Refuse Removal Services Specs 2025.pdf

SOUTHAMPTON PUBLIC SCHOOLS– PURCHASING OFFICE

300 HAMPTON ROAD SOUTHAMPTON, NY 11968

PHONE: 631-591-4518 / FAX: 631-287-2870

BID NAME: REFUSE REMOVAL SERVICES BID NO. SPS25-005 Page - 1 -

INVITATION TO BID

DATE: APRIL 3, 2025

NOTICE IS HEREBY GIVEN THAT SEALED PROPOSALS ARE SOUGHT AND REQUESTED FOR

THE FOLLOWING:

BID NAME: REFUSE REMOVAL SERVICES

PLACE OF OPENING:

SOUTHAMPTON PUBLIC SCHOOLS

ADMINISTRATION BUILDING

300 HAMPTON ROAD, SUITE 201

SOUTHAMPTON, NY 11968

DATE OF OPENING: TIME OF OPENING:

APRIL 23, 2025 2:00 PM

CONTACT PERSON: Danielle Leef

Purchasing Agent 631-591-4518

VENDORS MUST SUBMIT BID IN SEALED ENVELOPE.

PLEASE PRINT ON THE FACE OF ENVELOPE: 1) NAME & ADDRESS OF BIDDER

2) BID NAME & NUMBER

It is the bidder's responsibility to read the attached Bid Specifications and GENERAL CONDITIONS, which outline bidding rules of the Southampton Public Schools Purchasing Department.

Upon submission of bid, it is understood that the bidder has read, fully understands and will comply with said GENERAL CONDITIONS and specification requirements.

Southampton Public Schools requires that this document be returned intact, that it be signed by an authorized representative, and filled out completely. PLEASE DO NOT REMOVE ANY PAGES FROM THIS BID PACKAGE. Therefore, PLEASE MAKE A COPY OF BID DOCUMENT FOR YOUR RECORDS. Thank you.

BID NAME: REFUSE REMOVAL SERVICES BID NO. SPS25-005 Page - 2 -

GENERAL CONDITIONS

BIDS

1. All proposals shall be made upon forms furnished by the Purchasing Agent for the Southampton Public Schools and shall be contained in sealed envelopes addressed to the Purchasing Agent Southampton Public Schools 300 HAMPTON ROAD, Southampton, NY 11968.

2. Form of proposal as issued by the Purchasing Agent shall be completely filled in, in black ink or typed on original bid form. No photocopies will be accepted. No bid will be accepted which contains any changes, additions, omissions or erasures, unless otherwise stated.

3. Bidder must submit with bid detailed specifications, circulars and all necessary data on items the bidder proposes to furnish. This information must show clearly that the item offered meets all detailed specifications herein. The Purchasing Agent reserves the right to reject any bid if its compliance with the specifications is not clearly evident. If item offered differs from the provisions contained in these specifications such differences must be explained in detail, and bid will receive careful consideration if such deviations do not depart from the intent of these specifications and are to the best interests of the Southampton Public Schools as interpreted by the Purchasing Agent of the Southampton Public Schools.

4. All prices quoted must be "per unit" as specified; e.g., do not quote "per case" when "per dozen" is requested;

otherwise, bid may be rejected.

5. Bidder must insert the price per unit and the extensions against each item in this bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions. If a price is written in numbers and alpha - the alpha will govern.

6. The prices submitted shall be exclusive of Federal and State taxes and must not include any tax for which the bidder may claim exemption because of doing business with the Southampton Public Schools.

7. Prices shall be net, including transportation and delivery charges fully prepaid by the successful bidder to destination indicated in the proposal. If award is made on any other basis, transportation charges must be prepaid by the successful bidder and added to the invoice as a separate item.

In any case, title shall not pass until items have been delivered and accepted by the Southampton Public Schools.

8. The Southampton Public Schools reserves the right to award in whole or in part based on the lowest responsible bid.

9. Where a bidder is requested to submit a bid on individual items and/or on a total sum or sums, the right is reserved to award bids on individual items or on total sums.

10. All bids received after the time stated for the opening in the Notice to Bidders may not be considered and will be returned unopened to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the Southampton Public Schools. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having their bid deposited on time at the place specified.

11. In all specifications, the words "or equal" are understood after each article giving manufacturer's name or catalog reference, or on any patented article. The decision of the Purchasing Agent as to whether an alternate or substitution is in fact "equal" shall be final. If bidding on items other than those specified, bidder must in every instance give the trade designation of the article, manufacturer's name, and detailed specifications of item the bidder proposes to furnish, otherwise, bid will be construed as submitted on the identical item as specified.

12. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, material, or equipment required and a representation that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete compliance with the specifications.

13. If two or more bidders submit identical bids as to price, the decision of the Southampton Public Schools Board of Education to award a contract to one of such identical bidders shall be final. (General Municipal Law, Sec. 103. sub. 1)

14. It is the responsibility of the bidder to offer a product that meets the specifications of the manufacturer model as listed.

The bidder must submit with their bid detailed specifications, circulars and all necessary data on the commodity to be furnished. If the commodity offered differs from the provisions listed, such differences must be explained in detail. Failure to submit any of the above data may result in rejection of the bid.

The Southampton Public Schools, however, reserves the right to request any additional information deemed necessary for the proper evaluation of bids.

15. See attached insurance requirements.

Liability, workers compensation and disability coverage statements are required of all bidders. Automobile coverage is required from those who provide delivery. Bidders who use common carriers for delivery do not need automobile coverage statements.

16. In the event satisfactory bids are not received, the Southampton Public Schools Board reserves the right to consider alternative proposals containing deviations from Southampton Public Schools specifications. Bidders shall explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

17. Bidder must fill in all applicable spaces on bid form.

All lines must have an indication of bidder's response whether it be "o", "N/A", "--", or a dollar figure. All lines must be filled in to indicate bidder's acknowledgment of the request.

Bids that do not have all applicable lines filled in on bid sheet may be disqualified as a non-responsive bid. We cannot assume there is "no charge" when lines are left empty.

18. The following two items will automatically render a bid unacceptable to the Southampton Public Schools:

a. Failure to sign bid proposal page.

b. Failure to include necessary bid deposit (as required).

It shall be fully understood that any deviations from the inclusion of the above items will be grounds to see the bid as non-compliant and will not be considered for award.

19. Faxed bids will not be accepted.

20.Southampton Public Schools reserves the right to purchase items included in these specifications on BOCES, New York State or Suffolk County Contracts, when available.

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SAMPLES

21. Samples, when required, must be submitted strictly in accordance with instructions, otherwise, bid may not be considered. If samples are requested subsequent to bid opening, they shall be delivered within ten (10) days of the request, or as directed, for bid to have consideration. Samples must be furnished free of charge and must be accompanied by descriptive memorandum invoices indicating if the bidder desires their return and specifying the address to which they are to be returned provided they have not been used or made useless by tests. Award samples may be held for comparison with deliveries. The Southampton Public Schools will not be responsible for any samples destroyed or mutilated by examination or testing. Samples shall be removed by the bidder at his expense. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned and the Southampton Public Schools shall have the right to dispose of them as its own property.

22. All window envelopes/mailers must conform to current U.S. Postal regulations. It is the responsibility of the supplier to be familiar and adhere to these regulations.

AWARD

23. The Southampton Public Schools Board of Education reserves the right to reject any and all bids not deemed for the best interest of the Southampton Public Schools and to reject as informal such bids, as in their opinion, are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced bids. By an unbalanced bid, it is meant one in which the amount bid for one or more separate items is substantially out of line with the current market prices for the materials and/or work covered thereby.

24. The Southampton Public Schools Board of Education reserves the right to waive any informality or to reject any or all bids.

25. Awards will be made to the lowest responsive, responsible bidder, as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, equipment, or supplies to be furnished, their conformity with the specifications, the purposes for which required, and the terms of delivery.

26. No contract hereunder shall, either in whole or in part, be assigned, transferred, conveyed, sublet or otherwise disposed of to any other person, company or corporation unless approval is first obtained in writing from the Southampton Public Schools Purchasing Agent.

27. Should the successful bidder fail to meet a delivery date required by the specifications, the Southampton Public Schools Purchasing Agent may, at her discretion, cancel the order and terminate the contract. In such event, the Southampton Public Schools will assume no responsibility for any expense or loss to the successful bidder because of such cancellation or termination.

28. Should any material or equipment delivered fail to meet the specifications, the Purchasing Agent may, at her discretion require the vendor to replace the same with material or equipment which does meet the specifications and, at the vendor's expense, to remove the rejected material or equipment from wherever delivered or stored and in the event that such proper replacement and removal is not made by the vendor within 30 days, to cancel the order and terminate the contract, in which event the Southampton Public Schools will assume no responsibility for any expense or loss to the vendor because of such cancellation or termination.

29. If the successful bidder fails to deliver within the time specified, or within reasonable time as interpreted by the Southampton Public Schools, or fails to make replacement of rejected articles, when so requested, immediately or as directed by the Southampton Public Schools, the Southampton Public Schools may purchase from other sources to take the place of the item rejected or not delivered. The Southampton Public Schools reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases the successful bidder agrees to reimburse the Southampton Public Schools promptly for excess costs occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity.

30. A contract may be canceled at the successful bidder's expense upon non-performance or poor performance of contract on ten-calendar days written notice to the successful bidder.

31. Payments cannot be processed by Southampton Public Schools until contract items have been delivered in satisfactory condition and the contractor has submitted a properly completed Invoice to the ordering agency.

32. Extension of Prices – N/A

33. It should be noted that the extension of this contract to certain political subdivision and non-public elementary and secondary schools may cause the estimated quantities to vary considerably. However, the contractor must furnish all quantities actually ordered.

34. The Southampton Public Schools may require the successful bidder to confirm in writing, within ten days of the School’s request, that said bidder will perform the contract in accordance with its bid. The failure of the bidder to so confirm may result in the cancellation of the contract by the Southampton Public Schools in its sole discretion.

35. Any errors in the bid award, which are the fault of the Southampton Public Schools, must be forwarded, in writing, to the Southampton Public Schools Purchasing Department within five (5) working days of the notification of award. No corrections will be made beyond that date. If errors on the part of the Southampton Public Schools are discovered too late to be corrected we will issue a "no award" on those affected items and rebid or quote at a later date.

36. If a successful vendor back orders or delays deliveries the Southampton Public Schools reserves the right to rescind their award and to disqualify them from future bidding.

37. Any and all awards resulting from this bid shall be final and shall be for the complete term of the contract. No rescinding of awards will be made because of bidder error or inability to supply them.

38. Title shall not pass until items have been delivered to the Southampton Public Schools and accepted by the requesting Department.

39. Executory Clause. It is understood by the parties that this agreement shall be executory only to the extent of the monies available to the Southampton Public Schools and

BID NAME: REFUSE REMOVAL SERVICES BID NO. SPS25-005 Page - 4 -appropriated therefore, and no liability on account thereof shall be incurred by the Southampton Public Schools beyond the monies available and appropriated for the purpose thereof.

40. The Southampton Public Schools reserves the right to extend the term of this contract for any length of time up to one year beyond the time herein specified as the expiration date of this contract at identical terms and conditions. Written notice will be given to the contractor.

41. The Southampton Public Schools reserves the right to cancel this contract on 30 days written notice to the contractor(s).

DELIVERY

42. Delivery must be made in accordance with the instructions to bidders and specifications. If delivery instructions do not appear on order, it will be interpreted to mean prompt delivery. The decision of the Purchasing Agent as to reasonable compliance with delivery terms shall be final.

43. The Southampton Public Schools must be notified twenty-four (24) hours in advance of delivery. The Southampton Public Schools reserves the right to deny acceptance of delivery if this notice is not given, at no cost to the Southampton Public Schools.

44. The Purchasing Agent will not accept any deliveries on Saturdays, Sundays or legal holidays, except commodities required for daily consumption or where the delivery is for an emergency.

45. Items shall be securely and properly packed for shipment, storage and stocking in shipping containers and according to accept commercial practice, without extra charge for packing cases, baling, or sacks.

46. The successful bidder shall be responsible for delivery of items in good condition at point of destination. The bidder shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The Receiving Department will note for the benefit of successful bidder when packages are not received in good condition. Carton shall be labeled with purchase order or contract number, successful bidder's name and general statement of contents. Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods.

47. Unless otherwise stated in the specifications, all items must be delivered into and placed at a point within the building as directed by the shipping instructions or the Purchasing Agent. The successful bidder will be required to furnish proof of delivery in every instance.

48. Unloading and placing of equipment and furniture is the responsibility of the successful bidder, and the Southampton Public Schools accepts no responsibility for unloading and placing of equipment. Any costs incurred due to the failure of the successful bidder to comply with this requirement will be charged to him. No help for unloading will be provided by the Southampton Public Schools, and suppliers should notify their truckers accordingly.

49. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain the following information for each item delivered:

Contract Number and/or Purchase Order Number Name of Article Item Number (if applicable)

Quantity Name of the Successful Bidder

50. Successful bidder may be requested to acknowledge, in writing, receipt of order.

51. No items are to be shipped or delivered until receipt of an official purchase order from the Southampton Public Schools Purchasing Department.

INSTALLATION OF EQUIPMENT

52. The successful bidder shall clean up and remove all debris and rubbish resulting from his work from time to time as required or directed. Upon completion of the work, the premises shall be left in a neat, unobstructed condition, and the buildings broom cleaned, and everything in perfect repair or order.

Old materials are the property of the successful bidder unless otherwise specified.

53. Equipment, supplies, and materials shall be stored at the site only on the approval of the Purchasing Agent and at the successful bidder’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss of the material.

54. Work shall be progressed so as to cause the least inconvenience to the Southampton Public Schools and with proper consideration for the rights of the other successful bidders or workmen. The successful bidder shall keep in touch with the entire operation and install his work promptly.

55. Bidders shall acquaint themselves with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required.

56. Equipment for trade-in shall be dismantled by the successful bidder and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the successful bidder shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply “as is”. Equipment is available for inspection only at the delivery point unless otherwise specified.

GUARANTEES BY THE SUCCESSFUL BIDDER

57.The successful bidder guarantees:

(a) Their products against defective material or workmanship and to repair or replace any damages or marring occasioned in transit.

(b) To furnish adequate protection from damage for all work and repair damages of any kind for which the bidder or the bidders workmen are responsible, to the building or equipment, to his own work, or to the work of other successful bidders.

(c) To carry adequate insurance to protect the Southampton Public Schools from loss in case of accident, fire, theft, etc.

(d) That all deliveries will be equal to the accepted bid sample.

(e) That the equipment delivered is standard, new, latest model of regular stock product or as required by the specifications;

also that no attachment or part has been substituted or applied contrary to manufacturer’s recommendations and standard

BID NAME: REFUSE REMOVAL SERVICES BID NO. SPS25-005 Page - 5 -practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the Southampton Public Schools.

Any merchandise provided under the contract, which is or becomes defective during the guarantee-period shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the Southampton Public Schools.

SAVING CLAUSE

58. The successful bidder shall not be held responsible for any losses resulting if the fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, acts of God, or for any other acts not within the control of the successful bidder and which by the exercise of reasonable diligence he is unable to prevent.

GOVERNING LAWS & RULES

59. Section 165 of the State Finance Law prohibits the purchase of tropical hardwood products. Any bid which included products containing tropical hardwoods shall be deemed non-responsive. Exceptions shall be from an approved source or sole source where no approved equal is available. Section 167b shall apply.

60. The Contractor shall comply with all the provisions of the laws of the Southampton Public Schools, the State of New York and of the United States of America which affect municipalities and municipal contracts, and more particularly the Labor Law, the General Municipal Law, the Worker's Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Law, Rules and Regulations, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein. The bidder's special attention is called to those laws which are set forth below:

61. Section 103-d of the General Municipal Law of the State of New York which reads as follows:

1. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed 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 belief;

(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 with 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, and (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) A bid shall not be considered for award nor shall any award be made where (a) (1) (2) and (3) above have not been complied with; provided however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor. Where (a) (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

2. The fact that a bidder

(a) has published price lists, rates or tariffs covering items being procured,

(b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or

(c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of sub-paragraph one (a).

3. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of this section, shall be deemed to have been authorized by the Board of Directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

62. All regularly manufactured stock electrical items must bear the label of the Underwriters' Laboratories, Inc.

63. Bids on equipment must be on standard new equipment of latest model and in current production, unless otherwise specified. All supplies, equipment, vehicles and materials must meet the provisions of the New York State Public Employee Safety and Health Act of 1980.

64. The form of non-collusion bidding certification following the form of proposal must be executed by the bidder and submitted with the proposal. Bidders must complete the attached Southampton Public Schools forms, which include

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Information Sheet and Vendor Reference Sheet. These forms must be submitted with the proposal.

65. The contract will be governed by New York law without regard to the law of the contracts of law; and will be deemed to be made in New York. Vendor and Southampton Public Schools agree to jurisdiction in New York courts and venue in State and Federal courts located in Suffolk County, New York.

ADDENDA AND INTERPRETATIONS

66. No verbal interpretation of the intent of any of the specifications or other Contract Documents will be made before receipt of bids. Requests for interpretations prior to receipt of bids must be presented, in writing, to the Purchasing Agent, Southampton Public Schools 300 HAMPTON ROAD, Southampton, NY 11968, and to be given consideration must be received by the Purchasing Agent at least five (5) business days prior to the date set for the opening of bids.

67. Any interpretation, and any additional information or instruction will, if issued, be in the form of a written Addenda sent to all holders of Contract Documents at the addresses furnished therefor, at least two (2) days prior to date set for the opening of bids.

68. Failure of any bidder to receive any Addenda shall not relieve such bidder from any obligation under this bid as submitted. All Addenda so issued shall become a part of the Contract Documents.

QUALIFICATIONS OF BIDDERS

69. The Southampton Public Schools reserves the right to make such investigation as it may deem necessary or advisable to determine any bidder's ability to do the work, and the bidder shall furnish to the Southampton Public Schools, on request, all data and information pertinent thereto. The Southampton Public Schools reserves the right to reject any bid if such investigation fails to satisfy the Southampton Public Schools that the bidder is fully qualified to do the work.

Financial instability of a bidder may be cause for non-award.

70. Conditional bids will be considered informal and will be rejected.

EXCEPTIONS TO GENERAL CONDITIONS

71. All of the above statements shall hold true to all bids unless superceded by specific information included in the General Specifications or Product Specifications in the bid document.

NON-DISCRIMINATION

72. The bidder agrees to comply with the Southampton Public Schools Non-Discrimination Policy. There shall be no discrimination because of race, creed, color, national origin, ancestry, age, sex, physical appearance, marital status, disability, arrest or conviction record, political belief, or sexual orientation in the employment of persons for work under this contract, whether performed by the Contractor or any subcontractor. Neither shall the Contractor or subcontractor or any person acting on behalf of the Contractor or subcontractor discriminate in any manner against or intimidate any employee hired for the performance of work under this contract on account of the items listed herein.

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STANDARD INSURANCE REQUIREMENTS

SOUTHAMPTON PUBLIC SCHOOLS CONTRACT INSURANCE REQUIREMENTS

**Contractor/vendor shall not commence work under this contract until all insurance required under this contract has been obtained, and such insurance has been approved by the Southampton Public Schools.**

INSURANCE IDENTIFICATION: THE BID NUMBER IS TO APPEAR ON ALL INSURANCE CERTIFICATES.

INDEPENDENT CONTRACTOR: The CORPORATION/CONTRACTOR/AGENCY/CONSULTANT, is an independent contractor and covenants and agrees that it, its agents, servants and/or employees will neither hold itself/themselves out as, nor claim to be an employee, servant or agent of the SOUTHAMPTON PUBLIC SCHOOLS, and that it, its agents and employees will not make claim, demand or application to or for any right or privilege applicable to an officer or employee of the SOUTHAMPTON PUBLIC SCHOOLS including, but not limited to Worker’s Compensation coverage, Unemployment Insurance benefits, Social Security coverage or retirement membership or credit.

INSURANCE: Contractor/vendor shall not commence work under this contract until he has obtained all insurance required under the following paragraphs, and the Southampton Public Schools has approved such insurance.

WORKERS COMPENSATION: Contractor/vendor shall take out and maintain during the life of this contract, such insurance as will protect both the owner and the contractor from claims under worker’s compensation acts and amendments thereto and from any other claims for property damage and for personal injury including death, which may arise from operations under this contract, whether such operations by contractor or by any other party directly or indirectly employed by the contractor. Copy of Certificate, a C105.2 form or the New York State Insurance Fund’s form, shall be provided to the Southampton Public Schools.

DISABILITY INSURANCE & UNEMPLOYMENT INSURANCE: Contractor/vendor shall take out and maintain during the entire term of the contract any disability benefits and unemployment insurance as required by law. Copy of Certificate shall be provided to the Southampton Public Schools.

GENERAL LIABILITY INSURANCE: The contractor/vendor shall take out and maintain during the life of the contract, such bodily injury liability and property damage liability insurance as shall protect him and the Southampton Public Schools from claims for damages for bodily 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 or by anyone directly or indirectly employed by either of them. Any subcontractor shall conform to the same specs and requirements as the contractor. It shall be the responsibility of the contractor/vendor to maintain such insurance in amounts sufficient to fully protect himself and the Southampton Public Schools, but in no instance shall amounts be less than those set forth below. These amounts are specified only to establish the minimum coverage acceptable.

Bodily injury liability insurance in an amount not less than $1,000,000 (one million dollars) for damages per occurrence, and in an amount of not less than $2,000,000 (two million dollars) per general aggregate.

OTHER CONDITIONS OF COMMERCIAL GENERAL LIABILITY INSURANCE:

1. Coverage shall be written on commercial general liability form.

2. Coverage shall include:

A. Contractual liability B. Independent contractors C. Products and completed operations

AUTOMOBILE LIABILITY INSURANCE: Automobile bodily injury liability and property damage liability insurance shall be provided by the contractor/vendor with a minimum combined single limit (CSL) of $1,000,000 (one million dollars).

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Automobile coverage is required from those who provide delivery. Bidders who use common carriers for delivery do not need automobile coverage statements.

OTHER CONDITIONS OF AUTOMOBILE LIABILITY INSURANCE:

1. Coverage shall include:

A. All owned vehicles B. Hired car and non-ownership liability coverage C. Statutory no-fault coverage

ADDITIONAL CONDITIONS OF INSURANCE:

1. Contractor/vendor shall submit copies of any or all required insurance policies as and when requested by the

Southampton Public Schools.

2. If any of the contractor’s/vendor’s policies of insurance are cancelled or not renewed during the life of the contract, immediate notice of cancellation of non-renewal shall be delivered to the Southampton Public Schools no less than 10 days prior to the date and time of cancellation or non-renewal.

3. Contractor/vendor must submit copies of the additional insured endorsement(s) or the policy language that confirms both on-going AND completed operations.

CERTIFICATE OF INSURANCE: The contractor/vendor shall file with the Southampton Public Schools, prior to commencing work under this contract, a certificate of insurance.

1. Certificate of insurance shall include:

A. Name and address of insured B. Issue date of certificate C. Insurance company name D. Type of coverage in effect E. Policy number F. Inception and expiration dates of policies included G. Limits of liability for all policies included on certificate.

on certificate H. Corresponding Bid Number

2. If the contractor’s/vendor’s insurance policies should be non-renewed, cancelled or expire during the life of the contract, the Southampton Public Schools shall be provided with a new certificate indicating the replacement policy information as requested above. Thirty days (30) prior written notice to the Southampton Public Schools for cancellation is applicable.

Description of operations/locations/etc. Box must include the statement:

“THE SOUTHAMPTON PUBLIC SCHOOLS IS LISTED AS ADDITIONAL

INSURED FOR BOTH ON-GOING AND COMPLETED OPERATIONS. Contractor’s

POLICY IS PRIMARY & NON-CONTRIBUTORY.”

CERTIFICATE HOLDER SHALL BE LISTED AS:

SOUTHAMPTON PUBLIC SCHOOLS

300 HAMPTON ROAD

Southampton, New York 11968

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GENERAL SPECIFICATIONS

1.0 SCOPE

The purpose of this document is to establish the prices to furnish and service (empty) refuse containers to various school district locations. The containers are to be used for various materials including, but not limited to, mixed fiber, mixed construction, cardboard and recyclables.

2.0 BID OPENING TIME

Bid will be opened at the DISTRICT OFFICE LOCATED AT 300 HAMPTON ROAD, SOUTHAMPTON, NEW YORK 11968.

BID NUMBER DATE OF OPENING TIME

SPS25-005 APRIL 23, 2025 2:00 PM

Vendors are urged to hand deliver or mail bids in early. Late bids will not be accepted and will be returned unopened to the vendor. Do not rely on overnight delivery services since they are very often unreliable.

3.0 METHOD OF AWARD

Bid shall be awarded to the lowest responsive, responsible bidder meeting the stated requirements.

4.0 UNBALANCED BIDS

Southampton Public Schools reserves the right to reject any and all bids not deemed for the best interest of the school district and to reject as informal such bids, as in their opinion, are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced bids. By an unbalanced bid, it is meant one in which the amount bid for one or more separate items is substantially out of line with current market prices for the materials and/or work covered thereby.

5.0 RESCIND OF AWARD

After Purchasing has made an award, and all participating agencies have been notified, if the vendor then discovers a mistake in their bid award and wants the award rescinded, Southampton Public Schools reserves the right to purchase the product or service elsewhere if the vendor has rescinded the bid, and any excess cost to Southampton Public Schools will be absorbed by the delinquent successful bidder.

6.0 ERRORS

Any errors in the bid award, which are the fault of the Southampton Public Schools, must be forwarded, in writing, to the Southampton Public Schools Purchasing Agent within five (5) working days of the notification of award. No corrections will be made beyond that date. If errors on the part of the Southampton Public Schools are discovered too late to be corrected we will issue a “no award” on those affected items and rebid or quote at a later date.

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7.0 CONTRACT PERIOD

Prices shall remain firm from July 1, 2025 - June 30, 2026, with an option for renewal, under the same terms and conditions, with concurrence of the School District and the contractor for two additional one-year periods.

8.0 BID RESERVATIONS

Bids submitted shall remain in effect for forty-five (45) days past the date of bid opening.

9.0 INSURANCE

See attached STANDARD INSURANCE REQUIREMENTS.

10.0 CERTIFICATION

The submission of this bid certifies that the bidder has read, is familiar with, and will comply with any and all segments of these specifications, to include but not limited to: Cover Letter, General Conditions, Insurance Requirements, Product Specifications and Conditions, Delivery and Backorder Requirements (as applicable).

11.0 NON-COLLUSIVE STATEMENT

The submission of this statement certifies that 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 with any competitor.

12.0 GUARANTEED TIME OF DELIVERY

The Southampton Public Schools must receive all services ordered within twenty-four hours or less of the user department’s request. All delivery locations are within the boundaries of the Southampton Public Schools and are specified on individual purchase orders.

In the event the successful bidder fails to deliver the services order within the time frame allowed, the Southampton Public Schools reserves the right to purchase the services elsewhere, and any excess cost to the Southampton Public Schools will be absorbed by such delinquent successful bidder.

13.0 DELAYED DELIVERY

In the event delivery of services under this contract shall be necessarily delayed because of strike, injunctions, government controls or by reason or any other cause of circumstance beyond the control of the contractor, the time of completion of delivery shall be extended by a number of days to be determined in each instance by mutual agreement between the Southampton Public Schools and the Contractor.

14.0 QUOTED PRICE REQUIREMENTS

The price quoted in any proposal shall include all items of labor, material, tools, equipment and other costs necessary to fully complete the service pursuant to these specifications to be delivered to the Southampton Public Schools.

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15.0 PRICE

Prices shall be net FOB any point in the Southampton Public School District in New York.

Price quoted shall include all service costs, delivery costs and fuel surcharges.

16.0 PAYMENT

Payments cannot be processed by the Southampton Public Schools facilities until service items have been delivered in satisfactory condition with an invoice referring to the SPS Bid Item number for all individual items and mailed to the bill to address indicated on the Purchase Order. No travel time will be paid. All service items will be billed at the bid price in effect at the time the order is placed.

17.0 NYS/ COUNTY/ BOCES CONTRACTS

The Southampton Public Schools reserves the right to purchase items included in this bid from New York State, County Contracts and/or BOCES when available.

18.0 REGULATIONS / QUALITY

All products/services must meet Southampton Public Schools specifications. Any deviations from the specifications, supported by documentation, shall be considered sufficient cause for immediate cancellation of the contract. All products/services must meet all applicable Local, State, and Federal Regulations.

19.0 TERMINATION FOR CONVENIENCE

Southampton Public Schools, by 30 days written notice, may terminate this contract, in whole or in part, when it is in the best interest of the School District. If this contract is so terminated, the school District shall be liable only for payment in accordance with the payment provisions of this contract for services rendered prior to the effective date of termination.

20.0 EXCEPTIONS

When a vendor qualifies a bid by requiring a specific dollar amount or quantity of product must be purchased, or in any way qualifies the bid, the Southampton Public Schools may reject it.

21.0 SUSPENSION AND DEBARMENT

By submission of this bid and signing bid form, bidder certifies that its organization, its principals and any sub-recipients are not currently suspended or debarred from doing business with the State of New York or Federal Government.

22.0 MUNICIPAL EXEMPT STATUS

The Southampton Public Schools is exempt from the payment of Federal, State and local taxes. Taxes must not be included in proposal prices. The Southampton Public Schools will furnish necessary exemption paperwork upon request.

23.0 MUNICIPAL INDEMNIFICATION

The successful bidder must agree to save, keep, bear harmless and fully indemnify the Southampton Public Schools and any of its officers, agents, or representatives from all damages, costs or expenses in law or equity that may at any time arise or be set up for an

BID NAME: REFUSE REMOVAL SERVICES BID NO. SPS25-005 Page - 12 -infringement of the patent rights of any person or persons in consequence of the use by the Southampton Public Schools or by any of its officers, agents or representatives of articles supplied under the contract arising from bids submitted and of which the successful bidder and manufacturer are not lawfully entitled to sell, provided the Southampton Public Schools gives the successful bidder and manufacturer prompt notice in writing of any suit and all information necessary to defend same.

24.0 SINGLE BID PRICE ANALYSIS

In the event a single bid is received, the Southampton Public Schools will conduct a price analysis of the bid price prior to the award of the contract.

25.0 CLEAN-UP

The Contractor shall at all times keep the service area free from accumulation of rubbish and waste materials at no additional cost to the School District.

26.0 CONFORMITY

All bidders must conform to the final approved specifications.

27.0 COMPLETION DATE REQUIREMENTS

Bidder shall provide all services ordered as listed in the specifications. In the event of delay in the completion of the delivery of the services beyond the time specified, the Southampton Public Schools may consider contract cancellation.

28.0 PREVAILING WAGE

Vendor must conform to all current NYS Prevailing Wage Laws. See Prevailing Rate Schedule PRC2025900313 on www.labor.ny.gov/ or call NYS Department of Labor at (516) 228-3915.

29.0 SERVICE PROCEDURE

Upon award of contract, the Facilities Department will issue a blanket purchase order to the approved vendor. Vendor shall submit invoices to the District.

30.0 ASSIGNMENT

The successful bidder may not assign or subcontract this contract without the expressed approval of Southampton Public Schools.

31.0 SITE RESEARCH

Bidders may familiarize themselves with the District’s facilities prior to bidding. Contact Director of Plant & Facilities at 631-591-4771 for an appointment.

32.0 NEW YORK STATE SEXUAL HARASSMENT LAWS:

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 the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one-g of the NYS labor law. A model policy http://www.labor.ny.gov/

BID NAME: REFUSE REMOVAL SERVICES BID NO. SPS25-005 Page - 13 -and training has been created by the NYS Department of Labor and can be found here:

https://www.ny.gov/programs/combating-sexual-harassment-workplace

33.0 IRANIAN ENERGY SECTOR DIVESTMENT

33.1 Contractor/Proposer hereby represents that said Contractor/Proposer is in compliance with New York State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”, in that said Contractor/Proposer has not:

(a) Provided goods or services of $20 Million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or

(b) Acted as a financial institution and extended $20 Million or more in credit to another person for forty-five days or more, if that person’s intent was to use the credit to provide goods or services in the energy sector in Iran.

33.2 Any Contractor/Proposer who has undertaken any of the above and is identified on a list created pursuant to Section 165-a (3)(b) of the New York State Finance Law as a person engaging in investment activities in Iran, shall not be deemed a responsible bidder pursuant to Section 103 of the New York State General Municipal Law.

33.3 Except as otherwise specifically provided herein, every Contractor/Proposer submitting a bid/proposal in response to this Request for Bids/Request for Proposals must certify and affirm the following under penalties of perjury:

(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 its knowledge and belief, that each bidder is not on the list created pursuant to NYS Finance Law Section 165-a (3)(b).”

Southampton Public Schools will accept this statement electronically in accordance with the provisions of Section 103 of the General Municipal Law.

33.4 Except as otherwise specifically provided herein, any Bid/Proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award. In any case where the Bidder/Proposer cannot make the certification as set forth in subdivision (a) above, the Bidder/Proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefore. The School District reserves its rights, in accordance with General Municipal Law Section 103-g to award the Bid/Proposal to any Bidder/Proposer who cannot make the certification, on a case-by-case basis under the following circumstances:

(1) The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

(2) Southampton Public Schools has made a determination that the goods or services are necessary for the School District to perform its functions and that, absent such an exemption, the Southampton Public Schools would be unable to obtain the goods or services for which the Bid/Proposal is offered. Such determination shall be made by the School District in writing and shall be a public document.

https://www.ny.gov/programs/combating-sexual-harassment-workplace

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SPECIFICATIONS

Requirements

The size of the containers furnished by the Contractor shall range from 4 Cubic Yards to 20 Cubic Yards at any location requested by the Southampton School District on an “as needed” basis.

It is understood that the District is held harmless for loss due to burglary or acts of vandalism that may occur to the contractor’s equipment.

The container shall be in good sanitary condition and in the state of good appearance. Any container not meeting these standards shall be refused, and vendor shall be required to redeliver acceptable container within five (5) hours at no additional cost to the District.

A gravity lock bar, or a similar device, with lock and universal key shall be available upon request.

No advertisement on the dumpster, such as “Rent Me”.

Delivery shall be within twenty-four (24) hours of the school district’s request.

The servicing (emptying) of the containers shall be within twenty-four (24) hours of the school district’s request.

Successful bidder shall be required to submit a complete itemized invoice monthly on all…