NOTICE TO BIDDERS

VILLAGE OF BREWSTER

PUTNAM COUNTY, NEW YORK                                                              

VILLAGE OF BREWSTER

WATER METER INSTALATION PROJECT

NOTICE TO BIDDERS

            Sealed bids will be received at the Office of the Village Clerk, Village of Brewster, 50 Main Street, Brewster, New York 10509, until 11:00 A.M. on May 29, 2025 immediately after which the bids will be opened publicly and read.

            The Village of Brewster installation of water meters and related Work project consists of the following: replacement of approximately 600 residential and commercial water meters. The work under this Contract comprises the furnishing of all tools, equipment, materials and labor for the water main replacement located in the Village of Brewster, New York, complete, in place and ready for use in accordance with the Contract Documents prepared by J. Robert Folchetti & Associates, L.L.C.

The Village of Brewster installation of water meters and related Work project consists of the following: replacement of approximately 582 residential and commercial water meters.  The vast majority of the meters are residential.  The Village has purchased the meters under a separate contract.  The Work includes, but is not limited to, notification and coordination with all water district customers to arrange installation date and time; coordination with meter provider for timely delivery of meters based on schedule; storage of meters between time of receipt from meter provider and installation; operation of curb valves to close and re-open service to customer for installation; coordination with Village Water District Operators; response to customer complaints;  project management software and portal; pre and post installation meter readings and photos; documentation of service line entering structures size and pipe type; labor, tools, equipment, fittings, pipe, gaskets, transportation  necessary to install and test meters and exterior meter reading devices as shown specified and required to complete the project.  

The foregoing is a general description only and shall not be construed as a complete description of the Work to be performed for this Project.

            One Bid will be received.  Bids shall be on a unit price basis. 

Copies of the Contract Documents may be obtained at the Office of the Village Clerk.  

Contract Documents may be examined at the Village of Brewster Village Hall or the office of the ENGINEER, J. Robert Folchetti & Associates, L.L.C., 31 Sodom Road, Brewster, NY 10509.  Copies may be obtained from the Village offices, beginning on May 12, 2025 from 9:00 A.M. to 5:00 P.M., Monday through Thursday.  Village Hall is closed on Fridays.

Prospective bidder’s requests for mailing of Contract Documents will be filled by Federal Express or United Parcel Service.  Prospective bidders shall furnish a prepaid Air Bill or Account Number.  Neither OWNER or ENGINEER shall be responsible for any delay in such shipment.  Prospective bidders shall make such request and provide such airbill a minimum of one (1) week prior to the mandatory pre-bid conference.

Neither the OWNER nor the ENGINEER will be responsible for full or partial sets of Contract Documents, including any Addenda, obtained from other sources. 

A mandatory pre-bid conference will be held at 10:00 AM on May 19, 2025, at the office of the Village Clerk, Village Hall, 50 Main Street, Brewster, New York 10509.   The purpose of the pre-bid conference is to afford the prospective Bidders and interested parties an opportunity to raise questions pertaining to the bidding and the Contract Documents, and for the OWNER or its representatives to clarify any points. 

            Bid security and proof of qualifications to perform the Work shall be as described in the Instructions to Bidders.

            Bidders shall comply with all special and statutory requirements in accordance with the Instructions to Bidders.

            Contract time of commencement and completion will be as specified in the Agreement.

            The Bid Bond Form is contained in the Contract Specifications.

            Each bid shall be accompanied by a Bid Bond, or Certified Check accompanied by a Certificate of Surety, the coverage of which is specified in the Instructions to Bidders.

            This project is subject to the provisions of Article 5-A of the General Municipal Law of the State of New York and certificates required thereunder shall be available for public inspection at the office of the Village Clerk, Village of Brewster, New York.

            For any reason whatsoever, or for no reason, the Village reserves the right to waive any informalities in the bids or to reject any and all bids.  No bidder may withdraw their bid except by written request submitted at least twenty-four hours before the time of opening or until the lapse of 45 days after the actual opening thereof.

The Village is exempt from payment of sales and compensating use taxes of the State of New York and of Cities and Counties on all materials to be incorporated into the Work.  These taxes shall not be included in the Bid.

The Village will furnish the required certificates of tax exemption to the CONTRACTOR for use in the purchase of supplies and materials to be incorporated into the Work.

            The Village's exemption does not apply to construction tools, machinery, equipment or other property purchased by or leased by the CONTRACTOR, or to supplies or materials not incorporated into the Work.

Non-Discrimination in Employment:

It is the policy of the Village that their Contractors shall comply with all Federal, State, and local law, policy orders, rules, and regulations which prohibit unlawful discrimination against any employee or applicant for employment because of race, creed, color, or national origin, and will take affirmative action to insure that they are afforded equal employment opportunities without discrimination because of race, creed, color, or national origin.

Provisions concerning this requirement are detailed in the Supplementary Conditions.