for transient recreational boaters. The Inlet is unique in that it is an active and busy
working harbor that has retained significant natural resources including extensive wetlands, substantial
shellfish beds and a state designated Significant Coastal Fish and Wildlife Habitat.
In recent years, declining water quality in the Inlet has been a serious concent. Mattituck Inlet has
consistently appeared on the NYSDEC Priority W~t~r Problem List and has been the focus of the
Town's attention since 1980, when the Mattimck Inlet Advisory CommiRee was appoint~i to focus on
concerns about its use and declining ecologicnl health. Portions of the Inlet are closed to shellfiabing
year round and the balance of the Inlet is opened seasonally and conditionally. Agricultural and
stormwater runoff from highways within the Inlets narrow drainage basin are the prima~ sources of
the poor water quality that has restricted sheilfishlng harvesting.
In 1986, the Southold Conservation Advisory Council identified and mapped all known stormwater
run-off sites in the Mattituck Inlet area. This map was updated in 1994, with completed improvement
projects noted on the map. With the stormwater run-off sites identified, the Town's nex~ task is to
develop and implement a stormwater m~n~gement plan for the Inlet, with the goals of preventing
sediments, nutrients and pollutants from entering the Inlet.
This project has been broken into two phases, the pJ~nning and design phase and the implementation
phase. Phase 1 is the subject of this grant. It will allow the Town to assess the volume of water
entering the watershed. Based on the amounts of sediments, nutrients and pollutants that are contained
in the runoff, swrmwater systems will be designed to handle the runoff entering the fnlet. The
planning and design phase will enable the Town to establish an implementation timetable and budget
based on the design recommendatious. Phase 2 will be the subject of future grant applications. A
portion of Phase 2 has recently been funded through a grant award through the NYSDEC Nonpoint
Source Implementation Grants Program.
The project will advance the Town of Southold's Local Waterfront Revitalization Program through the
preparation of a watershed management plan for Mattitock Inlet tha~ designs measures to prevent or
mitigate pollution by controlling stormwater runoff into coastal waters.
The development of the Mattituck Inlet Stormwater Mitigation Plan involves a number of discrete tasks
that are broken out below. The preparation and implemen..t~tion of the Mattituck Inlet Stormw~r~r
Mitigation Plan shall pay due regard to the goals and objectives of the Town of $outhoid Draf~ Local
Waterfront Revitalization Program. Department of Sram (DOS) review is included within these tasks.
Approval of any sub-contracts is required from the DOS.
TASK 1 Divide the Mattituck Inlet watershed, as ~blished in the 1986 study, into seven sub-
wau~sheds. Prepare inventory of watershed conditions, including but not limited to,
land use, land cover, location of problem areas, coutours, soil types, depth to
groundwater, and property ownership.
A public information meeting will be held at the beginning of this task. Yhis meeting
will inform the residents of Southold of the scope and intent of this project and seek
input to the project.
DOS review of the inventory is required.
TASK 2
Conduc~ site visits to project area during rainfall events to measure peak flow and flow
volume, sediment load and carry out water quality sampling. Prepare an analysis
report. Integram inventory material into a watershed model.
DOS review of the analysis report and'watershed model are required.
Using the watershed model, quanti~ the relative contribution of nonpoiut pollution
sources to water quality problems within the Mattituck InleX watershed. Review the
list of problem areas in each sub-watershed in light of the results of Task 2 and
develop a priority list of sites and timetable for implementation of watershed
improvement projects at these sites.
A public information meeting will be held to inform the residents of Southold of the
priority sites and timetable for implementation and seek input on these items.
DOS review of the priority list and timetable for implementation is required.
TASK
plan, design and cost a restoration and stormwater mitigation plan for each priority site
identified in Task 3.
DOS review of the restoration and s~ormwater mitigation plans and designs is required.
The Trustees of the Town of Southold, with assistance from the planning Department will provid~ the
overall administrative leadership for the project. The D~reetor of the Town of Southold Community
Development Office, Town Engineer, Superintendem of, H!ghways, representatives of tim USDA-
N-RCS, Suffolk County Soil and Water Conservation DiStrict Program and the Suffolk County
Depa~m,ent of Public Works will be involved in the inventory and analysis and the design and
implementation plans. SUNY Albany will be involved in mapping and watershed modeling. Input
thn~ughout the projec~ will also be provided by the Town of Southold Transportation Committee.
Coordination with the ~als and objectives of the Town of Southold Local Wamrfxont Revi~i~ion
Program will be provided by the Senior Planner.
B-2
Recipient started incurring eligible costs for this proj .e~t. ou.'April 1, 1996.
Estimated Time of Completion
Task Description Months to F_~_ _mt Products
Complete Task
TASK 1 2 months Detailed watemhed inventory
DOS REVIEW I week
TASK 2 5 months Detailed watershed analysis
report. Watershed model.
DOS REVIEW 1 week
TASK 3 1 month Priority list and
implementation timetable
DOS REVIEW I week
TASK 4 6 montl~ Preconztruction planz and
~- '-. e~timated costs
DOS REVIEW 2 weeks
B-3
A. Personal Services
B. Fringe Benefits
C. Travel
D. Supplies/Materials
E. Equipment
F. Contractual Services
G. Other
Exhibit C
BUDG~-~' SUMMARY
22,000
6,600
0
4OO
0
46,000
5,000
TOTAL PROIECr COST
$80,000
Total State Funds (50~; of Total)
Total Local Share (50% of Total)
$40,000
$40,000
Note - Describe the anficipar, ed project costs for each of the above cost categories in detail on the
following pages (i.e. the tide and pay rate of municipal employees tn work on the project, type of
consultant to be retained, type of equipment and materials to be purchased).
C-i
A. PERSONAL SERVICE REOUEST
Commonity Development Director
Senior Planner
Town Engineer
EXHIBIT C (Budget Detail Sheet)
ANNUAL ~ALARY
% OF TIME CHARGED
$57,300
$52,000
$45,500
approx 10%
approx 5 %
approx 30%
S U BTOTA L
AMOUNT CHARGED TO
$6,000'
$2,5OO
$13,500
$22p0OO
B. FRINGE BENEFIT BREAKDOWN
Charged at 30% of Personal Services
SUBTOTAL
$66OO
C-2
Exhibit C (Budget Detail Sheet)
SUBTOTAL $ 0
D. SUPPLIES/MATERIALS
Copying, pesmge, photography, provision of water quality testing equipment.
SUBTOTAL
E. EQUIPMENT
SUBTOTAL $
F. CONrKACrUAL SERVICES
The Suffolk County Soil md Water Conservation District will provide consultant services
to the Town of Southold in the preparation of the inventory and analysis and the design of
stormwater mitigation systems ($25,000).
The Suffolk County Deparunem of Public Works will assist the Town of Southold in the
design of stormwater mitigation systems, focusing on County Route 48 ($6,000).
SUNY Albany will provide consultant services to the Town of Southold ha the mapping
and modeling of the watershed ($15,000).
SUBTOTAL $46,000
G. OTHER
Water quality sampling by volunteers. Expenses incurred by volunteers in the use of a
personal boat., including the purchase of gas, and in the provision of water quality sampling
equipment.
SUBTOTAL
C-3
APPENDIX A
Standard Clauses for All New York State Contracts
Revised December 1996
The pat'des to the ~c~ed contract, license, lease, amendment or other agreement of any kind (her~insffer,
"the contr~' or 'this couo. aa") agree to be bound by the following clauses which are hereby made a pan
of the contract (the word 'contractor' herein refers to any party other than the State, whether a contractor,
licensor, licensee, lessor, lessee or any other parry):
1. EXECUTORY CL4USE. InaccordancewithSecfion41oftheStateFinanceLaw, theStateshallhave
no liability under this coat, act to the Conwactor or to anyone else beyond funds appropriated and available
for this contract.
2. ~qON-A$SIGNMENT CLAUSE. In accordance with'Section 138 of the Sram Fin,nee Law, this
contract may not be assigned by the Contractor or icc right, tide or interest therein assigned, transferred,
conveyed, sublet or otherwise disposed of without the previous consent, in writing, of the SUae and any
attempts to assign the conu-~t without the Stme's writren ~onsent are null and void. The Contractor may,
however, assign its fight to receive payment without the State's prior written consent unless this contract
concerns Certificates of Participation pursuant to Article 5-A of the State Finance Law.
3. COMP'IROrZER'S APPROVAL In accordance with Section 112 of the State Finance Law (or, ff this
contract is with the State University or City University of New York, Section 355 or Seca/on 6218 of the
Education Law), if this contract exceeds $10,000.00 (or file minimum thresholds agreed to by the Office
of the Sram Comptroller for cemin S.U.N.Y. ~nd C.U.N.Y. conwacts), or if this is an amendment for any
amount to a comxac~ which, as so amended, exceeds said statuwry amount, or if, by this comract, the State
agrees to give something other than money when the value or reasonably estimated value of such
consideration exceeds $I0,000.00, it shall not be valid, effective or binding upon the State until it has been
approved by the Stare Comptroller and flied in his office.
4. WORKERS' COMPENSATIONBENEt'I'I:~'. In accordance with Section 142 of the State Finunee Law,
this con~ract shall be void and of no force and effect unless the Contractor shall provide ,r~ rnnintuin
coverage during the life of this contract for the benefit of such employees as are requffed to be covered
by the provisions of the Workers' Compensation Law.
5. NON-DISCRIMINATION REQUIREM~VI~J. In accordance with Article I$ of the F_~:~/ve Law
(also known as the Human Rights Law) and ail osher State and Federal st~l~ltOl~ and cons~i~on~J[ non-
discrimination provisions, the Contractor will not discriminate agsin~t any employee or applicant for
employment because of race, creed, color, sex, Uadou~ origin, age, disability or marital st~-,~.
Furthermore, in accordance wkfi Section 220-e of the L~bO~ [.~.w, if this is a conwact for the construction,
aiterahon or repair of any public building or public work or for the manufacture, sale or distribution of
materials, equipment or supplies, and to the extent that this contraa shall be pedormed w~in the S~ue
of New York, Co,,,~c~or agrees that neither it nor its subconwac~rs shall, by reason of race, creed, color,
disability, sex or national, origin: (a) discrimin~r~ in hiring against any New York State citizen who is
qualified and available to per/om the work; or Co) discriminate against or indmia~m any employee hired
for the performance of work under ~ conu~a. If this is a building service .contract as defined in Seaion
230 of the Labor Law, then, in accordance with Section ~9 thereof, Contractor agree~ that neither it nor
its subcontractors shall be reasou of race, creed, color, national or/gin, ag~, sex, or disability: (a)
discriminate in hiring against any New York State citizen who is qualified and available to perform the
2
work; or (b) d~ against or intimidate any employee hired for the performance of work under this
contract. Contractor is subject to fines of $50.00 per person per day for any vinlation of Section 220-e
or Section 239 as well as possible termination of this contract and forfeiture of all monies due berennder
for a second or subsequent violation.
6. WAGE AND HOURS PROVISIONS. If this is a public' work contract covered by Article 8 of the Law
or a building service contract covered by Article 9 thereof, neither Contractor's employees nor the
employees of its subcontractors may be required or pe .~:~ to work more than the number of hours or
days stated in said statutes, except as otherwise provid~ed in the Labor Law and as set forth in prevailing
wage and supplement schedules issued by the State Labor Department. Furthermore, Contractor and its
subcontractors must pay at least the prevailing wage rate and pay or provide the prevailing supplements,
including the premium rat~ for overtime pay, as determined by the State Labor Department in accordance
with the Labor Law.
7. 'NON-COLLUSIVE BIDDING REQUIREMENT. In accordance with Section 139-d of the Sram
Finance Law, if this contract was awarded based upon the submission of bids, Contractor warrants, under
penalty of perjury, that its bid was arrived at independently and without collusion aimed at restricting
competition. Coau'actor fia-ther warrants that, at the time Contractor submitted its bid, aa authorized and
responsible person executed aad delivered to the Sram a non-collusive bidding certification on Contramor's
behalf.
8. INTERNATIONAL BOYCOTt PROHIBITION. In accordance with Section 220-f of the Labor Law
and Section 139-h of the Stzte Finance Law, if this contract exceeds $5,000.00, the Contractor agrees, as
a material condition of the contract, that neither the Contractor nor any substantially owned or affiliated
person, firm, partnership or corporation has participated, is participating, or shall participate in an
international boycott in violation of the federal Export Admipistration Act of 1979 (50 USC App. Section
2401 et seq.) or regulations thereunder. If such Contractor, qi. any of the aforesaid affiliates of Contractor,
is convicted or is otherwise found to have violated said laws or regulations upon the final determi,~tion
of the United States Commerce Department or any ~/Ji~r appropriate agency of the Unimd
subsequent to the contract's execution, such comract, amendment or modification thereto shall be rendered
forfeit and void. The Coutactor shall so notify the State Comptroller within five (5) business days of such
conviction, determination or disposition of appeal (2 NYCRR 105.4).
9. SET-OFF RIGT/TS. The Sta~ shall have all of its common law, equitable 'and statutory tights of set-
off. These rights shall include, but not be limited to, the State's option to withhold for the purpos~ of
set-off any moneys due to the Contractor under this couu~ct up to any amounts due and owing to the Stare
v, qth regard to this contract, any other contract with any Sram department or agency, including any contract
for a term commencing prior to the term of this contract, plus any amounts due and owing to the $:=~ for
any other reason including, without limitation, tax delinquencies, fee delinquencies or monetary penalties
relative thereto. The State shall exercise its set-off rights in accord-ance with normal State practices
including, in cases of set-off pursuant to an audit, the finalization of such audit by the State agency, its
repreaentatives, or the State Comptroller.
10. RECORD& The Contractor shall establish and .!~si?ain complete and accurate boo~, records,
documents, accoums and other ~ridence directly pertinent to performance under this contract (hereinafter,
collectively, "the Records'). The Records must be kept for the balance of the calendar year in which they
were made and for six (6) additional years thereafter. The State Comptroller, the Auomey Gene,'al and
any other person or entity authorized to conduct an :9~..~.m. ination, as well as the agency or agencies
involved in figs co,,a~a, shall have access to the Records during normal business hours a~ an office of the
Contractor within the State of New York or, if no such office is available, at a mutually agreeable and
reasonable venue within the Stsc, for the term spec'u~ed above for the purposes of inspection, auditing and
copy'mg. The State shall taka reasouable steps to protect from public disclosure any of the Records which
axe exempt from discJoanre under Section 87 of the Public Officers Law (the 'Statute~) provided that (i)
the Contractor shall timely inform mu appropriate State official, in writing, that said records should not
be disclosed; and ('u') said records shall be sufficiently identified; and (iii) designation of said records as
exempt under the Statute is reasonable. Nothing contained herein shall diminiall, or in any way adversely
affect, the State's right to discovery ia any pending or future litigation.
11. 2DENTIFYING INFORMATIONAND PRIVACY NOTIFICATION.
A. FED~ EIV~LOYER IDENTIFICATION N-J-MBER and/or FEDEI~ SOCIAL
SECURITY NU~ER. Ail invoices or New York' s~ate standard vouchers submiued for payment
for the sale of goods or services or the lease of real or persoual property to a New York State agency
'must include the payee's ideuufi' catiou uumber i.e., the seller's or lessor's identificatiou number. The
uumber is either the payee's Federal employer identificatiou uumber or Federal social security
uumber, or both such uumbers when the payee h~s~both such uumbers. Failure to include this
n,,mber or u-tubers may delay payment. Vv'here th6 payee does oot have such uumber or uumbers,
the payee, on its invoice or New York State standard voucher, must give the reusou or reasons why
the payee does not have such uumber or uumbers.
B. PRIVACY NOTIFICATION. (i) The authority to request the above personal infor-matiou from
a seller of goods or services or a lessor of red or personal proper~y, and the authority to maintain
such information, is found in Section 5 of the State. Tax Law. Disclosure of this information by the
seller or lessor to the Sram is mandatory. The principal purpose for which the infor~on is
coflected is to an~hle the State to identify individ,al.% businesses and others who have been delinquent
in filing ~ax returns or may have understated their tax liabilities and to generally identify persons
, affoc~ed by the taxes adminixtered by the Commissioner of Taxation and Finance. The informar/ou
will be used for tax administratiou purpose and for any other purpose a,,thorized by law; (ii) The
persoual information is requested by the purchasing unit of the agency conU-acting to purchase the
goods or services or lease the red or persoual property covered by this coutract or lease. The
infomuition is maintained in New York State's Cemral Accounting System by the Direstor of Siam
Accounts, Office of the State Comptruller, AESOB,~.~dbany, New York 12236.
12. EQUAL EMPLOYMEiW' OPPORTUNITIES FOR MINORITIi?.S AND WOMEN. In ac~ordanco with
See~ion 312 ofthe Ex~:ndve Law, if this cunu~ is: O) a ~ ag~ment or purcha~ order inst~,m~--t,
providing for a tetal expenditure in excess of $25,000.00~y~hereby a contracting agency is commit/ed to
expend or does expend funds in return for labor, .services, supplies, equipment, m~-ials or any
combinariou of the foregoing, to be performed for, or rendered or furaished to the contracting agency; or
(ii) a written agreement in axce~s of $100,000.00 whereby a contracting agency is comrnlttt,d to ex~eild
or does expend fimdn for the acquisition, coustruction, demolition, replacement, major repair or renovation
of red properU] and improvements therein; or (iii) a written agreement in excess of $I00,000.00 whereby
the owner of a State-assisted housing project is committed to g~k'pend or does expend fimds for the
acquisition, cousmlction, demolition, replacement, major repair or renovation of real property and
improvements thereon for such project, then:
A. The Contracter will ant discriminnr~ againxt employees or applicants for employment because
of race, creed, color, aahonal origin, sex, age, disability or marital sr~mn, and will underr~ or
conrimle e~L~a'in~ pmg~m~ of affi.rmative action to ensure that minority grOUp men:lbers ~ women
4
are afforded equal employment opportunities without discrimi,ation. Affirmative action shall mean
recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, or
termination and rates of pay or other forms of compen.}ation;
B. At the request of the contracting agency, the ~_.~nt~actor shall request ~eh employment agency,
labor union or authorized representative of workers'~tittf which it has a collective bargainin§ or other
agreement or understanding, or furnish a writl~n stateme~ that such employment agency, labor union
or representative will not discriminate on the basis of race, creed, color, national origin, sex, age,
disability or marital status and that such union or repre~..ntative will affirmatively cooperate in the
implementation of the contractor's obligations herein; and
C. The Contractor shall state, in all solicitation or advertisements for employees, that, in the
performance of the State contract, all qualified applicants will be afforded equal employmem
opportunities without discrimination bec__~-~e of rvce, creed, color, natioual origin, sex, age, disability
or marital status.
Contractor will include the provisions of WA", 'B* and 'C", above, in every subcontract over $25,000.00
for the construction, demolition, replacement, major repair, renovation, planning or design or real property
and improvements thereon (the Work) except where the Work is for the beneficial use of the Contractor.
Section 312 does not apply to: (i) work, goods or services unrelated to this contract; or (ii) employment
outside New York State; or (iii) banking services, insurance policies or the sale of securities. The State
shall consider compliance by a contractor or subcontractor with the requirements of any federal law
concerning equal employment opportunity which affecmams the pmposu of this section. The coa~aaing
agency shall determine whether the imposition of the require-mants of the provisions hereof duplicate or
conflic~ with any such federal law and if such duplication ~ conflict exists, the contracting agency shall
waive the applicability of Section 312 to the exmut of such duplication or conflict Contractor will comply
with all duly promulgated and lawful rules and regulations of the Division of Minority and Women's
Bu, siness Development pertaining hereto.
13. CONFLICI1NG TERM& In the event of a couflict between the terms of the contract (including any
and all arrmhments thereto and amendments thereof) and the terms of this Appendix A, the terms of this
Appendix A shall control.
14. CrOVERAr/NG LAW- This contract shall be governed by the laws of the'State of New York except
where the Federal supremacy clause requires otherwise.
1~. I. ATEPA~ Timeliness of payment and any interest to be paid to Contractor for late payment
shall be governed by Article XI-A of the Stale Finance Law to the extent required by law.
16. NO ARB/TRAT/ON. Disputes involving this oouuact,, including the breach or alleged breach thereof,
may not be submitted to binding arbitration (except wt~ere statutorily authorized), but must, instead, be
heard in a court of competent jurisdiction of the State of New York.
17. SERVICE OF PROCESS. In addition to the methods of service allowed by the State Civil Practice
Law and Rules (~CPLR'), Contractor hereby consents.,~ ~ service of prnoess upon it by registered or
certified mail, return receipt requested. Service here.un., d~ shall be complete upon Contractor's aem~d
receipt of process or upon the Sam's receipt of the return'thereof by the United State Postal Service as
refused or undeliverable. Contractor must promptly notify the State, in ~rifi,g, of each and every change
of address to which service of process can be made. Service by the Stae to the last known address shall
5
be sufficient. Contractor will have thirty (30) calendar days after service hereunder is complete in which
to respond.
18. PROHIBITION ON PURCHASE OF TROPICAL HARDWOODS. The Contractor certifies and
warrants that all wood products to be used under this contract award will be in accordance with, but not
limited to, the specifications and provisions of State Finance Law §165 (Use of Tropical Hardwoods)
which prohfoits purchase and use of tropical hardwoods, unless specifically exempted, by the Stnta or any
governmental agency or political subdivision or public benefit corporation. Qualification for an exemption
under this law will be the responsibility of the contractor to establish to meet with the approval of the
State.
In addition, when any portion of this contract involving tlleiuse of woods, whether supply or installation
is tO be performed by any subcontractor, the prime CohtraL'tor will indicate and certify in the submitted
bid proposal that the subcontractor has been informed and is in compliance with specifications and
provisions regarding use of tropical hardwoods as detailed in §165 State Finance Law. Any such use must
meet with the approval of the State, otherwise, the bid may not be considered responsive. Under bidder
certifications, proof of quaKfication for exemption will be the responsibility of the Contractor to meet with
the approval of the State.
19. MACBRiDE FAIR EMPLOYME3!TPRINCIPLES. In accordance with the Mac. Bride Fair Employment
Principles (Chapter 807 of the Laws of 1992), the Contractor hereby stipulates that the Contractor either
(a) has no busiaesa operations in Nonhero Ireland, or (b) shall rake lawful steps in good faith to conduct
any business operations ia Not~hern Ireland ia accordance with the MacBride Fair Employment Principles
(as described ia Section 165 of the New York State Finance Law), and shall permit independent monitoring
of compliance with such principles.
20. OMNIBUS PROCUREMENT ACT OF 1992. ~t is the policy of New York State to maximize
opportunities for the participation of New York State business enterprises, including minority and women-
owned business enterprises as bidders, subcontractors and suppliers on its procurement contracts.
Information on the availability of New York State subcontractors and suppliers is available from:
NYSDepa, u~ent of Economic De0elopment
Division for Small Business
~ Comm~ Plaza
Albany, New York 12245
A directory of certified minority and women-owned business enterprises is available from:
NYS Department of Economic Development
MInority and Women's Business Development Division
Ono Commer~ Plaza
Albany, New York 12245
The Omnibus Procurement Act of 1992 requirea that by si~ning this bid proposal or coutra~ as
applicable, Contractors certify that whenever the total bid amount is ~eater than $1 million:
A. The Contractor ha~ made reasonable efforts to encourage the participation of New York S~*-
Business Enterprises as suppliers and subcontractors,~including certified minority and wom~l-owned
business enterprises, on this project, and has r~ined the documentation of these ~ to be
provided upon request to the State;
B. The Contractor has complied with the Federal Equal Opportunity Act of 1972 (P.L. 92-261),
as amended.
C. The Contractor agrees to make reasonable efforta to provide notification to New York State
residents of employment opportunities on this project through listing any such positions with the lob
Service D/vision of the New York State Depar~ent of Labor, or providing such notification in such
manner as ia consistent with existing collective bargaining contracts or agreements. The COutC'actor
agrees to document these efforts and to provide said documentation to the State upon reque~ and
D. The Contracwr acknowledges notice that the State may seek to obtain offset credits from foreign
countries as a result of this contract and agrees to cooperate with the St~re. in these efforts.
21. RECTIPROCLII~AND SANCTIONS PROVISIONS. Bidders are hereby notified that if their prindpal
place of business is located in a state that penalizes New York State vendors, and if the goods or services
they offer will be substantially produced or performed outside New York State, the Omnibus Procurement
Act 1994 amendments (Chapter {584, Laws of 1994) require that they be denied contracts which they would
otherwise obtain. Comact the NYS Department of Econ0?~'.c Development, Division for Small Business,
One Commerce Plaza; Albany New York 12245, for a' current list of states subject to this provision.
NEW YORK STATE DEPARTMENT OF STATE
CONTRACT ADMINISTRATION UNIT
VOUCHERING PROCEDURES GUIDELINES
These guidelines explain what supporting documentation is required to be submitted for each
payment request to be considered a proper invoice.
For the purpose of this Program the designated payment office is:
New York State Department of State
Contract Administration Unit
41 State Street
Albany, New York 12231-0001
Claims for payment consist of a Summary Sheet, Forms i through 4 and a signed New York State
Voucher. A desk audit must be completed before payment can be made. Generally, payments will
be made approximately twenty (20) working days form receipt of a complete claim provided all
· requirements axe met and your agency is meeting all other contractual obligations. Care should
be taken to ensure that all forms are legible and completely filled out.
The certification section of the Summary Sheet ~ be signed by a responsible and authorized
representative and must be an original signature. This statement is an integral pan of our payment
review, allowing you to maintain source documentation at your local office versus our requiring
copies of all documentation to be submitted to the Department of State for review. The
certification also places the responsibility of assuring the appropriate expenditures are being made
in relation to the project with your organization.
If you have any questions regarding the enclosed guidelines, please contact the Contract
Administration Unit at 518-473-0086.
SUMMARY SHEET
Column # 1 -
Column #2 -
Column # 3 -
Column # 4 -
Please insert the current budget amounts reflected in the most recently approved budget.
These figures must reflect the expenditures being documented on Forms 2 through 4 in
this payment request only.
These figures represent the cumulative expenditures documented to date including this
payment request and previous payment requests in which expenditures were documented.
If this is the first payment request, Columns # 2 and 3 will be the same.
The Available Balance to Document can be calculated by subtracting the Cumulative
Expenditures to Date (Column #3) from the Current Budget Amounts (Column #I). If this
results in a negative balance which exceeds the budget amount by 10% or $1,000,
whichever is greater, or there is no budget amount for the category of expense, a budget
amendment is required in accordance with Section I.G. of your contract.
This section must be signed by the responsible authorized representative to be considered a proper
submission. The Department will only accept the SItmmm'~] Sheet with an original signature; please do
not submit a copy.
Please take care in completing the Snmmm'y Sheet as ally errers ~ and will result in the rejection of your
payment request. If asaistance is needed in completing the documentation forms, please call the number
given on Page ! of these guidelines.
The purpose of these forms is ~o document the expenditures claimed in Column//2 of the S,,mmary Sheet.
Although these forms are the same design and format as the forms used in the Agreement which detail
- the budget ,-~t%,~eries,'please do not photocopy the budget pages to be used as documentation forms in the
payment requests.
Since supporting documentation (receipts, invoices, em.) is not required, unless requested, it is very
-important that these forms be completed as accurate and derailed as possible. Failure to do so will result
in the rejection of your payment request for more information. The uae: of Other, Etcetera or
Miscellanenns is not allowable in documenting expenditures.
FORM 1: PRO_IECT NARRATIVE
This report should describe in detail all project accomplishments and any problems encountered during the
period being reported. Whereas the project narrative in the Agreement details the project intent, the
project narrative in payment requests must detail what project accomplishments have been met with the
funds being claimed for reimbursement in the payment request.
FORMS 2 - 4: EXPENDITURE DETAIL
For each category claiming reimbursement, detail the types of ~penses and actual costs. The items
detailed must be in the same as those included in the original budget, and must be shown in the same
budget categories. The amount reflected in the Subtotal line of each catego~ must be the same amount
claimed in Column # 2 of the Snmmal'y Sheet.
It is not necessary to list each individual item purchased; like items can be combined. However, the
expenditures being documented should be descriptive and immized to some e~c~nt. Listed below are some
examples for documenting expenditures.
~ List in 'Amount Charged to this Project" column the amount paid to each
employee for the work done relating to this contract during the period covered by this report.
B. ~ List the Fringe Benefits paid during the period covered by this report.
Travel: Break-out the traveling expenses incurred and relate them to the project. How much of
the total travel amount was for taxi fare.* of mileage reimbursement? How may miles were
traveled?
D. ~gllllli~t2~zl~Ilt~ List the different types of supplies and materials purchased and the cost of
3
each.
i.e.
Office Supplies (Paper, pens, stationary) $845.00
Medical Supplies (splints, bandages, blankets) $420.00
Gas and Oil $35.00
15 Gallons of Gas @ $1.50/gailon - $22.50
10 Quarts ofOil @ $1.25/quart = $12.50
E~ipment: List each piece of equipment purchased and the cost of each piece. Please give some
description of the equipment such as make, year, model number, etc.
If the contract is for equipment only, it is not necessary to complete form 1, the Project
Narrative. However, the date the equipment was paid for an the check number must be
provided in the Description of Material/Service Block of the State Voucher.
~:~alaL,~:y~ The contractual services category includes items such aa telephone, postage,
rent, utilities, rental or repairs to equipment, lenst of equipment, consultant services and
construction costs. List the different types of contractual services and the costs for each.
Insurance (fire, theft auto) $1500.00
Telephone $136.00
Lease (Photocopying machine) $200.00
Consultant work must be approved by the Department before claims can be
processed.
If there are many questions on how to correctly document expenditures, please call the number listed on
Page 1 of the instructions.
STATE VOUCHER
In Payee ID Block, indicate your Federal ID number as submitted on the Contract Face Page.
In Payee Name and Address Block, indicated the organizations, name and address as it appears on the
Contract Face Page.
In Description of Material/Service Block, briefly re-cap the expenditures per budget category and indicate
the dollar amount expended fi-om Column 2 of the Summary Sheet in the Amount Column.
The Payee Certification must be an original signature by the responsible official authorized to certi~
claims. If this Voucher is not signed, the payment request will automatically be rejected.
George E. Pataki
Alexander E Treadwcll
Secretary of State
November 10, 1997
Mr. James McMahon
Community Development Officer
Town of Southold
Town Hall - 53095 Main Road
PO Box 1179
Southold, NY 11971
Re: Local Waterfront Revitalization Project Agreement Number C005800
Dear Mr. McMahon:
Enclosed is a fully-executed copy of an agreement between the Town of Southold and the Department of State.
Also enclosed are vouchering procedures guidelines and documentation forms for submitting requests for
payment.
If you have any questions regarding the enclosures please contact me at (518) 474-6000.
Sincei'ely,
jmf
Enclosures
cc: V. DeBraccio
Division of Coastal Resources and Waterfront R~vitalization
Albany, NY 122.31-0001
Voice: (518) 474 6000 Fax: (518) 47.3-2464
JUDITH T. TERRY
TOWN CLERK
REGIST1La. R OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southold, New York 11971
Fax (516) 765-1823
Telephone (516) 765-1800
OFFICE OF THE TOWN CI.F, RK
TOWN OF SOUTHOLD
October 3, 1997
Jean M. Fuller
Administrative Assistant
NYS Department of State
41 State Street
Albany, New York 12231
Re: Local Waterfront Revitalization Project Agreements
Contract Number C005800
Dear Ms. Fuller:
Enclosed are one (1) fully executed copy and two (2) executed
signature and notary pages of the agreement between the Town of Southold
and the Department of State regarding funding under Title 11 of the
Environmental Projection Fund.
Very truly yours,
Judith T. Terry
Southold Town Clerk
Enclosures
cc: James McMahon
Accounting & Finance
JUDITH T. TERRY
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southo]d, New York 11971
Fax (516) 765-1823
Telephone (516) 765-1800
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS ADOPTED BY THE.
SOUTHOLD TOWN BOARD AT A REGULAR MEETING HELD ON SEPTEMBER 30, 1997:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and
directs Supervisor Jean W. Cochran to execute an Agreement between the Town
of Southold and the New York State Department of State for grant funding for
the Mattituck Inlet Stormwater Mitigation Plan, in the amount of $40,000.00.
Judith T. Terry
Southold Town Clerk
October 1, 1997
George E. Pataki
Alexander E Treadwell
Secretary o/State
September 11, 1997
Mr. James McMahon
Community Development Officer
Town of Southold
Town Hall - 53095 Main Road
PO Box 1179
Southold, NY 11971
Re:
Local Waterfront RevitaliTation Project Agreements
Contract Number C005800
Dear Mr. McMahon:
Enclosed are one (1) complete copy and two (2) signature and notary pages of an agreement between
the Town of Southold and the Department of State regarding funding under Title 11 of the
Environmental Protection Fund·
Please have the person authorized to execute this agreement, sign and have notarized the agreement on
Page 11 and sign Exhibit A. These pages must have original signatures. The agreement and extra
signature pages should be returned to me for processing. When fully executed, a copy of this
agreement will be returned to you.
Should you have any questions regarding this agreement, feel free to call me at (518) 474-6000.
Enclosures
cc: V. DeBraccio
~ely,
· Fuller
Administrative Assistant
Division o~ Coastal Resource~ and Waterfront Revitalization
Albany, NY 12231 0001
Voice: (518) 474-6000 Fax: (518) 473-2464
RESOLVED the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Jean W. Cochran to sign an Agreement between the Town of Southold and
the New York State Department of State for grant funding for the Mattituck Inlet
Stormwater Mitigation Plan, in the amount of $40,000.
If you have any questions on the above, please contact Jim McMahon
IN WITNESS WHEREOF, the parties hereto have executed or approved this Agreement on the dates below
their signatures.
CONTRACT NUMBER C005800
RECIPIENT - Town of Southold
.. _~lJ~ean W. Cochran
TITLE Supervisor
DATE September 30, 1997
Approved as to Form:
DI~pARTMENT CERTIFICATION
"In addition to the acceptance of this contract, the
Department also certifies that odginal copies of
this signature page will be attached to all other
exact copies of this contract."
NEW YORK STATE DEPARTMENT OF
STATE
BY
DATE
Approved:
ATTORNEY GENERAL
STATE COMPTROLLER
BY BY
DATE DATE
GOVERNMENTAL BODY
State of New York
County of Suffolk
)
)ss:
On this 30th day of September ,1997 , before me personally came
Jean W. Cochran to me known, who, being by me duly sworn, did depose
a~d say that s_he is He Supervisor of Southold Town the
municipality described in and which executed the above instrument; and that S_he signed
~'f~/her name thereto by order of the local legislative body of the above mentioned
municipality.
/ NOT~Y PUBLIC ~ JU~m r ~naY
'~o. 32-03I~9~
NEW YORK STATE DEPARTMENT OF STATE
PROJECT AMENDMENT
Parties to the Agreement
New York State Department of State
4 l State Street
Albany, NY 12231
hereinafter referred to as the "Department"
Town of Southold
Town Hall - 53095 Main Road
PO Box 1179
Southold, NY 11971
WHEREAS, the Department and the Recipient entered into an Agreement, Contract Number C005800,
(Original Agreement); and
WHEREAS, funds have been reappropriated under Title 11 of the Environmental Protection Fund.
NOW, THEREFORE, in consideration of the foregoing, the Original Agreement is amended as follows:
1. The termination date of this Agreement is extended to March 31,2001.
All other terms and conditions as set forth in the Original Agreement shall remain unchanged.
1N WITNESS WHEREOF, tbe parties have executed this Amendment on the day and year set forth
below.
BY
TITLE
DATE
RECIPIENT
Supervisor
NEW YORK STATE
DEPARTMENT OF STATE
BY
DATE
Approved:
OFFICE OF STATE
COMPTROLLER
By_
DATE
Department Certification
"In addition to the acceptance of this
amendment, the Department certifies that
original copies of this signature page will be
attached to all other exact copies of this
contract.
CONTRACT NUMBER C005800
STATE OF NEW YORK
COUNTY OF ) ss:
On this __ day of
Jean W. Cochran
and say that _%e is the
)
, 19 , before me the personally came
to me known, who, being by me duly sworn, did depose
Supervisor of Town of Southold the
governmental body described in and which executed the above instrument; and that he
signed his/her name thereto by order of the Board of Supervisors and/or County Legislature
of the above mentioned County.
NOTARY PUBLIC
ELIZABETH A. NEVILLE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southold, New York 11971
Fax (631) 765-6145
Telephone (631) 765-1800
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS
ADOPTED AT A REGULAR MEETING OF THE SOUTHOLD TOWN BOARD
HELD ON AUGUST 29, 2000:
RESOLVED that the Town Board of the Town of Southold hereby authorizes
Supervisor Jean W. Cochran to execute the necessary documents to amend the contracts
dates for the LWRP Grant (C005800) for the Mattituck Inlet Stormwater Plan.
Southold Town Clerk
August 29, 2000
TOWN COMPTROLLER
John A. Cushman
CENTRAL DATA PROCESSING
John Sepenoski
53095 Main Road
P.O. Box 1179
Southold, New York 11971-0959
ACCOUNTING & FINANCE DEPT.
Telephone (516) 765-4333
E-mail: aceounting@southold.org
CENTRAL DATA PROCESSING
Telephone (516) 765-1891
E-mail: dar aprocessing.,~,sout hold.erg
Fax (516) 765-1366
TOWN OF SOUTHOLD
OFFICE OF THE SUPERVISOR
March 23, 1999
Jean M. Fuller
Administrative Assistant
New York State
Department of State
Division of Coastal Resources
41 State Street
Albany, NY 12231-0001
VIA CERTIFIED MAIL Z 088 477 196
Dear Ms. Fuller:
As requested in your letters to our Mr. James McMahon dated January 27, 1999 and February
8, 1999~ enclosed please find contract amendments to extend the termination dates to March
31, 2000 for the following two agreements:
Agreement No. C005757 Street-End Access Improvements
Agreement No. C005800 Mattituck Inlet Stormwater Plan
In the event that you require any fu~her information, please contact the undersigned.
CC:
Very truly yours,
~./'John Cushman
Town Comptroller
/
Elizabeth A. Neville, Town Clerk ¢
James C. McMahon, Executive Assistant
DEPARTMENT OF STATE
George E. Pataki
Governor
Alexander F. Treadweil
Secretary of State
Division of
Coastal Resources
41 State Street
Albany, NY 12231-0001
January 27. 1999
Mr. Jameq McMahon
Community Development Officer
Town of Southold
Town Hall
53095 Main Road
PO Box 1179
Southold, NY 11971
Re:
Local Waterfront Revitalization Project
Agreement #C005800
Mattituck Inlet stormwater plan
Dear Mr. McMahon:
Our records indicate that your organization has not vouchered for all of the lhnds available under the above cited Agreement.
This Agreement has a termination date of March 31. 1999~ which means that any costs incurred after that date could not be
reimbursed.
If your organization has incurred all costs intended for this project, prior to the currem termination date, please subrmt a Iinal
payment request package according to our payment procedures, to document these costs. If you organizauon needs to mcu~
additional costs subsequent to the current termination date, please have two of the attached amendments assigned, notarized,
and returned to me, and continue to submit payment request packages in accordance with the original Agreement. The third
copy of the amendment is tbr your files. When approved by the Office of the State Comptroller, this amendment will extend
the termination date of the Agreement, making the funds available to your organization until March 31, 2000. You are
advised against incurring any costs beyond the current terminanon date until you have received a tully executed amendment
from our Oltlce,
If you have any questions, please contact me at (518) 473-2462.
Enclosure
cc: V. DeBraccio
Sincerely,
.-Jean M. Fuller
Administrative Assistant
Voice:(518) 474-6000 F~x:1518) 473-2464 E-mailcoastal@dos.state.ny. us
www.dos.state.ny.us&stl/cstlwww, ht mi
NEW YORK STATE DEPARTMENT OF STATE
PROJECT AMENDMENT
Parties to the Agreement
New York State Department of State
41 State Street
Albany, NY 12231
hereinafter referred to as the "Department"
Town of Southold
Town Hall
53095 Main Road
PO Box 1179
Southold, NY 11971
WHEREAS, the Department and the Recipient entered into an Agreement, Contract Number
C005800, (Original Agreement); and
Fund.
WHEREAS, funds have been reappropriated under Title 11 of the Environmental Protection
NOW, THEREFORE, in consideration of the foregoing, the Original Agreement is amended as
follows:
1. The termination date of this Agreement is extended to March 31, 2000.
All other terms and conditions as set forth in the Original Agreement shall remain unchanged.
1N WITNESS WHEREOF, the parties have executed this Amendment on the day and year set
forth below.
RECIPIENT
TITLE
DATE
Approved:
OFFICE OF STATE
COMPTROLLER
DATE
NEW YORK STATE
DEPARTMENT OF STATE
BY
DATE
Department Certification
"In addition to the acceptance of this
amendment, the Department certifies that
original copies of this signature page will be
attached to all other exact copies of this
contract.
CONTRACT NUMBER C005800
S~dTE OF NEW YORK )
COUNTY OF~,..,~°~'**'~ ss:
On this c~ day of .~'~ ct.,~% 19ct~, before me the personally came
,~ ~o. k.~ · C~o. c~x vc~-~, to me known, who, being by me duly sworn, did depose
and say that ~he is
governmental body described in and which executed the above instrument; and that._ e
signed his/her name thereto by order of the Board of Supervisors and/or County Legislature
of the above mentioned County,
NOTARY PUBLIC
BARBARA ANN RUDDER
Notary Public, $~ato of ~ew York
DEPARTMENT OF STATE
George E. Pataki
Governor
Alexander F. lYeadwell
Secretary of State
Division of
Coastal Resources
41 State Street
Albany, NY 12231-0001
February 8, 1999
Mr. James McMahon
Administrator
Town of Southold
Town Hall
53095 Main Road
PO Box 1179
Southold, ,NY l !971
Re:
Agreement gC005757
Street-End Access Improvements
Dear Mr. McMahon:
Our records indicate that the Town of Southold has not vouchered for all of the funds available under the above
cited Agreement. This Agreement bas a termination date of March 31, 1999, which means that any costs
incurred aller that date could not be reimbursed.
If all costs intended tbr this project have been incurred prior to the current termination date, please submit a finai
payment request package according to our payment procedures, to document these costs. If additional costs are
to be incurred subsequent to the current termination date, please have two of the attached amendments signed,
notarized, and returned to me, and continue to submit pa.vrnent request packages in accordance with the original
Agreement The third copy of the amendment is for your files. When approved by the Office of the State
Comptroller, this amendment will extend the termination date of the Agreement, making the funds available tmtil
March 31, 1999.
If you have any questions, please contact me at (518) 473-2462.
Enclosure
cc: V. DeBraccio
Sincerely,
~.//Jean M. Fuller
Administrative Assistant
Voicc:(518) 474-600~ Fax:1518) 47q-2464 E-mailcoastal@dos.state.ny. us
www. dos,stale.ny, us/c stl/cstlw ww. html
NEW YORK STATE DEPARTMENT OF STATE
PROJECT AMENDMENT
Parties to the Agreement
A. New York State Department of State
41 State Street
Albany, NY 12231
hereinafter referred to as the "Department"
B. Town of Southold
Town Hall
53095 Main Road
PO Box 1179
Southoid, NY 11971
WHEREAS, the Department and the Recipient entered into an Agreement, Contract Number
C005757, (Original Agreement); and
WHEREAS, funds have been reappropriated under Title i l of the Environmental Protection Fund.
NOW, THEREFORE, in consideration of the foregoing, the Original Agreement is amended as
Follows:
1. The termination date of this Agreement is extended to March 31, 2000.
Ail other terms and conditions as set tbrth in the Original Agreement shall remain unchanged.
IN WITNESS WHEREOF, the parties have executed this ?dnendment on the day and year set forth
below.
RECIPIENT
TITLE kJ ~ ~,,~..4 u~t/
NEW YORK STATE
DEPARTMENT OF STATE
BY
DATE 'u_~ ~ ~ mnn DATE
Approved: OFFICE OF STATE
COMPTROLLER
By
DATE
Department Certification
"In addition to the acceptance of this
amendment, the Department certifies that
original copies of this signature page will be
attached to all other exact copies of this
contract.
CONTRACT NUMBER C005757
S~'~TE OF NEW YORK )
COUNTY OF ~,~'~:
On this o~'~ day of~4~c~tck-x , 19c~°1, before me the personally came
,~'~Oz-c-- [, ~,D-C c~c~%,~ c~- ~ to me known, who, being by me duly sworn, did depose
and say that _~e is the ~ ~w'~ ~ xs~-~- of'~ t.o rx c~
governmental body described in and which executed the above instrument; and that _~e
signed his/her name thereto by order of the Board of Supervisors and/or County Legislature
of the above mentioned County.
NOTARY PUBLIC
~ARBARA ANN RUDDER
Notary Publlo, Stats of New ¥cr~,
~J~ 4~55805
Commission Exp)re~ ,~pr~