Routine and non-routine maintenance of the scales

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 the routine and non-routine maintenance of the Cardinal Model 205 vehicle weigh scales at the Southold Town Collection/Disposal Area, Cox lane, Cutchogue, New York. Please note that the Town seeks bids for a 2-year contract (2019-2020), with a mutual option for an additional year of service, through 2021. 

Prices should be submitted for the following services/charges for scale maintenance.  The Town expects to schedule two (2) routine weekday maintenance service visits per calendar year (once every 6 months).  Routine service shall consist at minimum of standard weight calibration for each of two (2) scales with not less than 25,000 lbs. of certified test weights, visual check of all load cells and connections, and written recommendation for ongoing operator maintenance.   Off-hour/weekend visits may be needed for non-routine repairs/service as well.  Rates for those should be entered below where indicated, however BID PRICE EVALUATION FOR THIS SOLICITATION WILL BE BASED ON COSTS SUBMITTED FOR ROUTINE SERVICE.

RATES FOR SCALE SERVICE AT THE TOWN OF SOUTHOLD SOLID WASTE TRANSFER STATION, 6155 COX LANE, CUTCHOGUE, NY 11935


     Routine Service        Overtime/Weekend Service

1.    Hourly Regular                 $                 $

2.    Travel Charges*                 

       (show as flat fee/vehicle)              $                 $

3.    Total Travel Charges/visit            $                                         $

4.    TOTAL SERVICE CHARGES

       PER VISIT (add # 1+2 above):     $            

5.    ANNUAL CHARGES BASED

      ON TWO (2) SERVICE VISITS:       $

*Includes mileage and tolls

Parts prices for any repairs deemed necessary will be paid as quoted at the time of     service.  Travel expenses consisting of lodging and meals, if necessary, will be paid as     actually incurred.

The Southold Town Transfer Station has two (2) Cardinal Model 205 scales each with a     rated capacity of 160,000 lbs.  Bidders are encouraged to familiarize themselves with     the facility before preparing their bids.  The facility is open 7 days a week, 7:00 am –     5:00 pm.  Scale data is processed using WasteWorks software version 1.444.

Bidders must have not less than 10 years of experience in the testing, calibration, and     maintenance of truck scales in New York State and must provide at least three (3) New     York State municipal references to which such services have been provided over that     time.   The winning bidder will be expected to enter into a formal contract with the     Town as provided by the Town Attorney, and must maintain appropriate certifications     as required by the New York State Department of Agriculture and Markets, Bureau     of Weights and Measures throughout the contract period.

The sealed bids, together with a Non-collusive Bid Certificate, and bank draft or certified check in the amount of $500.00, 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 11971, until 2:00 P.M., Thursday, November 29, 2018 which time they will be opened and read aloud in public. The bids must indicate two (2) prices as follows: 

The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold to do so. 

 All bids must be signed and sealed in envelopes plainly marked "Bid on Transfer Station Vehicle Weigh Scale Service", 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: August 28, 2018

ELIZABETH A. NEVILLE 

SOUTHOLD TOWN CLERK