BID DOCUMENTATION - 2025 CONTRACTED REFUSE DISTRICT SERVICES
Village of Pittsford Request for Proposals
2025 CONTRACTED REFUSE DISTRICT SERVICES
Issued: October 1, 2024
Proposals are to be received by November 15, 2024, at 11 AM.
Submit Proposals to:
Village Clerk
Village of Pittsford
21 North Main Street
Pittsford, NY 14534
villageclerk@villageofpittsford.com
(585) 586‐4332
PURPOSE OF BID
The Village of Pittsford (“Village”) intends to secure the services of an experienced and properly equipped contractor (“Contractor”) to provide Refuse District services from June 1, 2025, to May 31, 2026, or June 1, 2025, to May 31, 2027, with the option to renew for up to three (3) additional service periods.
A.) a one (1) year term
B.) a two (2) year term
at the mutual consent of both parties. The contract award will be based on the low bid price from a responsible bidder, submission of required insurance, bid deposit, and full compliance with these Requirements and Specifications. The Village reserves the right to reject any bid should they determine it is in the Village’s best interest. Contractors need to be aware that the Village of Pittsford currently has one (1) refuse District comprising up to 600 service addresses.
GENERAL INFORMATION AND INSTRUCTIONS FOR BIDDERS
1. All bidders should carefully review the contents of this document. All the Requirements and Specifications in this document will become part of the agreement to be signed by the Village and the successful bidder.
2. The final pages of this document contain a “2025 Bid Sheet” and a “Non-Collusive Bidding Certificate.” The bid sheet needs to be completed and returned to confirm the bid amount. The Non-Collusive Bidding Certificate is required by the General Municipal Law of the state of New York and must be signed and returned with the Bid Sheet.
3. All bids must be sealed and addressed to the “Village Clerk” and be marked “2025 Village of Pittsford Contracted Refuse District Services.”
4. Bids may be mailed or personally delivered to the Village Clerk at Pittsford Village Hall, 21 North Main Street, Pittsford, New York 14534. All bids must be received by the date and time set for the bid opening noted on the cover sheet of this document.
5. A Bid Deposit of 10% of the Total Bid will be required either as a certified check made out to the Village of Pittsford or as a bond. No bid proposal will be accepted without a bid deposit. If the successful bidder fails to enter into the contract, the check deposited will be forfeited to the Village as liquidated damages. All other bidders’ bid deposits will be returned.
6. All bids submitted shall remain valid for ninety (90) days from the date of bid opening.
7. The Village reserves the right to reject any bid that does not comply with these Requirements and Specifications and/or to waive informalities.
8. All bids will be presented to the Village Board of Trustees at a future meeting for consideration. Once the Refuse District is formally created, the contractor will be notified of the exact unit count. Immediately following an award of bid by the Village Board of Trustees, the successful bidder will be notified by letter from the Village Clerk. The Village Clerk’s letter will include an agreement to be signed by the successful bidder and returned to the Village, together with the required Insurance Certificates. The Village must receive the signed agreement and Insurance Certificates within ten (10) days.
9. Additional information may be obtained from Dorothea Ciccarelli, Village Clerk at (585) 586-4332 or villageclerk@villageofpittsford.com. Informal and informational responses will not be binding on the Village. Formal requests for interpretations of these Requirements and Specifications must be made in writing to the Village Clerk at least five (5) days before bid opening.