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HomeMy WebLinkAboutRoad Treatment - Liquid AsphaltSouthold Town Board - Letter Board Meeting of May 8, 2012 RESOLUTION 2012-397 ADOPTED Item # 4.13 DOC ID: 7829 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2012-397 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MAY 8, 2012: RESOLVED that the Town Board of the Town of Southold hereby rejects the bids received for the following Road Treatments: Item # 2 Oil & Sand Item # 3 Liquid Asphalt Item # 5 Type 6 Top Item # 6 RC-250 Item # 8 Type 6 pick up and be it further RESOLVED that the Town Clerk is hereby authorized and directed to re-advertise for various road treatment bids for the calendar gear 2012. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Christopher Talbot, Councilman SECONDER: Louisa P. Evans, Justice AYES: Ruland, Talbot, Doherty, Krupski Jr., Evans, Russell Generated May 9, 2012 Page 24 AL · Complate Items 1, 2, and 3. Also complate · Print your name and address on the reverse so that we can return the card to you. · Attach this card to the back of the mailplece, or on the front if space permits. '~3 1. Article Addressed to: 2. Article Number ~Transf~ from s~v~e/abe0 [] ~gent ~ ttem 1 If YES, enter delivery address below:. No ~Certlfled Mall [] ~ Mail [] Registered [] Return Receipt for Memhandlse [3 Insured Mall [] C.O.D. 4. Restricted Dellve~ ~ Fee) [] Yes 7007 07t0 0003 2876 3221 PS Form 3811, February 2004 i ~ i l~259S~2-M-l~I~I ELIZABETH A. NEVILLE, MMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS OF MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, NewYork 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD April 19, 2012 Richard CorazT{ni, Jr CoraT~ini Asphalt Inc PO Box 1281 Cutchogue, NY 11935 Dear Mr. Corazzini, Jr.: This office is retuming your check #2153 for the 2012 Road Treatment bid, item # 3, Liquid Asphalt, as no bid was received Encs. Very truly yours, Deputy Town Clerk ELIZABETH A. NEVILLE, MMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS OF MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, NewYork 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.nor th fork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD One (1) bid was received: Corazzini Asphalt, Inc. P O Box 1281 Cox Lane Cutchogue NY 11935 Bituminous Surface Treatment Schim Mix Asphalt Concrete Fog Coat BID OPENING April 19, 2012 at 10:00 AM #3 Liquid Asphalt Town NO BID Fishers Island NO BID ELIZABETH A. NEVILLE, MMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS OF MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, NewYork 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.nor th fork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID OPENING April 19, 2012 at 10:00 AM #3 Liquid Asphalt No bid was received: 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 for furnishing and placing within the Town of Southold, the following road treatments: 5. 6. 7. 8. Oil & Stone Liquid Asphalt Type 6 Top - Hot Mix Asphalt Concrete RC-250 Liquid Asphalt Oil & Recycled Stone Type Il Micro-Surfacing Type 6 Asphalt (town pick up) Specifications may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold, New York 11971, Monday through Friday, 8:00 am to 4:00 pm The sealed bids, together with a Non-Collusive Bid Certificate, and bank draft~ certified check~ or bid bond in the amount of $100.00, will be received by the Town Clerk of the Town of Southold at the Southold Town Hall, PO Box 1179, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, April 19, 2012, 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 with the type of road treatment being bid on, 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: March 27, 2012 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON APRIL 5, 2012, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971 Copies to the following: Suffolk Times Town Attorney John Cushman, Comptroller Brown's Letters Construction Data Town Board Members Superintendent of Highways Harris Dodge Reports Burrelle's Information Services Town Clerk's Bulletin Board 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 ~ q day of 0'~a.~-c_¼ ,2012, she affixed a notice of which the annexed printed notice is a tree 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. 2012 Road Treatment Bids Southold Town Clerk Sworn before me this ~q'"u day of !aq P, ~0._~ ,2012. Rotary Publ'ic NOTARY PUBLIC, State of New No. 01 BO6020932 Qualified in Suffolk Counht Term Expires March 8, 20 ~ LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 ITEM NO. 3 SPECIFICATIONS FOR THE PURCHASE & APPLICATION OF ASPHALT ROAD MATERIALS LIQUID ASPHALT Grades RC-250 & MC-250 NOTE: THE TOWN OF SOUTHOLD WILL ALSO REQUIRE +/- 30,000 SQUARE YARDS (more or less as may be needed) OF PAVEMENT TO BE APPLIED ON FISHERS ISLAND. THE REQURIED RESIDENT PRIOR TO ROADS. NOTIFIED INCLEMENT OPERATIONS. CONTRACTOR TO NOTIFY AT LEAST 24 ANY WORK ON RESIDENTS MUST BE RE- AFTER DELAYS DUE TO WEATHER OR JOB SHALL BE EACH HOURS TOWN LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 INSTRUCTIONS TO BIDDERS A. PROPOSALS Proposals must be made in strict accordance with the "Proposal Form" provided. The Proposal form shall not be detached from the bid package. Failure to comply with this requirement will constitute grounds for rejection of the bid subject to the digression of the Highway Superintendent. Any and all exceptions to the specifications shall be listed on a separate sheet beating the designation: 'Exceptions to the Specifications", and attached to the Bid Form. Each proposal must be signed in writing with the full name and address of bidder. The bidders shall write in ink, both in words & numerals, the price for which he proposed to furnish all materials, plant, equipment, tools, shoring or bracing, or other facilities, & to perform all labor and services necessary for the proper completion of the work in strict accordance with the plans and specifications, and subject at all times to the approval of the Highway Superintendent. Proposals, together with the entire bid package, shall be delivered enclosed in an opaque sealed envelope and shall be addressed as indicated on Invitation to Bid. The envelope shall be marked "Proposal" bearing the title of work and the Bidders Name. Bidders may bid on one or any combination of items listed on the proposal sheet. No proposal shall be considered which has not been received by the Southold Town Clerk prior to the hour and date stated. B. PROPOSAL GUARANTY A proposal will not be accepted or considered unless accompanied by a guaranty in the form of a bid bond or certified check in the amount of one hundred ($100) dollars payable to the Town of Southold. As soon as the proposal prices have been compared, the Owner shall return the bidder's bond or the certified checks accompanying such proposals as, in his judgment, would not likely be involved in making the award. All other proposal quantities will be held until the contract and contract bond have been executed after which they will be released or returned to the respective bidders whose proposals they accor0panied. C. OMISSIONS AND DISCREPANCIES Bidders should carefully examine the specifications and fully inform .themselves of all conditions and matters which can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions from the specifications, or other documents or should he be in doubt as to their meaning, he should at once notify the Highway Superintendent who may issue a written instruction to all bidders. LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 D. PUBLIC OPENING OF PROPOSALS Proposals will be opened and read publicly at the time and place indicated in the Invitation for Bids. Bidders, authorized agents, and other interested parties are invited to be present. E. AWARD OF CONTRACT Award of contract will be made as soon as practical. The Superintendent of Highways reserves the fight to make awards by items, or as a whole, or not at all, whichever the Superintendent deems to be in the best interest of the Town. A contract may be awarded to a responsible bidder other than the lowest money bidder, if it is in the best interest of the Town. No bid may be withdrawn after scheduled closing time for receipt of bids for a period of 45 days pending execution of a contract by successful bidder. The competency and responsibility of the bidder and his sub-contractors will be considered in making, the award. The Town reserves the right to waive any technical error, to accept any bid, or to reject any or all bids. The contract form will be a Standard form of Agreement between Owner and Contractor. The Town will either award the project or reject all proposals received within forty-five (45) days after formal opening of proposals. Acceptance of a proposal will be a written notice signed by the Town Clerk & no other act shall constitute the acceptance of a proposal. F. WITHDRAWALS OF PROPOSALS Any bidder upon his or her authorized representative's written request presented not later than the hour set for the opening thereof, will be given permission to withdraw his proposal. At the time of opening the proposals, when such proposals are reached, it will be returned to him umead. G. REJECTION OF PROPOSALS The Town reserves the right to waive any technical error and to reject any and/or all proposals. Without limiting the generality of the foregoing, any proposal which in incomplete, obscure, or irregular may be rejected; any proposal accompanied by an insufficient or irregular certified check or bidder's bond bay be rejected, any proposal having interlineations, erasure or corrections may be rejected. The Town also reserves the fight to reject any bid if the evidence submitted in the qualification statement or an investigation of such bidder fails to satisfy the Town that such bidder is property qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted. H. PLANT & EQUIPMENT The bidder shall State in his bid that be has available or under his control, plant and equipment of the character and in the amount required to complete the proposed work within the specific time. LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 I TIME FOR EXECUTION OF CONTRACT Any bidder whose proposal shall be accepted will' be required to appear before the Town in person; or if a firm or corporation, a duly authorized representative shall so appear, and execute six (6) copies of the Contract and furnish satisfactory Performance and Payment Bond within ten (10) days after notice that the Contract has been awarded to him. Failure to execute Contract shall constitute a breach of the agreement effected by the acceptance of the Proposal The damages to the Town for such breach will include loss from interference with his construction program and other items, the accurate amount of which it will be difficult or impossible to compute. The amount of the certified check or bidder's bond accompanying the Proposal of such bidder shall be retained by the Town, not as a penalty, but as liquidated damages for such breach. In the event any bidder whose proposal shall, be accepted shall fail or refuse to execute the Contract as herein before provided, the Town may, at there option, determine that such bidder has abandoned the Contract, and thereupon, his proposal and acceptance thereof shall be null and void, and the Town shall be entitled to liquidated damages as above provided. J. PREVAILING WAGE RATES The New York State Department of Labor's Prevailing Wage Rate Schedules are part of this Contract. The Contractor is responsible for being familiar with the latest available schedules. LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 INSURANCE REQUIREMENTS The Contractor shall not commence any work until he has obtained, and had approved by the Town of Southold, all of the insurance that is required under this contract which has been enumerated herein: COMPENSATION INSURANCE: Public Liability and Property Damage Insurance Contractor's Protective Liability and Property Damage Insurance Owner's Protective Public Liability and Property Damage Insurance The Contractor shall not permit any subcontractor to commence any operation of the site until satisfactory proof of carriage of the above required insurance has been posted with and approved by the Owner. Compensation Insurance: The Contractor shall take out and maintain during the life of this Contract, Workmen's Compensation Insurance for all his employees employed at the site of the project, and in case of any of the work being sublet, the Contractor shall require all subcontractors similarly to provide Workmen's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. Public Liability and Property Damage Insurance: The Contractor shall take out and maintain during the life of this Contract such Public Liability and Property Damage Insurance as shall protect him and any subcontractor performing work covered by this Contract from claims for damages four personal injury including accidental death as well as from claims for property damage which may arise from operations under this Contract, whether such operations be by himself or by any subcontractor, to by anyone directly or indirectly employed by either of them, and the amounts of such insurance shall be as follows: Public Liabilit~ Insurance in an amount of not less than One Million Dollars ($1,000,000.00) for bodily injuries, including wrongful death to each person and subject to the same limit for each person in an amount not less that One Million Dollars. ($1,000,000.00) on account of each accident. Property Damage Insurance in an amount not less than One Million Dollars ($1,000,000.00) for damages on account of each accident and in an amount of not less than One Million Dollars ($1,000,000.00) for damages on account of all accidents. Liability and Property Damage Insurance: The above policies for Public Liability and Property Damage Insurance must be so written to include Contractor's Protective Liability and Property Damage insurance to protect the Contractor against claims arising from the operations of a subcontractor. The policies shall also name the Town of Southold as an additional insured. Owner's Protective Public Liability and Propert~ Damage Insurance: The Contractor shall furnish to the Owner, with respect to the operations he or any of his subcontractors perform a regular Protective Public Liability Insurance Policy for, and in behalf of the Owner, providing LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 for a limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to, or death of, one person and subject to that limit for each person, a total limit of One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to, or death of, two or more persons in any one accident; and regular Protective Property Damage Insurance providing for a limit of not less than One Million Dollars ($1,000,000.00) for damages arising out of injury to, or destruction of, property in any one accident and subject to that limit per accident, a total (or aggregate limit of Two Million Dollars ($ 2,000,000.00) for all damages arising out of injury to, or destruction of, property during the policy period. This insurance must fully cover the legal liability of the Owner. The coverage provided under his policy must not be affected if the Owner performs work in connection with the project either for or in cooperation with the Contractor or as an aid thereto whether the same be a part of the Contract or separate therefrom, by means of its own employees or agents or if the Owner directs or supervises the work to be performed by the Contractor. PROOF OF CARRIAGE OF INSURANCE: The Contractor shall furnish the Owner with certificates of each insurer insuring the Contractor of any subcontractor under this Contract except with respect to part D. As listed above. In respect to this paragraph, the Contractor shall furnish the Owner with the original insurance policy. Both certificates, as furnished, and the insurance policy, as required, shall bear the policy numbers, the expiration date of the policy and the limits of liability there under. Both the certificates and the policy shall be endorsed to provide the Owner with any notice of cancellation or non-renewal. LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 PROPOSAL FORM NAME OF BIDDER: C~O~--.Pr~..':~ IN I TO: SOUTHOLD TOWN BOARD TOWN HALL PO BOX 1179 53095 MAIN ROAD SOUTHOLD, NEW YORK 11971 NOTE: All items listed herein must be bid. Failure to bid any item will be grounds for disqualification. MEMBERS OF THE BOARD: The undersigned as bidder, declares that the only persons, company, or parties interested in this proposal as principals are named below; that this proposal is made without any connection, directly or indirectly with any other bidder for the same work; that it is in all respects fair and without collusion or fraud, and that no person acting for or employed by the aforementioned owner is or will be interested directly or indirectly, in the performance of the contract, or the supplies relating to it, or in any portion of the profit thereof; that he has carefully examined all project requirements, including bidding requirements, contract, general and special conditions, specifications, and addenda, if any (Note: acknowledgment of addenda and their dates must be included as indicated on bottom page); that he has satisfied himself by personal examination of the proposed work, and by such other means as he may have chosen, as to the conditions and requirements of the work; and he proposed and agrees that if his proposal he accepted he will contract to furnish all materials not provided by the Town (See Specifications) and to perform all the work required to construct, perform and complete the specified work; and that he will start the work as directed by the Town, he will accept, in full payment thereof as listed below: BID ON ASPHALT ROAD MATERIALS, LIQUID ASPHALT- Grades RC 250'''~& MC 250, IN ACCORDANCE WITH THE PROJECT REQUIREMENTS, THE ABOVE REFERENCED ACTIVITIES WILL BE COMPLETED FOR THE STIPULATED CUMULATIVE "UNIT PRICE" OF: FURN1SH AND PLACE WITHIN i $ ~S SOUTHOLD TOWN: ~ FISHERS ISLAND: (written in words) Per Gallon ~ (writ .1~.~ ~ ~ ~ Ga~on i (writ~n in numbers) Per Gallon LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 And he further agrees that if this proposal shall be accepted by the Town and that if he shall refuse, fail or neglect to enter into a Contract pursuant to such proposal and to the requirements of the Town, shall have been deposited in the mail addressed to him at the address given in the proposal, that he shall be considered to have abandoned the contract. We the undersigned, further agree that this proposal shall be reviewed by the Town to correct any deficiencies in the proposed scope of work and, if no corrections are necessary, further agree that this proposal is a formal bid and shall remain in effect for a period of forty-five (45) days, the Town will accept or reject this proposal or by mutual agreement may extend this time period. Signature of Bidder: -' Business Address: Telephone Number: Date: LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 1. DESCRIPTION Bids are requested for the purchase of 75,000 gallons, more or less as may be needed, of Asphalt Road Materials, (Grades RC-250 & MC-250) for the use in repair & maintenance of the Town Highways for the calendar year 2005 The attention of the bidder is specifically called to the fact that the quantity of 75,000 gallons as specified herein is an estimate only and may not be the quantity of. asphalt material which will actually be required by the Town for the calendar year. 2. MATERIALS Asphalt Road Materials shall be Grade RC-250 & MC-250 and shall meet the following Specifications: TEST Water, Max. (%) Flash Point, C.O.C. F, Min. Kenematic Viscosity ~ 140 F, Centistokes Distillation: % Total Distillate to 680 F, by Vol. To 437 F Min. To 500 F Min. To 600 F Min. Grade RC-250 Grade MC-250 0.2 0.2 150 250-500 250-500 35 0-10 60 15-55 80 60- 87 Residue from Distillation to 680 F % Volume by Difference, Min. 65 67 Tests on Residue Absolute Viscosity 140 F Ductility, 5 cm/min. ~ 77 F, cm. min. % Sol. In CCL4, Min. 600-2400 300-1200 100 100 99 99 Required Temperature Mixing 100-175 100-200 Spraying 80-250 100-200 3. WEATHER LIMITATIONS The material shall be spread only when: 1. The read surface and atmospheric temperatures are at least 45 degrees F and rising. 2. The weather is not foggy or raining. 3. There is no forecast of temperatures below 32 degrees F within 48 hours from the time of placement of the Asphalt Material, LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 4. DELIVERY & APPLICATION All asphalt materials must be delivered to and applied within the Town of Southold. The successful bidder will be required to deliver and apply such asphalt materials in quantities of approximately 6,000 gallons within three (3) hours of notification by the Highway Department. All distribution vehicles shall be equipped with a wheel calibrated instrument for accuracy of application. 5. TRAFFIC MAINTENANCE The contractor shall be responsible for providing maintenance and protection of vehicular and pedestrian traffic associated with this work. Opening to traffic does not constitute acceptance of the work. The contractor shall also be responsible for providing all signage and traffic control during this work. 6. METHOD OF PAYMENT The quantity to be paid for under this item shall be the number of gallons ordered by the Town and delivered and applied by the Bidder in accordance with this specification. END OF SPECIFICATION LIQUID ASPHALT Grades RC-250 & MC-250 STATEMENT OF NON-COLLUSION Item #3 Calendar Year 2012 (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non-collusive bidding certification. A. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and beliefi (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor. (3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. B. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. C. That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that '~ ~\ C~_X ~5~ C~D 'FCk~.~L~: ~, ~me of signatory) ~me of Co¢oration) of the Be authorized to sign and submit the bid LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 Or proposal of this corporation for the following Project: Item # 3 LIQUID ASPHALT Grades RC-250 & MC-250 Peconic Lane, Peconic, New York 11958 and to include in such bid or proposal the certificate as to non-collusion required by section one- hundred-three-d (103-d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or miss-statements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing is true and correct copy of the resolution adopted by C O~00_TL~'t ~,--~L0-~ corporation at a meeting of the Board of Directors, held on the (~) day of ,20 V (SEAL OF THE CORPORATION) Laws of New York, 1965 Ch. 751, Sec. 103-d, as amended & effective on September 1, 1965. ~ Public, State of Ne~ #O. 018T5046833 {~ualifled in Suffolk Count~ Commi~ion Expires July CASHIER'S CHECK 2153 DATE 04 ,/ I ~ /'1:2 50-666/214 PAY TOTHE , hi '~ c -, '-NA' ~ Il-lO .00 ORDEROFI*2,,r~ JF ...,uJl...LL~ ~,~Y 11935 ~ ~ ,,OOBl, S~,,' ~:OBI, L, Or=P,~,?': l,~,OOOi,~,P,I,P,"' LEGAL NOTICE NOTICE TO BIDDERS NOTICE 1S HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal Law, that sealed bids are sought and requested for furnishing and placing within the Town of Sonthold, the following road treatments: o 3. 5. 6. 7. 8. Oil & Stone Liquid Asphalt Type 6 Top - Hot Mix Asphalt Concrete RC-250 Liquid Asphalt Oil & Recycled Stone Type II Micro-Surfacing Type 6 Asphalt (town pick up) Specifications may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold, New York 11971, Monday through Friday, 8:00 am to 4:00 pm The sealed bids, together with a Non-Collusive Bid Certificate, and bank drafh certified check~ or bid bond in the amount of $100.00~ will be received by the Town Clerk of the Town of Southold at the Southold Town Hall, PO Box 1179, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, April 19, 2012, 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 with the type of road treatment being bid on, 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: March 27, 2012 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON APRIL 5, 2012, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971 Copies to the following: Suffolk Times Town Attorney John Cushman, Comptroller Brown's Letters Construction Data Town Board Members Superintendent of Highways Harris Dodge Reports Burrelle's Information Services Town Clerk's Bulletin Board STATE OF NEW YORK ) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being dulyswom, says that on the ~q .dayof ~qf']~vc-b1 ,2012, she affixed a notice of which the annexed printed notice is a tree 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. 2012 Road Treatment Bids Southold Town Clerk Sworn before me this c~qa'u day of 10q ~ ~0...~ ,2012, ~qotary Public LYNDA M. BOt~l~--~crc~tv~ NOTARY PUBLIC, State of Ne~ Yoi~ No. 01 BO6020932 Qualified in Suffolk Cour~t Term Expires March 8, 20_~ LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 ITEM NO. 3 SPECIFICATIONS FOR THE PURCHASE & APPLICATION OF ASPHALT ROAD MATERIALS LIQUID ASPHALT Grades RC-250 & MC-250 NOTE: THE TOWN OF SOUTHOLD WILL ALSO REQUIRE +/- 30,000 SQUARE YARDS (more or less as may be needed) OF PAVEMENT TO BE APPLIED ON FISHERS ISLAND. THE REQURIED RESIDENT PRIOR TO ROADS. NOTIFIED INCLEMENT OPERATIONS. CONTRACTOR TO NOTIFY AT LEAST 24 ANY WORK ON RESIDENTS MUST BE RE- AFTER DELAYS DUE TO WEATHER OR JOB SHALL BE EACH HOURS TOWN LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 INSTRUCTIONS TO BIDDERS A. PROPOSALS Proposals must be made in strict accordance with the "Proposal Form" provided. The Proposal form shall not be detached from the bid package. Failure to comply with this requirement will constitute grounds for rejection of the bid subject to the digression of the Highway Superintendent. Any and all exceptions to the specifications shall be listed on a separate sheet bearing the designation: 'Exceptions to the Specifications", and attached to the Bid Form. Each proposal must be signed in writing with the full name and address of bidder. The bidders shall write in ink, both in words & numerals, the price for which he proposed to furnish all materials, plant, equipment, tools, shoring or bracing, or other facilities, & to perform all labor and services necessary for the proper completion of the work in strict accordance with the plans and specifications, and subject at all times to the approval of the Highway Superintendent. Proposals, together with the entire bid package, shall be delivered enclosed in an opaque sealed envelope and shall be addressed as indicated on Invitation to Bid. The envelope shall be marked "Proposal" bearing the title of work and the Bidders Name. Bidders may bid on one or any combination of items listed on the proposal sheet. No proposal shall be considered which has not been received by the Southold Town Clerk prior to the hour and date stated. B. PROPOSAL GUARANTY A proposal will not be accepted or considered unless accompanied by a guaranty in the form of a bid bond or certified check in the amount of one hundred ($100) dollars payable to the Town of Southold. As soon as the proposal prices have been compared, the Owner shall return the bidder's bond or the certified checks accompanying such proposals as, in his judgment, would not likely be involved in making the award. All other proposal quantities will be held until the contract and contract bond have been executed after which they will be released or returned to the respective bidders whose proposals they accor0panied. C. OMISSIONS AND DISCREPANCIES Bidders should carefully examine the specifications and fully inform .themselves of all conditions and matters which can in any way affect the work or the cost thereofi Should a bidder find discrepancies in or omissions from the specifications, or other documents or should he be in doubt as to their meaning, he should at once notify the Highway Superintendent who may issue a written instruction to all bidders. LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 D. PUBLIC OPENING OF PROPOSALS Proposals will be opened and read publicly at the time and place indicated in the Invitation for Bids. Bidders, authorized agents, and other interested parties are invited to be present. E. AWARD OF CONTRACT Award of contract will be made as soon as practical. The Superintendent of Highways reserves the fight to make awards by items, or as a whole, or not at all, whichever the Superintendent deems to be in the best interest of the Town. A contract may be awarded to a responsible bidder other than the lowest money bidder, if it is in the best interest of the Town. No bid may be withdrawn after scheduled closing time for receipt of bids for a period of 45 days pending execution of a contract by successful bidder. The competency and responsibility of the bidder and his sub-contractors will be considered in making, the award. The Town reserves the right to waive any technical error, to accept any bid, or to reject any or all bids. The contract form will be a Standard form of Agreement between Owner and Contractor. The Town will either award the project or reject all proposals received within forty-five (45) days after formal opening of proposals. Acceptance of a proposal will be a written notice signed by the Town Clerk & no other act shall constitute the acceptance of a proposal. F. WITHDRAWALS OF PROPOSALS Any bidder upon his or her authorized representative's written request presented not later than the hour set for the opening thereof, will be given permission to withdraw his proposal. At the time of opening the proposals, when such proposals are reached, it will be returned to him unread. G. REJECTION OF PROPOSALS The Town reserves the right to waive any technical error and to reject any and/or all proposals. Without limiting the generality of the foregoing, any proposal which in incomplete, obscure, or irregular may be rejected; any proposal accompanied by an insufficient or irregular certified check or bidder's bond bay be rejected, any proposal having interlineations, erasure or corrections may be rejected. The Town also reserves the fight to reject any bid if the evidence submitted in the qualification statement or an investigation of such bidder fails to satisfy the Town that such bidder is property qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted. H. PLANT & EQUIPMENT The bidder shall State in his bid that be has available or under his control, plant and equipment of the character and in the amount required to complete the proposed work within the specific time. LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 I TIME FOR EXECUTION OF CONTRACT Any bidder whose proposal shall be accepted will' be required to appear before the Town in person; or if a firm or corporation, a duly authorized representative shall so appear, and execute six (6) copies of the Contract and furnish satisfactory Performance and Payment Bond within ten (10) days after notice that the Contract has been awarded to him. Failure to execute Contract shall constitute a breach of the agreement effected by the acceptance of the Proposal The damages to the Town for such breach will include loss from interference with his construction program and other items, the accurate amount of which it will be difficult or impossible to compute. The amount of the certified check or bidder's bond accompanying the Proposal of such bidder shall be retained by the Town, not as a penalty, but as liquidated damages for such breach. In the event any bidder whose proposal shall, be accepted shall fail or refuse to execute the Contract as herein before provided, the Town may, at there option, determine that such bidder has abandoned the Contract, and thereupon, his proposal and acceptance thereof shall be null and void, and the Town shall be entitled to liquidated damages as above provided. J. PREVAILING WAGE RATES The New York State Department of Labor's Prevailing Wage Rate Schedules are part of this Contract. The Contractor is responsible for being familiar with the latest available schedules. LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 INSURANCE REQUIREMENTS The Contractor shall not commence any work until he has obtained, and had approved by the Town of Southold, all of the insurance that is required under this contract which has been enumerated herein: COMPENSATION INSURANCE: Public Liability and Property Damage Insurance Contractor's Protective Liability and Property Damage Insurance Owner's Protective Public Liability and Property Damage Insurance The Contractor shall not permit any subcontractor to commence any operation of the site until satisfactory proof of carriage of the above required insurance has been posted with and approved by the Owner. Compensation Insurance: The Contractor shall take out and maintain during the life of this Contract, Workmen's Compensation Insurance for all his employees employed at the site of the project, and in case of any of the work being sublet, the Contractor shall require all subcontractors similarly to provide Workmen's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. Public Liability and Property Damage Insurance: The Contractor shall take out and maintain during the life of this Contract such Public Liability and Property Damage Insurance as shall protect him and any subcontractor performing work covered by this Contract from claims for damages four personal injury including accidental death as well as from claims for property damage which may arise from operations under this Contract, whether such operations be by himself or by any subcontractor, to by anyone directly or indirectly employed by either of them, and the amounts of such insurance shall be as follows: Public Liability Insurance in an amount of not less than One Million Dollars ($1,000,000.00) for bodily injuries, including wrongful death to each person and subject to the same limit for each person in an amount not less that One Million Dollars. ($1,000,000.00) on account of each accident. Property Damage Insurance in an amount not less than One Million Dollars ($1,000,000.00) for damages on account of each accident and in an amount of not less than One Million Dollars ($1,000,000.00) for damages on account of all accidents. Liability and Property Damage Insurance: The above policies for Public Liability and Property Damage Insurance must be so written to include Contractor's Protective Liability and Property Damage insurance to protect the Contractor against claims arising from the operations of a subcontractor. The policies shall also name the Town of Southold as an additional insured. Owner's Protective Public Liability and Property Damage Insurance: The Contractor shall furnish to the Owner, with respect to the operations he or any of his subcontractors perform a regular Protective Public Liability Insurance Policy for, and in behalf of the Owner, providing LIQUID ASPHALT Grades RC-250 & MC-250 Item #3 Calendar Year 2012 for a limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to, or death of, one person and subject to that limit for each person, a total limit of One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to, or death of, two or more persons in any one accident; and regular Protective Property Damage Insurance providing for a limit of not less than One Million Dollars ($1,000,000.00) for damages arising out of injury to, or destruction of, property in any one accident and subject to that limit per accident, a total (or aggregate limit of Two Million Dollars ($ 2,000,000.00) for all damages arising out of injury to, or destruction of, property during the policy period. This insurance must fully cover the legal liability of the Owner. The coverage provided under his policy must not be affected if the Owner performs work in connection with the project either for or in cooperation with the Contractor or as an aid thereto whether the same be a part of the Contract or separate therefrom, by means of its own employees or agents or if the Owner directs or supervises the work to be performed by the Contractor. PROOF OF CARRIAGE OF INSURANCE: The Contractor shall furnish the Owner with certificates of each insurer insuring the Contractor of any subcontractor under this Contract except with respect to part D. As listed above. In respect to this paragraph, the Contractor shall furnish the Owner with the original insurance policy. Both certificates, as furnished, and the insurance policy, as required, shall bear the policy numbers, the expiration date of the policy and the limits of liability there under. Both the certificates and the policy shall be endorsed to provide the Owner with any notice of cancellation or non-renewal. LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 PROPOSAL FORM DATE: NAME OF BIDDER: TO: SOUTHOLD TOWN BOARD TOWN HALL PO BOX 1179 53095 MAIN ROAD SOUTHOLD, NEW YORK 11971 NOTE: All items listed herein must be bid. Failure to bid any item will be grounds for disqualification. MEMBERS OF THE BOARD: The undersigned as bidder, declares that the only persons, company, or parties interested in this proposal as principals are named below; that this proposal is made without any connection, directly or indirectly with any other bidder for the same work; that it is in all respects fair and without collusion or fraud, and that no person acting for or employed by the aforementioned owner is or will be interested directly or indirectly, in the performance of the contract, or the supplies relating to it, or in any portion of the profit thereof; that he has carefully examined all project requirements, including bidding requirements, contract, general and special conditions, specifications, and addenda, if any (Note: acknowledgment of addenda and their dates must be included as indicated on bottom page); that he has satisfied himself by personal examination of the proposed work, and by such other means as he may have chosen, as to the conditions and requirements of the work; and he proposed and agrees that if his proposal be accepted he will contract to furnish all materials not provided by the Town (See Specifications) and to perform all the work required to construct, perform and complete the specified work; and that he will start the work as directed by the Town, he will accept, in full payment thereof as listed below: BID ON ASPHALT ROAD MATERIALS, LIQUID ASPHALT- Grades RC 250 & MC 250, 1N ACCORDANCE WITH THE PROJECT REQUIREMENTS. THE ABOVE REFERENCED ACTIVITIES WILL BE COMPLETED FOR THE STIPULATED CUMULATIVE "UNIT PRICE" OF: SOUTHOLD TOWN: FURNISH AND PLACE WITHIN FISHERS ISLAND: (written in words) Per Gallon (written in numbers) Per Gallon (written in words) Per Gallon (written in numbers) Per Gallon LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 And he further agrees that if this proposal shall be accepted by the Town and that if he shall refuse, fail or neglect to enter into a Contract pursuant to such proposal and to the requirements of the Town, shall have been deposited in the mail addressed to him at the address given in the proposal, that he shall be considered to have abandoned the contract. We the undersigned, further agree that this proposal shall be reviewed by the Town to correct any deficiencies in the proposed scope of work and, if no corrections are necessary, further agree that this proposal is a formal bid and shall remain in effect for a period of forty-five (45) days, the Town will accept or reject this proposal or by mutual agreement may extend this time period. Signature of Bidder: Business Address: Telephone Number: Date: LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 1. DESCRIPTION Bids are requested for the purchase of 75,000 gallons, more or less as may be needed, of Asphalt Road Materials, (Grades RC-250 & MC-250) for the use in repair & maintenance of the Town Highways for the calendar year 2005 The attention of the bidder is specifically called to the fact that the quantity of 75,000 gallons as specified herein is an estimate only and may not be the quantity of. asphalt material which will actually be required by the Town for the calendar year. 2. MATERIALS Asphalt Road Materials shall be Grade RC-250 & MC-250 and shall meet the following Specifications: TEST Water, Max. (%) Flash Point, C.O.C. F, Min. Kenematic Viscosity ~ 140 F, Centistokes Distillation: % Total Distillate to 680 F, by Vol. To 437 F Min. To 500 F Min. To 600 F Min. Grade RC-250 Grade MC-250 0.2 0.2 150 250-500 250-500 35 0-10 60 15-55 80 60-87 Residue from Distillation to 680 F % Volume by Difference, Min. 65 67 Tests on Residue Absolute Viscosity 140 F Ductility, 5 cm/min. ~ 77 F, cm. min. % Sol. In CCL4, Min. 600-2400 300-1200 100 100 99 99 Required Temperature Mixing 100-175 100-200 Spraying 80-250 100-200 3. WEATHER LIMITATIONS The material shall be spread only when: 1. The read surface and atmospheric temperatures are at least 45 degrees F and rising. 2. The weather is not foggy or raining. 3. There is no forecast of temperatures below 32 degrees F within 48 hours from the time of placement of the Asphalt Material, LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 4. DELIVERY & APPLICATION All asphalt materials must be delivered to and applied within the Town of Southold. The successful bidder will be required to deliver and apply such asphalt materials in quantities of approximately 6,000 gallons within three (3) hours of notification by the Highway Department. All distribution vehicles shall be equipped with a wheel calibrated instrument for accuracy of application. 5. TRAFFIC MAINTENANCE The contractor shall be responsible for providing maintenance and protection of vehicular and pedestrian traffic associated with this work. Opening to traffic does not constitute acceptance of the work. The contractor shall also be responsible for providing all signage and traffic control during this work. 6. METHOD OF PAYMENT The quantity to be paid for under this item shall be the number of gallons ordered by the Town and delivered and applied by the Bidder in accordance with this specification. END OF SPECIFICATION LIQUID ASPHALT Item #3 Grades RC-250 & MC-250 Calendar Year 2012 STATEMENT OF NON-COLLUSION (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non-collusive bidding certification. A. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and beliefi (I) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor. (3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. B. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that ofthe (Name of signatory) Be authorized to sign and submit the bid (Name of Corporation) LIQUID ASPHALT Item #3 Grades RC-250 & MC~250 Calendar Year 2012 Or proposal of this corporation for the following Project: Item # 3 LIQUID ASPHALT Grades RC-250 & MC-250 Peconic Lane, Peconic, New York 11958 and to include in such bid or proposal the certificate as to non-collusion required by section one- hundred-three-d (103-d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or miss-statements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing is true and correct copy of the resolution adopted by_ corporation at a meeting of the Board of Directors, held on the day of ,20.__ (SEAL OF THE CORPORATION) Laws of New York, 1965 Ch. 751, Sec. 103-d, as amended & effective on September 1, 1965. Signature Board Meeting of March 27, 2012 Southold Town Board - Letter RESOLUTION 2012-273 ADOPTED Item # 5.19 DOC ID: 7725 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2012-273 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 27, 2012: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise for various road treatment bids for the calendar year 2012. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: William Ruland, Councilman SECONDER: Albert Krupski .Ir., Councilman AYES: Ruland, Talbot, Dohert¥, Krupski .Ir., Evans, Russell Generated March 28, 2012 Page 32