Mayor & Board of Trustees

AGENDA NOVEMBER 8. 2OI7 BOARD OF TRUSTEES VILLAGE OF BRIARCLIFF MANOR, NEW YORK REGULAR MEETING - 8:00 PM Pledge of Allegiance Board of Trustees Announcements Village Managers Report Public Comments 1. Election Resolution for Annual Village Election 2018 2. Award of Bid - Phase 4 Utility lmprovements (Club) 3. Authorize Village Manager to Execute an Agreement - Clove Excavators 4. Fire Department Memberships 5. Minutes NEXT REGULAR BOARD OF TRUSTEES MEETING - WEDNESDAY, NOVEMBER I5, 2017  VILLAGE OF BRIARCLIFF MANOR BOARD OF TRUSTEES AGENDA NOVEMBER 8, 2017 1. ELECTION RESOLUTION FOR ANNUAL VILLAGE ELECTION 2018 BE lT RESOLVED that the annual Village Election will be held in the Village of Briarcliff Manor on Tuesday, March 20,2018 between the hours of 6:00am and 9:00pm during which the polls will be open. BE lT FURTHER RESOLVED that the following Village Offices are to be elected at the annual Village Election of March 20,2018 for the terms as set forth herein: Office Term Trustee (2) 2 Years  VILLAGE OF BRIARCLIFF MANOR BOARD OF TRUSTEES AGENDA NOVEMBER 8, 2017 2. AWARD OF BID - PHASE 4 UTILITY IMPROVEMENTS WHEREAS the Village received 10 bids for the Phase 4 Utility lmprovements Project (VM-1 61 7-9); and NOW, THEREFORE, BE lT RESOLVED that the bid for the Phase 4 Utility lmprovements Project (VM-1617-9) is hereby awarded to Abbott & Price, lnc. with their bid proposal of $187,000 which will be charged to budget code H.8397.201 .PPVM6. BE lT FURTHER RESOLVED that the Village Manager is hereby authorized and directed to execute a contract with Abbott & Price, lnc. for said project.  I1I1 PLEASANTVILLE ROAD VILLAGE OF BRIARCLIFF MANOR, N.Y. l05IO BRIARCLIFF MANOR TELEPHONE | (91 41 944-277 0 www.briarcliffmanor. orq FAX: (914) 9414837 MEMORANDUM October 20,2017 To: Philip E. Zegarelli - Village Manager From David J. Turiano, P.E. Re: VM 1617-9 Phase 4 - UtÍIity Improvements (Club) Bids were opened on October 5,2017, at I 1:00 a.m. for the above referenced project. Present at the bid opening were David J. Turiano, P.E., Village Engineer and Ed Torhan, Superintendent of Public Works. This project includes the utility improvements-sewer for Phase 4 of the Club project. Ten (10) bids were received ranging from $187,000.00 to $460,715.00 as shown below. Please note that the Contract is item/quantity based and theref-ore the contractor is only paid based upon completed and accepted work. Vendor Bid Abbott & Price, Inc. Bilotta Construction Corp. $ 187,000.00 r3¿J b s22t,604.36 Legacy Supply, LLC. $240,478.00 Shawn's Lawns, Inc Joken Development Corp. Landscape Unlimited, Inc. $257,400.00 s259,647.00 ta\ \ s261,520.00 ELQ Industries, Inc $343,552.00 Morano Brothers, Corp Montesano Brothers, Inc. $385,684.00 $419,120.00 \ 1tÒ"-\ Paladino Concrete Creations Com. $4ó0,715.00 The bids were reviewed by my office for completeness and it was determined that the lowest bid was complete and acceptable. The overall budget t'or the Phase 4 Project(s) is $1,395,380.00 with this sewer component having a budget of $488,400. The total costs for the project is $259,500 that is well within this hudget amount. Please note that these monies are available under the "Public Purpose Bonds" that were issued for the Club Intiastructure Improvements, several years ago.  2 For scheduling purposes, the Phase 4 Projects were broken down into two components, Phase 4 - Sewer and Phase 4-Water. Essentially, due to overall Club Project scheduling, it is required that the sewer componcnt of this work commence shortly and that the water portion commence in approximately 12 months, which will be a separate Village Project. Abbott & Price has recently performed several projects for the Villagç, including the Community Center and Comforf Station/Pump Station Ptoject, Pleasantville/i.,lorth State intersection project and is cunently working on the 9A &, North State Road Project. Putting aside timing and scheduling concems, Abbott & Price did provide a wide range of construction services in a satisfactory manner. As far as scheduling goes Abbott & Price is by far the quickest contractor out there, however this should not present a concern for this project. In the past, the Village performed many reference checks on Abbott &. Pnce, is very familiar with their work, and has an ongoing working relationship. Accordingly, no new reference checks were performed. As such, my office hereby recommends awarding this contract Abbott & Price Incorporated for a total contract price of $187,000.00. Please feel free to contact me if you have any questions relating to the above. Sincerely, Çn,rrl'rdtt\)" David J. Turiano, P.E. Village Engineer/Building Inspector  VILLAGE OF BRIARCLIFF MANOR BOARD OF TRUSTEES AGENDA NOVEMBER 8, 2017 3 AUTHORIZE VILLAGE MANAGER TO EXECUTE AN AGREEMENT - CLOVE EXCAVATORS, INC. WHEREAS, the Village of Briarcliff Manor (VBM) is a party to a joint sharing agreement with the Town of Mount Pleasant (TMP) dated as of 7 July 2017, as lead agent, wherein an award of bid designated Clove Excavators, lnc. of Poughkeepsie, NY as the lowest responsible bidder; and, WHEREAS, the VBM was recently notified that it's paving time slot for the paving of VBM roads had been moved up to commence operations on or about 30 October 2017 and prior to Board of Trustees approval action; BE lT RESOLVED that the VBM Board of Trustees (BOT) hereby confirms and authorizes its directive of 25 October 2017 to have the VM to execute the VBM's own agreement with Clove Excavators, lnc. for bituminous road materials as per their proposal of $99.50 weighted average per ton. The estimated amount of material to be used is 4,275 tons equating to $426,894.00 all-in and this current project will be charged to budget code A5112.465.  VILLAGE OF' BRIARCLIFF MANOR VILLAGE HALL BRIARCLIFF MANOR, NY IO5IO Bituminous Materials Laid in Place FORM OF CONTRACT THIS CONTRACT, made as of the L day of November, 2017, by and between the Village of Briarcliff Manor, I I l1 Pleasantville Road, Briarcliff Manor, New York, acting by and through the Board of Trustees under the laws of the State of New York, hereinafter called the Owner, and Cove Excavators, Inc, with an office at2l2 Van Wagner Road, Poughkeepsie, New York 12603, hereinafter called the Contractor. WITNESSETH: That the Village of Briarcliff Manor and the Contractor, for the considerations hereinafter named, agree as follows: Scope of Work - The Contractor shall furnish all of the equipment, labor and materials and perform all of the work described in the notice to bidders and related materials "Bid for Bituminous Materials" dated January 26,2017, (the "Bid Request") prepared by the Town of Mount Pleasant for the benefit of the Village, among other municipal entities, all in accordance with the terms of the Contract Documents. 2 Time of Completion - Work shall commence within two (2) weeks of Notice to Proceed by Owner to Contractor and continue diligently until complete in accordance with the Contract Documents. J Payments - The Village of Briarcliff Manor shall make payments in accordance with the provisions of the Contract Documents in the amount set forth in the Contractor's Bid dated February 24,2017, (the "Awarded Bid") in amounts set forth in the March 23,2017,letter of the Town of Mt. Pleasant Highway Superintendent to Contractor ("Mt. Pleasant Letter"). 4 Contract Documents - The Bid Request, Awarded Bid, Mt. Pleasant Letter, Certihcate of Liability Insurance and Payment and Performance Bonds are deemed to be a part of this contract. 5 Insurance - Contractor shall maintain, at its expense, all insurance as set forth in the Exhibit A annexed hereto and made a part hereof. Simultaneously with the execution of this Contract, Contractor shall deliver Certificates of Insurance to the Village evidencing Contractor's compliance with these requirements. { 008238 I 9.docx. }  Page 2 6. Indemnification - To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend the Village, its agents and employees or any of them from and against all claims, damages, losses or expenses including but not limited to attorney's fees arising out of or resulting from the performance of the agreement, provided any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting therefrom, and (b) is caused in whole or in part by any act or omission or violation of statutory duty or regulation of the Contractor or anyone directly or indirectly employed by it or anyone for whose acts it may be liable pursuant to the performance of the agreement. Not withstanding the foregoing, Contractor's obligation to indemnifo the Village, its agents and employees or any of them for any judgment, mediation or arbitration award shall exist to the extent caused in whole or in part by (a) negligent acts or omissions, or (b) violations of regulatory or statutory provisions of the New York State Labor Law, OSHA, or other goveming rule or applicable law; by the Contractor anyone directly or indirectly employed by it or anyone for whose acts it may be liable in connection to such claim, damage, loss and expense. The obligation of the Contractor to indemnify any party under this paragraph shall not be limited in any manner by any limitation of the amount of insurance coverage or benefits including worksr's compensation or other employee benefit acts provided by the Contractor. IN WITNESS WHEREOF the respective parties hereto have hereunto set their hands and seals the day and year hrst written above. vil litTManor tsy: Philip E. illage Signed, Sealed, and E in the presence of: Vlllage l'lanager /aþ4,", O.vld J. P.E. Clove Excavators, lnc. M¡nor Road By Brhlflft Mnror, N.y. IOS1O President Signed, Sealed, and Delivered in the presence of: {008238 l9.docx. }  Page 3 EXHIBIT A L Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the contractor/permittee hereby agrees to effectuate the naming of the municipality as an unrestricted additional insured on the contractor's insurance polices, with the exception of workers' compensation. If the contractor is self-insured, evidence of its status as a self insured entity shall be provided to municipality. If requested, the contractor must describe its financial condition and the self-insured funding mechanism. II. The policy naming the municipality as an additional insured shall o Be an insurance policy from an A.M. Best rated "secure" insurer, authorized to write business in New York State. A New York licensed insurer is preferred. The decision to accept specific insurers lies exclusively with the municipality. o State that the organization's coverage shall be primary coverage for the Municipality, its Board, employees and volunteers. . The municipality shall be listed as an additional insured by using endorsement CG 2010 10 85 or equivalent. Examples of equivalent ISO additional insured endorsements include using both CG 20 33 10 01 and CG 20 37 l0 0l together. A completed copy of the endorsement must be attached to the certificate of insurance. o The certificate of insurarnce must describe the specific services provided by the contractor (e.g., roofing, carpentry, plumbing) that are covered by the commercial general liability policy and the umbrella policy. o At the Municipality's request, the contractor shall provide a copy of the declaration page of the liability and umbrella policies with a list of endorsements and forms. If so requested, the contractor will provide a copy of the policy endorsements and forms. III. The contractor/permittee agrees to indemnify the municipality for any applicable deductibles. [V. Required Insurance: a Commercial General Liabilify Insurance $1,000,000 per occurrence/ $2,000,000 general and products/completed operations aggregates. The general aggregaÍe shall apply on a per-project basis. a Automobile Liability $ 1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles. Excess/Um brella Insurance $1,000,000; $3,000,000; $5,000,000 each Occurrence and Aggregate depending on the Type and size of the project. {00823819 docx.}  a Workers' Compensation and N.Y.S. Disability Statutory Workers' Compensation, Employers' Liability and N.Y.S. Disability Benefìts 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. a Owners Contractors Protective Insurance (Require d for lar ge c ons truc t io n proj e c t s) $i,000,000 per occurrence/$2,000,000 aggregate; the Municipality as the named insured. a Bid, Performance and Labor & Material Bonds If required in the specifications, these bonds shall be provided by a New York State admitted surety company, in good standing. o Builders Risk Insurance or Installation Floater Builders Risk coverage can be provided by NYSIR, or required of the contractors Installationfloaters are provided by the contractor(s). V. Contractor acknowledges that failure to obtain such insurance on behalf of the municipality constitutes a material breach of contract. The contractor/permittee is to provide the municipality with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of the municipality to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any and all rights held by the municipality. VI. The municipality is a member/owner of the NY Municipal Insurance Reciprocal (NYMIR). The contractor further acknowledges that the procurement of such insurance as required herein is intended to beneht not only the municipality but also the NYMIR, as the municipality's insurer. ît¡*hrn,þs', Ð 0uV Tolr Tot t A g k, ¡rrul, ,t 'l\At,,\ 73rzrt't Pltup^ì, lwtþ E c'Lovl' 1 l,ul.tmh,^J f ú/ù;l¡,^, -f G^Ùú t Nol.,l T7 ßt {008238 I 9.docx. }  INTERMUNICIPAL AGREEMENT Cooperative Hiehway Construction Materials Bidding THIS AGREEMENT made as of this AuV â? "f .l¿t+t¿-( . ,2013, by t/ and between the Village of Brialcliff Manor, having its oftìces at.llll Briarcliff Manor Road, Briarcliff Manor, New York 10510 ("Briarcliff Manor"), and the Town of Mount Pleasant, 596 Columbus Avenue, Thornwood, New York 10594 ("Mt. Pleasant") both of which are municipal corporations of the State of New York and collectively referred to herein as the "Municipalities". WHEREAS, the Municipalities are each in need of construction materials in connection with certain work to be performed on their respective roadways; and WHEREAS, the Municipalities wish to cooperate in the issuance of a joint Bid for Highway Construction Materials; and WHEREAS, it is in the best interest of the Municipalities to enter into an inter- municipal cooperative agreernent in regard to the sharing of any expenses related to the preparation and issuance of such Bid; and WHEREAS, Arlicle 5-G o[ the General Municipal Law allows local governmental units to make the most efficient use of their powers by enabling them to cooperate with other govemmental units on a basis of mutual advantage and thereby to provide services and facilities in a manner and pulsuant to forms of govemmantal organization that will accord best with geographic, economic, population, and other factors influencing the needs and developrnent of local comrnunities; NOW THEREFORE, IT IS AGREED that the Municipalities agrce as follows: l. BriarclifÏ Manor and Mt. Pleasant each hereby authodzes its stafT to  Page 2 participate in the preparation and issuance of a bid for highway construction materials t'or their collective highway construction and repair needs (the "Bid"); and 2. Upon issuance of the Bid, each Municipalitics' staff shall rcview all responses received and after due diligence, jointly recorunend to their respective Municipal Boartls, the lowest responsible bidder to be retained by both Municipalities. 3. Each Municipality shall determine in advance their respective needs in terms of highway construction materials, and pay its proportionate share of the costs of the issuance of the bid, and the contract to be awarded based upon the Bid. 4. Each of the signatories to this Agreement warrants and represents that each has the power and authorify to enter into this Agreement and that their respectivc Municipal Boards have authorized execution of this Agreement. This Agleement may be executed in sepatate counterparts, each of which, when all counterparts have been delivered, shall constitutc a complete original as to its signatories. 5. Any waiver of any provision of this Agreement or any right hereunder shall not be dsemed a continuing waiver ancl shall not prevent or stop such party from thereafter enforcing such provision or right. The failure of any party to insist in any one or more instances upon strict perftrrmance of any of the terms or provisions of this Agrecmcnt by the othe¡ shall not be construed as a waiver or relinquishment for the fu¡.re of any such ten¡s or provisions, but the same shall continue in full fbrce and effect. 6. This Agreement contains the entire agreement between the parties as to its subject matter and it can be modifiecl ol changed only by writing executed on behalf of all of the parties hereto. F:\947 1 \00 1 VMA,BCM.MT.P.doc  Page 3 7. This Agreement shall be construed in accordance with and govemed by the laws of the State ofNew York IN WITNESS WHEREOÍ', the parties have hereunto set their hands and seals as rÐ "rdú,(&a"yorNJkzo6, tTManor By: Philip Zegarelli, Vill TownofMouut P A. Superv Tß ô¿rd T8 ßus# /,ô- l3 F:\947 I \00 I VMA.BCM.MT.P,doc  ð:'t I if'f ¡ir' tt .#. I¡1, ç\r' HIGHWAY DEPARTMENT March 23,20L7 Clove Excavators, lnc. 2t2Van Wagner Road Poughkeepsie, N.Y, 12603 Dear Mr, Vumbico This is to inform you that Clove Excavators, lnc. has been awarded the bid for Bituminous Materials Laid in Place for the following materials at the prices shown. Copies of the recommendation of award letter and town board resolution are attached. Material Laid in Place 403-118902 Type 1 Ease 5 e6.s0 404-Lt89O2 Type 1 Base Warm Mix Sp, s se,s0 403-138902 Type 3 Bínder s s5.50 4O4-L389O2 Type 3 Binder Warm Mix Sp. s 99.s0 403-178302 Type 6F3 Top s e6.s0 404-t783O2 Type 6F3 Warm Mix Sp. S se,so 403-198302 Type 7F3 Top S 1os.oo 4û1-198302 Type 7F3 Warm Mix 5p. 5 roa.oo 403-158902 Type 5 Shim 5 109,00 774-06 Curb Mix s 300.00 4OZ-128LO212.5 MM SP Top S e6.so 404-198901 L9.5 MM Binder s e6,so Peter Sciliano Highway Superinte ndent PS/mr attachrnents: 596 COLUMBUS AVENUE THORNWOOD, N.Y. 10594 PHONE:514-769-1045 FAX:914-769-0563 . Recycled PaPer  IN FORMAT'ION FOR BIDDERS 'fhe biddcr'ín subnritting his l¡id or proposal agrees to enrer itllo said co¡ìtract with the Town of Mount Pleasant, the Villages ol Plcasanlville and BriarcliflManorand the-l'hornwood & Valhalla Fire Distrícts, if he is the successiul bidder lor thc work in accordance with his bid or ¡rroposal :which shall provìde tlìe ¡terììs and/or work to be lurnished as directed lry tlrc nrunícipal repr'escnlatt vc. 2. 'lhe signed bid must be clrclosed in a sealcd envelope to be plainly marked: BID FOR BI UMINOUS ROAD MATERIALS J The bidder must submit bid on the lornrs supplied, in the space or spaces provided lor same. The bíd or proposal must be signed by thc bidder. 4 Ilidder is not to take specifical,ions, contract and bidding pages apart, but must rcturn same complete. 5 The 'l"own of Mount Pleasanf , the Villages of Pleasantville and Bria¡clilf lVf anor and the I'htnwood .and Valhalla Fire l)istricfs are exempt from allFederal & State & State tax. 6 Bidder is to familia¡ize himscllwílh all provisions of the specifications and annexcd contract and shall not at any tirne after submítting bid dispute any of the specifications or asscrr that there was any misundcrstanding ín regard to thc lumishing and delivcry of the itcrns called for in the proposal. 7 No bid will be accepted f?on oF contract awarded to a bidder in defàult upon any obligation to the 'lown ,Villages or Fire Districts. L Contractors shall îurnish a Certiflcate ot'lnsuralrce prior to conrmencing work evidencing: Workers Compensation and E,mployels Liabiliry Policy covering operations in N.Y,State. Commercial General Liability Policy, with límits of no les.s than $ 1,000,000 Bodily lnjury and Property Damage per oucurrcncc, $2,000,000 aggregate, and including coveragc for: a.) Products/ compleled operations b.) Personal lnjury & Advertisíng lnjury c.) The lown, Villages and Fire Dístricts shor¡ld be namcd as "Additional lnsured" on lhe polices, and Certíficates of lnsurance should show this as tr.¡ the liabiliry covcrägeon lhe Certiticate, ln lieu of naming the Town, Villagcs or F'ire l)islricts as an aclditional lnsured, it nray be acceptable flor thc uscrs to provide contractual liability coverage on the celtificate evidcncing coverage fora Hold Harmless Agreernent in fàvor of the Town, Villagcs or Fire Distrícts. The Cenificatc shall specíficaf ly reler to the Agreernent äs bcing, ínsured under contractual liabílíty and be attached to the Certificate Automobile Policy, with limits of no less than $1,000,000 bodily injury and property danragc (combined single limit) liability including coverage fbrowned. non-owned and hired priva(e passenger and comrnercial vehicles, preferablc on "Any Auto" basis. Ce¡1itìcates shall provide that 30 days written notice, by registered rnail with rctum receipt rcc¡uested, prior to cancellation, be given to the Town. ['olicies that lapse andlor expire during thc'term oloccupanoy shall bç recertificated and received by the lown no less than 30 days príor to renewal, 9. Bidder QualilÌcations Each bidder shallprovide evidence that he is normally engaged in the type of work bid upon (Questionnaire Artached) and shallsatisfu the Town, Villages and Fire Districts as to his financíal qualifications. He shall makc himself thoroughly familiar with the specificatíons before submíning his bid in or<ier that no misunders(anding shall exist in regard to the work to be perf'onned under this contract. No bids wìll be considered from bidders who are unable to show that they are normally engaged in the rype of work on which they are bidding. 10. Withdrawal ol'Bid A tsidder may wirhdraw his l¡id before the time fîxed for the opening of bids by communicating his purpose 1o the J'own Clcrk, I Town Hall Plaz¡, Valhalla, N.Y. 10595 Upon receipt of such written notice, the unopcned bids will be returned to the Bidder. I l. Assígnrnent The contractor shal I not assign by power of attorney or otherwise the work or any part thereof without the previous written consent of the Town, Villages or Fire Districts and shall not eìther legally or equitably assign any of the money payable under this contract or his claim thereto unless by and wíth previous consent of the Town ,Villages or Firc Disfricls, 12. Non-CollusiveBiddingCertification The Non-Collusive tsidding Certification attached hereto shall be completed and remain part of this document. 13. Special Conditjons The'I'own of,Mount Pleasant, the Villages of Pleasantville and BriarcliffManor, the Thornwood and Valhalla Fire Dísrricts have entered into an agreement for the cooperative purchase through competitive biddirrg, for Bituminous Road Materials. Upon receipt and tabulation of the bids, each Municipality and Fire Districtseparately and indívídually shall make ils own awards and or rejcctions with respect to the items bid for. t The bid awarrl firr asphalt oicked up at a supplier's facility shall not be based solely on the cost per ton. The'I'own of Mount Plcasant, the Villages of Pleasantville and Briarcliff Manor and the Thornwood and Valhalla Fire Districts, shall take into account distance (plant must be within 25 miles of the Municipality's yard or lhat of the Village or Fire Districts), costs agsocia(ed w¡th trânsportation and use of Town owned equipment (utilizing NYSDOT EquipmentRate)'@Einc|udingfringebenefits(hourlyrate)andany!9!!g' Round trip travel t¡m€s havc been calculated from the Town 0f Mounf Pleasant Highway Garage, 596 Columbus Avenue, Thornwood, New York to the respective supplierts malerial pickup location. An ¡dditional .5 hours has been added to the roond trip time for waiting time at the pickup location. Each individual Municipalify and Fire District sh¡ll calculate their own round trip tr¡vel times from their individual locafions. The low Lridder shall be deternrined by adding up the personnel and transportat¡on costs as wellnsanytollsandthecostofatypical pickupof4tonsofmateriâ|. Unforeseenconditions suclt as accídents, construction work, equipment breakdowns or delays in trrnsportufion have not been considered as such condilions may exist in lravel to end from any particular material picku p location.  Bidders Altcrnate Facilitv Bidders shall list ân åltcrnâte facility(s) where rnafcríals may be picked up ot lhe same cost per ton in the evenf that their facility is not in se rvice. lf no facility is available, thc Town may utilize materials from the 2nd or 3'd lowest bidder, The successfr¡l bidder(s) shall enter separate agreements wíth the individual Municipaliry or Fire f)istrict.accepting their bid. No one Municipality or Fire District shall have responsibility flor the awards, rejections or agreements of another Municipality or Fire District and each Municipality or Fire District shall be solely responsiblc for purchases madc on its behalf. It is the Contractor's responsíbilily lor Laid in Place work, if pavin g a rcadway, parking lot or sidewalk, to providc any handwork as well as provide covering over catch basins and other structures when de livering bituminous materials to a work site within the Town oflMt. Pleasant, the Villages of Pleasantville and BriarcliffManor and lhe Fire Districts of J'homwood and Valhalla. 14. Exceptions to Specification Terminology With re.spect to the material specifications, the iollowing should be noted l. Material deliveriesshall beconsideredtobeanywherewithintheTownofMountPleasant,the Villages of Pleasantville and Briarctiff Manor and the Thomwood and Valhalla Fire Districts. 2. Quantities to be delivered shall be as determined by the respective Municipality or Fire District. 3. The decision to ultimately deliver materials rests with the reprcscntative of each individr¡al Municipality or Fire District. 4. For the Town of Mount Pleasant Superintendent of H ighways, substihrte responsible Municipal or Fire Djstrict representative when cons¡dering scheduling or purchasing with respect to individual Villages or Firc Distrícts. 5. Hours of work shall bc as determined by the individual Municipality in the case of lhe Village of Pleasantvílle and BriarcliffManor and the Thomwood & Valhalla Fire Dístricts- ó. 'I'erms of the contracts for the individual municipalities shall be as follows. a. Town of Mount Pleasant: April l, 2017 to March 3l,20lE b, Vilfage of Pleasantvills: June 1,2075 to May 31,2018 c. Village of Briarcliff Manor:June l,20l7to tvtay 31,20 l8 d. Thornwood Firç Distrist: Apríl I , 20l7lo March 3 I , 201 I e) Valhalla Fire Disnict: April 1,2017 to March3l,20 l8  GENERAL GONDITIONS 1. Tyoe ¿nd Loc¡tion of Work a. The work shall comprise all labor, material and equipment necessary to complête the work. b. lt is the intent of the Town of Mount Pleasant, the Víllages of Pleasantville and Briarcliff Manor and the Thornwood and Valhalla Fire Districts to enter into a contract with a properly equipped and qualified company for BITUIUIINOUS ROAD MATERIALS in the Town, Villages and Fire Districts on an as needed basis. 2. Pavment a. Prices bid shall be full compensatíon for all labor, materials, use of tools, and equipment, insurance, overhead, and other costs necessary as requíred and specified herein. b. Payment will be made after submission of an invoice, verifícation by the Municipal and or Fire District Representative of work completed, and approval by the responsible individual (s). 3. Ordcr ¡nd Direction of Work a. The work to be done shall be under the general supervision of the local Municípal or Fire District representative. The contractor shall immediately comply with any and all orders and instructions given. The order of sequence of execution of the work and the general conduct shall be subject to the approval and direc-tion of the local Municipal or Fire District representative, At his direction, he may from time to timE dírect the order in which, and points at which the work shall be performed, and may exercise such general control ovar the conduct of the work at any lime or place that shall be required, in his opinion, to safeguard the interests of the Municipality or Fire District, I Eouiomont ¡nd Workm¡nshio Allequipment and workmanshlp, unless otherwise apecified, shall be the best of their respective kinds and in conformity and harmony with the general intent and requirements of the specifications in order to secure the best standard of work in a perfect and thoroughly workmanlike manner and shall be required to produce the results specifíed in this Contract, all to the sat¡sfaction of the local Municipal or Fire District representative. lf at any time before the commencement or during the progress of the work, the equipment used or to be used appears to the local Municipal or Fire District representative as insufficient or improper for securing the quality of work required, he may order the Contractor to improve their character and the Contractor ghall conform to such order, but the failure of the local Municipal or Firc District rcpresentâtive to demand such improvement shall not relêase the Contractor from his obligation to secure the quality of the work specified. The Contractor shall use equipment as required to properly execute and complete the work specifíed. 5.. Conditionr ¡t Work Site It is expected that bidders will make a personal ínspection of the sites, and take measurem€nts to verify quantities (where appropriate) and obtain the necessary information as to the locations, requirements etc., to enable thern to make up their bids intelligently. No allowance will be made for any claim that bids were made on incomplete information as to the nature and character of the site or the work involved. An inspeclion of the site can be arranged (where appropriate) by contacting the Superintendent of Highways between 7:30 a.m. and 4:00 p,m. at (914) 769-1045, 6. Accaotrncc or Reiectlon of Work. The local Municipal or Fire District representative reserves the right to examine the work and reject any part or all that does not, in his opinion meet the spccifications. 7. Ch¡noes in the Work Should occasion demand the Town or individual Village or Fire District deem it advisable, the Municipality or Fire District shall have the right to make any alterations ín location of the work. The Municipality or Fire District also reserves the right to elíminate or add any item or items deemed advisable. Should the Contractor desire to make any alterations in the Contract specífications for the purpose of adapting the work to some particular method, which he desires to use, the same shall be submitted to the municípality in writing, whose decision on the adaptability and relative value shall be final.'  SPECIFICATIONS FOR BITUMINOUS IIIATERIALS . TOWN OF MOUNT PLEASANT HIGHWAY DEPARTIUIENT THE VILLAGES OF PLEASANWILLE, BRIARCLIFF IIíANOR AND THE FIRE DISTRICTS OF THORNWOOD rnd VALHALLA GENERAL All materials and work to be provided shall be in conformance with the latest revision of the New York State Department of Transportation Standard Specifications with exceptions and changes as specifically noted. Ita lttlder doe_s no_l own a blacktoo facilitv. he must have a letter from the blacktoo olant that he is usino. statino that thev will furnish all material for the duration of the bid, oivinq both the location qf the,P,lant_a¡dlhe-QQT fac¡t¡tv num¡er of t The MunicipalitieE have the right to weagh any truck to insure accuracy, ASPHALT ESCALATION CLAUSE: All Bituminous Concrete, Liquid Bitumínous products, and Laid in Place Bituminous Concrete, shall be subject to price adjustment as set forth by New York State Office of General Services. The N.Y.S.O.G.S, posts the new Asphalt ¡ndex on the first of each month. That index is good for the entire month. You can reach the O. G. S. web site at (rrwrì¡r. ogs. ny. gov/moved. as p) For the purpose of this bíd, each bíclder shall use the posting as set forth by O,G.S. for the month in which we (the above mentioned Municipalities and Fire Districts) go to bid. Each bidder is required to famíliarize himself with the above referenced price adjustment formula and submit documentatíon with each invoice showing any change in the posled average base price of AC material as published by N.Y.S.O.G.S. ASPHALT DELIVERED TO SITE: It shall be the responsibility of the successful bidder to deliver to any location within the Town of Mount Pleasant, the Villages of Pleasantville & Briarclitf Manor and the Thornwood and Valhalla Fire DistrictE, Bituminous Materials in the quantities as requested, Quantities to be delivered to any job sile or sites shall be determined by the respective Municipal or Fire District representatÍve. Thc ¡ucccsgful biddcr ¡h¡ll be the Vill¡oe¡ or Firc Di¡tricts. The successful bidder shall be given prior notice of the date on whích the work is scheduled to be performed, with the ultimate decision lo deliver materials, reserved for the Municipal or Fire District representative, depending on suitable weather conditions. The succesEful bidder must be capable of delivering from 250 tons to 1000 tons per day.  ASPHALT LAID IN PLAGE: It shallbe the successful bidder's responsibility to furnish and install Bituminous Materials in the quantities speoified by the Municipal or Fire Dístrict representative. The work shall be performed utilizing a schedule of selected highways or sítes to be provided by the local Municipal or Fire District representative, Work may be performed on one or more highways or sites on a given day, depending on the scope of the work, The following equipment, materíal and manpower shall be provided by the successful þidder and be included in the price bid per ton of asphalt furnished and installed: al. Application of tack coat to each street immediately prior to the installation of the asphalt. b), The paver shall be self-propclled and must be able to pave a pass as small as 8 ft. wide. c). Three rollers, one (1) Vibratory 10 ton, one (1) static 6/8 ton and a one( 1) ton, d). Allequipment to be provided with experienced operator e). A sufficient number of screedmen, rakers and laborers to properly perform the work. 0 Equipment and trailer moves to the site, between sites and at the completion of the scheduled work. The local Municipalíty or Fire Oistrict shall provide for the raising of manholes, catch basins, sweepíng, patching and the cutting oÍ any keys, Personnel for maintenance and protection of traffic shall be the Municipalities or Fire Districts responsibility as determined by the Municipal or Fire District representative. The succescful bidder is expected to commence work on a mutu.lly egread date. Start of a job as scheduled le critical ¡r thc tunicipalltfe¡ ¡nd Fire Distrlct¡ arc rcquired to cut all keys rnd r¡ise ¡tructures. This cxpores the ilunicipalitic¡ and Fi¡o Di¡tricts to porsible liabilitles prior to peving. To lÍmit liabillty of the tlunicipalitios or Firc Di¡tricts, stríct ¡dherence to thc following will be ruquired. The Contr¡ctor ¡hell comm.ncc peving optretionr within (2lwceks notification of the lllunicipality or Fire Distrlct. Once ¡ ¡t¡É date is mutually agrod to, tho contractor is obliged to start on that date (weathcr permitlingl and work mu¡t progttst wíth no dclayr. Failurc to cmbnce the contrect as outlinod ¡bovc rnd to thc s¡tisfrction of thc lUlunlcip¡l or Fire Dirtrict repreeentatlvc will rc¡ult in liquidatcd damages of $1000/ DAy |NCL WEEKENDS. Demegcr wiil be arsc¡scd for crch day the contr¡ctor docs not commenco paving operations ac agreed or for any day that the lUlunicipality or Fire Di¡trict feels paving operations could have t¡ken place end the Gontr¡ctor did not pave. All extenuating circum¡t¡nce¡ including ¡ncl.ment wcathêr will be lookcd at clorely by the MuniciprliÇ or Firc Dl¡trict prior to imporlng liquideted dtmagcs. The successful þidder shall be capable of providing minimum production of 500 tons per day. Where possible, two consecutíve days work shall be scheduled for each street, group of streets or síte to be paved.  Alllaid in place work shall be performed between April 15th and October 1Srh on a schedule to be agreed upon by the successful bidder and the Municipal or Fire District representative. The hours of operation of the Town of Mount Pleasant Highway Department are as follows: a) April 1srh to october lsth - 7:00 A,M. to 3:30 P.M. b) Remainder of year - 7:30 A,M. to 4:00: PM. METHOD OF OPERATION: The local Municipalor Fire Department representative wili make a determination of the actual method of materials installation to be utilized. The local Municipality or Fire District, at its sole discretion, wíll utilize the method of installation, whích is determined to be in its best interests. Any combination of F.O.B. delivered to síte or Laid in Place may be utilízed at the sole discretion of the Municipal or Fire District representative, The unit price for each item shall include the cost of all labor, materials and equipment necessâry to properly perform the work, including the necessary tack coat material, The contractorwhen ¡nstructed will pave all areas needed including driveway aprons, swales, gutters and any other areas adjoining the road or area being paved. Certified tonnage tickets shall be supplied to the Municipality or Fire District representative for each truck at the delivery site. Bituminous materials purchased by the respective municipalities in tons for the lâst three years are as follows. Municipality 2014 2015 20t6 Mt. Pleasant 4000 5000 5000 Pleasantville 2500 2500 2500 Briarcliff Manor 4000 4000 4000  CONTRACTORS QUATIFICATIOÍ{ QU ESTI O NAIRE EXPERIENCE llD FOt: lllUMlilOUS IOAD MATERIII.S Year in whlch company first began providing Bituminous Road Materials Three Munlcipalities/private companles, two of which lnclude municipalwork located within Westehcstcr County, to whlch Bltuminous Road Materlals have been provided, lncludlng contæt person and telephone number. ADDRESS CONTACT PERSON E# ADDRESS CONTACTPERSON PHONE# NAM ADDRESS CONTACTPERSON PHONE #  FOR|I FOR 20r6 ITUMINOUS ROAD MATERIALS PER TON PER TON PER TON MATERIAL OELIVERED FOB PLANT LAID IN PLACE 118902 TYPE 1 BASE 18902 TYPE 1 BASE WARM I'IIX 403-138902 TYPE 3 BTNOER 38902 TYPE 3 BINDER WARM MIX 78302 TYPE 6F3 TOP 78902 TYPE 6F3 WARM MIX TOP 198302 TYPE 7F3 TOP 198302 TYPE 7F3 WARM MIX TOP 402-068101 6.3 POLYMER MODIFIED TOP 158902 TYPE 5 SHIM 714.06 CURB MIX WINTER MIX 402-12810212.5 MM S/P TOP 402-19890119.0 MM S/P BTNDER PATCH COLD MIX ASPHALT ASPHALT ITEM 4 PER NY SPECS LIST rltcrn¡tc facilþ where mrterlrls may bc pickcd up at the same cort por ton in thr thrt your frcillty ir not in ¡orylco: name of altemate facility Bid form must be placed In ¡n cnvrlop. ¡nd clearly m¡rkcd "Bid for Bituminur Rotd tetcrlrb" mu¡t rrrlvc bcforu I I :00 ¡m on Fridry, th the 2ath day of Fobrur ry, 2017 rt thc oficr of th. To'wn Clert own of Mt. Plea¡¡nt, I Town Hrll Pleza, Vrlhelle, N.Y. 10595 Name- Ple¡$ P¡lnt - Bidder Sígnature Legal Namc of Flrm Address Date Phone  NON - COLLUSIVE BIDDÍNG CERTIFICATION Made pursuant to Section 103-ct of the General Municipal Law of the State of New York as amended by the Laws of 1966. Af By submission of this bid, each bidder and each peßon signing on behalf of the bídder certifies, and in the case of a joint bid, each party thereto cefiifies as to its own organization, under penalty of perjury, thet to the best of his knowledge and beliet I ) The prices in this bid have been arrived at independently wíthout collus¡on, consultation, communicatlon, or agreoment for the purpose of restricting competitron, as to any matter relating to such prices with any other bidder or with any competitor. 2) Unless othen¡vise required by law, the prices which have been quoted in this bÍd have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to the 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 bídder to induce any other person, partnership or corporation to subrnit 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 hâva not been complied with, provided, however, that il in any case the bidder cannot makE the foragoing certification, the bldder shall so state and shall furnish with the bid a signed statement which sets forth in detailthe reasons therefore_ Where (a), (1), (21, 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 unít of the political subdivision, public department, a!êncy, or official thereof to which the bid is made, or his designcc, determÍnes that such disclosure was nol made for the purpose of restrictíng competition. DATED Legal namc of Pecon, Firm or Corp, (Seel of Gorporation) Busines¡ Addro¡r of Porton, Firm, or Corp. Busine¡s Phone Number of Pemon, Flrm or Corp. BV Slgneturc Tltle  LEGAL NOTICE NOTICE TO BIDDERS Notice is hereby given that the Superintendent of Highways of the Town of Mount Pleasant, thc Villages of Pleasantville, Briarcliff Manor and the Thornwood ¡nd Valhalla Fire Districts will be receiving bids up to lt:00 am on Friday, the 24'h day of February,20ll¡ ¡t the Oflice of the Town Clerþ I Town Hall Plaza, Valh¡lla, New York 10595' at which time and place bids for providing the following matcrial will be publically opened and read: BITUMINOUS MATERIALS Bid forms may be obt¡ined from lhe Mount Pleasant Town Clerk's Office. Bids must be placed in an envelope and clearly marked: BITUMINOUS MATERIALS se¡led Bids should be mailed and or delivered to the officc of the Town clerk, Town of Mount Pleasant, I Town Hall Pleza, valhalra, New york l0s9s Bid wílt be effective April l,20l7 thru March 31,2018. The indÍvidual Municipalities or Fire Districts reserve the right to reject any or all bids and to accepl any bid or bids, which they deem most favorable to the interest of their respcctive Municlpality or Fire District Non Collusive Bidding Certificate Required. Peter Sciliano Superintendent of Highways Town of Mount Pleasant DATED: January 26,2017 Valhalla, Ncw York  VILLAGE OF BRIARCLIFF MANOR BOARD OF TRUSTEES AGENDA NOVEMBER 8, 2017 4. FIRE DEPARTMENT MEMBERSHIPS BE lT RESOLVED, that the Board of Trustees of the Village of Briarcliff Manor hereby approves the membership of Kamil l. Ramkaran to the Scarborough Engine Company. BE lT RESOLVED, that the Board of Trustees of the Village of Briarcliff Manor hereby approves the under 18 membership of Thomas J. Gustin to the Scarborough Engine Company Briarcliff Manor PETER J, FULFREE, I.tASSt, ChiEf VINCENT J. CARUSO, 2nd Asst. Ch¡ef Fire Department 11'11 Pleasantville Road Emergency 911 Briarcliff Manor, NY 10510 Chiefs Office (914) 941-0879 Fax (914) 944-2758 Office of the Chief Op GA E-mail : fdchief@bria rcliffma nor.org ,90r DATE: October 25,201,7 TO Christine Dennett, Village Clerk Briarcliff Manor Board of Trustees FROM Asst, Chief Peter f . Fulfree- Briarcliff Manor Fire Department SUBIECT NEW MEMBER - Request for Village Approval Honorable Mayor and Trustees; Kamil L Ramkaran , date of birth O4/O7 /t999 and residing at 43 South Highland Ave #15, Ossining, New Yorlç , has applied for membership in the Briarcliff Manor Fire Department The applicant listed above, has been vetted by the Scarborough Engine Company Membership Committee and determined to meet the criteria set forth by the Briarcliff Manor Fire Department. FURTHERMORE, the Chief of Department has performed an Arson Background Check on said member who has been found to have NO record of Arson Conviction. The Chief of Department Requests that the Village of Briarcliff Board of Trustee's approve the application set before you and send such confirmation to Chiefs Office at your earliest convenience. Thank you for your assistance (tl t /t7 Peter J Dated Assistant C nl,ln S - Scarbo Engine C Dái'i rl-)- t-7 Vill - Christine Dennett Dated Briarcliff Manor PETER J. FULFREE, I.tASSt. Ch¡Ef Fire Department VINCENT J. CARUSO, 2..d ASSt. GhiEf 1 '1 11 Pleasantville Road Emergency 911 Briarcliff Manor, NY 10510 Chief s Office (914) 541-0879 Fax (914) 944-2758 Office of the Chief OrQCn E-mail: fdchief@briarcliffmanor.org ,901 DATE November L,201,7 TO Christine Dennett, Village Clerk Briarcliff Manor Board of Trustee's FROM Asst, Chief Peter f . Fulfree- Briarcliff Manor Fire Department SUBJECT NEW MEMBER - Request for Village Approval Honorable Mayor and Trustees; Thomas J. Gustin, born9 /L9 /?OOL and residing at 9 Mohawk Road, Ossining, New Yorh has applied for membership in the Briarcliff Manor Fire Department The applicant listed above, has been vetted by the Scarborough Engine Company Membership Committee and determined to meet the criteria set forth by the Briarcliff Manor Fire Department. FURTHERMORE, the Chief of Department has performed an Arson Background Check on said member who has been found to have N0 record of Arson Conviction. FURTHERMORE, the Chief of Department has met with the Parent[s) of the applicant, who has signed and certified the Consent and Release Form for the Applicant, The Chief of Department Requests that the Village of Briarcliff Board of Trustees approve the application set before you and send such confirmation to Chiefs Offìce at your earliest convenience. Thank you for your assistance .(tf tlt+ Peter I lfree Dated chi ÓlWllîywl,û ù^4rþ It Secretaly - Scarborough nngine C&mpany Dated l( * ,)-- t1 - Christine Dennett Dated  BRIARCLIFF MANOR FIRE DEPARTMENT FOR OFFICE USE 1111 Pleasantv¡lle Rd, Briarcliff Manor, NY 10510 MEMBER ID # sp)\ UNDER 18 NEW APPLICANT ¡,rf o PARENTAL CONSENT AND RELEASE FORM /9(]1 We, the parents or legal guardians of ¿5 ereinafter known as the "applicant") are aware that the applicant wishes to join the Briarcliff Manor Fire Department (hereinafter known as the "Department"). We understand that this signed consent by the parents or legal guard¡ans and the applicant is required as a prerequisite of the applicant's acceptance into membership in the Department because the applicant has not yet attained 18 years of age. We understand that membership in the Department is an inherently hazardous undertaking. We understand that the applicant will be required to attend such training courses as are required by the Chief of the Department, and will become familiar with, and adhere to, the bylaws of the department. 1 We understand that the applicant will be subject to the orders of the Departmental Chiefs and Officers of the company to which the applicant is assigned, both in the firehouse and at all alarms. We have been provided with and have read and fully understand the Rules and Regulations governing activities permitted for members of the Department that are under l-8 years of age. By signing a copy of this consent and release form, we hereby acknowledge that, pursuant to section 19 of the volunteer firefighters benefit law, the benefits provided by the volunteer firefighters benefit law shall be the exclusive remedy of the applicant, or his or her spouse, parents, dependents, next of kin, executor or administrator, or anyone otherwise entitled to recover damages, at common law or otherwise, for or on account of an injury to the applicant in the line of duty or death resulting from an injury to the applicant in the line of duty, as against the Village of Briarclíff Manor, its employees or agerìts, attd atty person or agency acting under governmental or statutory authority in furtherance of the dutles or activities in relation to which any such injury resulted. This consent and release form must be signed by the applicant and parents or guardians of the applicant and all signatures must be notarized. SIGNATURES MUST BE WITNESSED BY A NOTARY PUBLIC Parent/Guardian 1- PRINT NAME Pa tan - SIGN NAME Lc>c*t Ðfì-rn Éflðr ê_L l¿_l2oJ_'l Parent/Guardian 2 - PRINT NAME Pa uardian2-SIGNNAME :lÈronr4;J3, C,rrsf,¡ _8J êÈJ2o_.t_f Applicant - PRINT NAME Applicant - SIGN NAME G.r.$ I f{*) L-Le¿-Lzo-t'7 U18 CONSENT & RELEASE FORM - PAGE L OF 2  PLICANT NAME: MEMBER ID# PARENT 'IARøAN 7 (STATE OF NEW YORK ) (COUNTY OF WESTCHESTER )ss ,n- "þ' ¿^v of /-Jt¡.(jrt-s on the I in the year 20 !'1 , before me the undersigned, personally appeared Lc¿:-- )+\"ø, +i L-l personally known to me on the basis of satísfactory evidence to be the individual(s) whose name(s) is (are) subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their capacity(ies), and that by his/her/theirsignature(s)on the instrument, the individual(s) or the person on behalf of which the individual(s) acted executed the instrument. I Nlolary ew York 4 Qualitied in Westchc'ster CountY Gommission F-xpires: December| 0, 201 8 ry Publ PARENT/GUARDIAN 2 (STATE OF NEW YORK (COUNTY OF WESTCHESTER )ss on the -sí&'¿ay ot r-{ {! çrå r- in the year 2O I '-7 , before me the undersigned, personally appeared -J.*1eôrttr \ ÉÎ J'--r..\-i--¡Ñ personally known to me on the basis of satisfactory evidence to be the individual(s) whose name(s) is (are) subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their capacity(ies), and that by his/her/their signature(s) on the instrument, the individual(s) or the person on behalf of which the individual(s) acted executed the instrument. Georqe Switnick i,jotary Pubt¡õ State of N i QuaÍi Gommissi APPLICANT (STATE OF NEW YORK ) (COUNTY OF WESTCHESTER )ss.: Ar' on tneJff day of H\'dL{d,\ I in the year 20 l'7 , before me the undersigned, personally appeared '7:$¡cc.tttffS "J-,qnW C-J dl.t$:-¡t, personally known to me on the basis of satisfactory evidence to be the individual(s) whose name(s) is (are) subscribed to the within instrument and acknowf edged to me that he/she/they executed the same in his/her/their capacity(ies), and that by his/her/theirsignature(s)on the instrument, the individual(s) or the person on behalf of which the individual(s) acted executed the instrument. ¡ hlotary 4 ewYork Qualified in lVestchester CountY .l Compnission Expires: December 0, 201 rv Public U18 COI\ISEIIT & RELEASE FORM . PAGE 2AF 2