Bid_Specifications_Refuse Removal - 2025.pdf

WILLIAM FLOYD UNION FREE SCHOOL DISTRICT

INVITATION TO BID, BID INSTRUCTIONS AND SPECIFICATIONS, AND BID FORM

FOR SERVICES ONLY

The William Floyd Union Free School District (the “School District”), in accordance with Section 103 of the

General Municipal Law, hereby invites the submission of sealed bids to the School District for the following service(s):

REFUSE REMOVAL

SPECIFICATIONS

It is the intent of this specification to clearly designate the services that will be expected from the company awarded the contract for the refuse removal from the school buildings listed below.

Vehicles used to make daily pick ups will not endanger the safety or welfare of the school children at any time. Speed must be kept to a minimum at all times while on school property and stop signs and other traffic control signs must be obeyed. Vehicles may not cross lines of buses at any school while they are loading or unloading students. It is the driver’s responsibility to use good judgment under all circumstances to insure the safety and welfare of the district students. Contractor’s trucks must have a back-up warning device in operation.

The successful contractor hereby agrees to fully accept the following responsibilities. On or before the 1st day of July 2025, he will have delivered and placed at the present container location, a container of the proper size, that is tight, and in good condition and has a cover. Said containers will be maintained throughout the year and if covers are broken, they will be repaired or replaced at the contractor’s expense as soon as possible to prevent refuse from blowing around the school property and to comply with the Suffolk

County Department of Health regulations.

In the event of a fire in any container, they must be repainted and clearly marked with vendor’s name and phone number. All containers shall be painted yearly. Containers shall be properly maintained and cleaned as requested by the William Floyd Union Free School District to conform to Board of Health standards and to avoid all objectionable odors. Vehicles used for regular refuse pick- ups may not be more than three (3) years old. The successful contractor must have at least one back up vehicle which may not be more than five

(5) years old.

The Recycling containers must have the ability to be locked and secured. A key to the locking device shall be provided to the carter.

Bids must be sealed and specified as “REFUSE REMOVAL BID”.

BUILDINGS TO BE SERVICED:

Refuse and recyclables will be removed from the following locations in the sizes and number of containers as indicated below:

Type Of

Container 30 yard 6 yard * 6 yard 35 yard 8 yard 3 yard

Roll-Off Refuse Cardboard Self Contained Refuse Refuse

Container Paper Water Tight Container Container Recyclable Compaction

Container

Pick-ups per week 5 Times 1 Time 1 Time 5 Times 1 Time

Pick-ups per month 1 Time

Hobart Elementary one Two-M/W/F

Moriches Elementary one one

Tangier Smith Elementary Field House @ Tangier Smith Elementary one one one

Nathaniel Woodhull Elementary one one William Floyd Elementary one one

William Paca Middle School one two

William Floyd Middle School one one

William Floyd High School one one

Grounds/Maintenance Department one

Supply with this bid in the area provided a separate price per pick-up for each of the above types of containers.

(Separate price per pick-up will not be used in the calculation to determine the lowest bidder).

The District reserves the right to have placed at all their school locations a (6) six yard recyclable container for mixed recyclables (mixed recyclables as defined by the Town of Brookhaven) at no cost. The cost of each container pick up will be stated in the contract as a once per week and/or a will call fee.

The School District will award the contract to the lowest responsible bidder on a total bid basis only, noting that the lowest cost bidder may not be the lowest responsible bidder. One component of identifying the lowest responsible bidder is to identify the lowest cost bid. The following calculation will be used to identify the lowest cost bid:

Will be based on the grand total of all pickups

Contract Period

The term of the contract will be for one (1) year, July 1, 2025 – June 30, 2026 with an option to extend, at the School District’s Board of Education’s discretion, for an additional two (2) one year extensions at an amount of increase not to exceed the prior year’s increase in CPI from the date of award.

*The CPI increase value used here will be calculated by averaging the prior 12 monthly CPI increases for the New York Consumer Price Increase for All Urban Wage Earners and Clerical Workers, as provided by the U. S. Department of Labor, Bureau of Labor Statistics. The district will be using February CPI (March –

February average 12-month) as their basis.

Bidding Timeframe

Bids must be submitted by using the enclosed “Bid Response Sheet”. All information must be legible.

Illegible or vague bids may be rejected. Please be advised that the person signing the bid response must be authorized by your organization to contractually bind your company with regard to prices and related contractual obligations for the term of the contract.

Bids must be received in a sealed envelope and addressed as follows:

Ms. Aurora Keller

District Office

William Floyd Union Free School District

240 Mastic Beach Road

Mastic Beach, NY 11951

SEALED BID FOR REFUSE REMOVAL

Bid Number 24-25.019

Due on or before Tuesday, April 8, 2025 by 2:00 PM

THIS ENVELOPE IS TO BE OPENED BY AUTHORIZED PERSONNEL ONLY.

Bids will be opened as follows. Any bids received after this date/time will be rejected:

Date: Tuesday, April 8, 2025

Time: 2:00 P.M.

Location: William Floyd Union Free School District

District Office

240 Mastic Beach Road

Mastic Beach, NY 11951

Bidder Responsibilities

Bidders are required to be licensed. Proof of license must be submitted with the Bid Response Sheet.

Bidder is under an affirmative duty to inform itself by personal examination of the specifications and location(s) of the proposed work and by such other means as it may select, of the character, quality, and extent of the work to be performed and the conditions under which the contract is to be executed. Each bidder shall examine specifications and all other data or instruction pertaining to the work. No pleas of ignorance of conditions that may be encountered or of any other matter concerning the work to be performed in the execution of the work will be accepted by the William Floyd School District as an excuse for any failure or omission on the part of the bidder to fulfill every detail of all the requirements of the documents governing the work. The successful bidder will not be allowed any extra compensation by reason of any matter or thing concerning which such bidder might have fully informed itself prior to bidding. Henceforth, bidders must inspect the building(s) and submit a report of their findings with their bid.

It will be the responsibility of the successful bidder to meet with the Plant Facilities Administrator immediately following the award of contract to outline the services that are expected.

Standard Clauses For All NYS Contracts

During the performance of the contract, the successful bidder agrees to the terms under the MACBRIDE Fair

Employment Principles.

I. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the contractor hereby agrees to effectuate the naming of the district as an unrestricted additional insured on the contractor's insurance polices, with the exception of workers' compensation.

II. The policy naming the district as an additional insured shall:

•Be an insurance policy from an A.M. Best rated "secured" or better insurer, New York State admitted insurer.

•Provide for 30 days notice of cancellation.

• State that the organization's coverage shall be primary coverage for the district, its Board, employees and volunteers.

• List the district as an additional insured by using endorsement CG 20 10 11 85 or broader. The certificate must state that this endorsement is being used, and a copy of the endorsement must be attached to the certificate of insurance.

III. The contractor agrees to indemnify the district for any applicable deductibles and self-insured retentions.

IV. Required Insurance:

• Commercial General Liability Insurance

$1,000,000 per occurrence/ $2,000,000 general and products/completed operations aggregates. The general aggregate shall apply on a per-project basis.

• Automobile Liability

$1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles.

• Workers' Compensation

Statutory Workers' Compensation and Employers' Liability Insurance for all employees.

Proof of coverage must be on the approved specific form, as required by the New York

State Workers’ Compensation Board. ACORD certificates are not acceptable.

• Owners Contractors Protective Insurance

(Required for construction projects in excess of $200,000)

$1,000,000 per occurrence/$2,000,000 aggregate, with the district as the named insured.

V. The insurance producer must indicate whether or not they are an agent for the companies providing the coverage.

VI. Contractor acknowledges that failure to obtain such insurance on behalf of the district constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the district. The contractor is to provide the district with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities.

VII. The district is a member/owner of the NY Schools Insurance Reciprocal (NYSIR).

The contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the district but also the NYSIR, as the district's insurer.

Prime Contractor Responsibilities

If any subcontracting is approved, the William Floyd School District will only communicate with the successful bidder as prime contractor. The William Floyd School District Board of Education considers the prime contractor to be the sole contact with regard to all provisions of the bid of all services.

Right-to-Know

In accordance with the New York State Toxic Substance Act (Right-to-Know Law) and the United States

Occupational Safety and Health Administration’s Hazard Communication Standard, the William Floyd

School District has established and implemented a Right-to-Know / Hazard Communication Program. It is the policy of the William Floyd School District to provide information and training to advise employees of potentially hazardous substances known to be in the workplace. Part of this information is a collection of

Material Safety Data Sheets for all chemicals used at the William Floyd School District by contract vendors.

Material Safety Data Sheets and labels must be submitted with each bidder’s proposal. Before any chemical product is used on or in any building, authorization by the Plant Facilities Manager is required, and a copy of the product label and Material Safety Data Sheet must be provided to the Plant Facilities Manager before the chemical is applied.

NYS Department of Labor Prevailing Wage Rate Schedule

Bidders are reminded that the payment of prevailing wages and supplements is a requirement of all contracts for public works. Information indicating that prevailing wages are not being paid on a public works project will be forwarded to New York State Department of Labor for investigation. Willful violations of the prevailing wage provisions of the Labor Law may result in disbarment from the bidding and award of public contracts. The bidder cannot bid on this contract at a loss. The prevailing wage must be paid. Note: All public works contracts, regardless of dollar value, require the payment of prevailing wages and supplements.

Bidders are advised that the William Floyd School District may make random inquiries of bidder’s employees as to the rate of wages being paid and may request certified copies of one or more weekly payrolls to verify proper payment of wages. Any discrepancy found in information supplied will be reported to the Department of Labor for investigation.

Specifications of Prospective Bidders

The bidder certified that it meets the following requirements for submitting a bid and shall provide verification of such within its bid:

1. The bidder has been in business for at least five (5) years prior to the submission of this bid.

Bidder must submit a list of at least five (5) verifiable references in the form provided herein from accounts for which work, comparable to that contained in these specifications, has been completed or is currently in progress.

2. The bidder maintains a current Business Registration License from the State of New York. The bidder must provide a copy of this registration with the bid.

In addition, the bidder certifies the following:

1. The bidder and all pertinent personnel are certified to perform the work specified herein in accordance with the laws, rules, ordinances, and codes within the State of New York.

2. The bidder has never previously failed to perform satisfactorily in connection with public bidding or public contracts.

Piggybacking Language

William Floyd School District shall make available to other authorized governmental entities the contract for the purchase of goods and/or services awarded as a result of this bid in accordance with NYS GML

103. However, it is understood that the extension of such contracts are at the discretion of the vendor and the vendor is only bound to any contract between the District and the vendor. Additionally, the District reserves the right to purchase any goods or services included as a part of this bid from any means legally available to it at any time.

Cancellation

The William Floyd Union Free School District retains the right to cancel this contract without reason, provided the vendor is given at least sixty (60) days’ notice of its intent to cancel. This provision should not be understood as waiving the William Floyd School District’s right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. This contract may be cancelled by the William Floyd School District when, in its opinion, the service rendered is incompetent, inadequate, or unresponsive to the District’s needs.

If bidder did not receive the following documents, please request said items from the William Floyd

School District. These two documents, along with the Bid Specifications Document and the Bid

Response Sheet, represent the complete bid package:

1. General Conditions

2. Non-Collusive Bidding Certification

3. Hold Harmless

4. Iran Divestment Act

WILLIAM FLOYD UNION FREE SCHOOL DISTRICT

BID RESPONSE SHEET

FOR REFUSE REMOVAL BID

Type Of Container 30 Yard Roll Off

6 Yard Refuse

*6 Yard Cardboard

35 Yard Self-Contained

8 Yard Refuse

3 Yard Refuse

Paper Recyclable Container

Water Tight Compaction

Refuse Container

Pick-ups per week 5 Times 1 Time 1 Time 5 Times 1 Time

Pick-ups per month 1 Time

Hobart Elementary One Two-M/W/F

Moriches Elementary One One

Tangier Smith Elementary One One

Field House @ Tangier Smith one

Nathaniel Woodhull Elementary One One

William Floyd Elementary One One

William Paca Middle School One Two

William Floyd Middle School One one

William Floyd High School One one

Grounds/Maintenance Dept One

GRAND

TOTAL BID

TOTAL COST FOR @

COLUMN FOR PERIOD OF

ONE MONTH – ASSUMING 4

WEEKS IN THE MONTH

Indicate below cost of extra, one time pick-up of each type of container:

6 Yard Refuse Container State price for 1 time/extra pick-up

6 Yard Cardboard Paper

Recyclable Container

State price for 1 time/extra pick-up

35 Yard Self-Contained Water

Tight Compaction

State price for 1 time/extra pick-up

6 Yard Mixed Recyclables

Recyclable Container

State price for 1 time/extra pick-up

30 Yard Roll-off Container State price for 1 time/extra pick-up

8 Yard Refuse Container State price for 1 time/extra pick-up

3 Yard Refuse Container State price for 1 time/extra pick-up

Company References:

1.

Business Name Phone # Contact

2.

3.

4.

5.

Bid Submitted By:

Company Legal Name:

Company D.B.A. Name:

Company Legal Address:

Contact’s E-mail Address:

Authorized Contact’s Name:

Authorized Contact’s Title:

Authorized Contact’s Signature:

Date: