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Home My WebLink AboutLubricantsPostage · Complete items 1,2, and 3. Also complete item 4 if Restricted Delivery is desired. · Print your name and address on the reverse so that we can return the caxd to you. · Attach this card to the back of the mai!piece, or on the front if space permits, D. ~d~l? ~Y~ ~1 C~tlfled Mall [] Express Mall [] Registered [] Retum Receipt for Merchandise [] Insured Mall [] C.O.D. 4. ~d D~h~/~ ~ F~e) DYes 2. Article Number (Transfer from service label) 7009 0820 0001 7820 9188 PS Form 3811, February 2004 ~ ~ Receipt 10~sgr~0~-M-lS4O ' ELIZABETH A. NEVILLE, RMC, CMC 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 southoldtown.nor thfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD March 25,2011 Thomas Comber Grade A Petroleum Corporation 90 East Hawthorne Avenue PO Box 1238 Valley Stream, NY 11582-1238 Dear Sir: Enclosed please find your bid bond/check no. 8000595609 dated 12/11/2009. Thank you for your bid. Very truly yours, Lynda M Rudder Deputy Town Clerk Encs. ELIZABETH A. NEVILLE, RMC, CMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southeld, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.nor thfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD March 25,2011 Angela Stem Miles Petroleum Company, Inc 66 Marine Street Farmingdale, NY 11735 Dear Sir: Enclosed please find your bid bond/check no. 295200 dated 12/14/2009. Thank you for your bid. Very truly yours, Lynda M Rudder Deputy Town Clerk Eries. Postag Certified Fee Return Receipt Fee Endorsement Required) Restricted Delively Fee Endorsement Reduiredl Total Po~tage & Fees · Complete items 1, 2, and 3. Also complete item 4 if Restricted Deliver/is desired. · Pdnt your name and address on the reverse so that we can retum the card to you. · Attach this card to the back of the mailplece, or on the fl'ont if space permits. It~n 17~1¥ Yes If YES, enter dalNely addree~ below:. ~rNo 3. Se~ice '1~ [] Regl~ [] Return Receipt for Memhandlse [] In.red Mall r'l q.O.D. 4. Restricted ~ ~xtm Fee) [~Yes 2. Article Number ~l-msferfr~mservlcelabe0 7009 0820 0001 7820 9195 PS Form 3811, February 2004 Don-,eeflc Return Reealpt lo~er.~e-M-lS40 GRADE 90 EAST HAWTHORNE AVE. ° RO. BOX 1238 · VALLEY STREAM, NEW YORK 11582-1238 (516) 825-5544 · (718) 723-4100 · FAX (5t6) 568-1937 January4,2011 Office of the Southold Town Clerk 53095 Main Road Southold, NY 11971 RE: Contract Document ID 5646 RECEIVED JAN 7 20tl Soutl~old Town Clerk In accordance with Item 1.2 of the subject contract and due to lubricant industry-wide increases (notices attached), we propose the attached price schedules for items on the subject contract effective February 5,2011. We appreciate your business and look forward to a continuing, mutually beneficial relationship. Very truly yours, Tho~J. ~omber President Attach: Price Schedule Contract Document ID 5646 $outhold Product Packa§e 15W-40 En§ine Oil Drum Gear Oil Pain Chassis Grease Keg EP Grease Tube ID5646 Motor Oil Current Price Proposed Price 347.88 375.71 37.79 40.81 170.80 184.46 1.68 1.81 Page 1 of 3 From: Sent: To: Subject: Categories: ConocoPhillips Lubricants [conocophillipslubricants~netfinity. net] Tuesday, December 21, 2010 12:00 PM Thomas Comber Sr. ConocoPhillips Lubricants :: Price Adjustment - Effective February 1, 2011 Red Category If your email client is having problems displaying this message, view it online. Phillips Lubricants Gary Balzhiser Manager, Commercial Lubricants ConocoPhillips Company 600 North Dairy Ashford Houston, TX 77079-1175 December 21, 2010 Dear ConocoPhillips Lubricants Marketer, Effective Tuesday, February 1,2011, ConocoPhillips Lubricants will raise prices for finished lubricant products 5 - 8% depending on product-specific factors. In certain circumstances, prices for specific products may change in amounts that fall outside of this general increase. This increase is being driven by recent increases in base oil, additives and packaging costs that have occurred despite our best efforts to limit their impact on our product manufacturing. We realize this pdce increase impacts both you and your customers. The advance notice provided is intended to allow reasonable time for you to communicate, as needed, to your customers. Segment-specific price increases will be provided the week of January 4, 2011. New customer-specific prices and list prices incorporating this increase will be available for download on Lubestream shortly thereafter. We expect increased demand prior to the price change date. To manage a reasonable order fulfillment process, we will limit the volume Marketers can purchase at the "old" lower price to 110% of their Base Volume. Base Volume for purposes of this price increase is defined below on paqe 2. Please note that we will not provide additional shifts or load slots beyond our normal scheduling and business houm. Since load slots are limited, we encourage Marketem to place orders as soon as possible and keep changes to a minimum. Order changes can affect a plant's ability to meet requested ship dates and optimize blend schedules. ConocoPhillips Lubricants remains committed to providing our customers with high quality products at competitive prices. As always, we thank you for your continued business, support and undemtanding. Sincerely, Gary Balzhiser file://C:\Documents and Settings\tcomber\Desktop\ConocoPhillips Lubricants Price Adjust... 1/5/2011 CONFIDENTIAL E ,onMobil Lubricants & Specialties January 3,2011 Dear Distributor: ExxonMobil Lubricants & Petroleum Specialties Company, a division of Exxon Mobil Corporation ("ExxonMobil"), remains committed to provide you with the highest quality of products, services and technology in the marketplace. Effective February 1, 2011, ExxonMobil branded and unbranded lubricants and greases will increase in price up to 8%. Different pdce treatment may apply to selected products. Effective January 3, 2011, distributors may purchase up to 110% of the 3-month January- March 2010 monthly average, on a total level basis. In an effort to meet all customers' needs, we ask that you please place your orders consistent with historical order patterns. ExxonMobil reserves the right to limit llffing of specific products. Your ExxonMobil Distributor Business Consultant will provide more details on your specific account and will be in contact with you soon. You are an important customer to ExxonMobil and we appreciate your continued business. Sincerely, Sincerely, On behalf of ExxonMobil Oil Corporation, On behalf of ExxonMobil Oil Corporation, J.G. Crowe P.M. Brown Chevron Wayne Ederer Sales North America Lubricants Chevron Products Company 55 S Main Street Suite 390 Naperville, IL 60540 Tel 630-3884004 Fax 630-388~001 wayneederer@chevron.corn December15,2010 Dear Valued Chevron Lubrication Marketer: Chevron is announcing a genera[ price increase to be effective January 24, 2011. Chevron will increase the prices of all lubricating oils, gear lubes and greases by 5%. In certain instances, specific products may increase in amounts that are outside of this general increase. This increase is being driven by the recent rise in base oil and additive costs which impact the manufacturing of our lubricants and greases. We understand and appreciate the efforts required by our Marketers to communicate this increase to your customers. Our posted pdce changes by product and sku will be available in Business Point by Dec. 17, 2010. Please note: · The new pdces will be effective on Jan. 24, 2011. · We are planning for increased demand prior to Jan. 24, 2011. To manage our order fulfillment and to provide the ability to meet the needs of all of our customers between Dec. 16, 2010 and Jan. 21,2011, we will bill at the new prices to be effective Jan. 24, 2011 to ordem that exceed 110% of your average monthly volume for the past twelve months. · Your average monthly volume is defined as your average monthly purchases from Dec. 1, 2009 to Nov. 30, 2010. · In order for better planning, we appreciate you placing your orders for eady Jan. at your earliest convenience. · Additional plant loading slots will not be scheduled beyond normal business hours; therefore we ask that you please place your orders consistent with historical order patterns so that we can better meet all customer needs. · Details regarding your average monthly volume are available to you through your LBC Account Manager. The Chevron Lubricants sales staff is committed to meeting your needs. Your Lubrication Business Manager will contact you with more details and supporting information. As always, thank you for your business. Sincerely, Wayne Ederer Manager- Lubrication Marketers This document may contain confidential information and is intended only for the use of the parties to whom it is addressed. If you are not an intended recipient, you are hereby notified that any disclosure, copying, distribution or use of any information in this document is strictly prohibited. If you have received this document in error, please notify the sender immediately at the e-rnail address indicated above. Southold Town Board - Letter Board Meeting of January 19, 2010 RESOLUTION 2010-95 ADOPTED Item # 5.14 DOC ID: 5646 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-95 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 19, 2010: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of Grade A Petroleum Corporation to supply the town with the following items: Item Unit Price ISW-40 Lubricating Oil $347.88 Gear Lubricant, Semi-Synthetic, SAE 80S-90 37.79 Heavy Duty Chassis Grease 170.80 Extreme Pressure Grease 1.68 Total Price{est. q.ty.) $10436.40 377.90 3416.00 84.00 as submitted in the bid and all in accordance with the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANZMOUS] MOVER: William Ruland, Councilman SECONDER: Vincent Orlando, Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans ABSENT: Scott Russell Generated January 25, 2010 Page 21 Southold Town Board - Letter Board Meeting of January 19, 2010 RESOLUTION 2010-95 ADOPTED Item # 5.14 DOC ID: 5646 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-95 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 19, 2010: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of Grade A Petroleum Corporation to supply the town with the following items: Item Unit Price Total Price (est. qty.) ISW-40 Lubricating Oil $347.88 $10436.40 Gear Lubricant, Semi-Synthetic, SAE 80S-90 37.79 377.90 Heavy Duty Chassis Grease 170.80 3416.00 Extreme Pressure Grease 1.68 84.00 as submitted in the bid and all in accordance with the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: William Ruland, Councilman SECONDER: Vincent Orlando, Councilman AYES: Ruland, Orlando, Talbot, Krupski .lt., Evans ABSENT: Scott Russell Generated January 25, 2010 Page 21 ELIZABETH A. NEVILLE, RMC, CMC TOWN CLERK REGISTBAR 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 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID OPENING Lubricants Bid Opening 12/17/09 10:00 A.M. Miles Petroleum Co., Inc 66 Marine St Farmingdale NY 11735 631-611 5029 See Attached Grade A Petroleum Corp 90 East Hawthorn Ave Valley Stream NY 11582 516-825-5544 See Attached February 5, 2010 Angela Stem Miles Petroleum Co., Inc 66 Marine Street Farmingdale NY 11735 Dear Madam: Congratulations. At the regular Town Board meeting held on February 2, 2010, the Town Board accepted the bid of Miles Petroleum Co., Inc. for the following petroleum items: Hydraulic oil, ISO Grade 32 Ami-Freeze (Ethylene Glycol Base) Transmission Fluid $290.00 $4350.00 207.00 1242.00 318.00 6360.00 A certified copy of the resolution is enclosed. The bid deposit will be returned to you at the end of the contract. Thank you for your bid. Very truly yours, Lynda M Rudder Deputy Town Clerk Ens. February 5, 2010 Thomas Comber Grade A Petroleum Corp 90 East Hawthorn Avenue Valley Stream, NY 11582 Dear Sir: Congratulations. At the regular Town Board meeting held on February 2, 2010, the Town Board accepted the bid of Grade A Petroleum for the following petroleum items: 1SW-40 Lubricating Oil $347.88 $10436.40 Gear Lubricant, Semi-Synthetic, SAE 80S-90 37.79 377.90 Heavy Duty Chassis Grease 170.80 3416.00 Extreme Pressure Grease 1.68 84.00 A certified copy of the resolution is enclosed. The bid deposit will be retumed to you at the end of the contract. Thank you for your bid. Very truly yours, Lynda M Rudder Deputy Town Clerk Ens. Southold Town Board - Letter Board Meeting of Jalluary 19, 2010 RESOLUTION 2010-94 ADOPTED Item # 5.13 DOC ID: 5645 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-94 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 19, 2010: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of Miles Petroleum Co.~ Inc. to supply the town with the following items: Item Unit Price Total Price (est. qty.) Hydraulic oil, ISO Grade 32 $290.00 $4350.00 Anti-Freeze (Ethylene Glycol Base) 207.00 1242.00 Transmission Fluid 318.00 6360.00 as submitted for the 2010 bid and all in accordance with the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Christopher Talbot, Councilman SECONDER: William Ruland, Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans ABSENT: Scott Russell Generated January 25, 2010 Page 20 Page 7of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 BID PRICE SHEET FOR TOWN OF SOUTHOLD BID ON OILS AND LUBRICANTS: 2010 (Name of bidding entity) BID ITEM: OILS AND LUBRICANTS * BID DATE: NO. EST. UNIT OF TOTAL QTY. MEASURE DESCRIPTION BRAND UNIT PRICE BID PRICE (based on est. qty.) 1. 30 55gal. Drums 1SW-40LubricatingOil· ~ ~ 2. 15 55 gal. Drums Hydraulic Oil, 1SO Grade Gear Lubricant, Semi- 3. 10 5 gal. Bucket Synthetic, SAE 8OW-90 ]("fit (e ~ C/go or, Cf?ltl. Vt., Anti-Freeze 4. 6 55 gal. Drums [Ethylene Glycol Base] 5. 20 55 Gal. Drums Transmission Fluid · Heavy Duty Chassis Grease 6. 20 120 lb. Drums. , . Extreme Pressure Grease 7. 50 Cartridges (14- oz.) ESTIMATED TOTAL: :,~-',zg~9,oO * See attached Product Specifications for all items. Specifications: Southold Town Bid on LUBRICANTS 2010 NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. //(Corporate Title) (if any) Printed Name Company Address Phone ~ 72~ First Nationl Bank of Long,Island CASHIERS CHECK ~)l~,~','c ~'c~ya/t~,X)}~a'~ ///~z ~/u~' ALLEN BLVD Glen Head, New York 11545 Date: 295200 12/14/2009 PAYTOTHE ORDER OF TOWN CLERK OF SOUTHHOLD One Hundred Dollars and No Cents $100 . O0 DOLLARS Page 8of9 Specifications: Southold Town Bid on LUBRICANTS 2010 BID PRICE SHEET FOR TOWN OF SOUTHOLD BID ON OILS AND LUBRICANTS: 2010 (Name of bidding entity) BID ITEM: OILS AND LUBRICANTS * BID DATE: NO. EST. UNIT OF TOTAL QTY. MEASURE DESCRIPTION BRAND UNIT PRICE BID PRICE (based on est. qty.) I. 30 55 gal. Drum s 1SW-40 Lubricating Oil 2. 15 _~55 gal. Drums Hydraulic Oil, ,SO Grade Gear Lubricant, Semi- 3. 10 5 ~al. Bucket Synlhetic, SAE 8OW -90 Anti-Freeze 4. 6 55 gal. Drams [Ethylene Glycol B~e] 5. 20 55 Gal. O.ms Tr~smission Fluid 6. 20 120 lb. ~mms Extreme Pressure Grebe~ / ~. 50 Ca,ridges (1~- oz.) ESTIMATED TOTAL: * See attached Product Specifications for all items. Specifications: Southold Town Bid on LUBRICANTS 2010 NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. Bid on: 2010 Lubricants Phone) ~. ,,' LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal Law, that sealed bids are sought and requested or the purchase of Lubricants by the Town of Southold for Calendar Year 2010. 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, New York 11971. The sealed bid, together with a Non-collusive Bid Certificate and bank draft or certified check in the amount of $100.00, will be received by the Town Clerk, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, December 17, 2009 at which time they will be opened and read aloud in public. 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. All bids must be signed and sealed in envelopes plainly marked "Bid on Lubricants", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: December 1, 2009 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON December 10, 2009 AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: The Suffolk Times Town Board Members Town Attorney Dodge Reports Brown's Letters Burrelle's Information Services Town Clerk's Bulletin Board Solid Waste Coordinator Bunchuck TOWN OF SOUTHOLD LUBRICANT SPECIFICATIONS (For 2010 Calendar Year Bid) The Town of Southold herein seeks bids for calendar year 2010 for the supply of lubricants (motor, hydraulic, and gear oils; transmission fluid; chassis and heavy wear joint grease) to the Town of Southold. The specifications for motor oil and hydraulic oil are intended to be consistent with those required by the State of New York OGS contracts as follows: Motor Oil; Reflects specifications in Contract Award 21376-KA, October 12008- September 30,2009. Hydraulic Oil: Reflects specifications in Contract Award 21304-RA, August 1 2008 - July 31 2009. REGARDLESS OF THE PRICES RECEIVED IN RESPONSE TO THIS BID, THE TOWN RESERVES THE RIGHT TO PURCHASE LUBRICANTS THROUGH THE NEW YORK STATE OGS CONTRACTS SHOULD IT BE DEEMED IN THE BEST INTEREST OF THE TOWN TO DO SO. RETURNABLE DRUMS: All 55 gallon drums delivered under a contract(s) awarded pursuant to this bid shall remain the property of the contractor, unless otherwise requested by the Town. COLOR: The hydraulic oil provided under this bid shall be colored blue using an oil soluble dyestuffwhich is completely miscible. The dyestuff shall be added at the factory or distributor/contractor level and shall be reasonably consistent in shade throughout the product. The degree of this blue shading shall readily distinguish this hydraulic oil from other oils present in the event of(a) leak/so NOTE: Hydraulic oil provided shall contain no particles larger than that which will pass through a 10 micron filter. Page 2 of 9 The intent of this Invitation for Bid is to establish an Annual Contract for the Purchase of Oil and Grease/Lubricants for the Southold Town fleet of vehicles. 1. GENERAL REQUIREMENTS 1.1 1.2 1.3 1.4 Vendor/Supplier shall furnish all labor, personnel, service, supervision, administration, management, inside delivery, shipping, handling, transportation, fuel surcharges, incidentals, material, supplies, and documentation necessary to perform the requested services and provide the required product. 1.5 Price Adjustments/Increases: The Town recognizes that, as is the case with diesel fuel, the market price of mineral oil-based lubricants can fluctuate widely during the course of a contract awarded pursuant to this bid, and will consider justified requests for an upward adjustment(s) in price after award. Requests for price increases based on the cost oflabor and/or materials must be supported by appropriate written documentation by the manufacturer's published price lists or similar documentary evidence. The reasonableness of the request will be determined by comparing the request with the Producer Price Index or by performing a market survey. A price increase from a vendor's supplier alone is not sufficient documentation. If the Southold Town Board agrees to and approves an upward adjustment in price, the Town shall issue written approval of the change. Any approved increase(s) in price will become effective thirty (30) calendar days after a request is received, in writing, by the Office of the Southold Town Clerk, 53095 Main Rd., Southold, NY 11971. Price adjustments/increases shall be presented as a percentage of increase/decrease, which will be used to adjust vendor pricing accordingly to the Town. The price increase shall not exceed five (5%) percent over a ninety (90) calendar day period and shall be limited to the actual increase incurred by the awarded vendor(s) whichever is the "least amount of increase". Price adjustments/increases will not be retroactive. REJECTION BY THE TOWN BOARD OF A REQUEST FOR A PRICE INCREASE WILL NOT FREE A VENDOR FROM ITS' RESPONSIBILITIES UNDER A CONTRACT AWARDED PURSUANT TO THIS BID. Price decreases are acceptable on invoice(s) presented for payment without documentation. Minimum Order Requirements: One Hundred Dollars ($100.00) per order release. The Town of Southold does not guarantee any quantities to be purchased under this contract. The quantities indicated in the bid are for evaluation purposes only and may not reflect the actual quantity required during the duration of the contract. All materials/supplies requested by the Town must be of the highest quality and must conform to appropriate standards. 1.6 All oils, grease, and lubricants must be virgin unless otherwise specified. Page 3 of 9 1.7 All oils, grease, and lubricants shall be premium grade properly refined from petroleum crude and shall not contain any water or sediment. All products must meet or exceed the warranty requirements for all major automotive and heavy equipment manufacturers. Page 4 of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) 1.8 All oils, grease, and lubricants furnished under this contract must meet or exceed American Petroleum Institute (APl) standards. 1.9 All drums furnished under this contract shall be properly sealed to prevent leakage. 1.10 Products furnished in drums are to be priced on an exchange basis with no provisions for deposits as the drums will remain the properly of the supplying Vendor/Supplier. If for any reason a container or drum is lost, stolen, or permanently damaged (must be documented by Town representative or personnel prior to leaving delivery and pick-up point). 1.12 Vendor/Supplier shall retrieve and properly dispose of all empty drums when delivering new products at no additional charge to the Town. lfdrums are missing bung plugs awarded Vendor/Supplier shall be responsible for replacing plugs before transporting. 1.13 Material Safety Data Sheets (MSDS' s) and Placards must be furnished at the time of delivery as specified by the State and Federal regulations. 1.14 Labeling Requirements: All containers, cases and drums must be labeled with petroleum companies' approved company labels, in accordance with all O.S.H.A. labeling requirements. Shipments containing improperly labeled merchandise will be rejected and returned to the supplier at no charge to the Town. Repeated occurrences of improperly labeled merchandise may result in cancellation of contract. Furthermore, all containers will have the API's Service Symbol and Certification Mark prominently displayed on the petroleum companies' approved labels as they identify quality engine oils for gasoline- and diesel-powered vehicles. Oils displaying these marks meet performance requirements set by U.S. and international vehicle and engine manufacturers and the lubricant industry. 1.15 Brand name or trade name are for reference only such identification is intended to be descriptive and is not intended to be restrictive or limit competition Other products will be considered for award if such products are identified in the bid and are determined by the Town to meet its needs. Products substantially equivalent to those designated shall qualify for consideration. Bids on brands other than those listed are subject to approval based on evaluation. 1.16 Technical and Descriptive Literature: Bidders shall include the complete manufacturer's technical and descriptive literature regarding the brand and material your firm is proposing to utilize for this project. Literature shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted. 1.17 Substitutions: Written notification is required to the Office of the Southold Town Clerk, P.O. Box I 179, Southold, NY 119710n any and all notice of discontinuance or substitution of a product. In the event that a manufacturer discontinues a product and/or model, the Town may allow the successful Vendor/Supplier to provide a substitute for the discontinued item or may cancel the contract item. Page 5 of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) If the Vendor/Supplier requests permission to substitute a new product or model, the cost of a substituted item shall be the same or less than the cost oftbe awarded item. In addition, the vendor/supplier may be required to provide the following to the Town: 1.17.1 Written approval and authorization from the Ordering Department, subject to approval from the Southold Town Attorney and/or the Southold Town Department of Finance and Accounting, and/or the Southold Town Board, as may be required. 1.17.2 Documentation that provides clear and convincing evidence that the substitution item meets or exceeds the written specifications required by the original Invitation for Bid. 1.17.3 A sample of the substituted item whereupon the Ordering Department must provide written confirmation to the VendodSupplier that the substitution is acceptable before approving delivery. 1.17.4 Documentation from the manufacturer that the product of model has been discontinued. 1.17.5 Documentation that names the replacement product or model. Any unauthorized substitution will be picked up by the Vendor/Supplier within five (5) business days upon notification by Ordering Department. Failure to pick-up the product item(s) within the five (5) business day period (unless other arrangement have been approved in advance) will be considered a donation to the Town of Southold. 1.18 Warranty: The successful bidder must warrant all items to be free from defects in material and workmanship. Upon notice by the Town Vendor/Supplier will promptly repair or replace without charge any product furnished under this-contract that is found not to comply with the specifications or defective. 1.19 Ordering Authority: Vendor/Supplier should understand that any request for purchase of material, goods, or services shall be accompanied by a valid Purchase Order Number issued by the Ordering Department. 1.20 Delivery Timeframe: All products and supplies covered under this solicitation request shall be delivered within three (3) business days (not including weekends and holidays) after receipt of order. 1.21 Delivery Violation: It shall be the Contractor's responsibility to meet the Town's delivery and performance requirements, as called for in the bid specifications. Southold Town reserves the right and will be held flee from any liabilities to obtain services or products on the open market in the event the Contractor fails to make delivery or perform in accordance to terms stated herein and any and all price differential will charge against the Contractor. Page 6 of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) 1.22 Delivery/Shipment must be FOB (Freight on Board) Destination. The term FOB Destination shall mean delivered and un-loaded inside on-site at the Town designated address with all charges for handling, freight, transportation and unloading paid by the awarded Vendor/Supplier. Delivery shall be made to the location specified on the purchase order. The awarded vendor/supplier shall insure the product(s) for all risk of loss or damage. The awarded Vendor/Supplier shall retain title and control of goods until they are delivered and the contract coverage has been completed. All claims for visible or concealed damage shall be filed by Vendor/Supplier. The Town will notify the awarded Vendor/Supplier of any damaged goods or products and shall assist the Vendor in arranging for inspection. 1.23 All deliveries shall be completed during normal business hours and days: 8:00 a.m. - 4:00 p.m., Monday through Friday, excluding weekends and Town holidays. The Contractor/Supplier should be prepared to handle all products/materials during delivery, including all unloading and loading, without the assurance of any help from Town personnel, and must notify his truckers or delivery firms accordingly. 1.24 Shipping Documents: A packing list or other suitable shipping documents shall accompany each shipment and shall include the following: 1.24.1 Name and address of the Vendor/Supplier; 1.24.2 Name and address of the Ordering/Requesting Department; 1.24.3 Town Purchase Order Number; 1.24.4 A description of material shipped, including item number, quantity, number of containers and package number, if applicable. 1.25 Invoicing Requirements: All item(s) purchased by the Town, whether picked up or delivered, shall be accompanied by a proper invoice billed to the appropriate Town department per the purchase order instructions. All invoices shall include the following information: 1.25.1 Southold Town Departmental Purchase Order Number 1.25.2 Description of material, including item number, and any backorders 1.25.3 Unit Price for each 1.25.4 Quantity Shipped 1.25.5 Date of Delivery Page 7 of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) Invoices shall be sent to the: The Ordering/Requesting Department indicated on the purchase order 1.26 The successful Vendor/Supplier shall assign an account representative to the Town of Southold. This representative shall be responsible for but not limited to: 1.26.1 Coordinating all orders and shipments 1.26.2 Coordinate with using Town Departments 1.26.3 Provide the Ordering Department with a quarterly usage report delineating the acquisition activity governed by the Contract. 1.27 Award: The Town of Southold shall award this contract to the lowest responsible and responsive bidder(s) who best meets the terms and conditions of the bid. The award will be made on basis of price and product evaluation. The Town of Southold reserves the right to reject any or all bids in whole or in part, to make multiple awards, partial awards, award by types, item by item, or lump sum total, whichever may be most advantageous to the Town. 1.28 Failure to comply with requirements stated in theses specifications will results in the termination of contract due to non-performance. Page 8 of 9 PRODUCT SPECIFICATIONS 1.SAE 15W40 DIESEL ENGINE MOTOR OIL Multi-grade and heavy duty formulated to use in turbocharged and naturally aspirated diesel engines in various types of service with either high or Iow sulfur fuels. Must meet or exceed the requirements of most manufacturers of heavy duty trucks, construction, mining, fanning and high speed marine diesel engines. Approved against MACK'S EO-M Plus specifications and Cummins CES 20076 specifications. Brand Comparison: Miles "ALL-SPEC Super" oil or equal. Only oils with the commercial AP1 rating of C J-4 (or better ifAvhen available) will be accepted 2.ANTI-WEAR (A W) HYDRAULIC OIL -ISO GRADE 32 Anti-wear hydraulic and circulating fluids formulated with high quality base stocks and thermally stable additives. Multi-grade and heavy duty formulated to use in turbocharged and naturally aspirated diesel engines in various types of service with either high or low sulfur fuels. Must meet or exceed the requirements of most manufacturers of heavy duty tracks, construction, mining, farming and high speed marine diesel engines. Approved against Allison C-4 and Caterpillar TO-2 specifications. Brand Comparison: Miles "Stratus Premium Anti-Wear Industrial" Hydraulic Oil or equal. 3.GEAROIL-HEAVYDUTY,SAESOW-90 Multi-gear and High Temperature Gear Oil. Petroleum based gear oils. Must meet or exceed the requirements of APl Service designation GL-5/MT-I and MIL-PRF-2105E. Keeps critical parts clean of deposits and sludge when subjected to high temperature service. Protect gear equipment under heavily loaded conditions against surface stress. Brand Comparison: Miles MPI Premium or equal. 4.ANTI-FREEZE (ENGINE COOLANT) UNIVERSAL - GREEN Single phase ethylene gycol based, universal. For use in both heavy duty diesel and automotive engines particularly those containing aluminum alloys. 5.AUTOMATIC TRANSMISSION FLUID Shall meet or exceed the requirements for applications requiring General Motors Dexron 11 I/(F-30 166) and Ford Mercon (M931113). Shall meet the requirements of Ford ESP-M2CI38CJ and ESP-M2C166H. 6.MULTIPURPOSE LITHIUM LUBRICATING GREASE - No.2 Lithium complex, water resistant, extreme pressure grease for heavy duty chassis applications. Brand Comparison: Miles Extreme Red or equal. 7.MULTIPURPOSE GEAR GREASE - No.8 Longer-lasting, high temperature, water-resistant, extreme pressure Grease for extreme load joints. A synthetic high temperature EP grease that will stay in place under all weather and load conditions. Brand Comparison: Black Bear HT No. 8 or equal. Page 9 of 9 PRODUCT SPECIFICATIONS SAE 15W40 DIESEL ENGINE MOTOR OIL Multi-grade and heavy duty formulated to use in turbocharged and naturally aspirated diesel engines in various types of service with either high or Iow sulfur fuels. Must meet or exceed the requirements of most manufacturers of heavy duty trucks, construction, mining, fanning and high speed marine diesel engines. Approved against MACK'S EO-M Plus specifications and Cummins CES 20076 specifications. Brand Comparison: Miles "ALL-SPEC Super" oil or equal. Only oils with the commercial.lPl rating of C J-4 (or better if/when available.) will be accepted. ANTI-WEAR (A W) HYDRAULIC OIL -ISO GRADE 32 Anti-wear hydraulic and circulating fluids formulated with high quality base stocks and thermally stable additives. Multi-grade and heavy duty formulated to use in turbocharged and naturally aspirated diesel engines in various types of service with either high or low sulfur fuels. Must meet or exceed the requirements of most manufacturers of heavy duty trucks, construction, mining, farming and high speed marine diesel engines. Approved against Allison C-4 and Caterpillar TO-2 specifications. Brand Comparison: Miles "Stratus Premium Anti-Wear Industrial" Hydraulic Oil or equal. 3. GEAROIL-HEAVYDUTY,SAE80W-90 Multi-gear and High Temperature Gear Oil. Petroleum based gear oils. Must meet or exceed the requirements of AP1 Service designation GL-5/MT-I and MIL-PRF-2105E. Keeps critical parts clean of deposits and sludge when subjected to high temperature service. Protect gear equipment under heavily loaded conditions against surface stress. Brand Comparison: Miles MPI Premium or equal. 4. ANTI-FREEZE (ENGINE COOLANT) UNIVERSAL - GREEN Single phase ethylene gycol based, universal. For use in both heavy duty diesel and automotive engines particularly those containing aluminum alloys. AUTOMATIC TRANSMISSION FLUID Shall meet or exceed the requirements for applications requiring General Motors Dexron 11 I/(F-30 166) and Ford Mercon (M931113). Shall meet the requirements of Ford ESP-M2CI38CJ and ESP-M2CI66H. MULTIPURPOSE LITHIUM LUBRICATING GREASE - No.2 Lithium complex, water resistant, extreme pressure grease for heavy duty chassis applications. Brand Comparison: Miles Extreme Red or equal. MULTIPURPOSE GEAR GREASE - No.8 Longer-lasting, high temperature, water-resistant, extreme pressure Grease for extreme load joints. A synthetic high temperature EP grease that will stay in place under all weather and load conditions. Brand Comparison: Black Bear HT No. 8 or equal. #9585 STATE OF NEW YORK) ) SS: COUNTY OF SUFFOLK) Karen Kine of Mattituck, in said county, being duly sworn, says that she is Principal Clerk of THE SUFFOLK TIMES, a weekly newspaper, published at Mattituck, in the Town of Southold, County of Suffolk and State of New York, and that the Notice of which the annexed is a printed copy, has been regularly published in said Newspaper once each week for ! week(s), successively, commencing on the 10t' day of December, 2009. /~ ~ Principal Clerk Sworn to before me this 2009. NOTICE IS HEREBY GIVEN, in accordance with the provision? o[ Sec- fion 103 of the General Mamcipal Law, that ~ bids are sought amd mq~est- ed or the purdmse of L~brtcams by the Town of Southold for Calendar Year 2010. Specifications and bid proposal form may be obtained at the Office of the Town Clerk,Town of $outhold, Town Hall, PO Box I179, 53095 Main Road, Southold, New York ] 1971. The sealed hid, together with a Non- colimive Bid Ceni~ata and bank draft ~ad aloua in public, lne low~ the Town of $outhold reserves the fighi to reject any and ali 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 ~ bids must be si~ned and sealed in em'ehipes plainly marked -~id om I~Jom~'*, and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or cai, flora which the Town of $outhold exempt. Dated: December 1, 2009 ELI~BETH A. NEVILLE SOUTI40~t TO~ CLBRK 9585-1T 12/10 NOTAI~V ' ~EW YORK LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal Law, that sealed bids are sought and requested or the purchase of Lubricants by the Town of Southold for Calendar Year 2010. 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, New York 11971. The sealed bid, together with a Non-collusive Bid Certificate and bank draft or certified check in the amount of $100.00, will be received by the Town Clerk, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, December 17, 2009 at which time they will be opened and read aloud in public. 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. All bids must be signed and sealed in envelopes plainly marked "Bid on Lubricants", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: December 1, 2009 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON December 10, 2009 AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: The Suffolk Times Town Board Members Town Attorney Dodge Reports Brown's Letters Burrelle's Information Services Town Clerk's Bulletin Board Solid Waste Coordinator Bunchuck STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being duly sworn, says that on the ~ day of L~ ~'(5 ,2009, she affixed a notice of which the annexed printed notice is a true copy, 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. Re: 2010 Lubricant Bid Sworn before me this, /d2 day of~ ,2009. ~l-oJtar3; 15Ubli~- -- (~lizabeth A. ~lew---~ Southold Town Clerk TOWN OF SOUTHOLD LUBRICANT SPECIFICATIONS (For 2010 Calendar Year Bid) The Town of Southold heroin seeks bids for calendar year 2010 for the supply of lubricants (motor, hydraulic, and gear oils; transmission fluid; chassis and heavy wear joint grease) to the Town of Southold. The specifications for motor oil and hydraulic oil am intended to be consistent with those required by the State of New York OGS contracts as follows: Motor Oil; Reflects specifications in Contract Award 21376-KA, October 12008- September 30,2009. Hydraulic Oil: Reflects specifications in Contract Award 21304-RA, August 1 2008 - July 31 2009. REGARDLESS OF THE PRICES RECEIVED IN RESPONSE TO THIS BID, THE TOWN RESERVES THE RIGHT TO PURCHASE LUBRICANTS THROUGH THE NEW YORK STATE OGS CONTRACTS SttOULD IT BE DEEMED IN THE BEST INTEREST OF THE TOWN TO DO SO. RETURNABLE DRUMS: All 55 gallon drums delivered under a contract(s) awarded pursuant to this bid shall remain the property of the contractor, unless otherwise requested by the Town. COLOR: The hydraulic oil provided under this bid shall be colored blue using an oil soluble dyestuff which is completely miscible. The dyestuffshall be added at the factory or distributor/contractor level and shall be reasonably consistent in shade throughout the product. The degree of this blue shading shall readily distinguish this hydraulic oil from other oils present in the event of(a) leak/so NOTE: Hydraulic oil provided shall contain no particles larger than that which will pass through a 10 micron filter. Page 2 of 9 The intent of this Invitation for Bid is to establish an Annual Contract for the Purchase of Oil and Grease/Lubricants for the Southold Town fleet of vehicles. 1. GENERAL REQUIREMENTS 1.1 Vendor/Supplier shall furnish all labor, personnel, service, supervision, administration, management, inside delivery, shipping, handling, transportation, fuel surcharges, incidentals, material, supplies, and documentation necessary to perform the requested services and provide the required product. 1.2 1.3 1.4 Price Adjustments/Increases: The Town recognizes that, as is the case with diesel fuel, the market price of mineral oil-based lubricants can fluctuate widely during the course of a contract awarded pursuant to this bid, and will consider justified requests for an upward adjustment(s) in price after award. Requests for price increases based on the cost oflabor and/or materials must be supported by appropriate written documentation by the manufacturer's published price lists or similar documentary evidence. The reasonableness of the request will be determined by comparing the request with the Producer Price Index or by performing a market survey. A price increase from a vendor's supplier alone is not sufficient documentation. If the Southold Town Board agrees to and approves an upward adjustment in price, the Town shall issue written approval of the change. Any approved increase(s) in price will become effective thirty (30) calendar days after a request is received, in writing, by the Office of the Southold Town Clerk, 53095 Main Rd., Southold, NY 11971. Price adjustments/increases shall be presented as a percentage of increase/decrease, which will be used to adjust vendor pricing accordingly to the Town. The price increase shall not exceed five (5%) percent over a ninety (90) calendar day period and shall be limited to the actual increase incurred by the awarded vendor(s) whichever is the "least amount of increase". Price adjustments/increases will not be retroactive. REJECTION BY THE TOWN BOARD OF A REQUEST FOR A PRICE INCREASE WILL NOT FREE A VENDOR FROM ITS' RESPONSIBILITIES UNDER A CONTRACT AWARDED PURSUANT TO THIS BID. Price decreases are acceptable on invoice(s) presented for payment without documentation. Minimum Order Requirements: One Hundred Dollars ($100.00) per order release. The Town of Southold does not guarantee any quantities to be purchased under this contract. The quantities indicated in the bid are for evaluation purposes only and may not reflect the actual quantity required during the duration of the contract. 1.5 All materials/supplies requested by the Town must be of the highest quality and must conform to appropriate standards. 1.6 All oils, grease, and lubricants must be virgin unless otherwise specified. Page 3 of 9 1.7 All oils, grease, and lubricants shall be premium grade properly refined from petroleum crude and shall not contain any water or sediment. All products must meet or exceed the warranty requirements for all major automotive and heavy equipment manufacturers. Page 4 of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) 1.8 All oils, grease, and lubricants furnished under this contract must meet or exceed American Petroleum Institute (API) standards. 1.9 All drums furnished under this contract shall be properly sealed to prevent leakage. 1.10 Products furnished in drums are to be priced on an exchange basis with no provisions for deposits as the drums will remaiu the properly of the supplying Vendor/Supplier. If for any reason a container or drum is lost, stolen, or permanently damaged (must be documented by Town representative or personnel prior to leaving delivery and pick-up point). 1.12 Vendor/Supplier shall retrieve and properly dispose of all empty drums when delivering new products at no additional charge to the Town. If drums are missing bung plugs awarded Vendor/Supplier shall be responsible for replacing plugs before transporting. 1.13 Material Safety Data Sheets (MSDS' s) and Placards must be furnished at the time of delivery as specified by the State and Federal regulations. 1.14 Labeling Requirements: All containers, cases and drums must be labeled with petroleum companies' approved company labels, in accordance with all O.S.H.A. labeling requirements. Shipments containing improperly labeled merchandise will be rejected and returned to the supplier at no charge to the Town. Repeated occurrences of improperly labeled merchandise may result in cancellation of contract. Furthermore, all containers will have the API's Service Symbol and Certification Mark prominently displayed on the petroleum companies' approved labels as they identify quality engine oils for gasoline- and diesel-powered vehicles. Oils displaying these marks meet performance requirements set by U.S. and international vehicle and engine manufacturers and the lubricant industry. 1.15 Brand name or trade name are for reference only such identification is intended to be descriptive and is not intended to be restrictive or limit competition Other products will be considered for award if such products are identified in the bid and are determined by the Town to meet its needs. Products substantially equivalent to those designated shall qualify for consideration. Bids on brands other than those listed are subject to approval based on evaluation. 1.16 Technical and Descriptive Literature: Bidders shall include the complete manufacturer's technical and descriptive literature regarding the brand and material your firm is proposing to utilize for this project. Literature shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted. 1.17 Substitutions: Written notification is required to the Office of the Southold Town Clerk, P.O. Box 1179, Southold, NY 119710n any and all notice of discontinuance or substitution ora product. In the event that a manufacturer discontinues a product and/or model, the Town may allow the successful Vendor/Supplier to provide a substitute for the discontinued item or may cancel the contract item. Page 5 of 9 Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) If the Vendor/Supplier requests permission to substitute a new product or model, the cost ora substituted item shall be the same or less than the cost of the awarded item. In addition, the vendor/supplier may be required to provide the following to the Town: 1.17. l Written approval and authorization from the Ordering Department, subject to approval from the Southold Town Attorney and/or the Southold Town Department of Finance and Accounting, and/or the Southold Town Board, as may be required. 1.17.2 Documentation that provides clear and convincing evidence that the substitution item meets or exceeds the written specifications required by the original Invitation for Bid. 1.17.3 A sample of the substituted item whereupon the Ordering Department must provide written confirmation to the Vendor/Supplier that the substitution is acceptable before approving delivery. 1.17.4 Documentation from the manufacturer that the product of model has been discontinued. 1.17.5 Documentation that names the replacement product or model. Any unauthorized substitution will be picked up by the Vendor/Supplier within five (5) business days upon notification by Ordering Department. Failure to pick-up the product item(s) within the five (5) business day period (unless other arrangement have been approved in advance) will be considered a donation to the Town of Southold. 1.18 Warranty: The successful bidder must warrant all items to be free from defects in material and workmanship. Upon notice by the Town Vendor/Supplier will promptly repair or replace without charge any product furnished under this contract that is found not to comply with the specifications or defective. 1.19 Ordering Authority: Vendor/Supplier should understand that any request for purchase of material, goods, or services shall be accompanied by a valid Purchase Order Number issued by the Ordering Department. 1.20 Delivery Timeframe: All products and supplies covered under this solicitation request shall be delivered within three (3) business days (not including weekends and holidays) after receipt of order. 1.21 Delivery Violation: It shall be the Contractor's responsibility to meet the Town's delivery and performance requirements, as called for in the bid specifications. Southold Town reserves the right and will be held free from any liabilities to obtain services or products on the open market in the event the Contractor fails to make delivery or perform in accordance to terms stated herein and any and all price differential will charge against the Contractor. Page 6 oft) Specifications: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) 1.22 Delivery/Shipment must be FOB (Freight on Board) Destination. The term FOB Destination shall mean delivered and un-loaded inside on-site at the Town designated address with all charges for handling, freight, transportation and unloading paid by the awarded Vendor/Supplier. Delivery shall be made to the location specified on the purchase order. The awarded vendor/supplier shall insure the product(s) for all risk of loss or damage. The awarded Vendor/Supplier shall retain title and control of goods until they are delivered and the contract coverage has been completed. All claims for visible or concealed damage shall be filed by Vendor/Supplier. The Town will notify the awarded Vendor/Supplier of any damaged goods or products and shall assist the Vendor in arranging for inspection. 1.23 All deliveries shall be completed during normal business hours and days: 8:00 a.m. - 4:00 p.m., Monday through Friday, excluding weekends and Town holidays. The Contractor/Supplier should be prepared to handle all products/materials during delivery, including all unloading and loading, without the assurance of any help from Town personnel, and must notify his truckers or delivery firms accordingly. 1.24 Shipping Documents: A packing list or other suitable shipping documents shall accompany each shipment and shall include the following: 1.24.1 Name and address of the Vendor/Supplier; 1.24.2 Name and address of the Ordering/Requesting Department; 1.24.3 Town Purchase Order Number; 1.24.4 A description of material shipped, including item number, quantity, number of containers and package number, if applicable. 1.25 Invoicing Requirements: All item(s) purchased by the Town, whether picked up or delivered, shall be accompanied by a proper invoice billed to the appropriate Town department per the purchase order instructions. All invoices shall include the following information: 1.25.1 Southold Town Departmental Purchase Order Number 1.25.2 Description of material, including item number, and any backorders 1.25.3 Unit Price for each 1.25.4 Quantity Shipped 1.25.5 Date of Delivery Page 7 of 9 Specificgtions: Southold Town Bid on LUBRICANTS 2010 GENERAL REQUIREMENTS (cont'd) Invoices shall be sent to the: The Ordering/Requesting Department indicated on the purchase order 1.26 The successful Vendor/Supplier shall assign an account representative to the Town of Southold. This representative shall be responsible for but not limited to: 1.26.1 Coordinating all orders and shipments 1.26.2 Coordinate with using Town Departments 1.26.3 Provide the Ordering Department with a quarterly usage report delineating the acquisition activity governed by the Contract. 1.27 Award: The Town of Southold shall award this contract to the lowest responsible and responsive bidder(s) who best meets the terms and conditions of the bid. The award will be made on basis of price and product evaluation. The Town of Southold reserves the right to reject any or all bids in whole or in part, to make multiple awards, partial awards, award by types, item by item, or lump sum total, whichever may be most advantageous to the Town. 1.28 Failure to comply with requirements stated in theses specifications will results in the termination of contract due to non-performance. Page 8of9 Specifications: Southold Town Bid on LUBRICANTS 2010 BID PRICE SHEET FOR TOWN OF SOUTHOLD BID ON OILS AND LUBRICANTS: 2010 BID OF (Name of bidding entity) BID ITEM: OILS AND LUBRICANTS * BID DATE: NO. EST. UNIT OF TOTAL QTY. MEASURE DESCRIPTION BRAND UNIT PRICE BID PRICE (based on est. qty.) 1. 30 55 gal. Drum s ISW-40 Lubricating Oil 2. 15 55 gal. Drums Hydraulic Oil, 1SO Grade 32 Gear Lubricant, Semi- 3. 10 5 gal. Bucket Synthetic, SAE 8OW -90 Anti-Freeze 4. 6 55 gal. Drums [Ethylene Glycol Base] 5. 20 55 Gal. Drums Transmission Fluid · Heaw Duty Chassis Grease 6. 20 120 lb. Drums Extreme Pressure Grease 7. 50 Cartridges (I 4- oz.) ESTIMATED TOTAL: * See attached Product Specifications for all items. Specifications: Southold l'own Bid on LUBRICANTS 2010 Page 9 of 9 PRODUCT SPECIFICATIONS SAE 15W40 D1ESEL ENGINE MOTOR OIL Multi-grade and heavy duty formulated to use in turbocharged and naturally aspirated diesel engines in various types of service with either high or Iow sulfur fuels. Must meet or exceed the requirements of most manufacturers of heavy duty trucks, construction, mining, fanning and high speed marine diesel engines. Approved against MACK'S EO-M Plus specifications and Cummins CES 20076 specifications. Brand Comparison: Miles "ALL-SPEC Super" oil or equal. Only oils with the commercial AP1 rating of Cd-4 (or better if/when available) will be accepted 2. ANTI-WEAR (A W) HYDRAULIC OIL -ISO GRADE 32 Anti-wear hydraulic and circulating fluids formulated with high quality base stocks and thermally stable additives. Multi-grade and heavy duty formulated to use in turbocharged and naturally aspirated diesel engines in various types of service with either high or low sulfur fuels. Must meet or exceed the requirements of most manufacturers of heavy duty trucks, construction, mining, farming and high speed marine diesel engines. Approved against Allison C-4 and Caterpillar TO-2 specifications. Brand Comparison: Miles "Stratus Premium Anti-Wear Industrial" Hydraulic Oil or equal. 3. GEAROIL-HEAVYDUTY,SAE80W-90 Multi-gear and High Temperature Gear Oil. Petroleum based gear oils. Must meet or exceed the requirements of APl Service designation GL-5/MT-I and MIL-PRF-2105E. Keeps critical parts clean of deposits and sludge when subjected to high temperature service. Protect gear equipment under heavily loaded conditions against surface stress. Brand Comparison: Miles MPI Premium or equal. 4. ANTI-FREEZE (ENGINE COOLANT) UNIVERSAL - GREEN Single phase ethylene gycol based, universal. For use in both heavy duty diesel and automotive engines particularly those containing aluminum alloys. 5. AUTOMATIC TRANSMISSION FLUID Shall meet or exceed the requirements for applications requiring General Motors Dexron 11 l/(F-30 166) and Ford Mercon (M931113). Shall meet the requirements of Ford ESP-M2CI38CJ and ESP-M2C166H. 6. MULTIPURPOSE LITHIUM LUBRICATING GREASE - No.2 Lithium complex, water resistant, extreme pressure grease for heavy duty chassis applications. Brand Comparison: Miles Extreme Red or equal. 7. MULTIPURPOSE GEAR GREASE - No.8 Longer-lasting, high temperature, water-resistant, extreme pressure Grease for extreme load joints. A synthetic high temperature EP grease that will stay in place under all weather and load conditions. Brand Comparison: Black Bear HT No. 8 or equal. NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of a materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid, (Signed) (Corporate Title) (if any) Printed Name Company_ Address Phone Bid on: 2010 Lubricants RESOLUTION 2009-926 ADOPTED Item # 5.14 DOC ID: 5442 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2009-926 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON DECEMBER 1, 2009: WHEREAS no bids were received in response to the solicitations for lubricants and leaf bags for 2010, it is hereby RESOLVED that the Town Board of the Town of Southold authorizes and directs the Town Clerk to re-advertise for same. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANZHOUS] HOVER: Vincent Orlando, Councilman SECONDER: Albert Krupski .Ir., Councilman AYES: Ruland, Orlando, Krupski ~]r., Wickham, Evans, Russell Re: Southold Town Lubricant Bid Specs Page 1 of 1 Cooper, Linda From: Michael Rappaport [mrappaport@gradealube,com] Sent: Tuesday, December 08, 2009 2:03 PM To: Cooper, Linda Subject: Re: Southold Town Lubricant Bid Specs Thank You Linda Sent using BlackBerry ..... Original Message ..... From: Cooper, Linda <Linda. Cooper~town.southold.ny.us> To: Michael Rappaport Cc: Bunchuck, Jim <jbunchuck~town.southold.ny.us> Sent: Tue Dec 08 12:58:41 2009 Subject: Southold Town Lubricant Bid Specs Hi, The other day you stopped by Southold Town Hall and picked up the bid specs for the town's 2010 Lubicants bid. The bid specs have changed. Attached is a copy of the new bid specs along with the Non Collusive bid form. l will also send you a hard copy via USPS. Sorry for the inconvenience this may have caused. Linda Cooper Deputy Town Clerk 631-765- ! 800 12/8/2009 08/12 '09 TUE 12:07 FAX 631 765 6145 SOUTHOLD TOWN CLERK ~001 TX/RX NO INCOMPLETE TX/RX TRANSACTION OK ERROR *** MULTI TX/RX REPORT *** 0910 [* 50]92449576 [* 511918005243329 [* 52]918882329941 [, 53]915002582984 [* 54]918009620544 Brown's Letters Burrelle's Info Data Construct Dodge Reports Construct Info ELIZABETH A. NEVILLE TOWN CLERK REGIS'fiLeR OF VITAL SrATISTICS 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 FAX TRANSMITTAL 'fo; From: Dated: Re: Brown's Letters Data Construction Dodge Reports Burelle's Information Services Linda Cooper, Deputy Town Clerk December 8, 2009 3 bids Number of Pages (including cover): If total transmittal is not received, please call 631-765-1800. COMMENTS: RESOLUTION 2009-926 ADOPTED DOC ID: 5442 THIS IS TO CERTIFY THAT THE FOLLOVONG RESOLUTION NO. 2009~926 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON DECEMBER 1, 2009: WHEREAS no bids were received in response to the solicitations for lubricants and leaf bags for 2010, it is hereby RESOLVED that the Town Board of the Town of Southold authorizes and directs the Town Clerk to re-advertise for same. Elizabeth A. Neville Southold Town Clerk' RESULT: ADOPTED [UNANIMOUS] . MOVER: Vincent Orlando, Councilman SECONDER: Albert Krupski Jr., Councilman AYES: Ruland, Orlando, Krupski Jr., Wickham, Evans, Russell ELIZABETH A. NEVII,I,E, RMC, CMC 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 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID OPENING LUBRICANTS 11/19/09 10:00 am No bids were received #9513 STATE OF NEW YORK) ) SS: COUNTY OF SUFFOLK) Karen Kine of Mattituck, in said county, being duly sworn, says that she is Principal Clerk of THE SUFFOLK TIMES, a weekly newspaper, published at Mattituck, in the Town of Southold, County of Suffolk and State of New York, and that the Notice of which the annexed is a printed copy, has been regularly published in said Newspaper once each week for 1__ week(s), successively, commencing on the 29th day of October, 2009. Principal Clerk Sworn to before me this ~' dayof ~/~'2009. AM. Thmsday, Nowmber $OUTI. IOLD TOW~ C~LERK CHRISTINA VOLINSKI NOTARY PUBLIC-STATE OF NEW YORK No. 01-VO6105050 Qualified in Suffolk County My Commission Expires February 28, 2012 LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal Law, that sealed bids are sought and requested or the purchase of Lubricants by the Town of Southold for Calendar Year 2010. 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, New York 11971. The sealed bid, together with a Non-collusive Bid Certificate and bank draft or certified check in the amount of $100.00, will be received by the Town Clerk, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, November 19, 2009 at which time they will be opened and read aloud in public. 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. All bids must be signed and sealed in envelopes plainly marked "Bid on Lubricants", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: October 20, 2009 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON October 29, 2009 AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: The Suffolk Times Town Board Members Town Attorney Dodge Reports Brown's Letters Burrelle's Information Services Town Clerk's Bulletin Board Solid Waste Coordinator Bunchuck STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being duly sworn, says that on the c~ "~ day of ~~.~, 2009, she affixed a notice of which the annexed printed notice is a true copy, 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. 2010 Bid on Lubricant Southold Town Clerk Sworn before me this o~ day of~ 2009. ~ ~V~ublic~9~- LYNDA M. ~ NOTARY PUBLIC,.State of New York No. 011~,~6020932 Qualified in Suffolk County Term Expires March 8, 20 It NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. Signed: Print name Corporate Title (if any) Company Name Mailing Address Phone Number BID ON 2010 Lubricants Southold Town Board - Letter Board Meeting of October 20, 2009 RESOLUTION 2009-853 ADOPTED Item # 5.20 DOC ID: 5374 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2009-853 WAS ADOPTED AT TIlE REGULAR MEETING OF THE SOUTIIOLD TOWN BOARD ON OCTOBER 20, 2009: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise for bids for the following items for 2010: Milk for the Human Resource Center Purchase of Police Department Uniform Clothing Cleaning of Police Department Uniform Clothing Gasoline for Town Vehicles Heating Fuel Oil for Town Buildings Diesel Fuel Oil for Highway Department and Transfer Station Bulk Ice Control Sand for the Highway Department Removal of Scrap Tires from the Transfer Station Town Brown Leaf Bags Town Yellow Garbage Bags Motor Oil and Grease Removal of Electronic Waste (E-Waste) Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Thomas H. WJckham, Councilman SECONDER: Louisa P. Evans, Justice AYES: Ruland, Orlando, Krupski Jr., Wickham, Evans, Russell Generated October 26, 2009 Page 23