HomeMy WebLinkAboutPolice Storage Building MOCKINGBIRD LANE, Southold, New York (Highpoint Meadows, Section One)
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TUTHILL ROAD EXTENSION, Southold, New York (Highpoint Meadows, Section One)
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ORIOLE DRIVE, southold, New York (Highpoiht Meadows, Section One)
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3/10/83
Administrative Instructions Regarding Contract Bids and Awards
The purpose of these instructions is to outline the procedures to be used in securing bids and
making awards by recipients of grants for construction of wastewater treatment works
under the Clean Water Act.
Advertising for bids: In obtaining competitive bids, the following procedures must be
observed:
When bids are to be obtained by public advertisement, such advertisements must be in
newspapers and/or trade journals having statewide circulation for projects with an
estimated construction cost less than ten million dollars. Projects in excess of ten
million dollars must also be advertised in trade journals of nationwide distribution (40
CFR 33.410, 40 CFR 33 Appendix A).
A minimum of 30 days must be allowed between the date of public advertisement and
the date when bids must be submitted. Bidding documents must be available in
adequate quantities at the time of public notice (40 CFR 33.415, 40 CFR 33
Appendix A).
Revisions during the advertising period: Should the need for revisions to plan and
specifications arise after they are in the hands of the bidders, such revisions in the form of
addenda must reach all bidders prior to the time for opening bids. Four (4) copies of these
addenda should be sent to NYSDEC for approval at the same time copies are sent to the
bidders. Contracts may not be awarded until the NYSDEC has reviewed and approv all
addenda to plans and specifications (6 NYCRR VII 625.6 (f)).
In accordance with the Davis-Bacon Act, all Federal wage rate changes and supersedeas
decisions issued by the Department of Labor, ten (10) days or more prior to the date of the
bid opening, must be included in the specificationsrio�r to bid opening. Wage Rate
Decisions which are part of these specifications are in e��ct for an unspecified period of
time. If during the period of advertising a Wage Rate Decision expires, or is modified, a
copy of the new Decision or Modification must be obtained from the Department of Labor
through the NYSDEC and be made part of the contract.
Awarding Contracts: A contract may not be awarded until authorization to do so has been
given in writing by NYSDEC. Such authorization cannot be given until the applicable
General and Special Conditions of the USEPA Grant Agreement have been met and until two
(2) copies of each of the following documents have been submitted to NYSDEC at least
fifteen (15) days prior to bid expiration:
1. Revised project costs must be presented on Pages 2, 9, 11 of the standard grant
application EPA Form 5700-32;
2. A revised Summary of Local Cost Projections and Project Cost Estimates (copies
attached);
3. Certified tabulation of all bids received including the Engineer's dated pre-bid
estimate in the first column. The Bid Tabulation must indicate eligible (both
State and Federal) and ineligible costs by bid item and total contract amount.
4. The proposal(s) of the bidder(s) to whom you wish to award the contract(s);
5. A letter, signed by the authorized representative indicating the name(s) of the
bidder(s) to whom it is desired to award the contract(s) and the amount(s)
involved;
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6. Proof that the bids for the contract(s) were advertised in widely circulated
newspapers and trade journals for at least thirty (30) days, exclusive of the first
and last dates, submitted in the form of a notarized affidavit from each
newspaper and journal;
7. A detailed breakdown that will support and justify any unusual cost changes since
submission of the application;
8. A statement from your legal counsel that all necessary property and easements
have been acquired for the project (attached form may be used);
9. A statement as to the manner in which the grantee will provide and maintain
adequate engineering and inspection of the project to insure that the con-
struction conforms with the approved plans and specifications;
10. A listing of all addenda and evidence showing receipt of all addenda by all
bidders;
11. Certification of non-collusive bidding signed by the contractor;
12. Copies of the following Equal Employment Opportunity (EEO) Forms signed by
the bidder (s) to whom you wish to award the contract (s):
a. Certification of Non-Segregated Facilities;
b. Certification by Bidder Regarding Equal Employment Opportunity;
13. A statement indicating the status of compliance with any VIBE/WBE grant
requirements.
14. A completed Performance Bond Information Form (contained in the specifi-
cations) for each contract.
15. Based on the low bid for this contract, a revised quarterly Federal payment
schedule. If the bidding schedule for the remaining contract(s) has been revised,
a quarterly Federal payment schedule for each of these contract(s) is also
required as well as for the engineering and administrative costs for all contracts.
In preparing the above information, the following items should be kept in mind, and
additional information submitted as appropriate:
1. Normally each contract must be awarded to the bidder submitting the lowest bid.
Where the intention is to award a contract to other than the low bidder, the
grantee must justify in the form of a legal opinion to NYSDEC the action to be
taken, and receive approval for such action before awarding the contract.
2. If the grantee decides to award a contract to a bidder who has not submitted the
lowest bid, or rejects all bids, without the approval of NYSDEC, then Federal
and State participation in the construction costs may be jeopardized in whole or
in part.
3. Where the responsibility of the low bidder is in question, the grantee shall show
that the low bidder does not have either the financial ability or experience in
work of a comparable nature to satisfactorily execute the contract require-
m ents.
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4. Should the as-bid costs exceed original construction estimates, the grantee must
verify that pre-bid bonding authority is still valid or has been increased.
For cases where the Office of State Comptroller approval for an increase is
rewired, keep in mind that the grantee must pass a bonding resolution for the
increase, followed by a 30 day comment period. Evidence that this has occurred
should also be submitted.
5. Negotiation with the low bidder may be utilized in lieu of rejection of all bids
under very limited specific circumstances. Approval from NYSDEC counsel,
must be obtained prior to any grantee action to initiate negotiations.
6. Anyone furnishing design or supervisory services, or both, on a project must be
disqualified as a bidder on the same project. The acceptance of such a bid would
be in violation of the requirements of competitive bidding since the firm or
individual providing design or supervisory services, or both, is in a preferred
position.
7. Federal participation in a grant and any specific contracts under a grant will be
denied if persons or businesses performing work on the project have been
debarred or suspended under USEPA regulations (40 CFR 32). All proposed prime
contractors should be checked against EPA's current list of debarred/suspended
persons and firms as soon as possible after receipt of bids. Please contact the
NYSDEC program engineer or section chief for information on the current list.
3/10/83
CERTIFICATE AS TO TITLE TO PROJECT SITE
Name of Grantee and Address
I , Attorney at Law, representing
herein called the Grantee, as title counsel, do hereby certify:
1. That I have investigated and ascertained the location of and am familiar with the
legal description of the site or sites being provided by the Grantee for all
elements (treatment plant, interceptors, outfalls, pumping stations, force mains,
collectors, and appurtenances) of the sewage treatment works project for which
Federal participation has been offered under the Clean Water Act, identified as
C36
2. That if not previously submitted, I am attaching a legal description of the site or
sites on which the project is to be constructed.
3. That I have examined the deed records of the county or counties in which this
project is to be located and in my opinion, the Grantee has a legal and valid fee
simple title or other estate or interest in the site of the project including the
necessary easements and rights-of-way as are necessary to undisturbed use and
possession for the purposes of construction, operation and maintenance of the
project.
4. That any deeds or documents required to be recorded in order to protect the title
of the owner and the interest of the Grantee have been duly recorded or filed for
record wherever necessary.
5. Remarks:
Dated this day of , 19
Attorney At Law
Address
^ h
CONTRACT MANAGEMENT SYSTEM
BID ADVERTISNG do OPENING DATES
(Attachment #3)
Please estimate the dates you intend to advertise bids and open bids on each contract. Also
identify the names of the newspaper(s) and/or trade journal(s) to be used in advertising for
bids. This form must be completed and returned to:
(Section Chief) Robert Q. Kni zek
NYSDEC 50 Mold Road - Room 418
Albany, NY 12233
within 14 days of receipt.
Contract No. do Title Advertising Date Bid Open Date
1. (Complete)
2.
3.
4.
5.
Newsnaner(s)
Trade Journal(s)
DEBT REDEMPTION
A-9710 - BONDS
600 - Principal $ 3,140,412.00
700 - Interest 2,115,906.00
TOTAL $ 5,256,318.00
A-9740 - NOTES 300,000.00
TOTAL 300,000.00
TOTAL DEBT REDEMPTION $ 5,556,318.00
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