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HomeMy WebLinkAbout2026_10_07 Town Board Meeting Packet w ot 0 0 H FOUNDED16.61 Town of Mamaroneck Town Board Agenda Wednesday, October 7, 2026 All Work Sessions and Regular Meetings are open to the public. Page 5:00 PM THE TOWN BOARD WORK SESSION The Work Session will convene in Conference Room C located on the First Floor at the Town Center. WORK SESSION ITEMS 1. Discussion - Ambulance District Agreements 4 - 14 Ambulance District Agreements - Pdf 2. Discussion - Acceptance of Donation for Swim Scholarships 15 - 16 Acceptance of Donation for Swim Scholarships - Pdf 3. Discussion - Acceptance of Donations for 2026 Town of Mamaroneck 17 - 18 Fall Festival Acceptance of Donation for 2026 Town of Mamaroneck Fall Festival - Pdf 4. Discussion - Fee Waivers 19 Fee Waivers - Pdf 5. Discussion - Consultant Authorization - Roundabout Design 20 - 62 Development Consultant Authorization - Roundabout Design Development - Pdf 6. Discussion - Bid TA-26-01A "Highway Department Materials Disposal" 63 - 65 Award of Bid TA-26-01A "Highway Department Materials Disposal" - Pdf 7. Discussion - Bid TA-26-13 Traffic Signal Enhancements 66 - 68 Award of Bid TA-26-13 Traffic Signal Enhancements - Pdf 8. Discussion - Bid TA-26-14 Highway Department Leaf Season Disposal 69 - 72 & Handling - 2026 Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 - Pdf 9. Request for Executive Session 10. Updates Page 1 of 171 11 . Changes to Regular Meeting Agenda 8:00 PM TOWN BOARD REGULAR MEETING The Town Board meeting will convene in the Courtroom located on the second floor of the Town Center. The public may also view the meeting on their cable set-top boxes — Optimum 75/76/77 or Verizon Fios 34/35/36 -- or online at LMCMedia.orq CALL TO ORDER SUPERVISOR'S REPORT PUBLIC HEARING(S) RESIDENT COMMENTS STAFF COMMENTS/ PRESENTATIONS BOARD OF FIRE COMMISSIONERS 1. Call to Order 2. Fire Report 3. Fire Claims 73 - 75 07 Oct 2026 - Fire Claims - Pdf 4. Other Fire Department Business AFFAIRS OF THE TOWN OF MAMARONECK 1 . Consideration - Ambulance District Agreements 76 - 86 Ambulance District Agreements - Pdf 2. Consideration - Acceptance of Donation for Swim Scholarships 87 - 88 Acceptance of Donation for Swim Scholarships - Pdf 3. Consideration - Acceptance of Donation for 2026 Town of Mamaroneck 89 - 90 Fall Festival Acceptance of Donation for 2026 Town of Mamaroneck Fall Festival - Pdf 4. Consideration - Fee Waivers 91 Fee Waivers - Pdf 5. Consideration - Consultant Authorization - Roundabout Design 92 - 134 Development Consultant Authorization - Roundabout Design Development - Pdf 6. Consideration to Award - Bid TA-26-01A "Highway Department 135 - 137 Materials Disposal" Award of Bid TA-26-01A "Highway Department Materials Disposal" - Pdf 7. Consideration to Award - Bid TA-26-13 Traffic Signal Enhancements 138 - 140 Award of Bid TA-26-13 Traffic Signal Enhancements - Pdf 8. Consideration to Reject - Bid TA-26-14 Highway Department Leaf 141 - 144 Page 2 of 171 Season Disposal & Handling - 2026 Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 - Pdf REPORTS OF MINUTES 1 . Reports of Minutes of the January 14, January 28, and September 16, 145 - 171 2026, Town Board Meetings Minutes of the January 14, January 28, and September 16, 2026, Town Board Meetings - Pdf REPORTS OF THE COUNCIL TOWN CLERK'S REPORT TOWN ATTORNEY'S REPORT ADJOURNMENT NEXT REGULARLY SCHEDULED MEETING - October 21,2026 Any physically handicapped person needing special assistance in order to attend the meeting, should contact the Town Administrator's office at 914-381-7810. Page 3 of 171 10 0 ul 1 rri Town of Mamaroneck in # x Town Center ii FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Tracy Yogman, Town Comptroller Re: Ambulance District Agreements Date: October 7, 2026 The current agreements between the Ambulance District, MEMS and VAC expired in February 2025. There are adjustments that need to be worked through but we have not had the opportunity to do so yet. I am recommending authorization through April 30, 2027. We will work through the changes by then and produce revised agreements for your consideration early next year. Action Requested: Resolved that the Town Board hereby approves the extension of the Ambulance District Contracts with MEMS and VAC through April 30, 2027 as presented, and hereby authorizes the Town Administrator to execute the agreements and any related documents necessary to carry out their implementation. Attachment/s: LVAC 2025 extension draft 9.26 MEMS 2025 Extension Draft 9.26 Page 4 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement This agreement dated the 1st day of February 2025, by and between the Town of Mamaroneck Ambulance District, located at 740 West Boston Post Road, Mamaroneck, New York 10543 (hereinafter "the Town"), and the Volunteer Ambulance Corps of the Unincorporated Town and Village of Larchmont, a nonprofit membership corporation, with offices at 155 Weaver Street, Larchmont, New York, 10538 (hereinafter "VAC"). This agreement will run until April 30, 2027. Any previous agreement is rescinded, such that this agreement represents the only existing agreement in force for the term as stated. This agreement is subject to termination for cause, by either party provided that thirty days written notice is given. Whereas, the Town of Mamaroneck on or about March 16, 1994, entered a final order establishing the Town of Mamaroneck Ambulance District; and Whereas, VAC has previously provided emergency ambulance services to the Village of Larchmont and Unincorporated Town; and Whereas, It is necessary as part of the establishment of the Ambulance District to provide for coordination of services, it is AGREED BY AND BETWEEN THE PARTIES HERETO, in consideration of mutual promises and covenants contained herein, as follows: 1. VAC hereby assigns its rights to collection of fees for provision of ambulance services and emergency medical service to the Town which has obtained its own provider number for that purpose. In exchange, the Town will provide administrative and financial oversight and controls to VAC, as well as New York State EMT-P's, all as provided for in more detail herein. VAC hereby agrees to comply with all administrative procedures established by the Town and the Ambulance District. 2. The Town will fund the day-to-day operation of VAC based upon VAC's operating budget. VAC will submit a proposed operating budget to the Town by September 15th of each year. Such operating budgets will be subject to final approval by the Town Board of the Town of Mamaroneck as part of its budget process. The authorized persons of VAC have authority to purchase within established purchasing guidelines of the Town. Separate budgets exist for VAC and the Town; however, both are administered through the Ambulance District Board, which is accountable directly to the Town Board. The Ambulance District has defined the role of the Ambulance District Administrator to include oversight and tracking of all expenses within these budgets. 3. VAC will provide ambulances and other equipment for the purpose of providing basic and advanced emergency medical service and emergency ambulance transportation 365 days a year, twenty-four hours a day. - 1 - Page 5 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement 4. VAC will maintain and replace their ambulances and other capital equipment from a capital budget, which will be adopted by VAC and funded through fund raising efforts of the organization. Equipment defined as a capital expense includes, but not limited to, ambulances. If fund raising is reduced in any calendar year during the period covered by this Agreement by more than 25% of the average of the previous three calendar year period, the Ambulance District Board and Town of Mamaroneck will consider requests by VAC for additional funding. 5. The Town will provide, at its cost, New York State certified EMT-P as required by VAC to maintain 365 days, twenty-four hour coverage. The level of staffing, qualifications and scheduling of EMT-P's is the authority and responsibility of the Ambulance District Administrator, who will assure quality control of the paramedics and services at a level sufficient to maintain the ALS certification of VAC. The District Administrator has administrative and operational authority and responsibility for all ALS personnel. The administrator may delegate this authority and responsibility to VAC Officers as defined within the Standard Operating Procedures of VAC to accomplish the effective supervision and coordination of services. 5A. The concerns of VAC with regard to the professional or clinical performance of a Paramedic will be formally acknowledged and addressed, and where appropriate, result in the transfer, discipline or dismissal of the paramedic subject to due process. 6. VAC will provide a driver and New York State certified EMT and/or a driver 24 hours a day, 365 days a year. VAC will make every effort to schedule a New York State certified EMT for weekday coverage whenever possible. 7. VAC will provide insurance for ambulances and personnel in the form of general liability, professional liability, auto liability, contents insurance for equipment, Workers Compensation, and New York State Disability insurance. VAC will name the Town as an additional insured on all policies of insurance and will further agree to indemnify, hold harmless and defend the Town, it's agents, servants, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of VAC, their agents, officers, volunteers, and employees. 8. The Town will provide for the same insurance for the EMT-P's as described in Section 7 and will likewise indemnify, hold harmless and defend VAC, their agents, officers, volunteers, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of the Town, their agents, administrator, volunteers, and employees, including but not limited to EMT-P's. 9. VAC will be responsible for the upkeep and maintenance of the building and grounds, in cooperation with the Town as the property owner. Subject to approval by the Town, expenses for building and ground maintenance shall be incorporated within the VAC operation budget. - 2 - Page 6 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement 10. VAC will provide all training of BLS personnel to maintain adequate numbers of New York State certified EMTs. VAC will maintain records of certifications and training of all BLS personnel to be in compliance with all applicable New York State rules and regulations. If, in the event that during the terms of this agreement, regulations prescribed by the State of New York requires additional training of personnel, VAC will be responsible for providing the same. 11. Original Pre-Hospital Care Reports (PCR) will be maintained in the office of the Ambulance District Administrator for administrative and quality control purposes. The PCR Reports will be made available to the President of VAC upon request. 12. VAC will provide an updated list of members, status, and training certifications to the Ambulance District Administrator annually. The Ambulance District Administrator will provide a list of paramedics, status and training certifications to each service annually, and when personnel change for any reason. 12A. VAC will provide emergency ambulance services 24 hours per day, 365 days per year consisting of one primary ambulance as a minimum. The primary ambulance is defined as that vehicle "first due" ALS equipped, and staffed. VAC will provide one driver and/or a New York State certified EMT for the primary ambulance as specified in paragraph 6. VAC will submit a schedule of said personnel to the Ambulance District Administrator on a schedule mutually agreed upon by VAC and the Ambulance District. Any gaps in volunteer coverage will be filled with Ambulance District personnel. Any other operational commitments of the ambulance service will not compromise the dedicated service of the primary ambulance. 12B. VAC will advise Mamaroneck Emergency Medical Squad when volunteer availability is inadequate, and work cooperatively in utilizing staff of either organization to accomplish the objective of scheduling a driver and EMT for the primary ambulance. The Officers of VAC and EMS will establish a procedure, which provides for cooperative use of available personnel when needed to meet staffing objectives. This procedure will be applicable to unscheduled and scheduled staffing demands. 13. The Town will provide, at its cost, a certified New York State EMT-P to VAC as required 24 hours per day, 365 days per year consisting of one primary paramedic as a minimum. A schedule of Paramedics will be provided to VAC a minimum of one week prior to the first day of any given month. The primary Paramedic is defined as that EMT-P scheduled by the District. . The primary paramedic, has a duty to act and therefore is responsible for providing and/or directing emergency medical care and the transportation of patient(s). Paramedic medical control includes, but is not limited to, decisions as to patient triage, patient care, patient movement, and patient transport. The primary paramedic with appropriate input from Medical Control Physicians will determine the level of care to be provided to a patient. The VAC Chief and Line Officers have administrative, formal disciplinary and operational authority and responsibility for all VAC Members, except as otherwise provided herein. - 3 - Page 7 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement The terms of this contract cannot supersede or contradict any New York State Department of Health Laws or Regulations. 14. All ambulances used for the purposes of carrying out the terms of this agreement will be maintained in good, clean and safe running order. Ambulances must meet the requirements of New York State Emergency Medical Services Code Part 800, Part 80 and Articles 30 & 30A. District paramedics have responsibility for assuring ALS compliance where applicable. A complete supply of BLS equipment and materials will be maintained in a safe, secure, clean, and accessible condition by VAC. A complete supply of ALS equipment and materials will be maintained by the Town in a safe, secure, clean and accessible storage facility provided by VAC at VAC Headquarters. ALS specific equipment and supplies will be under the Paramedic Service budget. BLS specific equipment and supplies will be under the VAC budget. The selection, design, and configuration of ALS equipment will be standardized and coordinated through a standing committee composed of one VAC representative, the District administrator and one representative of the other ALS agency within the District. The selection, design, and configuration of BLS equipment are the responsibility of VAC. 15. VAC will cooperate in the effective coordination of ALS response capability throughout the District in accordance with a "Dispatch, Communications, and Response Policy" as attached in Schedule C. 16. This agreement may be canceled by the Town should VAC file a petition of voluntary or involuntary bankruptcy or be adjudicated a bankrupt or should the organization make an assignment to the benefit of creditors; or should the Town Board of the Town of Mamaroneck determine that the organization has repeatedly failed to provide adequately trained and qualified personnel to staff ambulances 24 hours a day, 365 days per year, in which case this agreement may be canceled upon thirty (30) days written notice by the Town to VAC. 17. This agreement may be canceled by VAC should the Town file a petition of voluntary or involuntary bankruptcy or be adjudicated a bankrupt or should the organization make an assignment to the benefit of creditors; or should VAC determine that the Town has failed to provide adequately trained and qualified paramedics 24 hours a day, 365 days per year, in whish case this agreement may be canceled upon thirty (30) days written notice by VAC to the Town. 18. Except as specified in Paragraph 13, all services to be performed under this agreement by the Town and VAC will be performed under the general direction and in consultation with the Town's Ambulance District Administrator, and with the Town of Mamaroneck Ambulance District Board. Performance criteria for this contract are established at 100%. The Town and VAC will document any events of non-performance. 19. Failure of the Town or VAC to invoke any remedy under this agreement will not constitute a waiver of rights to invoke such remedy for the same or similar violation of this - 4 - Page 8 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement agreement at a later date. The election of a remedy other than the termination of this agreement will not subsequently bar the Town or VAC from terminating this agreement for cause as provided for in this agreement. 20. This constitutes the entire agreement between the parties and may not be altered except in writing signed by all the parties hereto. 21. Should a court of competent jurisdiction declare any provision of this agreement unenforceable such declaration of invalidity will not affect any other provision of this agreement, which may be carried out nevertheless. TOWN OF MAMARONECK VOLUNTEER AMBULANCE CORPS By: By: Meredith Robson, Town Administrator Kris Mueller, President - 5 - Page 9 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement This agreement dated the 1st day of February 2025, by and between the Town of Mamaroneck Ambulance District, located at 740 West Boston Post Road, Mamaroneck, New York 10543 (hereinafter "the Town"), and the Mamaroneck Emergency Medical Services Village, a nonprofit membership corporation, with offices at 220 North Barry Avenue Extension, Mamaroneck, NY 10543 (hereinafter "MEMS"). This agreement will run until April 30, 2027. Should MEMS not consent to the extension it is understood by MEMS that the District continues to have the legal obligation to provide emergency medical services throughout the District including Mamaroneck Village. As a result, the District will have the discretion to make any necessary arrangements to provide said services. Any previous agreement is rescinded, such that this agreement represents the only existing agreement in force for the term as stated. This agreement is subject to termination for cause, by either party provided that a thirty-day written notice is given. Whereas, the Town of Mamaroneck on or about March 16, 1994, entered a final order establishing the Town of Mamaroneck Ambulance District; and Whereas, MEMS has previously provided emergency ambulance services to the Village of Mamaroneck; and Whereas, It is necessary as part of the establishment of the Ambulance District to provide for coordination of services, it is AGREED BY AND BETWEEN THE PARTIES HERETO, in consideration of mutual promises and covenants contained herein, as follows: 1. MEMS hereby assigns its rights to collection of fees for provision of ambulance services and emergency medical service to the Town which has obtained its own provider number for that purpose. In exchange, the Town will provide administrative and financial oversight and controls to MEMS, as well as New York State EMT-P's, all as provided for in more detail herein. MEMS hereby agrees to comply with all administrative procedures established by the Town and the Ambulance District, except as provided for in Section 13d. 2. The Town will fund the day-to-day operation of MEMS based upon MEMS operating budget. MEMS will submit a proposed operating budget to the Town by September 15th of each year. Such operating budgets will be subject to final approval by the Town Board of the Town of Mamaroneck as part of its budget process. The authorized persons of MEMS have authority to purchase within established purchasing guidelines of the Town. Separate budgets exist for MEMS and the Town; however both are administered through the Ambulance District Board, which is accountable directly to the Town Board. The Ambulance District has defined the role of the Ambulance District Administrator to include oversight and tracking of all expenses within these budgets. - 1 - Page 10 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement 3. MEMS will provide ambulances and other equipment for the purpose of providing basic and advanced emergency medical service and emergency ambulance transportation 365 days a year, twenty-four hours a day. 4. MEMS will maintain and replace their ambulances and other capital equipment from a capital budget, which will be adopted by MEMS and funded through fund raising efforts of the organization. Equipment defined as a capital expense includes, but not limited to, ambulances. If fund raising is reduced in any calendar year during the period covered by this Agreement by more than 25% of the average of the previous three calendar year period, the Ambulance District Board and Town of Mamaroneck will consider requests by MEMS for additional funding. 5. The Town will provide, at its cost, New York State certified EMT-P as required by MEMS to maintain 365 days, twenty-four hour, coverage. The level of staffing, qualifications and scheduling of EMT-P's is the authority and responsibility of the Ambulance District Administrator, who will assure quality control of the paramedics and services at a level sufficient to maintain the ALS certification of MEMS. The District Administrator has administrative and operational authority and responsibility for all ALS personnel. The administrator may delegate this authority and responsibility to MEMS Officers as defined within the Standard Operating Procedures of MEMS to accomplish the effective supervision and coordination of services. 5A. The concerns of MEMS with regard to the professional or clinical performance of a Paramedic will be formally acknowledged and addressed, and where appropriate, result in the transfer, discipline or dismissal of the paramedic subject to due process. 6. MEMS will provide a driver and/or New York State certified EMT from, 24 hours a days, 365 days a year, for every primary emergency call in support of the District Paramedics. 7. MEMS will provide insurance for ambulances and personnel in the form of general liability, professional liability, auto liability, contents insurance for equipment, Workers Compensation, and New York State Disability insurance. MEMS will name the Town as an additional insured on all policies of insurance and will further agree to indemnify, hold harmless and defend the Town, its agents, servants, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of MEMS, their agents, officers, volunteers, and employees. 8. The Town will provide for the same insurance for the EMT-P's as described in Section 7 and will likewise indemnify, hold harmless and defend MEMS, their agents, officers, volunteers, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of the Town, their agents, administrator, volunteers, and employees, including but not limited to EMT-P's. - 2 - Page 11 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement 9. MEMS will be responsible for the upkeep and maintenance of the building and grounds, in cooperation with the Village of Mamaroneck, as the property owner. Subject to approval by the Town, expenses for building and ground maintenance shall be incorporated within the MEMS operation budget. 10. MEMS will provide all training of BLS personnel to maintain adequate numbers of New York State certified EMTs. MEMS will maintain records of certifications and training of all BLS personnel to be in compliance with all applicable New York State rules and regulations. If, in the event that during the terms of this agreement, regulations prescribed by the State of New York requires additional training of personnel, MEMS will be responsible for providing the same. 11. Original Pre-hospital Care Reports (PCR) will be maintained in the office of the Ambulance District Administrator for administrative and quality control purposes. The PCR Reports will be made available to the Captain of MEMS upon request. 12. a. MEMS will provide an updated list of members, status, and training certifications to the Ambulance District Administrator annually. The Ambulance District Administrator will provide a list of paramedics, status and training certifications to each service annually, and when personnel change for any reason. b. MEMS will provide emergency ambulance services 24 hours per day, 365 days per year consisting of one primary ambulance as a minimum. The primary ambulance is defined as that vehicle "first due" ALS equipped, and staffed. MEMS will provide one driver and/or a New York State certified EMT for the primary ambulance as specified in paragraph 6. MEMS will submit a schedule of said personnel to the Ambulance District Administrator on a schedule mutually agreed upon by MEMS and the Ambulance District. Any gaps in volunteer coverage will be filled with Ambulance District personnel. Any other operational commitments of the ambulance service will not compromise the dedicated service of the primary ambulance. c. MEMS will advise Larchmont/Mamaroneck Volunteer Ambulance Corps (VAC) when volunteer availability is inadequate, and work cooperatively in utilizing staff of either organization to accomplish the objective of scheduling a driver and EMT for the primary ambulance. The Officers of MEMS and VAC will establish a procedure, which provides for cooperative use of available personnel when needed to meet staffing objectives. This procedure will be applicable to unscheduled and scheduled staffing demands. 13. a. The Town will provide, at its cost, a certified New York State EMT-P to MEMS as required 24 hours per day, 365 days per year consisting of one primary paramedic as a minimum. A schedule of Paramedics will be provided to MEMS a minimum of one week prior to the first day of any given month. The primary Paramedic is defined as that EMT-P scheduled by the District. b. The primary paramedic, has a duty to act and therefore is responsible for providing and/or directing emergency medical care and the transportation of patient(s). Paramedic medical control includes, but is not limited to, decisions as to patient triage, patient - 3 - Page 12 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement care, patient movement, and patient transport. The primary paramedic with appropriate input from Medical Control Physicians will determine the level of care to be provided to a patient. c. All services to be performed under this agreement by the Town and MEMS will be performed under the general direction and in consultation with the Town's Ambulance District Administrator and with the Town of Mamaroneck Ambulance District Board. Performance criteria for this contract are established at 100%. The Town and MEMS will document any events of non-performance. d. The MEMS Chief and Line Officers have administrative, formal disciplinary, operational authority and responsibility for all MEMS Members, except as otherwise provided herein. e. The terms of this contract cannot supersede or contradict any New York State Department of Health Laws or Regulations. 14. All ambulances used for the purposes of carrying out the terms of this agreement will be maintained in good, clean and safe running order. Ambulances must meet the requirements of New York State Emergency Medical Services Code Part 800, Part 80 and Articles 30 & 30A. District paramedics have responsibility for assuring ALS compliance where applicable. A complete supply of BLS equipment and materials will be maintained in a safe, secure, clean, and accessible condition by MEMS. A complete supply of ALS equipment and materials will be maintained by the Town in a safe, secure, clean and accessible storage facility provided by EMS at EMS headquarters. ALS specific equipment and supplies, will be under the Paramedic Service budget. BLS specific equipment and supplies will be under the MEMS budget. The selection, design, and configuration of ALS equipment will be standardized and coordinated through a standing committee composed of one MEMS representative, the District administrator and one representative of the other ALS agency within the District. The selection, design, and configuration of BLS equipment are the responsibility of MEMS. 15. MEMS will cooperate in the effective coordination of ALS response capability throughout the District in accordance with a "Dispatch, Communications, and Response Policy" as attached in Schedule C. 16. This agreement may be canceled by the Town should MEMS file a petition of voluntary or involuntary bankruptcy or be adjudicated a bankrupt or should the organization make an assignment to the benefit of creditors; or should the Town Board of the Town of Mamaroneck determine that the organization has repeatedly failed to provide adequately trained and qualified personnel to staff ambulances 24 hours a day, 365 days per year, in which case this agreement may be canceled upon thirty (30) days written notice by the Town to MEMS. 17. This agreement may be canceled by MEMS should the Town file a petition of voluntary or involuntary bankruptcy or be adjudicated bankrupt or should the organization - 4 - Page 13 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement make an assignment to the benefit of creditors; or should MEMS determine that the Town has failed to provide adequately trained and qualified paramedics 24 hours a day, 365 days per year, in which case this agreement may be canceled upon thirty (30) days written notice by MEMS to the Town. 18. Failure of the Town or MEMS to invoke any remedy under this agreement will not constitute a waiver of rights to invoke such remedy for the same or similar violation of this agreement at a later date. The election of a remedy other than the termination of this agreement will not subsequently bar the Town or MEMS from terminating this agreement for cause as provided for in this agreement. 19. This constitutes the entire agreement between the parties and may not be altered except in writing signed by all the parties hereto. 20. Should a court of competent jurisdiction declare any provision of this agreement unenforceable such declaration of invalidity will not affect any other provision of this agreement, which may be carried out nevertheless. TOWN OF MAMARONECK MAMARONECK EMS By: By: Meredith Robson, Town Administrator Jason Capalbo, Chief - 5 - Page 14 of 171 c m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Jill Fisher, Superintendent of Recreation Re: Acceptance of Donation for Swim Scholarships Date: October 7, 2026 Attached is a letter from Carolyn Gallaher, Head of the Woman's Club of Larchmont Philanthropy Committee, regarding a donation for 3 swim scholarships at Hommocks pool. As you will recall, the donation covers the swim classes, but only partial membership fees to which you previously agreed. Action Requested: Resolved that the Town Board hereby accepts the generous donation of$1000.00 from an anonymous donor from the Woman's Club of Larchmont to be used for three swim scholarships and partial membership fees. Attachment/s: WCL Swim Scholarships Page 15 of 171 57 Elm Avenue Larchmont, NY 10538 9 September 2026 Town of Mamaroneck Village Board courtesy of Jill Fisher, Head of Recreation 740 West Boston Post Road Mamaroneck, New York 10543 Dear Board of Trustees, Please accept the enclosed Bankers Check for$1000.To underwrite 3 Swim scholarships the recipients of which will be determined by need by Co-op Camp/Stem Alliance (Meg Kaufer). Each scholarship covers the cost of swim lessons at Hommocks($175) plus the special 2026-27 Basic Membership cost as agreed upon by trustee committee. The$1000 is given anonymously by donor from Women's Club of Larchmont. Sincerely, Carolyn C.Gallaher Head of Philanthropy-WCL Page 16 of 171 c m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Jill Fisher, Superintendent of Recreation Re: Acceptance of Donations for 2026 Town of Mamaroneck Fall Festival Date: October 7, 2026 Attached is a memo from our Recreation Department regarding donations of various items and services from Julia B. Fee, the School of Rock, and Larchmont Nurseries for the upcoming Fall Festival. Action Requested: Resolved that the Town Board hereby accepts the generous donations of a bounce house, music, a pumpkin patch, and a maze from said donors to be used for the yearly Fall Festival. Attachment/s: Donation Memo Fall Festival 26 Page 17 of 171 Town of Mamaroneck Recreation Department To: Meredith Robison From: Michelle Ballantyne Date: September 22, 2026 Re: Donations for 2026 Fall Festival The following companies will be participating in the Town of Mamaroneck Fall Festival on Saturday, October 3rd Donation of Bounce House: Julia B Fee Donation of Music: School Of Rock Donation of Pumpkin Patch and Maze: Larchmont Nurseries Page 18 of 171 0 ul 1 rrl Town of Mamaroneck in # x Town Center FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Fee Waiver Date: October 7, 2026 The Larchmont Garden Civic Association is requesting the Town Board consider the waiver of block party fees for the "Halloween Walk Along the Brook" and "Hot Choc at the Lake." This is a public event open to all residents. Action Requested: Resolved, that the Town Board hereby authorizes the waiver of block party fees for the "Halloween Walk Along the Brook" and "Hot Choc at the Lake" hosted by the Larchmont Garden Civic Association,which are open to participation by all residents. Page 19 of 171 0 ul 1 rrl Town of Mamaroneck in # x Town Center FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Consultant Authorization - Roundabout Design Development Date: October 7, 2026 Attached please find a memo from Town Engineer, Rob Wasp, requesting authorization to approve the consultant agreement for the Madison Avenue and New Jefferson Street Roundabout Project. Action Requested: Resolved that the Town Board hereby approves the consultant proposal from Barton & Loguidice for the design development of the Roundabout at the the intersection of Madison Avenue and New Jefferson St. as presented, and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Attachment/s: Eng MemoB&amp;L Roundabout Design10012026 TR- 703.5581 Madison Ave &amp; Jefferson St Roundabout Letter Proposal Page 20 of 171 0 ring Department TEL:914/381-7835 Town of ti quo k FAX:914/381-8473 740 Wes, _ `' '' rcn, t Road Mamaro 'FOUNDED 1661 543 INTERDEPARTMENT MEMORANDUM DATE: October 1, 2026 TO: Meredith Robson, Town Administrator FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Authorization of Consultant Proposal Design Development for Madison Avenue Roundabout GENERAL: The attached proposal from consultant"Barton& Loguidice" (B&L)has been prepared to advance design development for the proposed traffic Roundabout at the intersection of Madison Avenue &New Jefferson Street with the access ramps to Exit#17 of Interstate I-95. The project scope includes the construction of extensive pedestrian improvements at the intersection as well as stormwater management improvements below the pavement surface. B&L's provided scope includes full design development, right-of-way incidentals and procurement phase support during bidding of the project. Barton & Loguidice authored the original Roundabout Feasibility Study prepared for the Town in 2017. Their office has also supported numerous grant applications related to the project to Federal, State and County funding programs. B&L has proven technical experience with similar traffic and pedestrian safety improvements throughout the region as well as having extensive local knowledge through supporting several local projects in the Town of Mamaroneck. Design for the Roundabout is being coordinated with the adjoining Green Infrastructure Improvements (GIGP) slated for construction on Madison Avenue in 2027; as well as the flood mitigation improvements for Subbasin#5 that were developed in the Town's 2023 Town Comprehensive Drainage Evaluation. Barton& Loguidice is already the design engineer of record for the Madison Avenue GIGP project and has a work plan to continue regular design meetings with separate Town consultant"H2M Engineers" for the Subbasin #5 drainage work. Design is expected to be completed during the 2028 calendar year. The Town has currently secured $3.5M in grant funding towards the current Roundabout cost estimate of$5.3M. The Town's 2024 congressionally directed spending (CDS) award through HUD includes $410,000 allocated towards design for the project. B&L's provided fee total of $399,852.00 is fully reimbursable through the 2024 HUD award and is budgeted as part of H5198. Completed design development will allow the Town to meet County requirements for allocation of its committed $1M Complete Streets program grant. Construction will subsequently follow in coordination with the broader flood mitigation improvements on Madison Avenue, Fifth Avenue and New Jefferson Street. Please feel free to contact me with any questions. Page 21 of 171 Barton 65 &Ioguidice September 29, 2026 Mr. Robert Wasp, P.E., CDT, Town Engineer Town of Mamaroneck 740 West Boston Post Road Mamaroneck, New York 10543 Re: Proposal for Professional Services Madison Ave & New Jefferson St Roundabout Project File: 703.5581 Dear Mr. Wasp: Barton & Loguidice ("B&L") is pleased to provide this proposal for the Madison Ave & New Jefferson St Roundabout Project. We look forward to continuing our work with you to improve the transportation infrastructure in the Town. Our approach to this project will be to expand on the roundabout feasibility study that B&L previously completed at this intersection for the Town and to supplement our knowledge of the immediate project area from our work on the Madison Ave GIGP project. We will incorporate design elements from the Madison Ave GIGP project, which is expected to be constructed prior to this project, and coordinate with the Subbasin #5 Storm Sewer Improvements project that will be in design at the same time as this one. Attached to this letter is our proposed scope of services, technical assumptions, and cost proposal for your review. The scope of work outlines a project approach that corresponds to the included cost proposal. Time& Expense (Fee Limit) Proposal B&L proposes to provide the services described herein for a fee not to exceed Three Hundred Ninety- Nine Thousand, Eight Hundred Fifty-Two Dollars ($399,852.) B&L proposes to invoice monthly on a time and expense basis in accordance with B&L Standard Billing Rates in effect at the time the services are performed, plus reimbursable expenses and B&L's charges for Subconsultants, if any. Unless specifically indicated otherwise in this Agreement, B&L's charges for subcontracted services shall be invoiced at cost plus fifteen percent. If additional services are required, B&L will provide a supplemental agreement for review and approval prior to commencing the additional services. Current billing rates are included in Attachment C. Please do not hesitate to contact our office should you have any questions. The experience to listen The power to 10Airline Drive,Suite 200,Albany,NY 12205• Office:518-218-1801■Fax:518-218-1805• BartonandLoguidice.comJ 2Zof 1,1 Mr. Robert Wasp, P.E., CDT, Town Engineer Town of Mamaroneck B September 29, 2026 65 Page 2 We look forward to working with you on this important project. Sincerely, BARTON & LOGUIDICE, D.PC. Matthew J. Schooley Executive Vice President MJS/jjb Attachments: Attachment A—Terms & Conditions Attachment B—Task List and Technical Assumptions Attachment C—Staffing Rates, Hours, Reimbursables and Fee Authorization Barton & Loguidice, D.P.C., is hereby authorized by Town of Mamaroneck("Owner") to proceed with the services described herein in accordance with the attached Terms and Conditions. Date: Signed: Name: Title: Your Company Reference Number to Appear on our Invoice(s): Page 23 of 171 Attachment A Terms & Conditions 1 Page 24 of 171 STANDARD TERMS AND CONDITIONS L. To the fullest extent permitted by law,Owner and Consultant(1)waive for against each other,and the other's employee's,officers,directors,agents,insurers, PROFESSIONAL CONSULTANT SERVICES partners,and consultants,any and all claims for or entitlement to special,incidental, provided by indirect,or consequential damages arising out of,resulting from,or in any way related to BARTON&LOGUIDICE,D.P.C.("Consultant") the Project,and(2)agree that Consultant's total liability to Owner under this Agreement shall be limited to$100,000 or the total amount of compensation received by Consultant pursuant to the PROPOSAL,whichever is greater,(the"Limitation Amount"),and The OWNER and the CONSULTANT,for themselves,their successors and assigns,have further,in no event shall the Limitation Amount exceed the amount of liability insurance mutually agreed and do agree with each other as follows: proceeds actually available to the Consultant for the claim at issue at the time of settlement or final judgment net of any and all expenses paid or incurred on the claim at 1.0 Basic Agreement issue,payments made or incurred in connection with other claims made against the Consultant shall provide,or cause to be provided,the Services set forth in the proposal Consultant,or any other circumstances which may reduce,impair,or eliminate the (PROPOSAL)to which these terms and conditions are attached,and Owner shall pay overall availability of such insurance to the Consultant.It is intended that these Consultant for such Services as set forth in PROPOSAL. The PROPOSAL,in limitations apply to any and all liability or cause of action. conjunction with these terms and conditions is referred to herein as"Agreement". 2.0 General Considerations 3.0 Payment for Services A. The standard of care for all professional or related services performed or Consultant will prepare a monthly invoice in accordance with Consultant's standard furnished by Consultant under this Agreement will be the care and skill ordinarily used invoicing practice and submit the invoice to Owner. Invoices are due and payable within by members of the subject profession practicing under similar circumstances at the same 30 days of the date of the invoice. Consultant may,without liability,after giving seven time and in the same locality. Consultant makes no warranties,express or implied,under days written notice to Owner,suspend services under this Agreement until Consultant has this Agreement or otherwise,in connection with Consultant's services. been paid in full all amounts due for services,expenses,and other related charges. B. Consultant shall commence to provide its services upon the full execution of this Agreement and shall provide those services within a reasonable time.In no event 4.0 Additional Services shall Consultant be obligated to perform services on a schedule which,in the Additional services may be required in Consultant's professional judgement because of Consultant's professional judgement,does not provide Consultant sufficient time to changes in the Project,or unforeseen circumstances. The Consultant shall furnish perform in accordance with the aforesaid standard of care. services in addition to those set forth in the PROPO SAL if mutually agreed by Owner C.All design documents prepared or furnished by Consultant are instruments of and Consultant. Owner shall pay Consultant for any Additional Services provided as service,and Consultant retains an ownership and property interest(including the follows: (1)as may be mutually agreed to in writing,or(2)in the absence of a mutual copyright and the right of reuse)in such documents,whether or not the Project is agreement an amount equal to the cumulative hours charged to the Project by each completed. Consultant grants Owner a limited license to use the instruments of service member or each class of Consultant's employees engaged in providing the Additional exclusively(1)performance of design or operation,(2)for Project construction as is the Services times the Consultant's hourly billing rates for each applicable billing class in intended purpose of the documents,and(3)for the purpose of maintenance and repair of effect at the time the Additional Services are performed;plus reimbursable expenses and the Project,or(4)other documents,reports,details and plans as defined in the project charges for Consultant's Subconsultants,if any. Scope of Work. D. Consultant shall not at any time supervise,direct,or have control over any 5.0 Dispute Resolution contractor's work,nor shall Consultant have authority over or responsibility for the Owner and Consultant agree to negotiate all disputes between them in good faith for a period of 30 days from the date of notice by either party of the existence of the dispute. means,methods,techniques,sequences,or procedures of construction selected or used by any contractor,for safety precautions and programs incident to a contractor's work If a dispute involves matters other than a claim by Consultant for payment of fees and the progress,nor for any failure of any contractor to comply with laws and regulations parties fail to resolve the dispute through negotiation then Owner and Consultant agree applicable to contractor's work. that they shall first submit any and all such unsettled claims,counterclaims,disputes,and other matters in question between them arising out of or relating to this Agreement or the E. Consultant neither guarantees the performance of any contractor nor assumes responsibility for any contractor's failure to furnish and perform its work in breach thereof("Disputes")to mediation by a mutually acceptable mediator. Owner and accordance with the contract between Owner and such contractor. Consultant agree to participate in the mediation process in good faith and to share the cost of the mediation equally.The process shall be conducted on a confidential basis,and F. Consultant shall not be responsible for the acts or omissions of any contractor,subcontractor,or supplier,or of any contractor's agents or employees or any shall be completed within 150 days of the date of notice by either party of the existence other persons(except Consultant's own employees)at the Project site or otherwise of the dispute. If such mediation is unsuccessful in resolving a Dispute,then(1)the furnishing or performing any construction work;or for any decisions regarding,or parties may mutually agree to an alternative dispute resolution of their choice,or(2) interpretations or clarifications of,the construction contract or Instruments of Service either party may seek to have the Dispute resolved by a court of competent jurisdiction. made by Owner or any third party without the advice and consultation of Consultant. G. If the Construction Contract Documents specifically require the Contractor 6.0 Accrual of Claims to provide professional design services or certifications by a design professional related All causes of action between the parties to this Agreement including those pertaining to to systems,materials,or equipment,the Consultant shall specify the appropriate acts,failures to act,or failures to perform in accordance with the obligations of the performance and design criteria that such services must satisfy.The Consultant shall Agreement or failures to perform in accordance with the standard of care shall be deemed review and take appropriate action on Shop Drawings and other submittals related to the to have accrued and the applicable statutes of limitations shall commence to run not later Work designed or certified by the Contractor's design professional,provided the than either the date of Substantial Completion for acts,failures to act or failures to submittals bear such professional's seal and signature when submitted to the Consultant. perform occurring prior to Substantial Completion,or the date of issuance of the Notice The Consultant's review shall be for the limited purpose of checking for conformance of Acceptability of Work(or similar notice of the final completion of the Project)for with information given and the design concept expressed in the Contract Documents.The acts,failures to act or failures to perform occurring after Substantial Completion. Consultant shall be entitled to rely upon,and shall not be responsible for,the adequacy and accuracy of the services,certifications,and approvals performed or provided by such design professionals. 7.0 Controlling Law H. Unless otherwise included under this Agreement,the parties acknowledge This Agreement is to be governed by the law of the state inwhich the project is located. that Consultant's scope of services does not include any services related to a Hazardous Environmental Condition(the presence of asbestos,PCBs,petroleum,hazardous 8.0 Successors,Assigns,and Beneficiaries substances or waste,and radioactive materials). Owner represents to Consultant that,to Owner and Consultant each is hereby bound and the partners,successors,executors, the best of its knowledge,a Hazardous Environmental Condition does not exist at the administrators,and legal representatives of Owner and Consultant(and to the extent Site,except as expressly disclosed to the Consultant in writing. If Consultant or any permitted herein the assigns of Owner and Consultant)are hereby bound to the other other party encounters a Hazardous Environmental Condition,Consultant may,at its party to this Agreement and to the partners,successors,executors,administrators,and option and without liability for consequential or any other damages,suspend performance legal representatives(and said assigns)of such other party,in respect of all covenants, of services on the portion of the Project affected thereby until Owner: (i)retains agreements,and obligations of this Agreement. Neither Owner nor Consultant may appropriate specialist consultants or contractors to identify and,as appropriate,abate, assign,sublet,or transfer any rights under or interest(including,but without limitation, remediate,or remove the Hazardous Environmental Condition;and(ii)warrants that the moneys that are due or may become due)in this Agreement without the written consent Site is in full compliance with applicable Laws and Regulations. of the other,except to the extent that any assignment,subletting,or transfer is mandated I. The services to be provided by Consultant under this Agreement DO NOT or restricted by law. Unless specifically stated to the contrary in any written consent to INCLUDE advice or recommendations with respect to the issuance,structure,timing, an assignment,no assignment will release or discharge the assignor from any duty or terms or any other aspect of municipal securities,municipal derivatives,guaranteed responsibility under this Agreement. This provision shall not preclude Consultant from investment contracts or investment strategies.Any opinions,advice,information or retaining Subconsultants as it deems reasonably necessary for the completion of the recommendations provided by Consultant are understood by the parties to this Agreement services rendered hereunder. to be strictly engineering or other technical opinions,advice,information or recommendations. Consultant is not a"municipal advisor"as defined by 15 U.S.C.78o-4 9.0 Termination or the related rules of the Securities and Exchange Commission. The other parties to this If Consultant's services related to the project are terminated for any reason,Consultant Agreement should determine independently whether they require the services of a shall be compensated for time plus reasonable expenses associated with demobilizing municipal advisor. personnel and equipment,and,if requested in writing by the Owner,for completion of J. The Consultant shall not be required to execute certificates,guarantees, tasks whose value would otherwise be lost,to prepare notes as to the status of completed warranties or make representations that would,in its professional judgment,require and uncompleted tasks,and to assemble Project materials in orderly files. knowledge,services or responsibilities beyond the scope of this Agreement. K. When transmitting items in electronic media or digital format,the 10.0 Total Agreement/Severability transmitting party makes no representations as to long term compatibility,usability,or This Agreement,including any expressly incorporated Exhibits,constitutes the entire readability of the items resulting from the recipient's use of software application Agreement between Owner and Consultant and supersedes all prior written or oral packages,operating systems,or computer hardware differing from those used in the understandings. This Agreement may only be amended,supplemented,modified,or drafting or transmittal of the items,or from those established in applicable transmittal canceled by a duly executed written instrument. If any term or condition of this protocols. Agreement shall,to any extent,be found invalid,void or unenforceable,the remainingprovisions shall remain in full force and effect to the extent allowe .f p::c215lief 171 Page 1 of 1 Attachment B Task List and Technical Assumptions 2 Page 26 of 171 Task List Madison Ave & New Jefferson St Roundabout Project Attachment B September 29, 2026 EXECUTIVE SUMMARY Madison Ave & New Jefferson St Roundabout Project Mamaroneck, New York This project includes the design, permitting, and construction of intersection improvements at the New Jefferson Street/I-95 Ramp intersection with Madison Avenue in the Town of Mamaroneck. The project will also evaluate the drainage patterns in the area and will coordinate the design and construction of the proposed roundabout with both the Madison Avenue Green Infrastructure Grant Program (GIGP) project (a B&L design project) and the Subbasin #5 Storm Sewer Improvements project. Barton & Loguidice, DPC., the "Consultant" shall provide Preliminary Design and Detailed Design services as outlined in Sections 1 through 7 of the project scope. Design services will include, but are not limited to, updated ground survey and mapping, preparation of a design approval document, SEQR documents, assisting the Town in obtaining Design Approval and Final design (the development and submission of contract plans, specifications, and estimate). The project has secured funding from various agencies including the US. Department of Housing and Urban Development (HUD), County of Westchester, and Congressional Appropriations. Right-of-Way (ROW) Incidental and ROW Acquisition (Section 5) services are included to acquire the necessary property in order to construct the roundabout. The Consultant scope and fee for Construction Support (Section 8) and Construction Inspection (Section 9) will be added as a Supplemental Agreement once the selection of a preferred alternative is made and Final Design services are nearly complete. The project is assumed to be an Automatic Categorical Exclusion (C List) under NEPA and an Unlisted Action under SEQRA. It is anticipated that the lead agency for SEQRA will be the Town of Mamaroneck and the Lead Agency for NEPA will be the HUD. The anticipated letting date for this project is in the Spring of 2028 (FFY 2028)with construction completion by the end of 2028. 3 Page 27 of 171 Section 1 - General 1.01 Project Description and Location Project Name: Madison Avenue & New Jefferson Street Roundabout Project Project Description: This project includes the design, permitting, and construction of intersection improvements at the New Jefferson St/I-95 Ramp intersection with Madison Ave in the Town of Mamaroneck. The project will also coordinate with the Madison Ave GIGP project and the Townwide Drainage improvement project. Town: Mamaroneck County: Westchester Project Limits: Approximately 500 ft. along each leg of the New Jefferson St/I-95 Ramps & Madison Ave intersection. 1.02 Project Manager The Town's Project Manager for this project is Robert P.Wasp, P.E. C.D.T., who can be reached at 740 West Boston Post Road, Mamaroneck, New York 10543. All correspondence to the Town should be addressed to: Town of Mamaroneck 740 West Boston Post Road, Mamaroneck, New York 10543, Attention: Robert P.Wasp, P.E. C.D.T. The Project Manager should receive copies of all project correspondence directed other than to the Town. 1.03 Project Classification This project is assumed to be a NEPA C List Automatic Categorical Exclusion under USDOT Regulations, 23 CFR 771. Classification under the New York State Environmental Quality Review Act (SEQRA) Part 617, Title 6 of the Official Compilation of Codes, Rules, and Regulations of New York State (6 NYCRR Part 617) is assumed to be an Unlisted Action. 1.04 Categorization of Work Project work is generally divided into the following sections: Section 1 General Section 2 Data Collection &Analysis Section 3 Preliminary Design Section 4 Environmental Section 5 Right-of-Way Section 6 Detailed Designs Section 7 Advertising, Bid Opening and Award Section 8 Construction Support(by Supplemental Agreement) Section 9 Construction Inspection (by Supplemental Agreement) Section 10 Estimating &Technical Assumptions When specifically authorized in writing to begin work the Consultant will render all services and furnish all materials and equipment necessary to provide the Town with reports, plans, estimates, and other data specifically described in Sections 1, 2, 3, 4, 6, 7 and 10. 4 Page 28 of 171 1.05 Project Familiarization The Town will provide the Consultant with the following information: • Approved project initiation document (Initial Project Proposal or similar documentation) indicating project type, project location, cost estimate, schedule, and fund source(s). • Plans for future related transportation improvements or development around the project. • Traffic data as necessary. • Accident records and history as necessary. • Pavement history as necessary. • Anticipated permits and approvals (initial determination). • Terrain data requirements for design as necessary. • Available project studies and reports as necessary. • Other relevant documents pertaining to the project. The Consultant will become familiar with the project before starting any work. This includes a thorough review of all supplied project information and a site visit to become familiar with field conditions. 1.06 Meetings The Consultant will prepare for and attend all meetings as directed by the Town's Project Manager. Meetings may be held to: • Present, discuss, and receive direction on the progress and scheduling of work in this contract. • Present, discuss, and receive direction on project specifics. • Discuss and resolve comments resulting from review of project documents, advisory agency review, and coordination with other agencies. • Preview visual aids for public meetings. • Manage sub consultants and subcontractors. The Consultant will be responsible for the preparation of all meeting minutes; the minutes will be submitted to meeting attendees within one (1)week of the meeting date. 1.07 Cost and Progress Reporting For the duration of this contract, the Consultant will prepare and submit to the Town monthly Progress Reports in a format approved by the Town. The Progress Report must contain the Cost Control Report. The beginning and ending dates defining the reporting period must correspond to the beginning and ending dates for billing periods, so that this reporting process can also explain billing charges. (In cases where all work under this contract is officially suspended by the Sponsor, this task will not be performed during the suspension period.) 1.08 Policy and Procedures The design of this project will be progressed in accordance with the current version of the Local Projects Manual (LPM) and appropriate sections of the Federal Aid Policy Guide (FAPG) including the latest updates. A. Compliance with Documents All work must conform to current versions of the following documents, as applicable. Where necessary, the Consultant will obtain either the full document or guidance extracted from it. • LPM, including latest updates. 5 Page 29 of 171 ■ A Policy on Geometric Design of Highways and Streets, American Association of State Highway and Transportation Officials (AASHTO) ■ A Policy on Design Standards — Interstate System, AASHTO ■ Highway Capacity Manual, Special Report 209, Transportation Research Board ■ NYS Eminent Domain Procedure Law ■ ADA Accessibility Guidelines for Buildings and Facilities ■ Public Right of Way Accessibility Guidelines ■ AASHTO Standard Specifications for Highways and Bridges ■ AASHTO Model Drainage Manual & NYSDOT Model Drainage Manual ■ AASHTO Guide for the Design of Bicycle Facilities ■ NYSDOT Project Development Manual ■ NYSDOT Highway Design Manual ■ National Manual on Uniform Traffic Control Devices ■ New York State Supplement to the National Manual on Uniform Traffic Control Devices ■ NYSDOT Transportation Environmental Manual B. Compliance with Environmental Laws, Regulations and Permits All work must comply with the requirements of all applicable state and federal environmental laws, regulations, and policy. Applicable laws, regulations, and policies are specified in Appendix A of the NYSDOT Design Procedures Manual. 1.09 Specifications The project will be designed and constructed in accordance with the current edition of the NYSDOT Standard Specifications for Construction and Materials, including all applicable revisions. 1.10 Subconsultants The Consultant will be responsible for: • Coordinating and scheduling work, including work to be performed by subconsultants. • Technical compatibility of a subconsultant's work with the prime Consultant's and other subconsultants' work. • The subconsultants are assumed to be Civil Tec Engineering & Surveying, P.C., Swans Engineering, PLLC., SMPR Title Agency, Stropp Appraisals, and Fanelli Appraisal Review. 1.11 Subcontractors Procurement of subcontractors must be in accordance with the requirements set forth in the "Local Projects Manual", or as specified below: A. For Subcontracts to this consultant contract exceeding $20,000 ($10,000 for printing contracts): 1. The Consultant will prepare a contract document describing the work, schedule, and method of payment in sufficient detail for obtaining sealed bids for the work. The Consultant will provide the work description and will submit it to the Town for review. 6 Page 30 of 171 The Consultant will solicit sealed bids from a sufficient number of prospective qualified subcontractors to ensure that at least three (3) bids are received. Upon receipt of at least three bids, the Consultant will submit all bids to the Town along with a recommended choice. The Town will either concur with the recommendation or accept one of the other bids. The Town will then advise the Consultant in writing to proceed. 2. Upon receipt of written authorization from the Town to proceed, the Consultant will execute the contract with the subcontractor and oversee the subcontractor's operations / services to the extent of assuring that the work is performed as described in the contract and that the work performed conforms to applicable requirements. B. For subcontracts to this consultant contract equaling or under$20,000 (10,000 for printing contracts): 1. The Consultant will prepare a contract document describing the work, schedule, and method of payment in sufficient detail to obtain reliable quotations (non-binding estimates) for the work. The Consultant will provide the work description and will submit it to the Town for review. The Consultant will modify the work description as necessary before including it in the contract document. 2. The Consultant will obtain quotations from a sufficient number of prospective qualified subcontractors (typically three)to ensure that the work will be performed in the most economical manner. The Consultant will maintain and keep for review records of the quote solicitation process to document competition for the service. Upon receipt of quotations, the Consultant will submit them to the Town along with the recommended choice. The Town will either concur or choose one of the other candidate subcontractors and advise the Consultant to proceed. 3. Upon receipt of written authorization from the Town to proceed, the Consultant will execute the contract with the subcontractor and oversee the subcontractor's operations / services to the extent of assuring that the work is performed as described in the contract and that the work performed conforms to the applicable requirements. C. The Subcontractors are assumed to be Phoenix Environmental Laboratories, Inc. (Hazardous Materials Testing), and one of CME Associates, Inc., Terracon Consultants, Inc. or Atlantic Testing Laboratories for soil borings and/or infiltration testing. 7 Page 31 of 171 Section 2 - Data Collection and Analysis 2.01 Design Survey The topographic survey shall be for approximately 500 feet along each leg of the New Jefferson Street/I-95 Ramps and Madison Avenue intersection and onto the adjacent properties where the proposed roundabout may encroach. See attached map and scope of work from the survey subconsultant. Topographic survey and mapping updates will be obtained by the Consultant to perform the design for the development of construction documents. A. Ground Survey: The Consultant will provide terrain data as required for design by means of a topographic field survey based on design requirements. Planimetric and Topographic Survey will locate and verify all prominent features and terrain within the expected project work area. Survey and mapping shall include at a minimum the following: • Pavement edge, road center line, curb, gutter, pavement markings and stripes. • Utility poles and pole numbers. • Overhead and underground utilities (Consultant to contract Dig Safe and obtain record drawings to map existing underground infrastructure). • Overhead utility lines and connections. • Surface evidence of underground utility systems including valves, meters, release valves, manholes, inlet grates, shutoffs, etc. • Where underground utility surface features are located, the underground feature itself shall be shown and labeled. • Storm/sanitary pipe between located manholes shall have the size, material, rim, and invert elevations labeled and show the connection between manholes. • Hydrants. • Trees and shrubs (approximate diameter and common species) and brush or forest edge line. • Fences, retaining walls, staircases. • Sidewalks, driveways. • Signs and associated sign fact text. • Mail and newspaper boxes. • Drainage structures and inverts, swales, ditches and structure frame elevations, culvert pipes (material, size, invert). • Buildings. • Building type and property address. • Note entrance location (i.e., stairs, sidewalk) and step elevations. B. Survey of Stream Cross Sections: Not Applicable C. Standards: Project control will conform to the following: Horizontal Project Control: • All horizontal coordinated will be New York State Plane Coordinate System based on North American Datum of 1983 (NAD 83). 8 Page 32 of 171 • Baseline ties will be included for all baseline points within the project limits. Ties shall be created with physical dimensions to existing surveyed features. Vertical Project Control: • Elevations shall be based on the North American Vertical Datum of 1988 (NAVD 88). • Level runs should begin and end on benchmarks classified as at least second order, class II. Use two (2) different benchmarks to begin and end vertical surveys. D. Digital Mapping Deliverables: • The mapping will be delivered in MicroStation V8i format (.dgn) following NYSDOT format in a file that is in "Survey Feet" units. NYSDOT format criteria (including line types, line weights and name) can be reference on the NYSDOT website at: https://www.dot.ny.gov/divisions/engineering/design/dqab/hdm/hdmrepository/chapt 20.pd f. • If necessary, an AutoCAD (.dwg) file converted to MicroStation format shall be created using the NYSDOT "nys seed all" file (located on the DOT website). • A 3d file containing all topographical features at their respective elevations (elevation breaklines, curb lines, center of roadway, ditches, swales, pavement edge, etc.), surface triangles, and inferred contours shall be supplied by the Consultant. • A 2d file containing survey points, descriptions, elevations, and topographical features shall be supplied by the Consultant. • A 2d file with baseline ties and diagrams for all benchmarks. • A 2d file containing the ROW linework. • If a MicroStation (.dgn) file cannot be provided, all files shall be an AutoCAD 2018 compatible file with no blocks, entities, or reference files. • A PDF of the complete topographic survey shall be supplied. • A surface file for the surveyed area shall be supplied in a compatible Inroads format (.dtm). • ASCII file containing all points taken in the field, description, and elevations. 2.02 Design Mapping The Consultant will provide the following design mapping: • [1" =40] scale mapping. • Topography shall be plotted a one-foot (1') contours. The Consultant will provide supplemental mapping when needed for design purposes and keep the mapping current for the duration of the project. The completed mapping will be provided to the Town in CAD format. 2.03 Determination of Existing Conditions The Consultant will determine, obtain, or provide to accurately describe in pertinent project documents, the existing conditions within and adjacent to the project limits: • The existing highway sections(s) and features within the project limits, including: • Number, width, type (through, turning, climbing, etc.) and location of travel lanes. • Shoulder widths and types (asphalt, gravel, grass, etc.). • Number, width, type, and location of utility strips. 9 Page 33 of 171 • Location of curbed sections. • Width and type of medians. • Width of clear zones. • Location and percent of grades. • Horizontal curve radii. • Intersection geometry and conditions. • Parking regulations and conditions within the project limits. • Right-of-Way width (may be shown on a plan with references to the plan). • Condition and adequacy of guiderail, median barriers, and impact attenuators. • Location of traffic control features and their conformity with the latest guidelines for such features. • Provisions for pedestrian and bicyclists. • Traffic signals • The existing conditions and roadway sections at all affected intersections. • Expected future conditions (assuming the null alternative). • Existing mainline speed limit (and whether the speed limit is posted or not), and existing operating speeds (85th percentile speeds in most cases) at road crossings. • Existing vehicular access control (full control, partial control, or uncontrolled) and whether existing driveway entrances comply with local standards or policies at road crossings. • Existing pavement, shoulder, and sidewalk surface conditions with the project limits. • A general assessment of drainage conditions within the project limits. • A list of all utilities, and the respective owners that are within the project's existing right- of-way. (A table format for the above information is recommended; a plan or typical section may be used where appropriate). 2.04 Accident Data and Analysis The Consultant will obtain accident data from the NYSDOT or the Town for the last three (3) years and prepare associated summary tables. The analysis of the data will be summarized and will note any clusters of accidents or patterns implying inadequate geometrics, or other safety problems, within the project limits. 2.05 Traffic Counts The Consultant will provide traffic count data for existing conditions, growth factors for forecasting, and forecast data, in accordance with the requirements noted in the NYSDOT Traffic Monitoring Standards for Contractual Agreements Manual. The Consultant will provide flow diagrams for appropriate peak periods (e.g., AM, noon, PM) showing existing and design year volumes on the mainline, on each approach of all intersections, and at major traffic generators. 2.06 Capacity Analysis The Consultant will perform capacity analyses using the latest version of the Transportation Research Board's Highway Capacity Manual at mainline and intersection locations within the project limit to determine: • Existing level of service. • Design year level of service. 10 Page 34 of 171 • Estimates of the duration of the poor level of service where it occurs during commuter travel periods. The Consultant will develop project travel speed and delay estimates for the peak hour and average hour for: • Existing traffic conditions. • Design year traffic for the null alternative. 2.07 Future Plans for Roadway and Coordination with Other Projects The Consultant will incorporate the Madison Avenue GIGP and Townwide Drainage Improvement project into the design and construction of this Roundabout project. The Town will determine the influence, if any, of other existing or proposed projects or proposed developments in the vicinity of this project (e.g., whether a nearby development would influence this project's design traffic volumes). The Town will provide all necessary information pertaining to the other projects or developments. 2.08 Soil Investigations The Consultant will determine the boring locations, diameters, and sampling intervals; designate soil boring numbers; stake out the locations; take the soil borings; document the resulting subsurface information; and survey and map the actual boring locations. 2.09 Hydraulic Analysis— Not Applicable 2.10 Bridges to be Rehabilitated — Not Applicable 2.11 Pavement Evaluation A full pavement evaluation is not required. A summary of the existing pavement conditions and needs will be included in the Design Approval Document. 11 Page 35 of 171 Section 3 - Preliminary Design 3.01 Design Criteria The Consultant will identify the applicable design standards to be used for this project and will establish project-specific design criteria in accordance with the NYSDOT LPM and as required by the Town and HUD. The Town will approve the selected project design criteria and will obtain funding source concurrence, if applicable. 3.02 Development of Alternatives A. Selection of Design Alternative(s) The Consultant will identify and make rudimentary evaluations of potential design alternative concepts that would meet the Town's defined project objectives. These evaluations are not to be carried beyond the point of establishing the feasibility of each concept as a design alternative; only those significant environmental and geometric design constraints that bear on the feasibility should be identified. For each concept the Consultant will prepare rudimentary sketches of plan, profile, and typical section views which show: • On plan: proposed centerlines; pavement edges; sidewalk/multi-use path edges, curve radii and termini; and existing ROW limits. • On profile: Assume profiles are not required. • On typical section: Pavement edge, shoulder widths, sidewalk, curbs, sidewalks, ditches; gutters; curbs; and side slopes for existing roads at road crossings. • Where necessary: important existing features. • Where pertaining to feasibility: significant environmental and geometric design constraints, labeled as such. Assume these sketches will include only the minimum information needed to select design alternatives to be studied in further detail. The Consultant will meet with the Town and applicable agencies to discuss the concepts (if any), using the sketches as discussion aids to describe the relative order-of-magnitude costs, advantages, disadvantages, and problem areas of each. From these concepts the Town will select one design alternative for further development. B. Detailed Evaluations of Alternative The Consultant will further evaluate the preferred design alternatives and the null alternative with specific engineering analyses and considerations. Analyses will be conceptual and limited to determining the relative suitability of each design alternative, and will include the following features as necessary: • Design geometry, including the identification and comparison of alignment constraints and (where applicable)justification for retaining nonstandard design features, per the "Local Projects Manual." • Environmental constraints and potential environmental impact mitigation measures (identified under Section 4 tasks). • Safety considerations, including signs 12 Page 36 of 171 • Surface treatment • Structures, including retaining walls and building alterations • Drainage. • Maintenance responsibility. • Maintenance and protection of traffic during construction. • Soil and foundation considerations. • Utilities. • Right-of-way acquisition needs • Conceptual landscaping (performed by a Registered Landscape Architect). • Accessibility for pedestrians, bicyclists and the disabled. • Lighting. • Construction cost factors. The Consultant will prepare the following drawings for each design alternative analyzed: • 1"=40' plans showing (as a minimum) stationed centerlines; roadway geometrics; major drainage features; construction limits; cut and fill limits. • Assume profiles are not required. • Typical sections showing (as a minimum) lane, median, and shoulder widths; sidewalks, ditches, gutters, curbs, and side slopes. The Consultant shall contact the owners of public and private utilities within the project limits to identify potential conflicts in each alternative. The estimated costs of relocation, if determined to be reimbursable by the project, should be included in the Design Approval Document for each alternative. 3.03 Cost Estimates The Consultant will develop, provide, and maintain a cost estimate for the design. The Consultant will update the estimate periodically and as necessary to incorporate significant design changes. 3.04 Preparation of Draft Design Approval Document For this project the Design Approval Document (DAD)will be a brief basis of Design Memo. The Town will make all determinations not specifically assigned to the Consultant which are needed to prepare the Draft DAD. The Consultant will prepare a Draft DAD, which will include the results of analyses and/or studies performed in other Sections of this document. The Consultant will submit 1 electronic copy (PDF format) of the Draft DAD to the Town for review and applicable agencies. The Town will review the Draft DAD and provide the Consultant with review comments. The Consultant will revise the Draft DAD to incorporate the comments. 3.05 Advisory Agency Review The Consultant will provide the Town with 1 copy of the signed Draft DAD for distribution to advisory or funding agencies. The Town will distribute the Draft DAD to the advisory or funding agencies. 13 Page 37 of 171 The Consultant will assist the Town in evaluating and preparing individual responses to the review comments received. 3.06 Public Information Meeting(s) and/or Public Hearing(s) A. Public Information Meeting(s) The Consultant will assist the Town at one (1) public information meeting with advisory agencies, local officials, and citizens, at which the Consultant will provide visual aids, a PowerPoint presentation, graphics, modeling results, and present the technical discussion of the project. B. Public Hearing(s)— Not Applicable 3.07 Preparation of Final Design Approval Document The Town will obtain all necessary approvals and concurrences and will publish all applicable legal notices. The Consultant will prepare the Design Recommendation and will modify the DAD to include the Design Recommendation, retitle the DAD, and update existing conditions and costs as necessary. The Consultant will incorporate changes resulting from the advisory agency review and all public information meetings and public hearings. The Consultant will submit 1 electronic copy of the Final DAD to the Town for review. The Town will review the Final DAD and provide the Consultant with review comments. The Consultant will revise the Final DAD to incorporate the comments. The Town will submit 1 electronic copy of the Final DAD, supplied by the Consultant, to HUD for a Final Environmental Determination. The Consultant will again revise the Final DAD to incorporate changes (assumed minor) resulting from the HUD review. It is expected that the Town will grant Design Approval. 14 Page 38 of 171 Section 4 — Environmental 4.01 NEPA Classification The Consultant assumes that the Proposed Project will meet the definition of a Categorical Exclusion as defined by 24 CFR 58.35, specifically 24 CFR 58.35(a)(1): "Acquisition, repair, improvement, reconstruction, or rehabilitation of public facilities and improvements (other than buildings) when the facilities and improvements are in place and will be retained in the same use without change in size or capacity of more than 20 percent (e.g., replacement of water or sewer lines, reconstruction of curbs and sidewalks, repaving of streets)." Implementation of the Proposed Project is therefore subject to applicable Federal environmental laws and authorities listed in 24 CFR Part 58 (§58.5 and §58.6). The environmental review process provides a means for public agencies to systematically review proposed discretionary actions for the purpose of identifying the effects those actions may have on the environment. 4.02 SEQRA Classification The Consultant will assist the Town in complying with SEQRA(6 NYCRR Part 617). The project is assumed to be an Unlisted Action under SEQRA. The Town is assumed to be the Lead Agency. Consultant tasks include, but are not limited to: • Drafting letters to be sent by the Town to involved agencies as part of a coordinated review process to determine the lead agency. • Drafting Short Environmental Assessment Form(s)— Parts 1, 2, and 3. • Drafting a Declaration of Intent to be Lead Agency resolution. • Drafting a Significance Determination resolution. • Drafting notices, as required. The Consultant will document the results of SEQRA processing in the body of the Design Approval Document (DAD) and will include documentation of the final SEQRA determination in the Appendix of the DAD. 4.03 Screenings and Preliminary Investigations The Consultant understands that the Town is assuming HUD's environmental review responsibilities and serving as the Responsible Entity ("RE") for the environmental review under Part 58. Should the above Categorical Exclusion citation be acceptable to the RE, the Consultant assumes that the RE would determine that the Proposed Project represents an action for which no Environmental Assessment ("EA") or Finding of No Significant Impact ("FONSI") is required. The Consultant assumes that a Statutory Checklist will satisfy the RE and HUD's environmental review requirements for the Proposed Project under Part 58. In order to meet these requirements, the Consultant will prepare a Statutory Checklist (including all required maps and figures) and supplemental analyses related to historic preservation and contamination for incorporation into the Statutory Checklist, as listed below. If the scope of the Proposed Project changes, or the Sponsor requests a different analysis framework or additional supplemental analyses, the Consultant will submit a revised scope and cost estimate at that time. Statutory Checklist The Consultant will complete HUD's Statutory Checklist (including all required graphics, photographs, etc.) to cover the full extent of the Project Area and activities proposed. The Statutory Checklist will cover the following federal statutes, executive orders and regulations listed at 24 CFR§58.5 and §58.6: 15 Page 39 of 171 • Airport Hazards (24 CFR Part 51 Subpart D) • Coastal Barrier Resources (Coastal Barrier Resources Act, as amended) • Flood Insurance (Flood Disaster Protection Act of 1973 and National Flood Insurance Reform Act of 1994) • Clean Air Act • Coastal Zone Management Act • Contamination and Toxic Substances (24 CFR Part 50.3(i) and 58.5(i)(2) • Endangered Species Act • Explosive and Flammable Hazards (24 CFR Part 51 Subpart C) • Farmland Protection Policy Act • Floodplain Management (Executive Order 11988) • Historic Preservation (Section 106 of the National Historic Preservation Act of 1966) • Noise Abatement and Control (24 CFR Part 51 Subpart B) • Sole Source Aquifers (40 CFR Part 149) • Wetlands Protection (Executive Order 11990) • Wild and Scenic Rivers Act • Environmental Justice (Executive Order 12898) Historic Preservation The provision of federal grant funding requires the New York State Historic Preservation Office (SHPO)to make a determination of the project's potential effects on historic and cultural resources under Section 106 of the National Historic Preservation Act of 1966 ("Section 106"). The Consultant will coordinate the Section 106 consultation with SHPO through a project submission to the agency's Cultural Resource Information System ("CRIS"). The Consultant will coordinate with the project team to provide SHPO, via CRIS, with the information necessary so that SHPO may make a determination of effects on historic resources pursuant to Section 106. The CRIS submittal will include a project description, a delineation of the Area of Potential Effect ("APE"), and information regarding the vertical and horizontal limits of disturbance and any potential for indirect effects. The submittal will also include information on known historic properties within and adjacent to the Project Area, including their locations and historic status, and photographs of each. Any properties that are 50 years old or older located entirely or partially within the Project Area would also be photographed and identified. Based on the nature of the project area, the Consultant assumes that proposed ground disturbance would occur only within previously disturbed areas and that SHPO will not require that archaeological investigations be completed as part of the Proposed Project. Assume no effect on archeological resources. It is assumed that the project will have no adverse effects on historic architectural resources and that no supplemental architectural resources surveys or additional consultation under Section 106 will be required beyond the initial CRIS submittal. The Consultant will include outreach to indigenous nations (THPO) or other consulting parties. Should OPRHP have substantial comments or require further information or submissions beyond the initial the initial CRIS submission, the Consultant will consult with the Town to determine the scope of work and cost estimate to complete the OPRHP consultation. Contamination And Toxic Substances To complete the statutory checklist requirements for contamination and toxic substances, information from an environmental desktop study will be utilized, comprised of a review of available documentation, that may include regulatory databases and available historic records such as historical maps and/or aerial photographs. Any supplemental reports required by the reviewing agencies will be relied upon. The Consultant will prepare a summary of the desktop study as discussed above. 16 Page 40 of 171 Phase I Environmental Site Assessment A Phase I Environmental Site Assessment is assumed to be required. If requested, the Consultant will prepare an updated Phase I Environmental Site Assessment (Phase I ESA) for the project area in accordance with ASTM E1527-13 and HUD requirements. Floodplain Management (EO 11988) Based on a review of flood insurance rate maps available from the Federal Emergency Management Agency (FEMA), the project area is not within a mapped floodplain. Assume no permits or mitigation measures are necessary. General Ecology and Endangered Species The Consultant will evaluate the nature, extent, and significance of potential impacts (including impacts during construction) for each project alternative on fish, wildlife, and habitat. This analysis will include general determinations of amount and type of vegetation to be disturbed, special habitats that might be impacted, and possible interruption of fish and wildlife movements (e.g. blockage of fish movement through culverts, interruption of deer movement by fences, etc.). The Consultant will determine appropriate avoidance, minimization of harm, and mitigation measures to compensate for project impacts. The Consultant will coordinate with involved State and Federal resource agencies (New York State Department of Environmental Conservation (NYSDEC), U.S. Fish and Wildlife Service (USFWS), National Marine Fisheries Service (NMFS)), as appropriate. Letters or other resource results will be obtained from involved agencies to document the likely presence or absence of endangered, threatened, or rare species in the project area; these records will be included in the Appendix of the DAD. Based on the results of agency coordination, the Consultant will determine the likely presence or absence of endangered, threatened, or rare species within project boundaries, assess potential impacts of each design alternative on such species and their habitats, and, as necessary, determine measures for avoidance, mitigation, and minimization of harm. The Consultant will determine whether an Endangered and Threatened Species Survey is warranted. The Consultant shall notify the Town if a study is warranted and shall not begin the study until receiving authorization from the Town. Such a survey, if required, would be completed as a supplemental task. Project Management and Meetings This task includes initial strategizing for the environmental review process as well as a variety of planning and scheduling tasks as the project moves forward. The Consultant will assist with strategy planning efforts, participate in meetings or calls the team and/or reviewing agencies. If necessary, this task will also be utilized for the following tasks: • Preparation of a Request for Release of Funds (RROF) form and related Notice of Intent publication; and • Data entry tasks related to HUD's HEROS online record keeping system. Documentation of the environmental reviews will be included in the basis of Design Memo. 4.04 Detailed Studies and Analyses Based on the work performed in Section 4.03, the Consultant will determine whether detailed analysis or study is required. Prior to commencing such detailed study or analysis, the Town must concur with the Consultant's determination. Detailed study or analysis work will be performed and documented as required by HUD, 17 Page 41 of 171 Detailed study or analysis may include: A. General Ecology and Endangered Species —Assume a Habitat Assessment (technical memorandum)will be required. B. Ground Water—Assume Not Required C. Surface Water—Assume Not Required D. State Wetlands —Assume Not Required E. Federal Wetlands —Assume Not Required F. Floodplains —Assume Not Required G. Coastal Zone Management—Assume Not Applicable H. Historic Resources — Initial consultation submission on CRIS - assume no additional studies will be required. I. Parks -Section 4(f) and Section 6(f) Evaluations —Assume Not Required J. Hazardous Waste—Assume Not Required K. Asbestos —Assume Not Required L. Noise—Assume Not Required M. Air Quality—Assume Not Required N. Energy—Assume Not Required O. Farmlands —Assume Not Required P. Visual Impacts—Assume Not Required 4.05 Permits and Approvals The Consultant will obtain all applicable permit(s) and certification, including but not necessarily limited to: • NEPA Automatic Categorical Exclusion • SEQR Significance determination • Section 106 Effect Determination consultation with NYS Office of Parks, Recreation, and Historic Places • NYSDEC State Pollution Discharge Elimination System (SPDES) General Construction Permit: GP-0-25-001 • NYSTA Work/Occupancy Permit/Approval 18 Page 42 of 171 Section 5 - Right-of-Way 5.01 Abstract Request Map and/or Title Search The Right-of-Way acquisition process will follow the standards set forth by NYSDOT and the Local Projects Manual as that process follows federal requirements and the Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA). It is anticipated that HUD requires the ROW acquisition process to follow federal requirements set forth in the URA. The Consultant will complete any forms required by HUD, and if any discrepancies arise between the two processes, the HUD process will take precedent. 5.011 Review and Analysis of Right of Way Requirements The Consultant will undertake an on-going review and analysis of right-of-way requirements for the project. The review may include: o Preliminary engineering design o Preliminary right of way plans and acquisition maps o County Tax Maps o Municipal Zoning Regulations and Maps o Aerial photography o Other pertinent project information The analysis may include: o The number of affected parcels o The zoning classification for each parcel o Estimated size of the acquisition o Potential impacts to improvements The Consultant will determine the current owner of the affected properties by reviewing public information records at the county tax assessor's office. The ownership will be verified by obtaining and reviewing a copy of the last deed of record at the county clerk's office. 5.012 Title Research 5.0121 For the acquisition of temporary easements, the Consultant will determine property title ownership through county tax assessment records and will verify the ownership through examination of the last deed of record. 5.0122 For the acquisition of real property rights estimated at $10,000 or less, the Consultant will perform a Last Owner Title Search. The Last Owner Title Search will be the last recorded deed that conveys a full fee interest to the last owner or owners of record. The Last Owner Title Search will not begin with a deed where the grantor and grantee are in some way related without full consideration having been paid. 5.0123 For the acquisition of real property rights estimated between $10,001 and $40,000, the Consultant will perform a Twenty-Year Title Search. The Twenty- Year Search will start with a deed that conveys complete and indefeasible title, which has been executed and of record at least twenty years prior to the search date. The Twenty-Year Search will not begin with a deed where the grantor and grantee are in some way related without full consideration having been paid. 19 Page 43 of 171 5.0124 For the acquisition of real property rights estimated at greater than $40,000, the Consultant will prepare a Title Abstract. The Title Abstract will start with a warranty deed that has been executed and of record at least forty years prior to the date of the search. 5.013 Title Review and Certification -The Consultant will subcontract with a qualified, NYS licensed attorney to issue Certificate of Title on all fee property acquisitions and obtain title insurance as required. The Consultant will submit the Title Certifications to the Town. 5.0131 For the acquisition of real property rights estimated at $10,000 or less, the Consultant's Attorney will review the Last Owner Title Search and issue a Limited Last Owner Title Certification. 5.0132 For the acquisition of real property rights estimated between $10,001 and $40,000, the Consultant's Attorney will review the Twenty-Year Title Search and issue a Limited Twenty-Year Title Certification. 5.0133 For the acquisition of real property rights estimated at greater than $40,000, the Consultant's Attorney will review the Abstract and issue a Title Certification. 5.0134 The Town will acknowledge receipt of each Title Certification and provide the Consultant, on a per parcel basis, with a list of the property owners and other compensable property interests. The Town will respond in writing within ten (10) days of receipt of each Title Certification. 5.02 Right-of-Way Survey • Research and obtain deeds and other record information to establish reputed owners of properties in and adjacent to the project limits. • Provide owner names, tax account numbers, and book/page of deed and house number for each property in the project limits. • Determine the location of the existing highway boundary. Highway boundary will be incorporated into the base mapping. Any record plans that exist will be provided by the Town. In areas of potential acquisitions, both the highway boundary and the individual property lines will be determined accurately. • All efforts will be made to recover property line markers and any permanent survey markers set by others. • The Consultant will place ROW and easement lines on the plans, denoting the owner's names, tax map numbers, and book/page of deed and list for each property on the ROW within the project limits. 5.03 Right-of-Way Mapping • All right of way mapping will be in English dimensions. The Consultant will prepare all map revisions or additions which are determined necessary during the construction of the project. • All right of way mapping will be in English dimensions. The Consultant will prepare all map revisions or additions which are determined necessary during the construction of the project. • Produce an anticipated two ROW maps in accordance with the NYS DOT ROW Mapping Procedure Manuel, or as directed. 5.04 Right-of-Way Plan The Consultant will prepare the Right-of-Way Plan(s) in accordance with the LPM. The Consultant in the preparation of one (1) review and revision to the Right-of-way Plan(s) if necessary. 20 Page 44 of 171 5.05 Right of Way Cost Estimates—The Consultant will provide cost estimates for the right of way to be acquired by the Town on all alternatives being considered and will provide updated estimates, as necessary. 5.06 Public Hearings/Meetings—Assume not Required. 5.07 Property Appraisals— For each parcel requiring the acquisition of property rights, the Consultant will conduct a real property appraisal and prepare a real property appraisal report to determine the fair market value of the proposed acquisition. The Consultant will contact the owner or his/her designated representative in writing prior to completing the appraisal to extend the opportunity to accompany the appraiser during the property inspection. 5.071 Preliminary Property Owner Interview—The Consultant will conduct 1 preliminary interview with each property owner(s) or the property owner's designated representative. Other than absentee property owners, a reasonable attempt will be made to conduct the preliminary contact on a face-to-face basis. Absentee property owners and those local property owners not able to be interviewed face-to-face may be contacted via telephone and certified mail. The purpose of preliminary contact includes: o Delivery of notices of intent to acquire, if necessary o Delivery of right-of-way acquisition brochures o Explanation of right of way and construction plans o Informing of right to accompany appraiser o Determining the need for additional action regarding right of way boundaries, errors and omissions in plans and/or other documents o Prepare Physical Inspection Report 5.072 Real Property Appraisal Reports -The Consultant will subcontract the services of an appraiser to complete real property appraisals and appraisal reports required for each parcel or ownership indicated on the Right of Way Plan. The Consultant will ensure that all real property appraisals and real property appraisal reports are prepared by qualified appraisers who are, as defined by the New York State Department of State, Certified General Real Estate Appraisers. The Consultant will ensure that all real property appraisals and real estate appraisal reports conform to the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. The Uniform Standards of Professional Appraisal Practice contains a Certification of Appraiser. In addition, the Consultant must certify the following: "The property owner or his/her designated representative was given an opportunity to accompany the appraiser during the property inspection" "Any decrease or increase in the fair market value of the real property prior to the date of valuation caused by the public improvement for which such property is acquired, or by the likelihood that the property would be acquired for such improvement, other than that due to physical deterioration within the reasonable control of the owner, will be disregarded in estimating the compensation for the property." 21 Page 45 of 171 The Consultant will provide 1 original bound real property appraisal report with photocopies of photos for each acquisition. 5.0721 For uncomplicated acquisitions of real property rights valued at less than $125,000, the Consultant will prepare a Limited Appraisal Report (LAR). The LAR will consist of a limited appraisal with a restricted use appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal. 5.0722 For acquisition of entire real property interests, the Consultant will prepare a Full Take Appraisal Report. The Full Take Appraisal Report will consist of a complete appraisal with a summary appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.0723 For partial acquisition of real property rights valued at$25,000 or more with no indirect damage to improvements, the Consultant will prepare a Before and After(land only) Appraisal Report. The land only Before and After Appraisal Report will consist of a limited appraisal with a summary or restricted use appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.0724 For partial acquisition of real property rights valued at$25,000 or more with indirect damages to improvements, the Consultant will prepare a Before and After Appraisal Report. The Before and After Appraisal Report will consist of a complete appraisal with a summary appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.0725 For acquisitions of real property rights valued over$300,000, the Consultant will prepare two independent appraisal reports. The appraisal report will consist of a complete appraisal with summary appraisal reports as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.08 Appraisal Review—The Consultant will perform a separate review of each appraisal. The Consultant will ensure that all real property appraisal reviews are performed by a qualified appraiser who is, as defined by the New York State Department of State, Certified General Real Estate Appraisers. The appraisal review will be completed in conformance with the Uniform Standards of Professional Appraisal Practice, Standard 3, Real Property Appraisal Review, Development, and Reporting. The Consultant will review the appraisal reports for compliance with state and federal standards. The Consultant will take corrective actions. The review appraiser will: o Identify and make corrections to mathematical calculations and typographical errors, if necessary o Assure real property appraisal development and reporting are in accordance with the appraisal subcontract o Assure real property appraisal development and reporting are complete and meet the Uniform Standards of Professional Appraisal Practice standards 22 Page 46 of 171 o State the basis for the fair market value conclusion and provide breakdowns adequate for New York State audit, HUD eligibility review, and for negotiation purposes. The Consultant will provide the Town with the highest approved appraised amount for each property rights acquisition. 5.09 Negotiations and Acquisition of Property 5.091 Just Compensation -The Town will establish just compensation for each property rights acquisition. In no event shall the Just Compensation amount be less than the Town's highest approved appraisal. Because time is of the essence, the Town will provide the just compensation amounts in writing to the Consultant within 10 days of its receipt of the preliminary appraisal reviews from the Consultant. 5.092 Written Offer-The Consultant will prepare a written offer for each acquisition of real property. The amount of the offer will be the amount established by the Town as just compensation. The written offer will include the following: o A statement of the just compensation amount o Separate indications of the compensation offered for the property acquired and for damages to the remaining property, if applicable (when only a part of the property is acquired) o A summary statement, which will include: o the basis for the just compensation amount o a description and location identification of the real property o the interest in the real property being acquired o where appropriate, the statement will identify any separately held ownership interest in the property (i.e. tenant-owned improvement) and indicate that the interest is not covered by the offer o Additional information the Consultant and/or the Town deems appropriate or required 5.093 Deliver Offer-The Consultant will deliver the written offer, plats, unsigned agreements and releases to the appropriate property owners or his/her designated representative. The Consultant will meet with the appropriate property owners or his/her designated representative to explain the written offer, plats and unsigned agreements. The Consultant will conduct additional negotiation sessions with the appropriate property owners or his/her designated representative to negotiate a settlement. The Consultant will make all reasonable efforts to contact personally each property owner(s) or designated representative. Absentee and unsuccessful personal contacts may be made by certified mail. The Consultant will maintain a detailed diary of each substantial contact with property owner(s). The diary will be signed and dated by the person responsible for the contact. The diary entries will be on a parcel-by-parcel basis: o Substantial contacts o Efforts to achieve amicable settlements o Responsiveness to owners' counter proposals o Suggestions for changes in plans 23 Page 47 of 171 The records should include the principal activities undertaken by the agent, such as: o parties contacted o date and location of contact o offers made [dollar amounts] o counteroffers received o property owner's comments o reason(s) settlement could not be reached 5.094 Purchase Agreements -The Consultant will submit real property acquisition documents to the Town for recommended action on settlements: o Approval of negotiated settlements o Action on proposed administrative settlements o Referral to the Town attorney for initiation of eminent domain proceedings Because time is of the essence, the Town will provide a written response to the Consultant within 10 days of its receipt of the acquisition documents from the Consultant. 5.095 Revisions to Just Compensation - The Consultant will consider any presentations made by the property owner which might affect the value of the property. The Consultant may make recommendations to the Town to adjust the written offer. The Town may revise the just compensation based on the information provided by the property owner. The Consultant will document the justification for revising the just compensation. The Consultant will prepare and promptly deliver a revised written offer to the property owner. 5.096 Administrative Settlements -The Consultant and/or the Town may recommend administrative settlements. Administrative settlements are settlements in excess of the Town's just compensation determination. The Town will have final approval to authorize administrative settlements. The Consultant will provide the written justification for the Administrative Settlement. The written justification will include all information necessary to support the settlement; such as: o The approved offer of just compensation o A summary of the acquisition agent's record of negotiations o Reference to all appraisal reports (including the owner's appraisal report) o Recent court awards and their relationship to the proposed administrative settlement o A discussion of diverse valuation issues (i.e. probable range of testimony as to fair market value by both parties) o The trial cost estimate o The opinion of legal counsel o The identification of the responsible agency official who has the authority to approve administrative settlements o The recommendation and signatures of all individuals proposing the settlement 24 Page 48 of 171 The Consultant will prepare and promptly deliver a revised written offer to the property owner. 5.097 Transfer of Title -The Town will not require any property owner to surrender possession of real property before the Town pays the agreed purchase price. 5.0971 The Consultant will conduct necessary title curative work. For real property acquisitions valued at $10,000 or less, the Consultant will clear only the possessory interest. For real property valued at greater than $10,000, the Consultant will clear all interests in the property. Title curative work may include partial releases of mortgage, lien subordination agreements, and lien satisfactions. 5.0972 The Consultant will perform a calculation to prorate real property taxes for each fee and permanent easement acquisitions. The Town will pay all tax prorations over$25.00. 5.0973 The Consultant will prepare closing documents for each acquisition. The closing documents will include a closing statement, instrument, real estate transfer tax return, and real property transfer report. 5.0974 The Consultant will deliver the title instrument(s)to the title attorney subcontracted by the Consultant for review and approval. 5.0975 The Consultant will schedule and hold the closing. Because time is of the essence, the Town will pay the just compensation at the time the property owner(s) signs all required closing documents. The transfer of title to the agency may also require the payment of incidental expenses by the owner, the Town, or the Consultant. The Town will pay appropriate reimbursable expenses to the property owner(s) and/or the Consultant. 5.0976 The Consultant will promptly file all deeds or conveyance documents in the Town Clerk's Office. 5.098 Right of Way Certification -The Consultant will prepare the Right of Way Certificate, or other forms as required by HUD. 5.10 Relocation Assistance - No services required. 5.11 Property Management- No services required. 25 Page 49 of 171 Section 6 - Detailed Design 6.01 Advance Detail Plans (ADP) The Consultant will develop the approved design alternative to the ADP stage. At this stage all plans, specifications, estimates and other associated materials will be 60% complete. The anticipated sheets for the 60% ADP submittal are: • Title Sheet • General Notes and Index • Legends and Abbreviations • Estimate of Quantities • Erosion and Sediment Control Details and Notes • Typical Sections • Traffic Control Plans and Details • General Plans (1:40) • Miscellaneous Details • Miscellaneous Tables The Consultant will prepare and submit 1 electronic PDF copy of the ADP's to the Town, plus 1 copy to reviewing agencies, for review. The Consultant will modify the design to reflect the review of the ADP package. 6.02 Contract Documents The Consultant will prepare a complete package of bid-ready contract documents. The package will include: • Instructions to bidders • Bid documents • Contract language, including applicable federal provisions and prevailing wage rates (with Town supplied information) • Special notes • Specifications • Utility Agreements (if necessary) • Plans • A list of supplemental information available to bidders (i.e., subsurface exploration logs, record as-built plans, etc.) • Other pertinent information including other Town supplied information. • Drainage design consistent with adjacent Town projects and policy's. The Consultant will submit the contract documents to the Town for approval. Upon approval, the Town will submit 1 copy of the contract documents to HUD. The items listed below are to be included in the submission at least one (1) month prior to the anticipated placement of advertisement for bids. • Signed set of plans • Project proposal • Engineers estimate of construction cost • Signed ROW Clearance certificate • Signed utility schedules and agreements • Construction management plan • Scope of services for construction inspection • Estimated cost of construction inspection 26 Page 50 of 171 The submission will be reviewed and discussed with the Consultant if changes are necessary. 6.03 Cost Estimate The Consultant will develop, provide, and maintain the construction cost estimate for the project. The Consultant will update the estimate periodically and as necessary to incorporate significant design changes, and will develop and provide the final Engineer's Estimate, including all quantity computations. 6.04 Utilities A. Utilities Inventory Report— Immediately after receipt of Design Approval, the Consultant shall prepare and submit to the Town and NYSDOT, a preliminary Utilities Inventory Report, indicating ownership and impacts to existing utilities by the proposed work. This report shall be prepared in accordance with Chapter 10 of the Local Projects Manual (see Appendix 10-5 for the form and instructions). B. Initial Contact Letter—The Consultant shall subsequently prepare and send a letter to each utility located within the project limits, and include copies of the preliminary Utilities Inventory Report, plans, typical sections, and cross-sections for the project. The letter should clearly request that the utility provide a color-coded set of plans showing the existing facilities, as well as the proposed relocation, schedules, and estimate of costs for the reimbursable work. C. Coordination with Utility Schedule—After receipt of the information requested in Task 6.05.B, the Consultant shall prepare and submit Coordination with Utility Schedule in accordance with Chapter 10 (see Appendix 10-6 for a sample and instructions). This schedule shall be included in the Utility Work Agreements, as well as the contract documents. D. Utility Work Agreements—The Consultant shall prepare a Utility Work Agreement for each utility impacted by the project. The agreement shall be prepared in accordance with Chapter 10 of the Local Projects Manual (see Appendix 10-7 thru 9 for samples and instructions), and submitted to NYSDOT for approval and signature, if required. The agreements must be signed by all parties prior to advertising of the contract. E. Notice to Utilities —The Consultant shall give notice to each utility as to the schedule of letting and award of the project, including the tasks and schedules contained in the "Coordination with Utility Schedule". 6.05 Railroads - Not applicable 6.06 Bridge Inventory and Load Rating Forms - Not applicable 6.07 Information Transmittal Upon completion of the contract documents, the Consultant will transmit to the Town all project information, including electronic files. The electronic information will be PDF Format. 27 Page 51 of 171 Section 7 - Advertisement, Bid Opening, and Award 7.01 Advertisement The Consultant will prepare the advertisement for bids to be placed in the NYS Contract Reporter and any other newspaper or publication identified by the Town. The Consultant will submit the ad(s)to the Town for review and will revise the ad(s) to reflect comments generated by that review. Upon approval by the Town, the Consultant will place the advertisements. Advertisements for Bidding will be placed after"Authorization to Advertise" is granted to the Town by HUD. 7.02 Bid Opening (Letting) The Town will hold, and the Consultant will attend, if necessary, the public bid opening. 7.03 Award The Consultant will analyze the bid results. The analysis will include: • Verifying the low bidder. • Ensuring receipt of all required bid documents (non-collusive bid certification, debarment history certification, possible D/M/WBE information, etc.). • Breaking the low bid into fiscal shares, if necessary. • Determining whether the low bid is unbalanced. • For pay items bid more than 25% over the Engineer's Estimate: o Checking accuracy of quantity calculations. o Determining appropriateness of price bid for work in the item. • Determining whether the low bidder is qualified to perform the work, including meeting all requirements in bid documents. The Consultant will assist the Town in preparing and compiling the package of information to be transmitted to HUD. The Town will award the contract. 28 Page 52 of 171 Section 8 - Construction Support (By Supplemental Agreement) Section 9 - Construction Inspection (By Supplemental Agreement) 29 Page 53 of 171 Section 10 - Estimating and Technical Assumptions 10.01 Estimating Assumptions The following assumptions have been made for estimating purposes: Section 1 Estimate 8 virtual meetings during the life of this agreement. Estimate 18 cost and progress reporting periods will occur during the life of this agreement. Assume 4 subconsultants and 2 subcontractors Section 2 Estimate 2 crew days of supplemental survey will be required. Estimate 30 crashes will require analysis Estimate 1 traffic count will be required. Estimate 2 soil borings, infiltration tests, and hazard material sampling will be taken. Section 3 Estimate 2 Design Alternative Concepts will be evaluated in addition to the null alternative. Assume 2 Design Progress and Alternatives Review meetings with the Town and HUD. Estimate 2 cost estimate(s) plus 1 update will be required. Estimate 1 Public Information Meeting will be held during the preliminary design phase. Estimate 1 submission of the Draft Design Memo and 1 submission of the Final Design Memo will be required. Section 4 Estimate 1 environmental permit will be required. Estimate 1 memorandum will be required to document presence/absence of endangered species habitat assessment, but no Endangered/Threatened Species Survey will be required. Estimate that 1 submission to CRIS (SHPO)will be made and that no additional studies will be required. Assume a determination of"No- Effect" or"No Adverse Effect" will be received. Estimate that 2 materials will be collected and analyzed for lead-based paint and 2 materials will be collected and analyzed for asbestos. A Phase 1 Environmental Site Assessment will not be required. 30 Page 54 of 171 Section 5 5.011 Estimate 1 meeting(s) with the Town. 5.0121 Estimate 0 temporary easement title search 5.0122 Estimate 3 last owner title searches 5.0123 Estimate 0 20 year title searches 5.0124 Estimate 0 full abstracts. 5.0131 Estimate 3 last owner title certifications. 5.0132 Estimate 0 20 year title certifications. 5.0133 Estimate 0 full abstract certifications. 5.03 Estimate 2 acquisition map reviews. 5.05 Estimate 1 right of way cost estimate(s). 5.061 Estimate 0 Informational Meetings 5.062 Estimate 0 EDPL Public Hearings 5.071 Estimate 3 Preliminary Property Owner Interviews. 5.0721 Estimate 3 Limited Appraisal Reports. 5.0722 Estimate 0 Full Take Appraisal Reports. 5.0723 Estimate 0 Before &After(land only)Appraisal Reports. 5.0724 Estimate 0 Before &After Appraisal Reports. 5.0725 Estimate 0 properties requiring two independent appraisal reports. 5.08 Estimate 3 appraisal reviews. 5.09 Estimate 1 meetings with the Town. 5.092 Estimate 3 offer packages. 5.093 Estimate 3 negotiation contacts per property owner. 5.095 Estimate 2 revisions to Just Compensation 5.096 Estimate 2 Administrative Settlements. 31 Page 55 of 171 5.0971 Estimate 0 partial release(s) of mortgage. Estimate 0 Lien subordination agreements. Estimate 0 Lien satisfactions. Estimate 1 miscellaneous title curative issues. 5.0972 Estimate 0 property tax proration calculations. 5.0973 Estimate 3 closing packages. 5.098 Estimate 1 right of way certificates. Section 6 Estimate 1 cost estimate(s) plus 1 updates will be required. Estimate 3 private utility companies will be coordinated with and 3 will be affected. Estimate 2 public utility owners will be coordinated with and 0 will be affected. Estimate 1 NYSTA Work Permit will be required Section 7 PDF copies of the final contract bid documents will be distributed to prospective bidders through the BidNet Direct. The Town will place the advertisement on BidNet Direct Estimate 1 advertisement will be placed in 1 publication in addition to the NYS Contract Reporter and BidNet Direct. Assume only 1 letting will be required. Section 8 By Supplemental Agreement Section 9 By Supplemental Agreement 10.02 Technical Assumptions 1. The survey and mapping work is subject to NYS DOL prevailing wages. 2. Aerial Mapping will not be required for design. 3. Two benchmarks will be established on the site. 4. Access to the site and vicinity for surveying and other tasks will not be limited. 5. Subsurface and overhead utilities are present. Dig Safe NY shall be contacted by the Consultant and underground utilities will be marked prior to field survey. The Consultant shall coordinate with utility owners to identify ALL locations of overhead and underground utility infrastructure. Utility mapping provided by the Consultant must be comprehensive and complete. Plans for future utilities will also be requested and updated through the design process. 6. The project will be progressed in English units and in survey feet. 32 Page 56 of 171 7. In lieu of a control report, a baseline will be established, including baseline ties, and provided with the overall survey. A baseline and benchmark tie sheet will be provided by the Consultant. 8. A right-of-way (ROW) survey is required for this project. 9. Provide two days of supplemental survey to keep the survey and mapping current. 10. Access to the site and vicinity will not be limited. 11. Contract plans and cross-sections will be prepared at'% size (11"x17") in accordance with NYSDOT requirements. 12. It is assumed that utility relocation agreements will be necessary. 13. It is assumed that the State Historic Preservation Officer (SHPO) will determine the project to have "no effect." 14. It is assumed that a detailed Section 4(f) or 6(f) analysis /report will not be required. 15. Asbestos investigations will be limited to all facilities and lands within the existing and proposed project limits, including the existing three-sided concrete culvert structure. It is assumed that no ACM's (Asbestos Containing Materials) will be found. Asbestos removal/abatement, if necessary, would be added by supplemental agreement if necessary. 16. It is assumed that the preliminary hazardous waste assessment will not find conditions or materials that will require remediation or pose a significant threat to health of the environment. 17. Right-of-way easements or acquisitions are anticipated for this project. • Two (2) Fee acquisition maps are anticipated. 18. With final submission, the Consultant will submit two (2) copies of the design calculations and estimate of quantities calculations. 19. The project will be substantially complete/constructed in the 2028 construction season. 20. The following project schedule is initially anticipated: • Notice to Proceed October 2026 • Survey and Mapping October/November 2026 • Updated Project Area Traffic Analysis October 2026 • Design Concepts and Review Meeting January 2027 • Draft Design Memo February 2027 • Initiate ROW Incidental Phase March 2027 • Public Information Meeting April 2027 • Final Design Memo/Design Approval June 2027 • Advanced Detail Plans August 2027 • PS&E December 2027 • ROW Acquisition Process Completed December 2027 • Authorization to Advertise February 2028 • Letting March 2028 • Construction Start May 2028 • Construction Completed November 2028 33 Page 57 of 171 Attachment C Staffing Rates, Hours, Reimbursables and Fee Page 58 of 171 Barton&Loguidice Billing Rates for Calendar Year 2026 Travel by passenger vehicle IRS standard mileage rate(exclusive of operator time) Overnight travel&subsistence At cost Telephone,postage,delivery,etc. At cost In-house printing Unit rate schedule for printed material Field equipment&expendables Unit rate schedule Unmanned Aircraft Systems(UAS)equipment $300/day(exclusive of operator time) Outside services including lab services&printing Cost plus 15% Two-person survey crew $225/Hour Individual staff at the following hourly rates: Billing Projected 2027 Promotional Title Rate Rate Principal $320 $336 Senior Vice President $320 $336 Vice President $282 $297 Senior Associate $252 $265 Associate $237 $249 Senior Managing Engineer $227 $239 Senior Managing Hydrogeologist $225 $237 Senior Managing Industrial Hygienist $215 $226 Senior Managing Landscape Architect $200 $210 Chief Asset Management Specialist $260 $273 Chief Engineer $227 $239 Senior Project Manager $227 $239 Senior Construction Manager $200 $210 Managing Architect $180 $189 Managing Asset Management Specialist $225 $237 Managing Community Planner $162 $171 Managing Engineer $200 $210 Managing Hydrogeologist $200 $210 Managing Industrial Hygienist $162 $171 Managing Landscape Architect $177 $186 Lead Asset Management Specialist $245 $258 Lead Engineer $200 $210 Lead Environmental Scientist $165 $174 Lead Hydrogeologist $200 $210 Lead Landscape Architect $165 $174 Project Manager $190 $200 Senior Land Surveyor $165 $174 Construction Manager $170 $179 Consultant $216 $227 Senior Project Community Planner $140 $147 Senior Project Engineer $180 $189 Senior Project Environmental Scientist $152 $160 Senior Project Landscape Architect $152 $160 Senior Staff Engineer $180 $189 Senior Staff Environmental Scientist $150 $158 Senior Staff Field Scientist $175 $184 Senior Staff Hydrogeologist $150 $158 Senior Staff Sustainability Specialist $150 $158 Senior Staff Water Quality Scientist $160 $168 Land Surveyor $140 $147 Project Architect $165 $174 Project Community Planner $132 $139 Project Engineer $163 $172 Page 59 of 171 Barton&Loguidice Billing Rates for Calendar Year 2026 Travel by passenger vehicle IRS standard mileage rate(exclusive of operator time) Overnight travel&subsistence At cost Telephone,postage,delivery,etc. At cost In-house printing Unit rate schedule for printed material Field equipment&expendables Unit rate schedule Unmanned Aircraft Systems(UAS)equipment $300/day(exclusive of operator time) Outside services including lab services&printing Cost plus 15% Two-person survey crew $225/Hour Individual staff at the following hourly rates: Billing Projected 2027 Promotional Title Rate Rate Project Environmental Scientist $128 $135 Staff Architectural Designer $150 $158 Staff Asset Management Specialist $215 $226 Staff Engineer $163 $172 Staff Environmental Scientist $128 $135 Staff Field Scientist $135 $142 Staff Hydrogeologist $128 $135 Staff Industrial Hygienist $135 $142 Staff Landscape Architect $150 $158 Crew Chief $137 $144 Resident Engineer $154 $162 Asset Management Specialist II $160 $168 Assistant Landscape Architect II $135 $142 Community Planner II $116 $122 Engineer II $150 $158 Environmental Scientist II $115 $121 Hydrogeologist II $115 $121 Industrial Hygienist II $115 $121 Assistant Landscape Architect I $135 $142 Engineer I $135 $142 Environmental Scientist I $105 $111 Field Scientist I $95 $100 Industrial Hygienist I $92 $97 Architectural Designer II $135 $142 Engineering Designer II $168 $177 Architectural Designer I $123 $130 Engineering Designer I $137 $144 Senior Engineering Technician $150 $158 Engineering Technician $124 $131 Environmental Technician $92 $97 Instrument Operator $95 $100 Senior Inspector $140 $147 Construction Management Technician II $132 $139 Inspector II $132 $139 Construction Management Technician I $110 $116 Inspector I $122 $129 Construction Monitor I $92 $97 Director of Risk Management $164 $173 Senior Project Accountant $105 $111 Project Accountant $90 $95 Senior Marketing Specialist $105 $111 Senior Communications Specialist $123 $130 Page 60 of 171 Barton&Loguidice Billing Rates for Calendar Year 2026 Travel by passenger vehicle IRS standard mileage rate(exclusive of operator time) Overnight travel&subsistence At cost Telephone,postage,delivery,etc. At cost In-house printing Unit rate schedule for printed material Field equipment&expendables Unit rate schedule Unmanned Aircraft Systems(UAS)equipment $300/day(exclusive of operator time) Outside services including lab services&printing Cost plus 15% Two-person survey crew $225/Hour Individual staff at the following hourly rates: Billing Projected 2027 Promotional Title Rate Rate UAS Operator $123 $130 Marketing Specialist $90 $95 Communications Specialist $123 $130 Engineering Aide $124 $131 Office Administrator $90 $95 Senior Group Technical Assistant $105 $111 Project Administrator $130 $137 Group Technical Assistant $90 $95 Intern-Technical $92 $97 Page 61 of 171 Al o a a a s a-u, a / N n ya a a a— a a a �e se 8 eo `� c a a a a a a a`� \e a .,, a a a a a ce a Sib ` o o , S� ,`,,,, a a a— a a a S3acy , 4,Z g, o .i a _ a ar a a a VQ9 o � / a a ao- a a aQaQ,,,QQ p N� v 7F- o5N off ', S iO N N N v ^ �., Q� ,. m 0pF Nv, vo ,,, ,0 10 2vvm m `"., mv ,.mvv^ 4 ,9 ,,P n a 0 0 0 0 0 a Jcac` N o a o n N o o •m r'r o ,., �o ^ • Pi` o Q r a N oo ,., N 0 0 0 .,,o a 4 «, w Ica c` cif v r+`a i.'& 0 mr�NNN cc, n my 0 oNN ' o v o os/ z 0 N o N v `, ,t� N ,MvvvN o 0 ,N�rv, .nnvo cps 74 eta\ Y o O V r N 0 o m V V .{ r�N 1 o N o ,. 0 0 ^ v 0 0 le QP�e�� 0e� ^a x04 e- 3 N .°.,N M •.. ,— n"i NmN NR n v vv v 212� N mN �,ov v am u Pie a Q Sec ee` u „ m „ N 0 0 0 0 m m �� i N 4p w a �eca0 �S,ee L' N e a �k. � wv N ,0 NN N vNN Nvvv ,ONNN aA z w a lac pt mLel Sec` e F N n v v v o 0 0 o n, ^ P`' 4,e o 5 5 5 5 5 5 5 '.F m xi , xr =, �, _,PSe - `0" 0. .,fit w o N r N N r N F o Sec x° A' g g g g g g / I .°J 3 E 3 g o p o n N ., n 0 o f v 3 v Y !I 4 II nt011 E E o v? .2. m V 5 V a ,,Y,L2 S Q w Q a V ,7222 ¢mu ¢m: fa:Ioww f¢m:ow g¢m g¢m� g¢m� Page 62 of 171 0 ul 1 rrl Town of Mamaroneck in # x Town Center FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Bid TA-26-01A "Highway Department Materials Disposal" Date: October 7, 2026 Attached please find a memo from Robert Wasp, Town Engineer, regarding the award of bid TA-26- 01A -Highway Department Materials Disposal on an as-needed basis, through the 2026 calendar year. There is also an option to extend the agreement for up to 2 years, which we recommend. Action Requested: Resolved that the Town Board hereby awards bid TA-26-01A - Highway Department Materials Disposal for the disposal of wood and brush materials on an as-needed basis, as presented, to S.A.S. Bulfamante, Inc., and hereby authorizes the Town Administrator to execute the agreement, any extensions when deemed warranted, and any related documents necessary to carry out its implementation. Attachment/s: TB Memo_Material Disp Contract 10.02.2026 TA-26-01A Tabulation Page 63 of 171 O<c • Town of Mamaroneck TEL:914/381-7835 �? y Engineering Department, Town Center �0 - ` o 740 West Boston Post Road, Mamaroneck, NY 10543-3353 w m Robert P. Wasp, P.E., C.D.T. Town Engineer FOUNDED 1661 INTERDEPARTMENT MEMORANDUM DATE: September 30, 2026 TO: Meredith Robson, Town Administrator CC: Tracy Yogman, Town Comptroller FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Recommendation of Contract Authorization — TA-26-01A Highway Department Materials Disposal GENERAL: The referenced Town contract provides for routine disposal of wood and brush materials collected by the Town Highway Department to a permitted local acceptance facility. Material disposal is utilized on an as-needed basis throughout the year as part of the Highway Department's operations. Bid documents were publicly advertised on the Empire State Purchasing Group platform ("BidNet") for a period of several weeks. In total one (1)proposal was received on September 17th, 2026. Bid pricing was structured as a cost per cubic yard rate for daily acceptance during the contract term in 2026,with ability for both a second and third-year extension through the 2027 and 2028 calendar year. Please refer to the attached tabulation summary of all submitted proposals. The Engineering Department recommends contract award to S.A.S. Bulfamante, Inc. to provide Materials Disposal during the 2026 calendar year with the option to extend for the 2027 and 2028 calendar years. S.A.S. Bulfamante Inc. submitted a responsive and complete proposal. The contract rate for the 2026 calendar year is $30/yard for wood disposal and will be funded as needed through Highway Department operating line DB5140. Please feel free to contact me with any questions. Page 64 of 171 ;7, ..., ...._,...1 44 ® § k a 1-10 on J — \ \ \ $ 7 / \ \ \ o m / E k k k 739 \ ƒ © © / 0 — PO ° 0 6 ¥ / / � / J q q q � / L.0 o � ) (NI / 0 EX§ p " L \ 0 0 - 0 \ o \ o \ - 2 / f « & « & « \ 2 v / / / w © k " 7i k 7i k 7i k § k 0 % 0 § § § o v 9 G g o@ g o » g o m K / 6 / 6 / 6 / 2 .? k # •c U 2 % U 2 % U 2 % m c E u _0 o u o u _0 o o \ - » » ' c E k o t § / § / § / ol� 3 / / c PO / / E oo - / / E cr. — \ — \ — \ U $ U/ $ / / $ U K. /a a a 44'. ® \ \ \ d \ \ » °- G W 9 � m / / / / / / a��} t t t 0 0 0 0 / \ Page 65 of 171 c m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Award of Bid TA-26-13 Traffic Signal Enhancements Date: October 7, 2026 Attached please find a memo from Town Engineer, Rob Wasp, requesting authorization to accept bid TA-26-13 - Traffic Signal Enhancements -N. Chatsworth Ave and Myrtle Blvd. The cost of these signal improvements will be matched by a generous donation from the McGuire Foundation. Action Requested: Resolved that the Town Board hereby awards bid TA-26-13 - Traffic Signal Enhancements - N. Chatsworth Ave and Myrtle Blvd to Power Line Constructors Inc. for an amount not to exceed $41,365.41.00 and hereby authorizes the Town Administrator to execute the agreement, and any and any related documents necessary to carry out its implementation. Attachment/s: Rec of Award_Chatsworth &amp; Myrtle Bid Tabulation Tentative TA-26-13 Page 66 of 171 0 Its$ Mamaroneck TEL:914/381 7835 nc S� E �� nt, Town Center FAX:914/381-8473 74( _0 .`" Z Road, Mamaroneck, NY 10543-3353 o ' rn FOUNDED 1661 ' , P.E., C.D.T. engineering@townofmamaroneckNY.gov Town Engineer INTERDEPARTMENT MEMORANDUM DATE: September 30, 2026 TO: Meredith Robson, Town Administrator CC: Tracy Yogman, Town Comptroller FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Recommendation of Contract Award TA-26-13 —Traffic Signal Enhancements—N. Chatsworth Ave and Myrtle Blvd GENERAL: Bid procurement was recently completed for the N. Chatsworth Avenue and Myrtle Blvd Traffic Signal Enhancements Project. The project scope consists of replacement of the existing signal head facing the dedicated right turn only lane for the Myrtle Blvd eastbound approach. The new signal head will include dedicated arrows for the turning lane that will better inform motorists of the permitted turning movement. The project will also replace all overhead blackout LED "No Right Turn on Red" signage to match those recently installed at the adjoining signal at Myrtle Blvd and Murray Avenue. On September 16, 2026, two (2)bid proposals were received for the project scope. The lowest responsive bid was received from Power Line Constructors, Inc. at the submitted total bid of $41,365.41 for the full project scope. The Contractor has extensive experience with traffic signal construction and replacement on behalf of various agencies in New York State including work in Westchester County. Our Engineering consultant shared positive feedback regarding their work experience with Power Line Constructors. After detailed review of the bid proposal, the Engineering Department recommends authorization of contract award to Power Line Constructors, Inc. based upon the total bid amount of$41,365.41. Funding for the construction contract was previously budgeted as part of Capital Project H3361 and is available to fully fund the contract award with additional balance for construction phase contingency. The cost of the improvements will be shared by matching funds generously contributed by the McGuire Foundation. Please feel free to contact me with any questions. Page 67 of 171 CO \ 2 a. CO k cD E § / f T \ ) 2 e E / exs w \ \ \ � ( -, \ / ON / / ] / / z z # \ I--.: s. a. a. / a % Een Et: / d \ 9 \ \ V \ \ w m F \ b \ » Q \ \ a \ a / z / / § § \ 3 j m ; ¥ « \ 4) 2 o 0 | \ E Ln L. 0 » $ E « a % 5 / 0 \ f C \ @ { \ 3 3 } 3 \ 0 o o ± a a e \ o E ~ m qj j ; E = K 4 cc E Ec \ / + ® E 4, i CO c - & 2 , 2 ( k ) t E 0 t \ - 5 E 2 / & { • / \ i Td / m w G •e - e . �6»a / \ / , e w» •••,, + �140 ) � 2 /g+� ) } ƒ \ § \ E - Page 68 of 171 c m Town of Mamaroneck X Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 Date: October 7, 2026 Attached please find a memo from Town Engineer, Rob Wasp, requesting that the Town Board reject Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026. Only one bid submission was received, and upon review it was determined that the bidder did not fully understand the bid specifications. This misunderstanding led to an unacceptably high bid result. This work will be bid again with clarification regarding bidder requirements. Action Requested: Resolved that the Town Board hereby rejects bid TA-26-14 Highway Department Leaf Season Disposal&Handling-2026. Page 69 of 171 vI 'rn Town of Mamaroneck Town Center * `oINDED 1661 740 West Boston Post Road,Mamaroneck,NY 10543-3353 INTERDEPARTMENT MEMORANDUM TEL: (914) 381-7810 FAX: (914) 381-7809 @townofmamaroneckNY.org Date: October 7, 2026 To: Meredith Robson, Town Administrator From: Subject: Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 Attachment/s: TB Memo Rejection of TA-26-14_10012026 Bid Tabulation TA-26-14 Page 70 of 171 0 �9 S Mamaroneck TEL:914/381-7835 Em �. 9A nt, Town Center FAX:914/381-8473 74( I— : = rn Road, Mamaroneck, NY 10543-3353 2 ' ' f7 ~ , P.E., C.D.T. RWasp@townofmamaroneckny.gov Town Engineer FOUNDED 1661 • INTERDEPARTMENT MEMORANDUM DATE: October 1, 2026 TO: Meredith Robson, Town Administrator CC: Tracy Yogman, Town Comptroller FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Rejection of Bid Award—TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 GENERAL: The referenced Town contract provides seasonal use of permitted transfer yard to receive and handle leaves collected by the Highway Department during fall operations. The contracted facility is responsible to store, load and coordinate hauling and disposal of collected leaf material through the Westchester County managed Compost Waste Hauling contract. The Town separately pays the tipping fees for final disposal of the leaves through direct invoice through Westchester County. The previous vendor facility that provided this service to the Town has indicated they do not intend to continue services for the 2026 season Bid documents were publicly advertised on the Empire State Purchasing Group platform ("BidNet") for a period of several weeks. In total one (1) proposal was received on September 28th, 2026 from S.A.S. Bulfamante, Inc at the amount of$345,000. Bid pricing was structured as a lump sum for 2026 seasonal services with an option for extension to include 2027 seasonal services. Please refer to the attached tabulation summary. Based upon review of the submitted proposal it was discovered that the bidder did not properly understand the bid specifications for coordination with the County compost hauling contract. Vendors are paid for hauling and tipping through Westchester County that are not reflected in the proposal from S.A.S. The Engineering Department recommends that the Town Board reject the received bid to allow for further clarifications to be incorporated on the bid specifications. Bid documents will be immediately reposted with a shortened advertisement window to allow review and potential award by Town Board during the following week. Please feel free to contact me with any questions. Page 71 of 171 24 ' ni I-: § k w 1-1c m LLI J - ® 7 / / © / c / 2 - © © O - / / 0 c " o 0 / a ® ® • \ L. c o CA / QJ ° ® % § § / 06 G o 0 § ° •/ / o -o § 7 -75 7 c o .....(3.1 ® / o / o CD kc:c ƒ ƒ § L 0 ' S ( ° 0 ( ° 0 L3 v / v G j § % j § E Q § Q / 2 \ / 2 \ k ? \ 4t \ § ° U § ° U Q C O % t / § E U G w U G v o u / u • ./ / k 6 / k ƒ / I- 3 N 0 c § ƒ § ƒ • / ¢ E ./ ¢ E, CA § cA c. § ° `ll / 0 0 / 0 0 a a ) \ \ 1,�- -0 -0 A 0 o Page 72 0 171 o u `" m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Tracy Yogman, Town Comptroller Re: Fire Claims Date: October 7, 2026 Action Requested: Resolved that the Board of Fire Commissioners hereby approves the attached list of fire claims. Page 73 of 171 u_rt1;' 'rn Town of Mamaroneck Comptroller, Town Center oINDED 1661 740 West Boston Post Road,Mamaroneck,NY 10543-3353 INTERDEPARTMENT MEMORANDUM TEL: (914) 381-7810 FAX: (914) 381-7809 tyogman@townofmamaroneckNY.org Date: October 7, 2026 To: Meredith Robson, Town Administrator From: Tracy Yogman, Town Comptroller Subject: Fire Claims General: Attached is the list of fire claims for approval. Attachment/s: FIRE CLAIMS 10-1-26 Page 74 of 171 TOWN OF MAMARONECK FROM: TRACY YOGMAN-TOWN COMPTROLLER RE: Fire Claims Date October 7,2026 The following Town of Mamaroneck Fire Department claims have been certified by Chief Alex Rapp and submitted to the Comptroller's Office for payment: VENDOR DESCRIPTION AMOUNT AAA Emergency Supply Co. Smoke Fluid,Hyrdo Refill,Front Inserts $ 542.60 Alex Rapp Dress Shirts $ 593.13 Amazon Acrylic for Laser,Trash Bags $ 268.75 Champion Elevator September Monthly Maintenance $ 252.27 K.R.B.Supply Inc. Various B&G Supplies $ 124.34 SG Fire Protection LLC Kitchen Hood Cleaning $ 700.00 Sound Shore Pest Control Monthly Exterminating Services 8/31/26& 7/23/26 S 154.00 TMFD Refreshments for Fire Drill 8/29/26 S 152.74 Verizon Fire HQ Svc 9/10-10/9/26 S 317.17 WJWW Fire Line Water 7/23-8/26/26 S 37.00 Total $ 3,142.00 Page 75 of 171 10 0 ul 1 rri Town of Mamaroneck in # x Town Center ii FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Tracy Yogman, Town Comptroller Re: Ambulance District Agreements Date: October 7, 2026 The current agreements between the Ambulance District, MEMS and VAC expired in February 2025. There are adjustments that need to be worked through but we have not had the opportunity to do so yet. I am recommending authorization through April 30, 2027. We will work through the changes by then and produce revised agreements for your consideration early next year. Action Requested: Resolved that the Town Board hereby approves the extension of the Ambulance District Contracts with MEMS and VAC through April 30, 2027 as presented, and hereby authorizes the Town Administrator to execute the agreements and any related documents necessary to carry out their implementation. Attachment/s: LVAC 2025 extension draft 9.26 MEMS 2025 Extension Draft 9.26 Page 76 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement This agreement dated the 1st day of February 2025, by and between the Town of Mamaroneck Ambulance District, located at 740 West Boston Post Road, Mamaroneck, New York 10543 (hereinafter "the Town"), and the Volunteer Ambulance Corps of the Unincorporated Town and Village of Larchmont, a nonprofit membership corporation, with offices at 155 Weaver Street, Larchmont, New York, 10538 (hereinafter "VAC"). This agreement will run until April 30, 2027. Any previous agreement is rescinded, such that this agreement represents the only existing agreement in force for the term as stated. This agreement is subject to termination for cause, by either party provided that thirty days written notice is given. Whereas, the Town of Mamaroneck on or about March 16, 1994, entered a final order establishing the Town of Mamaroneck Ambulance District; and Whereas, VAC has previously provided emergency ambulance services to the Village of Larchmont and Unincorporated Town; and Whereas, It is necessary as part of the establishment of the Ambulance District to provide for coordination of services, it is AGREED BY AND BETWEEN THE PARTIES HERETO, in consideration of mutual promises and covenants contained herein, as follows: 1. VAC hereby assigns its rights to collection of fees for provision of ambulance services and emergency medical service to the Town which has obtained its own provider number for that purpose. In exchange, the Town will provide administrative and financial oversight and controls to VAC, as well as New York State EMT-P's, all as provided for in more detail herein. VAC hereby agrees to comply with all administrative procedures established by the Town and the Ambulance District. 2. The Town will fund the day-to-day operation of VAC based upon VAC's operating budget. VAC will submit a proposed operating budget to the Town by September 15th of each year. Such operating budgets will be subject to final approval by the Town Board of the Town of Mamaroneck as part of its budget process. The authorized persons of VAC have authority to purchase within established purchasing guidelines of the Town. Separate budgets exist for VAC and the Town; however, both are administered through the Ambulance District Board, which is accountable directly to the Town Board. The Ambulance District has defined the role of the Ambulance District Administrator to include oversight and tracking of all expenses within these budgets. 3. VAC will provide ambulances and other equipment for the purpose of providing basic and advanced emergency medical service and emergency ambulance transportation 365 days a year, twenty-four hours a day. - 1 - Page 77 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement 4. VAC will maintain and replace their ambulances and other capital equipment from a capital budget, which will be adopted by VAC and funded through fund raising efforts of the organization. Equipment defined as a capital expense includes, but not limited to, ambulances. If fund raising is reduced in any calendar year during the period covered by this Agreement by more than 25% of the average of the previous three calendar year period, the Ambulance District Board and Town of Mamaroneck will consider requests by VAC for additional funding. 5. The Town will provide, at its cost, New York State certified EMT-P as required by VAC to maintain 365 days, twenty-four hour coverage. The level of staffing, qualifications and scheduling of EMT-P's is the authority and responsibility of the Ambulance District Administrator, who will assure quality control of the paramedics and services at a level sufficient to maintain the ALS certification of VAC. The District Administrator has administrative and operational authority and responsibility for all ALS personnel. The administrator may delegate this authority and responsibility to VAC Officers as defined within the Standard Operating Procedures of VAC to accomplish the effective supervision and coordination of services. 5A. The concerns of VAC with regard to the professional or clinical performance of a Paramedic will be formally acknowledged and addressed, and where appropriate, result in the transfer, discipline or dismissal of the paramedic subject to due process. 6. VAC will provide a driver and New York State certified EMT and/or a driver 24 hours a day, 365 days a year. VAC will make every effort to schedule a New York State certified EMT for weekday coverage whenever possible. 7. VAC will provide insurance for ambulances and personnel in the form of general liability, professional liability, auto liability, contents insurance for equipment, Workers Compensation, and New York State Disability insurance. VAC will name the Town as an additional insured on all policies of insurance and will further agree to indemnify, hold harmless and defend the Town, it's agents, servants, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of VAC, their agents, officers, volunteers, and employees. 8. The Town will provide for the same insurance for the EMT-P's as described in Section 7 and will likewise indemnify, hold harmless and defend VAC, their agents, officers, volunteers, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of the Town, their agents, administrator, volunteers, and employees, including but not limited to EMT-P's. 9. VAC will be responsible for the upkeep and maintenance of the building and grounds, in cooperation with the Town as the property owner. Subject to approval by the Town, expenses for building and ground maintenance shall be incorporated within the VAC operation budget. - 2 - Page 78 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement 10. VAC will provide all training of BLS personnel to maintain adequate numbers of New York State certified EMTs. VAC will maintain records of certifications and training of all BLS personnel to be in compliance with all applicable New York State rules and regulations. If, in the event that during the terms of this agreement, regulations prescribed by the State of New York requires additional training of personnel, VAC will be responsible for providing the same. 11. Original Pre-Hospital Care Reports (PCR) will be maintained in the office of the Ambulance District Administrator for administrative and quality control purposes. The PCR Reports will be made available to the President of VAC upon request. 12. VAC will provide an updated list of members, status, and training certifications to the Ambulance District Administrator annually. The Ambulance District Administrator will provide a list of paramedics, status and training certifications to each service annually, and when personnel change for any reason. 12A. VAC will provide emergency ambulance services 24 hours per day, 365 days per year consisting of one primary ambulance as a minimum. The primary ambulance is defined as that vehicle "first due" ALS equipped, and staffed. VAC will provide one driver and/or a New York State certified EMT for the primary ambulance as specified in paragraph 6. VAC will submit a schedule of said personnel to the Ambulance District Administrator on a schedule mutually agreed upon by VAC and the Ambulance District. Any gaps in volunteer coverage will be filled with Ambulance District personnel. Any other operational commitments of the ambulance service will not compromise the dedicated service of the primary ambulance. 12B. VAC will advise Mamaroneck Emergency Medical Squad when volunteer availability is inadequate, and work cooperatively in utilizing staff of either organization to accomplish the objective of scheduling a driver and EMT for the primary ambulance. The Officers of VAC and EMS will establish a procedure, which provides for cooperative use of available personnel when needed to meet staffing objectives. This procedure will be applicable to unscheduled and scheduled staffing demands. 13. The Town will provide, at its cost, a certified New York State EMT-P to VAC as required 24 hours per day, 365 days per year consisting of one primary paramedic as a minimum. A schedule of Paramedics will be provided to VAC a minimum of one week prior to the first day of any given month. The primary Paramedic is defined as that EMT-P scheduled by the District. . The primary paramedic, has a duty to act and therefore is responsible for providing and/or directing emergency medical care and the transportation of patient(s). Paramedic medical control includes, but is not limited to, decisions as to patient triage, patient care, patient movement, and patient transport. The primary paramedic with appropriate input from Medical Control Physicians will determine the level of care to be provided to a patient. The VAC Chief and Line Officers have administrative, formal disciplinary and operational authority and responsibility for all VAC Members, except as otherwise provided herein. - 3 - Page 79 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement The terms of this contract cannot supersede or contradict any New York State Department of Health Laws or Regulations. 14. All ambulances used for the purposes of carrying out the terms of this agreement will be maintained in good, clean and safe running order. Ambulances must meet the requirements of New York State Emergency Medical Services Code Part 800, Part 80 and Articles 30 & 30A. District paramedics have responsibility for assuring ALS compliance where applicable. A complete supply of BLS equipment and materials will be maintained in a safe, secure, clean, and accessible condition by VAC. A complete supply of ALS equipment and materials will be maintained by the Town in a safe, secure, clean and accessible storage facility provided by VAC at VAC Headquarters. ALS specific equipment and supplies will be under the Paramedic Service budget. BLS specific equipment and supplies will be under the VAC budget. The selection, design, and configuration of ALS equipment will be standardized and coordinated through a standing committee composed of one VAC representative, the District administrator and one representative of the other ALS agency within the District. The selection, design, and configuration of BLS equipment are the responsibility of VAC. 15. VAC will cooperate in the effective coordination of ALS response capability throughout the District in accordance with a "Dispatch, Communications, and Response Policy" as attached in Schedule C. 16. This agreement may be canceled by the Town should VAC file a petition of voluntary or involuntary bankruptcy or be adjudicated a bankrupt or should the organization make an assignment to the benefit of creditors; or should the Town Board of the Town of Mamaroneck determine that the organization has repeatedly failed to provide adequately trained and qualified personnel to staff ambulances 24 hours a day, 365 days per year, in which case this agreement may be canceled upon thirty (30) days written notice by the Town to VAC. 17. This agreement may be canceled by VAC should the Town file a petition of voluntary or involuntary bankruptcy or be adjudicated a bankrupt or should the organization make an assignment to the benefit of creditors; or should VAC determine that the Town has failed to provide adequately trained and qualified paramedics 24 hours a day, 365 days per year, in whish case this agreement may be canceled upon thirty (30) days written notice by VAC to the Town. 18. Except as specified in Paragraph 13, all services to be performed under this agreement by the Town and VAC will be performed under the general direction and in consultation with the Town's Ambulance District Administrator, and with the Town of Mamaroneck Ambulance District Board. Performance criteria for this contract are established at 100%. The Town and VAC will document any events of non-performance. 19. Failure of the Town or VAC to invoke any remedy under this agreement will not constitute a waiver of rights to invoke such remedy for the same or similar violation of this - 4 - Page 80 of 171 Town of Mamaroneck Ambulance District & Larchmont/Town of Mamaroneck Volunteer Ambulance Corps. Agreement agreement at a later date. The election of a remedy other than the termination of this agreement will not subsequently bar the Town or VAC from terminating this agreement for cause as provided for in this agreement. 20. This constitutes the entire agreement between the parties and may not be altered except in writing signed by all the parties hereto. 21. Should a court of competent jurisdiction declare any provision of this agreement unenforceable such declaration of invalidity will not affect any other provision of this agreement, which may be carried out nevertheless. TOWN OF MAMARONECK VOLUNTEER AMBULANCE CORPS By: By: Meredith Robson, Town Administrator Kris Mueller, President - 5 - Page 81 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement This agreement dated the 1st day of February 2025, by and between the Town of Mamaroneck Ambulance District, located at 740 West Boston Post Road, Mamaroneck, New York 10543 (hereinafter "the Town"), and the Mamaroneck Emergency Medical Services Village, a nonprofit membership corporation, with offices at 220 North Barry Avenue Extension, Mamaroneck, NY 10543 (hereinafter "MEMS"). This agreement will run until April 30, 2027. Should MEMS not consent to the extension it is understood by MEMS that the District continues to have the legal obligation to provide emergency medical services throughout the District including Mamaroneck Village. As a result, the District will have the discretion to make any necessary arrangements to provide said services. Any previous agreement is rescinded, such that this agreement represents the only existing agreement in force for the term as stated. This agreement is subject to termination for cause, by either party provided that a thirty-day written notice is given. Whereas, the Town of Mamaroneck on or about March 16, 1994, entered a final order establishing the Town of Mamaroneck Ambulance District; and Whereas, MEMS has previously provided emergency ambulance services to the Village of Mamaroneck; and Whereas, It is necessary as part of the establishment of the Ambulance District to provide for coordination of services, it is AGREED BY AND BETWEEN THE PARTIES HERETO, in consideration of mutual promises and covenants contained herein, as follows: 1. MEMS hereby assigns its rights to collection of fees for provision of ambulance services and emergency medical service to the Town which has obtained its own provider number for that purpose. In exchange, the Town will provide administrative and financial oversight and controls to MEMS, as well as New York State EMT-P's, all as provided for in more detail herein. MEMS hereby agrees to comply with all administrative procedures established by the Town and the Ambulance District, except as provided for in Section 13d. 2. The Town will fund the day-to-day operation of MEMS based upon MEMS operating budget. MEMS will submit a proposed operating budget to the Town by September 15th of each year. Such operating budgets will be subject to final approval by the Town Board of the Town of Mamaroneck as part of its budget process. The authorized persons of MEMS have authority to purchase within established purchasing guidelines of the Town. Separate budgets exist for MEMS and the Town; however both are administered through the Ambulance District Board, which is accountable directly to the Town Board. The Ambulance District has defined the role of the Ambulance District Administrator to include oversight and tracking of all expenses within these budgets. - 1 - Page 82 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement 3. MEMS will provide ambulances and other equipment for the purpose of providing basic and advanced emergency medical service and emergency ambulance transportation 365 days a year, twenty-four hours a day. 4. MEMS will maintain and replace their ambulances and other capital equipment from a capital budget, which will be adopted by MEMS and funded through fund raising efforts of the organization. Equipment defined as a capital expense includes, but not limited to, ambulances. If fund raising is reduced in any calendar year during the period covered by this Agreement by more than 25% of the average of the previous three calendar year period, the Ambulance District Board and Town of Mamaroneck will consider requests by MEMS for additional funding. 5. The Town will provide, at its cost, New York State certified EMT-P as required by MEMS to maintain 365 days, twenty-four hour, coverage. The level of staffing, qualifications and scheduling of EMT-P's is the authority and responsibility of the Ambulance District Administrator, who will assure quality control of the paramedics and services at a level sufficient to maintain the ALS certification of MEMS. The District Administrator has administrative and operational authority and responsibility for all ALS personnel. The administrator may delegate this authority and responsibility to MEMS Officers as defined within the Standard Operating Procedures of MEMS to accomplish the effective supervision and coordination of services. 5A. The concerns of MEMS with regard to the professional or clinical performance of a Paramedic will be formally acknowledged and addressed, and where appropriate, result in the transfer, discipline or dismissal of the paramedic subject to due process. 6. MEMS will provide a driver and/or New York State certified EMT from, 24 hours a days, 365 days a year, for every primary emergency call in support of the District Paramedics. 7. MEMS will provide insurance for ambulances and personnel in the form of general liability, professional liability, auto liability, contents insurance for equipment, Workers Compensation, and New York State Disability insurance. MEMS will name the Town as an additional insured on all policies of insurance and will further agree to indemnify, hold harmless and defend the Town, its agents, servants, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of MEMS, their agents, officers, volunteers, and employees. 8. The Town will provide for the same insurance for the EMT-P's as described in Section 7 and will likewise indemnify, hold harmless and defend MEMS, their agents, officers, volunteers, and employees from any and all claims of any nature or kind arising directly or indirectly from the negligent operations and actions of the Town, their agents, administrator, volunteers, and employees, including but not limited to EMT-P's. - 2 - Page 83 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement 9. MEMS will be responsible for the upkeep and maintenance of the building and grounds, in cooperation with the Village of Mamaroneck, as the property owner. Subject to approval by the Town, expenses for building and ground maintenance shall be incorporated within the MEMS operation budget. 10. MEMS will provide all training of BLS personnel to maintain adequate numbers of New York State certified EMTs. MEMS will maintain records of certifications and training of all BLS personnel to be in compliance with all applicable New York State rules and regulations. If, in the event that during the terms of this agreement, regulations prescribed by the State of New York requires additional training of personnel, MEMS will be responsible for providing the same. 11. Original Pre-hospital Care Reports (PCR) will be maintained in the office of the Ambulance District Administrator for administrative and quality control purposes. The PCR Reports will be made available to the Captain of MEMS upon request. 12. a. MEMS will provide an updated list of members, status, and training certifications to the Ambulance District Administrator annually. The Ambulance District Administrator will provide a list of paramedics, status and training certifications to each service annually, and when personnel change for any reason. b. MEMS will provide emergency ambulance services 24 hours per day, 365 days per year consisting of one primary ambulance as a minimum. The primary ambulance is defined as that vehicle "first due" ALS equipped, and staffed. MEMS will provide one driver and/or a New York State certified EMT for the primary ambulance as specified in paragraph 6. MEMS will submit a schedule of said personnel to the Ambulance District Administrator on a schedule mutually agreed upon by MEMS and the Ambulance District. Any gaps in volunteer coverage will be filled with Ambulance District personnel. Any other operational commitments of the ambulance service will not compromise the dedicated service of the primary ambulance. c. MEMS will advise Larchmont/Mamaroneck Volunteer Ambulance Corps (VAC) when volunteer availability is inadequate, and work cooperatively in utilizing staff of either organization to accomplish the objective of scheduling a driver and EMT for the primary ambulance. The Officers of MEMS and VAC will establish a procedure, which provides for cooperative use of available personnel when needed to meet staffing objectives. This procedure will be applicable to unscheduled and scheduled staffing demands. 13. a. The Town will provide, at its cost, a certified New York State EMT-P to MEMS as required 24 hours per day, 365 days per year consisting of one primary paramedic as a minimum. A schedule of Paramedics will be provided to MEMS a minimum of one week prior to the first day of any given month. The primary Paramedic is defined as that EMT-P scheduled by the District. b. The primary paramedic, has a duty to act and therefore is responsible for providing and/or directing emergency medical care and the transportation of patient(s). Paramedic medical control includes, but is not limited to, decisions as to patient triage, patient - 3 - Page 84 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement care, patient movement, and patient transport. The primary paramedic with appropriate input from Medical Control Physicians will determine the level of care to be provided to a patient. c. All services to be performed under this agreement by the Town and MEMS will be performed under the general direction and in consultation with the Town's Ambulance District Administrator and with the Town of Mamaroneck Ambulance District Board. Performance criteria for this contract are established at 100%. The Town and MEMS will document any events of non-performance. d. The MEMS Chief and Line Officers have administrative, formal disciplinary, operational authority and responsibility for all MEMS Members, except as otherwise provided herein. e. The terms of this contract cannot supersede or contradict any New York State Department of Health Laws or Regulations. 14. All ambulances used for the purposes of carrying out the terms of this agreement will be maintained in good, clean and safe running order. Ambulances must meet the requirements of New York State Emergency Medical Services Code Part 800, Part 80 and Articles 30 & 30A. District paramedics have responsibility for assuring ALS compliance where applicable. A complete supply of BLS equipment and materials will be maintained in a safe, secure, clean, and accessible condition by MEMS. A complete supply of ALS equipment and materials will be maintained by the Town in a safe, secure, clean and accessible storage facility provided by EMS at EMS headquarters. ALS specific equipment and supplies, will be under the Paramedic Service budget. BLS specific equipment and supplies will be under the MEMS budget. The selection, design, and configuration of ALS equipment will be standardized and coordinated through a standing committee composed of one MEMS representative, the District administrator and one representative of the other ALS agency within the District. The selection, design, and configuration of BLS equipment are the responsibility of MEMS. 15. MEMS will cooperate in the effective coordination of ALS response capability throughout the District in accordance with a "Dispatch, Communications, and Response Policy" as attached in Schedule C. 16. This agreement may be canceled by the Town should MEMS file a petition of voluntary or involuntary bankruptcy or be adjudicated a bankrupt or should the organization make an assignment to the benefit of creditors; or should the Town Board of the Town of Mamaroneck determine that the organization has repeatedly failed to provide adequately trained and qualified personnel to staff ambulances 24 hours a day, 365 days per year, in which case this agreement may be canceled upon thirty (30) days written notice by the Town to MEMS. 17. This agreement may be canceled by MEMS should the Town file a petition of voluntary or involuntary bankruptcy or be adjudicated bankrupt or should the organization - 4 - Page 85 of 171 Town of Mamaroneck Ambulance District & Mamaroneck Emergency Medical Services Agreement make an assignment to the benefit of creditors; or should MEMS determine that the Town has failed to provide adequately trained and qualified paramedics 24 hours a day, 365 days per year, in which case this agreement may be canceled upon thirty (30) days written notice by MEMS to the Town. 18. Failure of the Town or MEMS to invoke any remedy under this agreement will not constitute a waiver of rights to invoke such remedy for the same or similar violation of this agreement at a later date. The election of a remedy other than the termination of this agreement will not subsequently bar the Town or MEMS from terminating this agreement for cause as provided for in this agreement. 19. This constitutes the entire agreement between the parties and may not be altered except in writing signed by all the parties hereto. 20. Should a court of competent jurisdiction declare any provision of this agreement unenforceable such declaration of invalidity will not affect any other provision of this agreement, which may be carried out nevertheless. TOWN OF MAMARONECK MAMARONECK EMS By: By: Meredith Robson, Town Administrator Jason Capalbo, Chief - 5 - Page 86 of 171 c m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Jill Fisher, Superintendent of Recreation Re: Acceptance of Donation for Swim Scholarships Date: October 7, 2026 Attached is a letter from Carolyn Gallaher, Head of the Woman's Club of Larchmont Philanthropy Committee, regarding a donation for 3 swim scholarships at Hommocks pool. As you will recall, the donation covers the swim classes, but only partial membership fees to which you previously agreed. Action Requested: Resolved that the Town Board hereby accepts the generous donation of$1000.00 from an anonymous donor from the Woman's Club of Larchmont to be used for three swim scholarships and partial membership fees. Attachment/s: WCL Swim Scholarships Page 87 of 171 57 Elm Avenue Larchmont, NY 10538 9 September 2026 Town of Mamaroneck Village Board courtesy of Jill Fisher, Head of Recreation 740 West Boston Post Road Mamaroneck, New York 10543 Dear Board of Trustees, Please accept the enclosed Bankers Check for$1000.To underwrite 3 Swim scholarships the recipients of which will be determined by need by Co-op Camp/Stem Alliance (Meg Kaufer). Each scholarship covers the cost of swim lessons at Hommocks($175) plus the special 2026-27 Basic Membership cost as agreed upon by trustee committee. The$1000 is given anonymously by donor from Women's Club of Larchmont. Sincerely, Carolyn C.Gallaher Head of Philanthropy-WCL Page 88 of 171 c m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator CC: Jill Fisher, Superintendent of Recreation Re: Acceptance of Donations for 2026 Town of Mamaroneck Fall Festival Date: October 7, 2026 Attached is a memo from our Recreation Department regarding donations of various items and services from Julia B. Fee, the School of Rock, and Larchmont Nurseries for the upcoming Fall Festival. Action Requested: Resolved that the Town Board hereby accepts the generous donations of a bounce house, music, a pumpkin patch, and a maze from said donors to be used for the yearly Fall Festival. Attachment/s: Donation Memo Fall Festival 26 Page 89 of 171 Town of Mamaroneck Recreation Department To: Meredith Robison From: Michelle Ballantyne Date: September 22, 2026 Re: Donations for 2026 Fall Festival The following companies will be participating in the Town of Mamaroneck Fall Festival on Saturday, October 3rd Donation of Bounce House: Julia B Fee Donation of Music: School Of Rock Donation of Pumpkin Patch and Maze: Larchmont Nurseries Page 90 of 171 0 ul 1 rrl Town of Mamaroneck in # x Town Center FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Fee Waiver Date: October 7, 2026 The Larchmont Garden Civic Association is requesting the Town Board consider the waiver of block party fees for the "Halloween Walk Along the Brook" and "Hot Choc at the Lake." This is a public event open to all residents. Action Requested: Resolved, that the Town Board hereby authorizes the waiver of block party fees for the "Halloween Walk Along the Brook" and "Hot Choc at the Lake" hosted by the Larchmont Garden Civic Association,which are open to participation by all residents. Page 91 of 171 0 ul 1 rrl Town of Mamaroneck in # x Town Center FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Consultant Authorization - Roundabout Design Development Date: October 7, 2026 Attached please find a memo from Town Engineer, Rob Wasp, requesting authorization to approve the consultant agreement for the Madison Avenue and New Jefferson Street Roundabout Project. Action Requested: Resolved that the Town Board hereby approves the consultant proposal from Barton & Loguidice for the design development of the Roundabout at the the intersection of Madison Avenue and New Jefferson St. as presented, and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Attachment/s: Eng MemoB&amp;L Roundabout Design10012026 TR- 703.5581 Madison Ave &amp; Jefferson St Roundabout Letter Proposal Page 92 of 171 0 ring Department TEL:914/381-7835 Town of ti quo k FAX:914/381-8473 740 Wes, _ `' '' rcn, t Road Mamaro 'FOUNDED 1661 543 INTERDEPARTMENT MEMORANDUM DATE: October 1, 2026 TO: Meredith Robson, Town Administrator FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Authorization of Consultant Proposal Design Development for Madison Avenue Roundabout GENERAL: The attached proposal from consultant"Barton& Loguidice" (B&L)has been prepared to advance design development for the proposed traffic Roundabout at the intersection of Madison Avenue &New Jefferson Street with the access ramps to Exit#17 of Interstate I-95. The project scope includes the construction of extensive pedestrian improvements at the intersection as well as stormwater management improvements below the pavement surface. B&L's provided scope includes full design development, right-of-way incidentals and procurement phase support during bidding of the project. Barton & Loguidice authored the original Roundabout Feasibility Study prepared for the Town in 2017. Their office has also supported numerous grant applications related to the project to Federal, State and County funding programs. B&L has proven technical experience with similar traffic and pedestrian safety improvements throughout the region as well as having extensive local knowledge through supporting several local projects in the Town of Mamaroneck. Design for the Roundabout is being coordinated with the adjoining Green Infrastructure Improvements (GIGP) slated for construction on Madison Avenue in 2027; as well as the flood mitigation improvements for Subbasin#5 that were developed in the Town's 2023 Town Comprehensive Drainage Evaluation. Barton& Loguidice is already the design engineer of record for the Madison Avenue GIGP project and has a work plan to continue regular design meetings with separate Town consultant"H2M Engineers" for the Subbasin #5 drainage work. Design is expected to be completed during the 2028 calendar year. The Town has currently secured $3.5M in grant funding towards the current Roundabout cost estimate of$5.3M. The Town's 2024 congressionally directed spending (CDS) award through HUD includes $410,000 allocated towards design for the project. B&L's provided fee total of $399,852.00 is fully reimbursable through the 2024 HUD award and is budgeted as part of H5198. Completed design development will allow the Town to meet County requirements for allocation of its committed $1M Complete Streets program grant. Construction will subsequently follow in coordination with the broader flood mitigation improvements on Madison Avenue, Fifth Avenue and New Jefferson Street. Please feel free to contact me with any questions. Page 93 of 171 Barton 65 &Ioguidice September 29, 2026 Mr. Robert Wasp, P.E., CDT, Town Engineer Town of Mamaroneck 740 West Boston Post Road Mamaroneck, New York 10543 Re: Proposal for Professional Services Madison Ave & New Jefferson St Roundabout Project File: 703.5581 Dear Mr. Wasp: Barton & Loguidice ("B&L") is pleased to provide this proposal for the Madison Ave & New Jefferson St Roundabout Project. We look forward to continuing our work with you to improve the transportation infrastructure in the Town. Our approach to this project will be to expand on the roundabout feasibility study that B&L previously completed at this intersection for the Town and to supplement our knowledge of the immediate project area from our work on the Madison Ave GIGP project. We will incorporate design elements from the Madison Ave GIGP project, which is expected to be constructed prior to this project, and coordinate with the Subbasin #5 Storm Sewer Improvements project that will be in design at the same time as this one. Attached to this letter is our proposed scope of services, technical assumptions, and cost proposal for your review. The scope of work outlines a project approach that corresponds to the included cost proposal. Time& Expense (Fee Limit) Proposal B&L proposes to provide the services described herein for a fee not to exceed Three Hundred Ninety- Nine Thousand, Eight Hundred Fifty-Two Dollars ($399,852.) B&L proposes to invoice monthly on a time and expense basis in accordance with B&L Standard Billing Rates in effect at the time the services are performed, plus reimbursable expenses and B&L's charges for Subconsultants, if any. Unless specifically indicated otherwise in this Agreement, B&L's charges for subcontracted services shall be invoiced at cost plus fifteen percent. If additional services are required, B&L will provide a supplemental agreement for review and approval prior to commencing the additional services. Current billing rates are included in Attachment C. Please do not hesitate to contact our office should you have any questions. The experience to listen The power to 10Airline Drive,Suite 200,Albany,NY 12205• Office:518-218-1801■Fax:518-218-1805• BartonandLoguidice.comA9J YPOf 1,1 Mr. Robert Wasp, P.E., CDT, Town Engineer Town of Mamaroneck B September 29, 2026 65 Page 2 We look forward to working with you on this important project. Sincerely, BARTON & LOGUIDICE, D.PC. Matthew J. Schooley Executive Vice President MJS/jjb Attachments: Attachment A—Terms & Conditions Attachment B—Task List and Technical Assumptions Attachment C—Staffing Rates, Hours, Reimbursables and Fee Authorization Barton & Loguidice, D.P.C., is hereby authorized by Town of Mamaroneck("Owner") to proceed with the services described herein in accordance with the attached Terms and Conditions. Date: Signed: Name: Title: Your Company Reference Number to Appear on our Invoice(s): Page 95 of 171 Attachment A Terms & Conditions 1 Page 96 of 171 STANDARD TERMS AND CONDITIONS L. To the fullest extent permitted by law,Owner and Consultant(1)waive for against each other,and the other's employee's,officers,directors,agents,insurers, PROFESSIONAL CONSULTANT SERVICES partners,and consultants,any and all claims for or entitlement to special,incidental, provided by indirect,or consequential damages arising out of,resulting from,or in any way related to BARTON&LOGUIDICE,D.P.C.("Consultant") the Project,and(2)agree that Consultant's total liability to Owner under this Agreement shall be limited to$100,000 or the total amount of compensation received by Consultant pursuant to the PROPOSAL,whichever is greater,(the"Limitation Amount"),and The OWNER and the CONSULTANT,for themselves,their successors and assigns,have further,in no event shall the Limitation Amount exceed the amount of liability insurance mutually agreed and do agree with each other as follows: proceeds actually available to the Consultant for the claim at issue at the time of settlement or final judgment net of any and all expenses paid or incurred on the claim at 1.0 Basic Agreement issue,payments made or incurred in connection with other claims made against the Consultant shall provide,or cause to be provided,the Services set forth in the proposal Consultant,or any other circumstances which may reduce,impair,or eliminate the (PROPOSAL)to which these terms and conditions are attached,and Owner shall pay overall availability of such insurance to the Consultant.It is intended that these Consultant for such Services as set forth in PROPOSAL. The PROPOSAL,in limitations apply to any and all liability or cause of action. conjunction with these terms and conditions is referred to herein as"Agreement". 2.0 General Considerations 3.0 Payment for Services A. The standard of care for all professional or related services performed or Consultant will prepare a monthly invoice in accordance with Consultant's standard furnished by Consultant under this Agreement will be the care and skill ordinarily used invoicing practice and submit the invoice to Owner. Invoices are due and payable within by members of the subject profession practicing under similar circumstances at the same 30 days of the date of the invoice. Consultant may,without liability,after giving seven time and in the same locality. Consultant makes no warranties,express or implied,under days written notice to Owner,suspend services under this Agreement until Consultant has this Agreement or otherwise,in connection with Consultant's services. been paid in full all amounts due for services,expenses,and other related charges. B. Consultant shall commence to provide its services upon the full execution of this Agreement and shall provide those services within a reasonable time.In no event 4.0 Additional Services shall Consultant be obligated to perform services on a schedule which,in the Additional services may be required in Consultant's professional judgement because of Consultant's professional judgement,does not provide Consultant sufficient time to changes in the Project,or unforeseen circumstances. The Consultant shall furnish perform in accordance with the aforesaid standard of care. services in addition to those set forth in the PROPO SAL if mutually agreed by Owner C.All design documents prepared or furnished by Consultant are instruments of and Consultant. Owner shall pay Consultant for any Additional Services provided as service,and Consultant retains an ownership and property interest(including the follows: (1)as may be mutually agreed to in writing,or(2)in the absence of a mutual copyright and the right of reuse)in such documents,whether or not the Project is agreement an amount equal to the cumulative hours charged to the Project by each completed. Consultant grants Owner a limited license to use the instruments of service member or each class of Consultant's employees engaged in providing the Additional exclusively(1)performance of design or operation,(2)for Project construction as is the Services times the Consultant's hourly billing rates for each applicable billing class in intended purpose of the documents,and(3)for the purpose of maintenance and repair of effect at the time the Additional Services are performed;plus reimbursable expenses and the Project,or(4)other documents,reports,details and plans as defined in the project charges for Consultant's Subconsultants,if any. Scope of Work. D. Consultant shall not at any time supervise,direct,or have control over any 5.0 Dispute Resolution contractor's work,nor shall Consultant have authority over or responsibility for the Owner and Consultant agree to negotiate all disputes between them in good faith for a period of 30 days from the date of notice by either party of the existence of the dispute. means,methods,techniques,sequences,or procedures of construction selected or used by any contractor,for safety precautions and programs incident to a contractor's work If a dispute involves matters other than a claim by Consultant for payment of fees and the progress,nor for any failure of any contractor to comply with laws and regulations parties fail to resolve the dispute through negotiation then Owner and Consultant agree applicable to contractor's work. that they shall first submit any and all such unsettled claims,counterclaims,disputes,and other matters in question between them arising out of or relating to this Agreement or the E. Consultant neither guarantees the performance of any contractor nor assumes responsibility for any contractor's failure to furnish and perform its work in breach thereof("Disputes")to mediation by a mutually acceptable mediator. Owner and accordance with the contract between Owner and such contractor. Consultant agree to participate in the mediation process in good faith and to share the cost of the mediation equally.The process shall be conducted on a confidential basis,and F. Consultant shall not be responsible for the acts or omissions of any contractor,subcontractor,or supplier,or of any contractor's agents or employees or any shall be completed within 150 days of the date of notice by either party of the existence other persons(except Consultant's own employees)at the Project site or otherwise of the dispute. If such mediation is unsuccessful in resolving a Dispute,then(1)the furnishing or performing any construction work;or for any decisions regarding,or parties may mutually agree to an alternative dispute resolution of their choice,or(2) interpretations or clarifications of,the construction contract or Instruments of Service either party may seek to have the Dispute resolved by a court of competent jurisdiction. made by Owner or any third party without the advice and consultation of Consultant. G. If the Construction Contract Documents specifically require the Contractor 6.0 Accrual of Claims to provide professional design services or certifications by a design professional related All causes of action between the parties to this Agreement including those pertaining to to systems,materials,or equipment,the Consultant shall specify the appropriate acts,failures to act,or failures to perform in accordance with the obligations of the performance and design criteria that such services must satisfy.The Consultant shall Agreement or failures to perform in accordance with the standard of care shall be deemed review and take appropriate action on Shop Drawings and other submittals related to the to have accrued and the applicable statutes of limitations shall commence to run not later Work designed or certified by the Contractor's design professional,provided the than either the date of Substantial Completion for acts,failures to act or failures to submittals bear such professional's seal and signature when submitted to the Consultant. perform occurring prior to Substantial Completion,or the date of issuance of the Notice The Consultant's review shall be for the limited purpose of checking for conformance of Acceptability of Work(or similar notice of the final completion of the Project)for with information given and the design concept expressed in the Contract Documents.The acts,failures to act or failures to perform occurring after Substantial Completion. Consultant shall be entitled to rely upon,and shall not be responsible for,the adequacy and accuracy of the services,certifications,and approvals performed or provided by such design professionals. 7.0 Controlling Law H. Unless otherwise included under this Agreement,the parties acknowledge This Agreement is to be governed by the law of the state inwhich the project is located. that Consultant's scope of services does not include any services related to a Hazardous Environmental Condition(the presence of asbestos,PCBs,petroleum,hazardous 8.0 Successors,Assigns,and Beneficiaries substances or waste,and radioactive materials). Owner represents to Consultant that,to Owner and Consultant each is hereby bound and the partners,successors,executors, the best of its knowledge,a Hazardous Environmental Condition does not exist at the administrators,and legal representatives of Owner and Consultant(and to the extent Site,except as expressly disclosed to the Consultant in writing. If Consultant or any permitted herein the assigns of Owner and Consultant)are hereby bound to the other other party encounters a Hazardous Environmental Condition,Consultant may,at its party to this Agreement and to the partners,successors,executors,administrators,and option and without liability for consequential or any other damages,suspend performance legal representatives(and said assigns)of such other party,in respect of all covenants, of services on the portion of the Project affected thereby until Owner: (i)retains agreements,and obligations of this Agreement. Neither Owner nor Consultant may appropriate specialist consultants or contractors to identify and,as appropriate,abate, assign,sublet,or transfer any rights under or interest(including,but without limitation, remediate,or remove the Hazardous Environmental Condition;and(ii)warrants that the moneys that are due or may become due)in this Agreement without the written consent Site is in full compliance with applicable Laws and Regulations. of the other,except to the extent that any assignment,subletting,or transfer is mandated I. The services to be provided by Consultant under this Agreement DO NOT or restricted by law. Unless specifically stated to the contrary in any written consent to INCLUDE advice or recommendations with respect to the issuance,structure,timing, an assignment,no assignment will release or discharge the assignor from any duty or terms or any other aspect of municipal securities,municipal derivatives,guaranteed responsibility under this Agreement. This provision shall not preclude Consultant from investment contracts or investment strategies.Any opinions,advice,information or retaining Subconsultants as it deems reasonably necessary for the completion of the recommendations provided by Consultant are understood by the parties to this Agreement services rendered hereunder. to be strictly engineering or other technical opinions,advice,information or recommendations. Consultant is not a"municipal advisor"as defined by 15 U.S.C.78o-4 9.0 Termination or the related rules of the Securities and Exchange Commission. The other parties to this If Consultant's services related to the project are terminated for any reason,Consultant Agreement should determine independently whether they require the services of a shall be compensated for time plus reasonable expenses associated with demobilizing municipal advisor. personnel and equipment,and,if requested in writing by the Owner,for completion of tasks whose value would otherwise be lost,to prepare notes as to the status of completed J. The Consultant shall not be required to execute certificates,guarantees, warranties or make representations that would,in its professional judgment,require and uncompleted tasks,and to assemble Project materials in orderly files. knowledge,services or responsibilities beyond the scope of this Agreement. K. When transmitting items in electronic media or digital format,the 10.0 Total Agreement/Severability transmitting party makes no representations as to long term compatibility,usability,or This Agreement,including any expressly incorporated Exhibits,constitutes the entire readability of the items resulting from the recipient's use of software application Agreement between Owner and Consultant and supersedes all prior written or oral packages,operating systems,or computer hardware differing from those used in the understandings. This Agreement may only be amended,supplemented,modified,or drafting or transmittal of the items,or from those established in applicable transmittal canceled by a duly executed written instrument. If any term or condition of this protocols. Agreement shall,to any extent,be found invalid,void or unenforceable,the remaining provisions shall remain in full force and effect to the extent allowePa.f p::c9171of 171 Page 1 of 1 Attachment B Task List and Technical Assumptions 2 Page 98 of 171 Task List Madison Ave & New Jefferson St Roundabout Project Attachment B September 29, 2026 EXECUTIVE SUMMARY Madison Ave & New Jefferson St Roundabout Project Mamaroneck, New York This project includes the design, permitting, and construction of intersection improvements at the New Jefferson Street/I-95 Ramp intersection with Madison Avenue in the Town of Mamaroneck. The project will also evaluate the drainage patterns in the area and will coordinate the design and construction of the proposed roundabout with both the Madison Avenue Green Infrastructure Grant Program (GIGP) project (a B&L design project) and the Subbasin #5 Storm Sewer Improvements project. Barton & Loguidice, DPC., the "Consultant" shall provide Preliminary Design and Detailed Design services as outlined in Sections 1 through 7 of the project scope. Design services will include, but are not limited to, updated ground survey and mapping, preparation of a design approval document, SEQR documents, assisting the Town in obtaining Design Approval and Final design (the development and submission of contract plans, specifications, and estimate). The project has secured funding from various agencies including the US. Department of Housing and Urban Development (HUD), County of Westchester, and Congressional Appropriations. Right-of-Way (ROW) Incidental and ROW Acquisition (Section 5) services are included to acquire the necessary property in order to construct the roundabout. The Consultant scope and fee for Construction Support (Section 8) and Construction Inspection (Section 9) will be added as a Supplemental Agreement once the selection of a preferred alternative is made and Final Design services are nearly complete. The project is assumed to be an Automatic Categorical Exclusion (C List) under NEPA and an Unlisted Action under SEQRA. It is anticipated that the lead agency for SEQRA will be the Town of Mamaroneck and the Lead Agency for NEPA will be the HUD. The anticipated letting date for this project is in the Spring of 2028 (FFY 2028)with construction completion by the end of 2028. 3 Page 99 of 171 Section 1 - General 1.01 Project Description and Location Project Name: Madison Avenue & New Jefferson Street Roundabout Project Project Description: This project includes the design, permitting, and construction of intersection improvements at the New Jefferson St/I-95 Ramp intersection with Madison Ave in the Town of Mamaroneck. The project will also coordinate with the Madison Ave GIGP project and the Townwide Drainage improvement project. Town: Mamaroneck County: Westchester Project Limits: Approximately 500 ft. along each leg of the New Jefferson St/I-95 Ramps & Madison Ave intersection. 1.02 Project Manager The Town's Project Manager for this project is Robert P.Wasp, P.E. C.D.T., who can be reached at 740 West Boston Post Road, Mamaroneck, New York 10543. All correspondence to the Town should be addressed to: Town of Mamaroneck 740 West Boston Post Road, Mamaroneck, New York 10543, Attention: Robert P.Wasp, P.E. C.D.T. The Project Manager should receive copies of all project correspondence directed other than to the Town. 1.03 Project Classification This project is assumed to be a NEPA C List Automatic Categorical Exclusion under USDOT Regulations, 23 CFR 771. Classification under the New York State Environmental Quality Review Act (SEQRA) Part 617, Title 6 of the Official Compilation of Codes, Rules, and Regulations of New York State (6 NYCRR Part 617) is assumed to be an Unlisted Action. 1.04 Categorization of Work Project work is generally divided into the following sections: Section 1 General Section 2 Data Collection &Analysis Section 3 Preliminary Design Section 4 Environmental Section 5 Right-of-Way Section 6 Detailed Designs Section 7 Advertising, Bid Opening and Award Section 8 Construction Support(by Supplemental Agreement) Section 9 Construction Inspection (by Supplemental Agreement) Section 10 Estimating &Technical Assumptions When specifically authorized in writing to begin work the Consultant will render all services and furnish all materials and equipment necessary to provide the Town with reports, plans, estimates, and other data specifically described in Sections 1, 2, 3, 4, 6, 7 and 10. 4 Page 100 of 171 1.05 Project Familiarization The Town will provide the Consultant with the following information: • Approved project initiation document (Initial Project Proposal or similar documentation) indicating project type, project location, cost estimate, schedule, and fund source(s). • Plans for future related transportation improvements or development around the project. • Traffic data as necessary. • Accident records and history as necessary. • Pavement history as necessary. • Anticipated permits and approvals (initial determination). • Terrain data requirements for design as necessary. • Available project studies and reports as necessary. • Other relevant documents pertaining to the project. The Consultant will become familiar with the project before starting any work. This includes a thorough review of all supplied project information and a site visit to become familiar with field conditions. 1.06 Meetings The Consultant will prepare for and attend all meetings as directed by the Town's Project Manager. Meetings may be held to: • Present, discuss, and receive direction on the progress and scheduling of work in this contract. • Present, discuss, and receive direction on project specifics. • Discuss and resolve comments resulting from review of project documents, advisory agency review, and coordination with other agencies. • Preview visual aids for public meetings. • Manage sub consultants and subcontractors. The Consultant will be responsible for the preparation of all meeting minutes; the minutes will be submitted to meeting attendees within one (1)week of the meeting date. 1.07 Cost and Progress Reporting For the duration of this contract, the Consultant will prepare and submit to the Town monthly Progress Reports in a format approved by the Town. The Progress Report must contain the Cost Control Report. The beginning and ending dates defining the reporting period must correspond to the beginning and ending dates for billing periods, so that this reporting process can also explain billing charges. (In cases where all work under this contract is officially suspended by the Sponsor, this task will not be performed during the suspension period.) 1.08 Policy and Procedures The design of this project will be progressed in accordance with the current version of the Local Projects Manual (LPM) and appropriate sections of the Federal Aid Policy Guide (FAPG) including the latest updates. A. Compliance with Documents All work must conform to current versions of the following documents, as applicable. Where necessary, the Consultant will obtain either the full document or guidance extracted from it. • LPM, including latest updates. 5 Page 101 of 171 ■ A Policy on Geometric Design of Highways and Streets, American Association of State Highway and Transportation Officials (AASHTO) ■ A Policy on Design Standards — Interstate System, AASHTO ■ Highway Capacity Manual, Special Report 209, Transportation Research Board ■ NYS Eminent Domain Procedure Law ■ ADA Accessibility Guidelines for Buildings and Facilities ■ Public Right of Way Accessibility Guidelines ■ AASHTO Standard Specifications for Highways and Bridges ■ AASHTO Model Drainage Manual & NYSDOT Model Drainage Manual ■ AASHTO Guide for the Design of Bicycle Facilities ■ NYSDOT Project Development Manual ■ NYSDOT Highway Design Manual ■ National Manual on Uniform Traffic Control Devices ■ New York State Supplement to the National Manual on Uniform Traffic Control Devices ■ NYSDOT Transportation Environmental Manual B. Compliance with Environmental Laws, Regulations and Permits All work must comply with the requirements of all applicable state and federal environmental laws, regulations, and policy. Applicable laws, regulations, and policies are specified in Appendix A of the NYSDOT Design Procedures Manual. 1.09 Specifications The project will be designed and constructed in accordance with the current edition of the NYSDOT Standard Specifications for Construction and Materials, including all applicable revisions. 1.10 Subconsultants The Consultant will be responsible for: • Coordinating and scheduling work, including work to be performed by subconsultants. • Technical compatibility of a subconsultant's work with the prime Consultant's and other subconsultants' work. • The subconsultants are assumed to be Civil Tec Engineering & Surveying, P.C., Swans Engineering, PLLC., SMPR Title Agency, Stropp Appraisals, and Fanelli Appraisal Review. 1.11 Subcontractors Procurement of subcontractors must be in accordance with the requirements set forth in the "Local Projects Manual", or as specified below: A. For Subcontracts to this consultant contract exceeding $20,000 ($10,000 for printing contracts): 1. The Consultant will prepare a contract document describing the work, schedule, and method of payment in sufficient detail for obtaining sealed bids for the work. The Consultant will provide the work description and will submit it to the Town for review. 6 Page 102 of 171 The Consultant will solicit sealed bids from a sufficient number of prospective qualified subcontractors to ensure that at least three (3) bids are received. Upon receipt of at least three bids, the Consultant will submit all bids to the Town along with a recommended choice. The Town will either concur with the recommendation or accept one of the other bids. The Town will then advise the Consultant in writing to proceed. 2. Upon receipt of written authorization from the Town to proceed, the Consultant will execute the contract with the subcontractor and oversee the subcontractor's operations / services to the extent of assuring that the work is performed as described in the contract and that the work performed conforms to applicable requirements. B. For subcontracts to this consultant contract equaling or under$20,000 (10,000 for printing contracts): 1. The Consultant will prepare a contract document describing the work, schedule, and method of payment in sufficient detail to obtain reliable quotations (non-binding estimates) for the work. The Consultant will provide the work description and will submit it to the Town for review. The Consultant will modify the work description as necessary before including it in the contract document. 2. The Consultant will obtain quotations from a sufficient number of prospective qualified subcontractors (typically three)to ensure that the work will be performed in the most economical manner. The Consultant will maintain and keep for review records of the quote solicitation process to document competition for the service. Upon receipt of quotations, the Consultant will submit them to the Town along with the recommended choice. The Town will either concur or choose one of the other candidate subcontractors and advise the Consultant to proceed. 3. Upon receipt of written authorization from the Town to proceed, the Consultant will execute the contract with the subcontractor and oversee the subcontractor's operations / services to the extent of assuring that the work is performed as described in the contract and that the work performed conforms to the applicable requirements. C. The Subcontractors are assumed to be Phoenix Environmental Laboratories, Inc. (Hazardous Materials Testing), and one of CME Associates, Inc., Terracon Consultants, Inc. or Atlantic Testing Laboratories for soil borings and/or infiltration testing. 7 Page 103 of 171 Section 2 - Data Collection and Analysis 2.01 Design Survey The topographic survey shall be for approximately 500 feet along each leg of the New Jefferson Street/I-95 Ramps and Madison Avenue intersection and onto the adjacent properties where the proposed roundabout may encroach. See attached map and scope of work from the survey subconsultant. Topographic survey and mapping updates will be obtained by the Consultant to perform the design for the development of construction documents. A. Ground Survey: The Consultant will provide terrain data as required for design by means of a topographic field survey based on design requirements. Planimetric and Topographic Survey will locate and verify all prominent features and terrain within the expected project work area. Survey and mapping shall include at a minimum the following: • Pavement edge, road center line, curb, gutter, pavement markings and stripes. • Utility poles and pole numbers. • Overhead and underground utilities (Consultant to contract Dig Safe and obtain record drawings to map existing underground infrastructure). • Overhead utility lines and connections. • Surface evidence of underground utility systems including valves, meters, release valves, manholes, inlet grates, shutoffs, etc. • Where underground utility surface features are located, the underground feature itself shall be shown and labeled. • Storm/sanitary pipe between located manholes shall have the size, material, rim, and invert elevations labeled and show the connection between manholes. • Hydrants. • Trees and shrubs (approximate diameter and common species) and brush or forest edge line. • Fences, retaining walls, staircases. • Sidewalks, driveways. • Signs and associated sign fact text. • Mail and newspaper boxes. • Drainage structures and inverts, swales, ditches and structure frame elevations, culvert pipes (material, size, invert). • Buildings. • Building type and property address. • Note entrance location (i.e., stairs, sidewalk) and step elevations. B. Survey of Stream Cross Sections: Not Applicable C. Standards: Project control will conform to the following: Horizontal Project Control: • All horizontal coordinated will be New York State Plane Coordinate System based on North American Datum of 1983 (NAD 83). 8 Page 104 of 171 • Baseline ties will be included for all baseline points within the project limits. Ties shall be created with physical dimensions to existing surveyed features. Vertical Project Control: • Elevations shall be based on the North American Vertical Datum of 1988 (NAVD 88). • Level runs should begin and end on benchmarks classified as at least second order, class II. Use two (2) different benchmarks to begin and end vertical surveys. D. Digital Mapping Deliverables: • The mapping will be delivered in MicroStation V8i format (.dgn) following NYSDOT format in a file that is in "Survey Feet" units. NYSDOT format criteria (including line types, line weights and name) can be reference on the NYSDOT website at: https://www.dot.ny.gov/divisions/engineering/design/dqab/hdm/hdmrepository/chapt 20.pd f. • If necessary, an AutoCAD (.dwg) file converted to MicroStation format shall be created using the NYSDOT "nys seed all" file (located on the DOT website). • A 3d file containing all topographical features at their respective elevations (elevation breaklines, curb lines, center of roadway, ditches, swales, pavement edge, etc.), surface triangles, and inferred contours shall be supplied by the Consultant. • A 2d file containing survey points, descriptions, elevations, and topographical features shall be supplied by the Consultant. • A 2d file with baseline ties and diagrams for all benchmarks. • A 2d file containing the ROW linework. • If a MicroStation (.dgn) file cannot be provided, all files shall be an AutoCAD 2018 compatible file with no blocks, entities, or reference files. • A PDF of the complete topographic survey shall be supplied. • A surface file for the surveyed area shall be supplied in a compatible Inroads format (.dtm). • ASCII file containing all points taken in the field, description, and elevations. 2.02 Design Mapping The Consultant will provide the following design mapping: • [1" =40] scale mapping. • Topography shall be plotted a one-foot (1') contours. The Consultant will provide supplemental mapping when needed for design purposes and keep the mapping current for the duration of the project. The completed mapping will be provided to the Town in CAD format. 2.03 Determination of Existing Conditions The Consultant will determine, obtain, or provide to accurately describe in pertinent project documents, the existing conditions within and adjacent to the project limits: • The existing highway sections(s) and features within the project limits, including: • Number, width, type (through, turning, climbing, etc.) and location of travel lanes. • Shoulder widths and types (asphalt, gravel, grass, etc.). • Number, width, type, and location of utility strips. 9 Page 105 of 171 • Location of curbed sections. • Width and type of medians. • Width of clear zones. • Location and percent of grades. • Horizontal curve radii. • Intersection geometry and conditions. • Parking regulations and conditions within the project limits. • Right-of-Way width (may be shown on a plan with references to the plan). • Condition and adequacy of guiderail, median barriers, and impact attenuators. • Location of traffic control features and their conformity with the latest guidelines for such features. • Provisions for pedestrian and bicyclists. • Traffic signals • The existing conditions and roadway sections at all affected intersections. • Expected future conditions (assuming the null alternative). • Existing mainline speed limit (and whether the speed limit is posted or not), and existing operating speeds (85th percentile speeds in most cases) at road crossings. • Existing vehicular access control (full control, partial control, or uncontrolled) and whether existing driveway entrances comply with local standards or policies at road crossings. • Existing pavement, shoulder, and sidewalk surface conditions with the project limits. • A general assessment of drainage conditions within the project limits. • A list of all utilities, and the respective owners that are within the project's existing right- of-way. (A table format for the above information is recommended; a plan or typical section may be used where appropriate). 2.04 Accident Data and Analysis The Consultant will obtain accident data from the NYSDOT or the Town for the last three (3) years and prepare associated summary tables. The analysis of the data will be summarized and will note any clusters of accidents or patterns implying inadequate geometrics, or other safety problems, within the project limits. 2.05 Traffic Counts The Consultant will provide traffic count data for existing conditions, growth factors for forecasting, and forecast data, in accordance with the requirements noted in the NYSDOT Traffic Monitoring Standards for Contractual Agreements Manual. The Consultant will provide flow diagrams for appropriate peak periods (e.g., AM, noon, PM) showing existing and design year volumes on the mainline, on each approach of all intersections, and at major traffic generators. 2.06 Capacity Analysis The Consultant will perform capacity analyses using the latest version of the Transportation Research Board's Highway Capacity Manual at mainline and intersection locations within the project limit to determine: • Existing level of service. • Design year level of service. 10 Page 106 of 171 • Estimates of the duration of the poor level of service where it occurs during commuter travel periods. The Consultant will develop project travel speed and delay estimates for the peak hour and average hour for: • Existing traffic conditions. • Design year traffic for the null alternative. 2.07 Future Plans for Roadway and Coordination with Other Projects The Consultant will incorporate the Madison Avenue GIGP and Townwide Drainage Improvement project into the design and construction of this Roundabout project. The Town will determine the influence, if any, of other existing or proposed projects or proposed developments in the vicinity of this project (e.g., whether a nearby development would influence this project's design traffic volumes). The Town will provide all necessary information pertaining to the other projects or developments. 2.08 Soil Investigations The Consultant will determine the boring locations, diameters, and sampling intervals; designate soil boring numbers; stake out the locations; take the soil borings; document the resulting subsurface information; and survey and map the actual boring locations. 2.09 Hydraulic Analysis— Not Applicable 2.10 Bridges to be Rehabilitated — Not Applicable 2.11 Pavement Evaluation A full pavement evaluation is not required. A summary of the existing pavement conditions and needs will be included in the Design Approval Document. 11 Page 107 of 171 Section 3 - Preliminary Design 3.01 Design Criteria The Consultant will identify the applicable design standards to be used for this project and will establish project-specific design criteria in accordance with the NYSDOT LPM and as required by the Town and HUD. The Town will approve the selected project design criteria and will obtain funding source concurrence, if applicable. 3.02 Development of Alternatives A. Selection of Design Alternative(s) The Consultant will identify and make rudimentary evaluations of potential design alternative concepts that would meet the Town's defined project objectives. These evaluations are not to be carried beyond the point of establishing the feasibility of each concept as a design alternative; only those significant environmental and geometric design constraints that bear on the feasibility should be identified. For each concept the Consultant will prepare rudimentary sketches of plan, profile, and typical section views which show: • On plan: proposed centerlines; pavement edges; sidewalk/multi-use path edges, curve radii and termini; and existing ROW limits. • On profile: Assume profiles are not required. • On typical section: Pavement edge, shoulder widths, sidewalk, curbs, sidewalks, ditches; gutters; curbs; and side slopes for existing roads at road crossings. • Where necessary: important existing features. • Where pertaining to feasibility: significant environmental and geometric design constraints, labeled as such. Assume these sketches will include only the minimum information needed to select design alternatives to be studied in further detail. The Consultant will meet with the Town and applicable agencies to discuss the concepts (if any), using the sketches as discussion aids to describe the relative order-of-magnitude costs, advantages, disadvantages, and problem areas of each. From these concepts the Town will select one design alternative for further development. B. Detailed Evaluations of Alternative The Consultant will further evaluate the preferred design alternatives and the null alternative with specific engineering analyses and considerations. Analyses will be conceptual and limited to determining the relative suitability of each design alternative, and will include the following features as necessary: • Design geometry, including the identification and comparison of alignment constraints and (where applicable)justification for retaining nonstandard design features, per the "Local Projects Manual." • Environmental constraints and potential environmental impact mitigation measures (identified under Section 4 tasks). • Safety considerations, including signs 12 Page 108 of 171 • Surface treatment • Structures, including retaining walls and building alterations • Drainage. • Maintenance responsibility. • Maintenance and protection of traffic during construction. • Soil and foundation considerations. • Utilities. • Right-of-way acquisition needs • Conceptual landscaping (performed by a Registered Landscape Architect). • Accessibility for pedestrians, bicyclists and the disabled. • Lighting. • Construction cost factors. The Consultant will prepare the following drawings for each design alternative analyzed: • 1"=40' plans showing (as a minimum) stationed centerlines; roadway geometrics; major drainage features; construction limits; cut and fill limits. • Assume profiles are not required. • Typical sections showing (as a minimum) lane, median, and shoulder widths; sidewalks, ditches, gutters, curbs, and side slopes. The Consultant shall contact the owners of public and private utilities within the project limits to identify potential conflicts in each alternative. The estimated costs of relocation, if determined to be reimbursable by the project, should be included in the Design Approval Document for each alternative. 3.03 Cost Estimates The Consultant will develop, provide, and maintain a cost estimate for the design. The Consultant will update the estimate periodically and as necessary to incorporate significant design changes. 3.04 Preparation of Draft Design Approval Document For this project the Design Approval Document (DAD)will be a brief basis of Design Memo. The Town will make all determinations not specifically assigned to the Consultant which are needed to prepare the Draft DAD. The Consultant will prepare a Draft DAD, which will include the results of analyses and/or studies performed in other Sections of this document. The Consultant will submit 1 electronic copy (PDF format) of the Draft DAD to the Town for review and applicable agencies. The Town will review the Draft DAD and provide the Consultant with review comments. The Consultant will revise the Draft DAD to incorporate the comments. 3.05 Advisory Agency Review The Consultant will provide the Town with 1 copy of the signed Draft DAD for distribution to advisory or funding agencies. The Town will distribute the Draft DAD to the advisory or funding agencies. 13 Page 109 of 171 The Consultant will assist the Town in evaluating and preparing individual responses to the review comments received. 3.06 Public Information Meeting(s) and/or Public Hearing(s) A. Public Information Meeting(s) The Consultant will assist the Town at one (1) public information meeting with advisory agencies, local officials, and citizens, at which the Consultant will provide visual aids, a PowerPoint presentation, graphics, modeling results, and present the technical discussion of the project. B. Public Hearing(s)— Not Applicable 3.07 Preparation of Final Design Approval Document The Town will obtain all necessary approvals and concurrences and will publish all applicable legal notices. The Consultant will prepare the Design Recommendation and will modify the DAD to include the Design Recommendation, retitle the DAD, and update existing conditions and costs as necessary. The Consultant will incorporate changes resulting from the advisory agency review and all public information meetings and public hearings. The Consultant will submit 1 electronic copy of the Final DAD to the Town for review. The Town will review the Final DAD and provide the Consultant with review comments. The Consultant will revise the Final DAD to incorporate the comments. The Town will submit 1 electronic copy of the Final DAD, supplied by the Consultant, to HUD for a Final Environmental Determination. The Consultant will again revise the Final DAD to incorporate changes (assumed minor) resulting from the HUD review. It is expected that the Town will grant Design Approval. 14 Page 110 of 171 Section 4 — Environmental 4.01 NEPA Classification The Consultant assumes that the Proposed Project will meet the definition of a Categorical Exclusion as defined by 24 CFR 58.35, specifically 24 CFR 58.35(a)(1): "Acquisition, repair, improvement, reconstruction, or rehabilitation of public facilities and improvements (other than buildings) when the facilities and improvements are in place and will be retained in the same use without change in size or capacity of more than 20 percent (e.g., replacement of water or sewer lines, reconstruction of curbs and sidewalks, repaving of streets)." Implementation of the Proposed Project is therefore subject to applicable Federal environmental laws and authorities listed in 24 CFR Part 58 (§58.5 and §58.6). The environmental review process provides a means for public agencies to systematically review proposed discretionary actions for the purpose of identifying the effects those actions may have on the environment. 4.02 SEQRA Classification The Consultant will assist the Town in complying with SEQRA(6 NYCRR Part 617). The project is assumed to be an Unlisted Action under SEQRA. The Town is assumed to be the Lead Agency. Consultant tasks include, but are not limited to: • Drafting letters to be sent by the Town to involved agencies as part of a coordinated review process to determine the lead agency. • Drafting Short Environmental Assessment Form(s)— Parts 1, 2, and 3. • Drafting a Declaration of Intent to be Lead Agency resolution. • Drafting a Significance Determination resolution. • Drafting notices, as required. The Consultant will document the results of SEQRA processing in the body of the Design Approval Document (DAD) and will include documentation of the final SEQRA determination in the Appendix of the DAD. 4.03 Screenings and Preliminary Investigations The Consultant understands that the Town is assuming HUD's environmental review responsibilities and serving as the Responsible Entity ("RE") for the environmental review under Part 58. Should the above Categorical Exclusion citation be acceptable to the RE, the Consultant assumes that the RE would determine that the Proposed Project represents an action for which no Environmental Assessment ("EA") or Finding of No Significant Impact ("FONSI") is required. The Consultant assumes that a Statutory Checklist will satisfy the RE and HUD's environmental review requirements for the Proposed Project under Part 58. In order to meet these requirements, the Consultant will prepare a Statutory Checklist (including all required maps and figures) and supplemental analyses related to historic preservation and contamination for incorporation into the Statutory Checklist, as listed below. If the scope of the Proposed Project changes, or the Sponsor requests a different analysis framework or additional supplemental analyses, the Consultant will submit a revised scope and cost estimate at that time. Statutory Checklist The Consultant will complete HUD's Statutory Checklist (including all required graphics, photographs, etc.) to cover the full extent of the Project Area and activities proposed. The Statutory Checklist will cover the following federal statutes, executive orders and regulations listed at 24 CFR§58.5 and §58.6: 15 Page 111 of 171 • Airport Hazards (24 CFR Part 51 Subpart D) • Coastal Barrier Resources (Coastal Barrier Resources Act, as amended) • Flood Insurance (Flood Disaster Protection Act of 1973 and National Flood Insurance Reform Act of 1994) • Clean Air Act • Coastal Zone Management Act • Contamination and Toxic Substances (24 CFR Part 50.3(i) and 58.5(i)(2) • Endangered Species Act • Explosive and Flammable Hazards (24 CFR Part 51 Subpart C) • Farmland Protection Policy Act • Floodplain Management (Executive Order 11988) • Historic Preservation (Section 106 of the National Historic Preservation Act of 1966) • Noise Abatement and Control (24 CFR Part 51 Subpart B) • Sole Source Aquifers (40 CFR Part 149) • Wetlands Protection (Executive Order 11990) • Wild and Scenic Rivers Act • Environmental Justice (Executive Order 12898) Historic Preservation The provision of federal grant funding requires the New York State Historic Preservation Office (SHPO)to make a determination of the project's potential effects on historic and cultural resources under Section 106 of the National Historic Preservation Act of 1966 ("Section 106"). The Consultant will coordinate the Section 106 consultation with SHPO through a project submission to the agency's Cultural Resource Information System ("CRIS"). The Consultant will coordinate with the project team to provide SHPO, via CRIS, with the information necessary so that SHPO may make a determination of effects on historic resources pursuant to Section 106. The CRIS submittal will include a project description, a delineation of the Area of Potential Effect ("APE"), and information regarding the vertical and horizontal limits of disturbance and any potential for indirect effects. The submittal will also include information on known historic properties within and adjacent to the Project Area, including their locations and historic status, and photographs of each. Any properties that are 50 years old or older located entirely or partially within the Project Area would also be photographed and identified. Based on the nature of the project area, the Consultant assumes that proposed ground disturbance would occur only within previously disturbed areas and that SHPO will not require that archaeological investigations be completed as part of the Proposed Project. Assume no effect on archeological resources. It is assumed that the project will have no adverse effects on historic architectural resources and that no supplemental architectural resources surveys or additional consultation under Section 106 will be required beyond the initial CRIS submittal. The Consultant will include outreach to indigenous nations (THPO) or other consulting parties. Should OPRHP have substantial comments or require further information or submissions beyond the initial the initial CRIS submission, the Consultant will consult with the Town to determine the scope of work and cost estimate to complete the OPRHP consultation. Contamination And Toxic Substances To complete the statutory checklist requirements for contamination and toxic substances, information from an environmental desktop study will be utilized, comprised of a review of available documentation, that may include regulatory databases and available historic records such as historical maps and/or aerial photographs. Any supplemental reports required by the reviewing agencies will be relied upon. The Consultant will prepare a summary of the desktop study as discussed above. 16 Page 112 of 171 Phase I Environmental Site Assessment A Phase I Environmental Site Assessment is assumed to be required. If requested, the Consultant will prepare an updated Phase I Environmental Site Assessment (Phase I ESA) for the project area in accordance with ASTM E1527-13 and HUD requirements. Floodplain Management (EO 11988) Based on a review of flood insurance rate maps available from the Federal Emergency Management Agency (FEMA), the project area is not within a mapped floodplain. Assume no permits or mitigation measures are necessary. General Ecology and Endangered Species The Consultant will evaluate the nature, extent, and significance of potential impacts (including impacts during construction) for each project alternative on fish, wildlife, and habitat. This analysis will include general determinations of amount and type of vegetation to be disturbed, special habitats that might be impacted, and possible interruption of fish and wildlife movements (e.g. blockage of fish movement through culverts, interruption of deer movement by fences, etc.). The Consultant will determine appropriate avoidance, minimization of harm, and mitigation measures to compensate for project impacts. The Consultant will coordinate with involved State and Federal resource agencies (New York State Department of Environmental Conservation (NYSDEC), U.S. Fish and Wildlife Service (USFWS), National Marine Fisheries Service (NMFS)), as appropriate. Letters or other resource results will be obtained from involved agencies to document the likely presence or absence of endangered, threatened, or rare species in the project area; these records will be included in the Appendix of the DAD. Based on the results of agency coordination, the Consultant will determine the likely presence or absence of endangered, threatened, or rare species within project boundaries, assess potential impacts of each design alternative on such species and their habitats, and, as necessary, determine measures for avoidance, mitigation, and minimization of harm. The Consultant will determine whether an Endangered and Threatened Species Survey is warranted. The Consultant shall notify the Town if a study is warranted and shall not begin the study until receiving authorization from the Town. Such a survey, if required, would be completed as a supplemental task. Project Management and Meetings This task includes initial strategizing for the environmental review process as well as a variety of planning and scheduling tasks as the project moves forward. The Consultant will assist with strategy planning efforts, participate in meetings or calls the team and/or reviewing agencies. If necessary, this task will also be utilized for the following tasks: • Preparation of a Request for Release of Funds (RROF) form and related Notice of Intent publication; and • Data entry tasks related to HUD's HEROS online record keeping system. Documentation of the environmental reviews will be included in the basis of Design Memo. 4.04 Detailed Studies and Analyses Based on the work performed in Section 4.03, the Consultant will determine whether detailed analysis or study is required. Prior to commencing such detailed study or analysis, the Town must concur with the Consultant's determination. Detailed study or analysis work will be performed and documented as required by HUD, 17 Page 113 of 171 Detailed study or analysis may include: A. General Ecology and Endangered Species —Assume a Habitat Assessment (technical memorandum)will be required. B. Ground Water—Assume Not Required C. Surface Water—Assume Not Required D. State Wetlands —Assume Not Required E. Federal Wetlands —Assume Not Required F. Floodplains —Assume Not Required G. Coastal Zone Management—Assume Not Applicable H. Historic Resources — Initial consultation submission on CRIS - assume no additional studies will be required. I. Parks -Section 4(f) and Section 6(f) Evaluations —Assume Not Required J. Hazardous Waste—Assume Not Required K. Asbestos —Assume Not Required L. Noise—Assume Not Required M. Air Quality—Assume Not Required N. Energy—Assume Not Required O. Farmlands —Assume Not Required P. Visual Impacts—Assume Not Required 4.05 Permits and Approvals The Consultant will obtain all applicable permit(s) and certification, including but not necessarily limited to: • NEPA Automatic Categorical Exclusion • SEQR Significance determination • Section 106 Effect Determination consultation with NYS Office of Parks, Recreation, and Historic Places • NYSDEC State Pollution Discharge Elimination System (SPDES) General Construction Permit: GP-0-25-001 • NYSTA Work/Occupancy Permit/Approval 18 Page 114 of 171 Section 5 - Right-of-Way 5.01 Abstract Request Map and/or Title Search The Right-of-Way acquisition process will follow the standards set forth by NYSDOT and the Local Projects Manual as that process follows federal requirements and the Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA). It is anticipated that HUD requires the ROW acquisition process to follow federal requirements set forth in the URA. The Consultant will complete any forms required by HUD, and if any discrepancies arise between the two processes, the HUD process will take precedent. 5.011 Review and Analysis of Right of Way Requirements The Consultant will undertake an on-going review and analysis of right-of-way requirements for the project. The review may include: o Preliminary engineering design o Preliminary right of way plans and acquisition maps o County Tax Maps o Municipal Zoning Regulations and Maps o Aerial photography o Other pertinent project information The analysis may include: o The number of affected parcels o The zoning classification for each parcel o Estimated size of the acquisition o Potential impacts to improvements The Consultant will determine the current owner of the affected properties by reviewing public information records at the county tax assessor's office. The ownership will be verified by obtaining and reviewing a copy of the last deed of record at the county clerk's office. 5.012 Title Research 5.0121 For the acquisition of temporary easements, the Consultant will determine property title ownership through county tax assessment records and will verify the ownership through examination of the last deed of record. 5.0122 For the acquisition of real property rights estimated at $10,000 or less, the Consultant will perform a Last Owner Title Search. The Last Owner Title Search will be the last recorded deed that conveys a full fee interest to the last owner or owners of record. The Last Owner Title Search will not begin with a deed where the grantor and grantee are in some way related without full consideration having been paid. 5.0123 For the acquisition of real property rights estimated between $10,001 and $40,000, the Consultant will perform a Twenty-Year Title Search. The Twenty- Year Search will start with a deed that conveys complete and indefeasible title, which has been executed and of record at least twenty years prior to the search date. The Twenty-Year Search will not begin with a deed where the grantor and grantee are in some way related without full consideration having been paid. 19 Page 115 of 171 5.0124 For the acquisition of real property rights estimated at greater than $40,000, the Consultant will prepare a Title Abstract. The Title Abstract will start with a warranty deed that has been executed and of record at least forty years prior to the date of the search. 5.013 Title Review and Certification -The Consultant will subcontract with a qualified, NYS licensed attorney to issue Certificate of Title on all fee property acquisitions and obtain title insurance as required. The Consultant will submit the Title Certifications to the Town. 5.0131 For the acquisition of real property rights estimated at $10,000 or less, the Consultant's Attorney will review the Last Owner Title Search and issue a Limited Last Owner Title Certification. 5.0132 For the acquisition of real property rights estimated between $10,001 and $40,000, the Consultant's Attorney will review the Twenty-Year Title Search and issue a Limited Twenty-Year Title Certification. 5.0133 For the acquisition of real property rights estimated at greater than $40,000, the Consultant's Attorney will review the Abstract and issue a Title Certification. 5.0134 The Town will acknowledge receipt of each Title Certification and provide the Consultant, on a per parcel basis, with a list of the property owners and other compensable property interests. The Town will respond in writing within ten (10) days of receipt of each Title Certification. 5.02 Right-of-Way Survey • Research and obtain deeds and other record information to establish reputed owners of properties in and adjacent to the project limits. • Provide owner names, tax account numbers, and book/page of deed and house number for each property in the project limits. • Determine the location of the existing highway boundary. Highway boundary will be incorporated into the base mapping. Any record plans that exist will be provided by the Town. In areas of potential acquisitions, both the highway boundary and the individual property lines will be determined accurately. • All efforts will be made to recover property line markers and any permanent survey markers set by others. • The Consultant will place ROW and easement lines on the plans, denoting the owner's names, tax map numbers, and book/page of deed and list for each property on the ROW within the project limits. 5.03 Right-of-Way Mapping • All right of way mapping will be in English dimensions. The Consultant will prepare all map revisions or additions which are determined necessary during the construction of the project. • All right of way mapping will be in English dimensions. The Consultant will prepare all map revisions or additions which are determined necessary during the construction of the project. • Produce an anticipated two ROW maps in accordance with the NYS DOT ROW Mapping Procedure Manuel, or as directed. 5.04 Right-of-Way Plan The Consultant will prepare the Right-of-Way Plan(s) in accordance with the LPM. The Consultant in the preparation of one (1) review and revision to the Right-of-way Plan(s) if necessary. 20 Page 116 of 171 5.05 Right of Way Cost Estimates—The Consultant will provide cost estimates for the right of way to be acquired by the Town on all alternatives being considered and will provide updated estimates, as necessary. 5.06 Public Hearings/Meetings—Assume not Required. 5.07 Property Appraisals— For each parcel requiring the acquisition of property rights, the Consultant will conduct a real property appraisal and prepare a real property appraisal report to determine the fair market value of the proposed acquisition. The Consultant will contact the owner or his/her designated representative in writing prior to completing the appraisal to extend the opportunity to accompany the appraiser during the property inspection. 5.071 Preliminary Property Owner Interview—The Consultant will conduct 1 preliminary interview with each property owner(s) or the property owner's designated representative. Other than absentee property owners, a reasonable attempt will be made to conduct the preliminary contact on a face-to-face basis. Absentee property owners and those local property owners not able to be interviewed face-to-face may be contacted via telephone and certified mail. The purpose of preliminary contact includes: o Delivery of notices of intent to acquire, if necessary o Delivery of right-of-way acquisition brochures o Explanation of right of way and construction plans o Informing of right to accompany appraiser o Determining the need for additional action regarding right of way boundaries, errors and omissions in plans and/or other documents o Prepare Physical Inspection Report 5.072 Real Property Appraisal Reports -The Consultant will subcontract the services of an appraiser to complete real property appraisals and appraisal reports required for each parcel or ownership indicated on the Right of Way Plan. The Consultant will ensure that all real property appraisals and real property appraisal reports are prepared by qualified appraisers who are, as defined by the New York State Department of State, Certified General Real Estate Appraisers. The Consultant will ensure that all real property appraisals and real estate appraisal reports conform to the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. The Uniform Standards of Professional Appraisal Practice contains a Certification of Appraiser. In addition, the Consultant must certify the following: "The property owner or his/her designated representative was given an opportunity to accompany the appraiser during the property inspection" "Any decrease or increase in the fair market value of the real property prior to the date of valuation caused by the public improvement for which such property is acquired, or by the likelihood that the property would be acquired for such improvement, other than that due to physical deterioration within the reasonable control of the owner, will be disregarded in estimating the compensation for the property." 21 Page 117 of 171 The Consultant will provide 1 original bound real property appraisal report with photocopies of photos for each acquisition. 5.0721 For uncomplicated acquisitions of real property rights valued at less than $125,000, the Consultant will prepare a Limited Appraisal Report (LAR). The LAR will consist of a limited appraisal with a restricted use appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal. 5.0722 For acquisition of entire real property interests, the Consultant will prepare a Full Take Appraisal Report. The Full Take Appraisal Report will consist of a complete appraisal with a summary appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.0723 For partial acquisition of real property rights valued at$25,000 or more with no indirect damage to improvements, the Consultant will prepare a Before and After(land only) Appraisal Report. The land only Before and After Appraisal Report will consist of a limited appraisal with a summary or restricted use appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.0724 For partial acquisition of real property rights valued at$25,000 or more with indirect damages to improvements, the Consultant will prepare a Before and After Appraisal Report. The Before and After Appraisal Report will consist of a complete appraisal with a summary appraisal report as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.0725 For acquisitions of real property rights valued over$300,000, the Consultant will prepare two independent appraisal reports. The appraisal report will consist of a complete appraisal with summary appraisal reports as provided for in the Uniform Standards of Professional Appraisal Practice, Standard 1, Real Property Appraisal Development, and Standard 2, Real Property Appraisal, Reporting. 5.08 Appraisal Review—The Consultant will perform a separate review of each appraisal. The Consultant will ensure that all real property appraisal reviews are performed by a qualified appraiser who is, as defined by the New York State Department of State, Certified General Real Estate Appraisers. The appraisal review will be completed in conformance with the Uniform Standards of Professional Appraisal Practice, Standard 3, Real Property Appraisal Review, Development, and Reporting. The Consultant will review the appraisal reports for compliance with state and federal standards. The Consultant will take corrective actions. The review appraiser will: o Identify and make corrections to mathematical calculations and typographical errors, if necessary o Assure real property appraisal development and reporting are in accordance with the appraisal subcontract o Assure real property appraisal development and reporting are complete and meet the Uniform Standards of Professional Appraisal Practice standards 22 Page 118 of 171 o State the basis for the fair market value conclusion and provide breakdowns adequate for New York State audit, HUD eligibility review, and for negotiation purposes. The Consultant will provide the Town with the highest approved appraised amount for each property rights acquisition. 5.09 Negotiations and Acquisition of Property 5.091 Just Compensation -The Town will establish just compensation for each property rights acquisition. In no event shall the Just Compensation amount be less than the Town's highest approved appraisal. Because time is of the essence, the Town will provide the just compensation amounts in writing to the Consultant within 10 days of its receipt of the preliminary appraisal reviews from the Consultant. 5.092 Written Offer-The Consultant will prepare a written offer for each acquisition of real property. The amount of the offer will be the amount established by the Town as just compensation. The written offer will include the following: o A statement of the just compensation amount o Separate indications of the compensation offered for the property acquired and for damages to the remaining property, if applicable (when only a part of the property is acquired) o A summary statement, which will include: o the basis for the just compensation amount o a description and location identification of the real property o the interest in the real property being acquired o where appropriate, the statement will identify any separately held ownership interest in the property (i.e. tenant-owned improvement) and indicate that the interest is not covered by the offer o Additional information the Consultant and/or the Town deems appropriate or required 5.093 Deliver Offer-The Consultant will deliver the written offer, plats, unsigned agreements and releases to the appropriate property owners or his/her designated representative. The Consultant will meet with the appropriate property owners or his/her designated representative to explain the written offer, plats and unsigned agreements. The Consultant will conduct additional negotiation sessions with the appropriate property owners or his/her designated representative to negotiate a settlement. The Consultant will make all reasonable efforts to contact personally each property owner(s) or designated representative. Absentee and unsuccessful personal contacts may be made by certified mail. The Consultant will maintain a detailed diary of each substantial contact with property owner(s). The diary will be signed and dated by the person responsible for the contact. The diary entries will be on a parcel-by-parcel basis: o Substantial contacts o Efforts to achieve amicable settlements o Responsiveness to owners' counter proposals o Suggestions for changes in plans 23 Page 119 of 171 The records should include the principal activities undertaken by the agent, such as: o parties contacted o date and location of contact o offers made [dollar amounts] o counteroffers received o property owner's comments o reason(s) settlement could not be reached 5.094 Purchase Agreements -The Consultant will submit real property acquisition documents to the Town for recommended action on settlements: o Approval of negotiated settlements o Action on proposed administrative settlements o Referral to the Town attorney for initiation of eminent domain proceedings Because time is of the essence, the Town will provide a written response to the Consultant within 10 days of its receipt of the acquisition documents from the Consultant. 5.095 Revisions to Just Compensation - The Consultant will consider any presentations made by the property owner which might affect the value of the property. The Consultant may make recommendations to the Town to adjust the written offer. The Town may revise the just compensation based on the information provided by the property owner. The Consultant will document the justification for revising the just compensation. The Consultant will prepare and promptly deliver a revised written offer to the property owner. 5.096 Administrative Settlements -The Consultant and/or the Town may recommend administrative settlements. Administrative settlements are settlements in excess of the Town's just compensation determination. The Town will have final approval to authorize administrative settlements. The Consultant will provide the written justification for the Administrative Settlement. The written justification will include all information necessary to support the settlement; such as: o The approved offer of just compensation o A summary of the acquisition agent's record of negotiations o Reference to all appraisal reports (including the owner's appraisal report) o Recent court awards and their relationship to the proposed administrative settlement o A discussion of diverse valuation issues (i.e. probable range of testimony as to fair market value by both parties) o The trial cost estimate o The opinion of legal counsel o The identification of the responsible agency official who has the authority to approve administrative settlements o The recommendation and signatures of all individuals proposing the settlement 24 Page 120 of 171 The Consultant will prepare and promptly deliver a revised written offer to the property owner. 5.097 Transfer of Title -The Town will not require any property owner to surrender possession of real property before the Town pays the agreed purchase price. 5.0971 The Consultant will conduct necessary title curative work. For real property acquisitions valued at $10,000 or less, the Consultant will clear only the possessory interest. For real property valued at greater than $10,000, the Consultant will clear all interests in the property. Title curative work may include partial releases of mortgage, lien subordination agreements, and lien satisfactions. 5.0972 The Consultant will perform a calculation to prorate real property taxes for each fee and permanent easement acquisitions. The Town will pay all tax prorations over$25.00. 5.0973 The Consultant will prepare closing documents for each acquisition. The closing documents will include a closing statement, instrument, real estate transfer tax return, and real property transfer report. 5.0974 The Consultant will deliver the title instrument(s)to the title attorney subcontracted by the Consultant for review and approval. 5.0975 The Consultant will schedule and hold the closing. Because time is of the essence, the Town will pay the just compensation at the time the property owner(s) signs all required closing documents. The transfer of title to the agency may also require the payment of incidental expenses by the owner, the Town, or the Consultant. The Town will pay appropriate reimbursable expenses to the property owner(s) and/or the Consultant. 5.0976 The Consultant will promptly file all deeds or conveyance documents in the Town Clerk's Office. 5.098 Right of Way Certification -The Consultant will prepare the Right of Way Certificate, or other forms as required by HUD. 5.10 Relocation Assistance - No services required. 5.11 Property Management- No services required. 25 Page 121 of 171 Section 6 - Detailed Design 6.01 Advance Detail Plans (ADP) The Consultant will develop the approved design alternative to the ADP stage. At this stage all plans, specifications, estimates and other associated materials will be 60% complete. The anticipated sheets for the 60% ADP submittal are: • Title Sheet • General Notes and Index • Legends and Abbreviations • Estimate of Quantities • Erosion and Sediment Control Details and Notes • Typical Sections • Traffic Control Plans and Details • General Plans (1:40) • Miscellaneous Details • Miscellaneous Tables The Consultant will prepare and submit 1 electronic PDF copy of the ADP's to the Town, plus 1 copy to reviewing agencies, for review. The Consultant will modify the design to reflect the review of the ADP package. 6.02 Contract Documents The Consultant will prepare a complete package of bid-ready contract documents. The package will include: • Instructions to bidders • Bid documents • Contract language, including applicable federal provisions and prevailing wage rates (with Town supplied information) • Special notes • Specifications • Utility Agreements (if necessary) • Plans • A list of supplemental information available to bidders (i.e., subsurface exploration logs, record as-built plans, etc.) • Other pertinent information including other Town supplied information. • Drainage design consistent with adjacent Town projects and policy's. The Consultant will submit the contract documents to the Town for approval. Upon approval, the Town will submit 1 copy of the contract documents to HUD. The items listed below are to be included in the submission at least one (1) month prior to the anticipated placement of advertisement for bids. • Signed set of plans • Project proposal • Engineers estimate of construction cost • Signed ROW Clearance certificate • Signed utility schedules and agreements • Construction management plan • Scope of services for construction inspection • Estimated cost of construction inspection 26 Page 122 of 171 The submission will be reviewed and discussed with the Consultant if changes are necessary. 6.03 Cost Estimate The Consultant will develop, provide, and maintain the construction cost estimate for the project. The Consultant will update the estimate periodically and as necessary to incorporate significant design changes, and will develop and provide the final Engineer's Estimate, including all quantity computations. 6.04 Utilities A. Utilities Inventory Report— Immediately after receipt of Design Approval, the Consultant shall prepare and submit to the Town and NYSDOT, a preliminary Utilities Inventory Report, indicating ownership and impacts to existing utilities by the proposed work. This report shall be prepared in accordance with Chapter 10 of the Local Projects Manual (see Appendix 10-5 for the form and instructions). B. Initial Contact Letter—The Consultant shall subsequently prepare and send a letter to each utility located within the project limits, and include copies of the preliminary Utilities Inventory Report, plans, typical sections, and cross-sections for the project. The letter should clearly request that the utility provide a color-coded set of plans showing the existing facilities, as well as the proposed relocation, schedules, and estimate of costs for the reimbursable work. C. Coordination with Utility Schedule—After receipt of the information requested in Task 6.05.B, the Consultant shall prepare and submit Coordination with Utility Schedule in accordance with Chapter 10 (see Appendix 10-6 for a sample and instructions). This schedule shall be included in the Utility Work Agreements, as well as the contract documents. D. Utility Work Agreements—The Consultant shall prepare a Utility Work Agreement for each utility impacted by the project. The agreement shall be prepared in accordance with Chapter 10 of the Local Projects Manual (see Appendix 10-7 thru 9 for samples and instructions), and submitted to NYSDOT for approval and signature, if required. The agreements must be signed by all parties prior to advertising of the contract. E. Notice to Utilities —The Consultant shall give notice to each utility as to the schedule of letting and award of the project, including the tasks and schedules contained in the "Coordination with Utility Schedule". 6.05 Railroads - Not applicable 6.06 Bridge Inventory and Load Rating Forms - Not applicable 6.07 Information Transmittal Upon completion of the contract documents, the Consultant will transmit to the Town all project information, including electronic files. The electronic information will be PDF Format. 27 Page 123 of 171 Section 7 - Advertisement, Bid Opening, and Award 7.01 Advertisement The Consultant will prepare the advertisement for bids to be placed in the NYS Contract Reporter and any other newspaper or publication identified by the Town. The Consultant will submit the ad(s)to the Town for review and will revise the ad(s) to reflect comments generated by that review. Upon approval by the Town, the Consultant will place the advertisements. Advertisements for Bidding will be placed after"Authorization to Advertise" is granted to the Town by HUD. 7.02 Bid Opening (Letting) The Town will hold, and the Consultant will attend, if necessary, the public bid opening. 7.03 Award The Consultant will analyze the bid results. The analysis will include: • Verifying the low bidder. • Ensuring receipt of all required bid documents (non-collusive bid certification, debarment history certification, possible D/M/WBE information, etc.). • Breaking the low bid into fiscal shares, if necessary. • Determining whether the low bid is unbalanced. • For pay items bid more than 25% over the Engineer's Estimate: o Checking accuracy of quantity calculations. o Determining appropriateness of price bid for work in the item. • Determining whether the low bidder is qualified to perform the work, including meeting all requirements in bid documents. The Consultant will assist the Town in preparing and compiling the package of information to be transmitted to HUD. The Town will award the contract. 28 Page 124 of 171 Section 8 - Construction Support (By Supplemental Agreement) Section 9 - Construction Inspection (By Supplemental Agreement) 29 Page 125 of 171 Section 10 - Estimating and Technical Assumptions 10.01 Estimating Assumptions The following assumptions have been made for estimating purposes: Section 1 Estimate 8 virtual meetings during the life of this agreement. Estimate 18 cost and progress reporting periods will occur during the life of this agreement. Assume 4 subconsultants and 2 subcontractors Section 2 Estimate 2 crew days of supplemental survey will be required. Estimate 30 crashes will require analysis Estimate 1 traffic count will be required. Estimate 2 soil borings, infiltration tests, and hazard material sampling will be taken. Section 3 Estimate 2 Design Alternative Concepts will be evaluated in addition to the null alternative. Assume 2 Design Progress and Alternatives Review meetings with the Town and HUD. Estimate 2 cost estimate(s) plus 1 update will be required. Estimate 1 Public Information Meeting will be held during the preliminary design phase. Estimate 1 submission of the Draft Design Memo and 1 submission of the Final Design Memo will be required. Section 4 Estimate 1 environmental permit will be required. Estimate 1 memorandum will be required to document presence/absence of endangered species habitat assessment, but no Endangered/Threatened Species Survey will be required. Estimate that 1 submission to CRIS (SHPO)will be made and that no additional studies will be required. Assume a determination of"No- Effect" or"No Adverse Effect" will be received. Estimate that 2 materials will be collected and analyzed for lead-based paint and 2 materials will be collected and analyzed for asbestos. A Phase 1 Environmental Site Assessment will not be required. 30 Page 126 of 171 Section 5 5.011 Estimate 1 meeting(s) with the Town. 5.0121 Estimate 0 temporary easement title search 5.0122 Estimate 3 last owner title searches 5.0123 Estimate 0 20 year title searches 5.0124 Estimate 0 full abstracts. 5.0131 Estimate 3 last owner title certifications. 5.0132 Estimate 0 20 year title certifications. 5.0133 Estimate 0 full abstract certifications. 5.03 Estimate 2 acquisition map reviews. 5.05 Estimate 1 right of way cost estimate(s). 5.061 Estimate 0 Informational Meetings 5.062 Estimate 0 EDPL Public Hearings 5.071 Estimate 3 Preliminary Property Owner Interviews. 5.0721 Estimate 3 Limited Appraisal Reports. 5.0722 Estimate 0 Full Take Appraisal Reports. 5.0723 Estimate 0 Before &After(land only)Appraisal Reports. 5.0724 Estimate 0 Before &After Appraisal Reports. 5.0725 Estimate 0 properties requiring two independent appraisal reports. 5.08 Estimate 3 appraisal reviews. 5.09 Estimate 1 meetings with the Town. 5.092 Estimate 3 offer packages. 5.093 Estimate 3 negotiation contacts per property owner. 5.095 Estimate 2 revisions to Just Compensation 5.096 Estimate 2 Administrative Settlements. 31 Page 127 of 171 5.0971 Estimate 0 partial release(s) of mortgage. Estimate 0 Lien subordination agreements. Estimate 0 Lien satisfactions. Estimate 1 miscellaneous title curative issues. 5.0972 Estimate 0 property tax proration calculations. 5.0973 Estimate 3 closing packages. 5.098 Estimate 1 right of way certificates. Section 6 Estimate 1 cost estimate(s) plus 1 updates will be required. Estimate 3 private utility companies will be coordinated with and 3 will be affected. Estimate 2 public utility owners will be coordinated with and 0 will be affected. Estimate 1 NYSTA Work Permit will be required Section 7 PDF copies of the final contract bid documents will be distributed to prospective bidders through the BidNet Direct. The Town will place the advertisement on BidNet Direct Estimate 1 advertisement will be placed in 1 publication in addition to the NYS Contract Reporter and BidNet Direct. Assume only 1 letting will be required. Section 8 By Supplemental Agreement Section 9 By Supplemental Agreement 10.02 Technical Assumptions 1. The survey and mapping work is subject to NYS DOL prevailing wages. 2. Aerial Mapping will not be required for design. 3. Two benchmarks will be established on the site. 4. Access to the site and vicinity for surveying and other tasks will not be limited. 5. Subsurface and overhead utilities are present. Dig Safe NY shall be contacted by the Consultant and underground utilities will be marked prior to field survey. The Consultant shall coordinate with utility owners to identify ALL locations of overhead and underground utility infrastructure. Utility mapping provided by the Consultant must be comprehensive and complete. Plans for future utilities will also be requested and updated through the design process. 6. The project will be progressed in English units and in survey feet. 32 Page 128 of 171 7. In lieu of a control report, a baseline will be established, including baseline ties, and provided with the overall survey. A baseline and benchmark tie sheet will be provided by the Consultant. 8. A right-of-way (ROW) survey is required for this project. 9. Provide two days of supplemental survey to keep the survey and mapping current. 10. Access to the site and vicinity will not be limited. 11. Contract plans and cross-sections will be prepared at'% size (11"x17") in accordance with NYSDOT requirements. 12. It is assumed that utility relocation agreements will be necessary. 13. It is assumed that the State Historic Preservation Officer (SHPO) will determine the project to have "no effect." 14. It is assumed that a detailed Section 4(f) or 6(f) analysis /report will not be required. 15. Asbestos investigations will be limited to all facilities and lands within the existing and proposed project limits, including the existing three-sided concrete culvert structure. It is assumed that no ACM's (Asbestos Containing Materials) will be found. Asbestos removal/abatement, if necessary, would be added by supplemental agreement if necessary. 16. It is assumed that the preliminary hazardous waste assessment will not find conditions or materials that will require remediation or pose a significant threat to health of the environment. 17. Right-of-way easements or acquisitions are anticipated for this project. • Two (2) Fee acquisition maps are anticipated. 18. With final submission, the Consultant will submit two (2) copies of the design calculations and estimate of quantities calculations. 19. The project will be substantially complete/constructed in the 2028 construction season. 20. The following project schedule is initially anticipated: • Notice to Proceed October 2026 • Survey and Mapping October/November 2026 • Updated Project Area Traffic Analysis October 2026 • Design Concepts and Review Meeting January 2027 • Draft Design Memo February 2027 • Initiate ROW Incidental Phase March 2027 • Public Information Meeting April 2027 • Final Design Memo/Design Approval June 2027 • Advanced Detail Plans August 2027 • PS&E December 2027 • ROW Acquisition Process Completed December 2027 • Authorization to Advertise February 2028 • Letting March 2028 • Construction Start May 2028 • Construction Completed November 2028 33 Page 129 of 171 Attachment C Staffing Rates, Hours, Reimbursables and Fee Page 130 of 171 Barton&Loguidice Billing Rates for Calendar Year 2026 Travel by passenger vehicle IRS standard mileage rate(exclusive of operator time) Overnight travel&subsistence At cost Telephone,postage,delivery,etc. At cost In-house printing Unit rate schedule for printed material Field equipment&expendables Unit rate schedule Unmanned Aircraft Systems(UAS)equipment $300/day(exclusive of operator time) Outside services including lab services&printing Cost plus 15% Two-person survey crew $225/Hour Individual staff at the following hourly rates: Billing Projected 2027 Promotional Title Rate Rate Principal $320 $336 Senior Vice President $320 $336 Vice President $282 $297 Senior Associate $252 $265 Associate $237 $249 Senior Managing Engineer $227 $239 Senior Managing Hydrogeologist $225 $237 Senior Managing Industrial Hygienist $215 $226 Senior Managing Landscape Architect $200 $210 Chief Asset Management Specialist $260 $273 Chief Engineer $227 $239 Senior Project Manager $227 $239 Senior Construction Manager $200 $210 Managing Architect $180 $189 Managing Asset Management Specialist $225 $237 Managing Community Planner $162 $171 Managing Engineer $200 $210 Managing Hydrogeologist $200 $210 Managing Industrial Hygienist $162 $171 Managing Landscape Architect $177 $186 Lead Asset Management Specialist $245 $258 Lead Engineer $200 $210 Lead Environmental Scientist $165 $174 Lead Hydrogeologist $200 $210 Lead Landscape Architect $165 $174 Project Manager $190 $200 Senior Land Surveyor $165 $174 Construction Manager $170 $179 Consultant $216 $227 Senior Project Community Planner $140 $147 Senior Project Engineer $180 $189 Senior Project Environmental Scientist $152 $160 Senior Project Landscape Architect $152 $160 Senior Staff Engineer $180 $189 Senior Staff Environmental Scientist $150 $158 Senior Staff Field Scientist $175 $184 Senior Staff Hydrogeologist $150 $158 Senior Staff Sustainability Specialist $150 $158 Senior Staff Water Quality Scientist $160 $168 Land Surveyor $140 $147 Project Architect $165 $174 Project Community Planner $132 $139 Project Engineer $163 $172 Page 131 of 171 Barton&Loguidice Billing Rates for Calendar Year 2026 Travel by passenger vehicle IRS standard mileage rate(exclusive of operator time) Overnight travel&subsistence At cost Telephone,postage,delivery,etc. At cost In-house printing Unit rate schedule for printed material Field equipment&expendables Unit rate schedule Unmanned Aircraft Systems(UAS)equipment $300/day(exclusive of operator time) Outside services including lab services&printing Cost plus 15% Two-person survey crew $225/Hour Individual staff at the following hourly rates: Billing Projected 2027 Promotional Title Rate Rate Project Environmental Scientist $128 $135 Staff Architectural Designer $150 $158 Staff Asset Management Specialist $215 $226 Staff Engineer $163 $172 Staff Environmental Scientist $128 $135 Staff Field Scientist $135 $142 Staff Hydrogeologist $128 $135 Staff Industrial Hygienist $135 $142 Staff Landscape Architect $150 $158 Crew Chief $137 $144 Resident Engineer $154 $162 Asset Management Specialist II $160 $168 Assistant Landscape Architect II $135 $142 Community Planner II $116 $122 Engineer II $150 $158 Environmental Scientist II $115 $121 Hydrogeologist II $115 $121 Industrial Hygienist II $115 $121 Assistant Landscape Architect I $135 $142 Engineer I $135 $142 Environmental Scientist I $105 $111 Field Scientist I $95 $100 Industrial Hygienist I $92 $97 Architectural Designer II $135 $142 Engineering Designer II $168 $177 Architectural Designer I $123 $130 Engineering Designer I $137 $144 Senior Engineering Technician $150 $158 Engineering Technician $124 $131 Environmental Technician $92 $97 Instrument Operator $95 $100 Senior Inspector $140 $147 Construction Management Technician II $132 $139 Inspector II $132 $139 Construction Management Technician I $110 $116 Inspector I $122 $129 Construction Monitor I $92 $97 Director of Risk Management $164 $173 Senior Project Accountant $105 $111 Project Accountant $90 $95 Senior Marketing Specialist $105 $111 Senior Communications Specialist $123 $130 Page 132 of 171 Barton&Loguidice Billing Rates for Calendar Year 2026 Travel by passenger vehicle IRS standard mileage rate(exclusive of operator time) Overnight travel&subsistence At cost Telephone,postage,delivery,etc. At cost In-house printing Unit rate schedule for printed material Field equipment&expendables Unit rate schedule Unmanned Aircraft Systems(UAS)equipment $300/day(exclusive of operator time) Outside services including lab services&printing Cost plus 15% Two-person survey crew $225/Hour Individual staff at the following hourly rates: Billing Projected 2027 Promotional Title Rate Rate UAS Operator $123 $130 Marketing Specialist $90 $95 Communications Specialist $123 $130 Engineering Aide $124 $131 Office Administrator $90 $95 Senior Group Technical Assistant $105 $111 Project Administrator $130 $137 Group Technical Assistant $90 $95 Intern-Technical $92 $97 Page 133 of 171 Al o a a a s a-u, a / N n ya a a a— a a a �e se 8 eo `� c a a a a a a a`� \e a .,, a a a a a ce a Sib ` o o , S� ,`,,,, a a a— a a a acy ,644 4,Z g, o .i a _ a ar a a a VQ9 o � / a a ao- a a aQa Q p° N� v 7F- o5N off ', S iO N N N v ^ �., Q� ,. m 0pF Nv, vo ,,, ,0 10 2vvm m mv`"., mv v^ ,.4 ,9 �,P n a 0 0 0 0 0 a Jcac` N o a o n N o o •m r'r o ,., �o ^ • Pi` o Q r a N oo ,., N 0 0 0 .,,o a 4 «, w Ica c` cif Q.,r+`a i.'& 0 mr�NNN cc, n my 0 oNN ' o v o os/ z 0 N o N v `, ,t� N ,MvvvN o 0 ,N�rv, .nnvo cps e,, Y r o O., N 0 o m V V .{ — 74 1 o N o ,. 0 0 ^ v 0 0 le QP�e�� 0e� ^a x04 e- 3 N .°.,N M •.. ,— n"i NmN NR n v vv v 212� N mN �,ov v am u Pie a Q Sec ee` u „ m „ N 0 0 0 0 m m �� i N 4p w a �eca0 �S,ee L' N e a �k. � wv N ,0 NN N vNN Nvvv ,ONNN aA z w a lac pt mLel Sec` e F N n v v v o 0 0 o n, ^ P`' .,e o 5 5 5 5 5 5 5 '.F m xi , xr =, �, _,PSe - `0" 0. .,fit w o N r N N r N F o Sec x° F g g g g g g / I .°J 3 E 3 g o p o n N ., n 0 o f v 3 v Y !I 4 II ntall E E o v? .2. m V 5 V a ,,Y,L2 S Q w Q a V ,7222 ¢mu ¢m: fa:Ioww f¢m:ow g¢m g:: f¢m� Page 134 of 171 0 ul 1 rrl Town of Mamaroneck in # x Town Center FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Bid TA-26-01A "Highway Department Materials Disposal" Date: October 7, 2026 Attached please find a memo from Robert Wasp, Town Engineer, regarding the award of bid TA-26- 01A -Highway Department Materials Disposal on an as-needed basis, through the 2026 calendar year. There is also an option to extend the agreement for up to 2 years, which we recommend. Action Requested: Resolved that the Town Board hereby awards bid TA-26-01A - Highway Department Materials Disposal for the disposal of wood and brush materials on an as-needed basis, as presented, to S.A.S. Bulfamante, Inc., and hereby authorizes the Town Administrator to execute the agreement, any extensions when deemed warranted, and any related documents necessary to carry out its implementation. Attachment/s: TB Memo_Material Disp Contract 10.02.2026 TA-26-01A Tabulation Page 135 of 171 O<c • Town of Mamaroneck TEL:914/381-7835 �? y Engineering Department, Town Center �0 - ` o 740 West Boston Post Road, Mamaroneck, NY 10543-3353 w m Robert P. Wasp, P.E., C.D.T. Town Engineer FOUNDED 1661 INTERDEPARTMENT MEMORANDUM DATE: September 30, 2026 TO: Meredith Robson, Town Administrator CC: Tracy Yogman, Town Comptroller FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Recommendation of Contract Authorization — TA-26-01A Highway Department Materials Disposal GENERAL: The referenced Town contract provides for routine disposal of wood and brush materials collected by the Town Highway Department to a permitted local acceptance facility. Material disposal is utilized on an as-needed basis throughout the year as part of the Highway Department's operations. Bid documents were publicly advertised on the Empire State Purchasing Group platform ("BidNet") for a period of several weeks. In total one (1)proposal was received on September 17th, 2026. Bid pricing was structured as a cost per cubic yard rate for daily acceptance during the contract term in 2026,with ability for both a second and third-year extension through the 2027 and 2028 calendar year. Please refer to the attached tabulation summary of all submitted proposals. The Engineering Department recommends contract award to S.A.S. Bulfamante, Inc. to provide Materials Disposal during the 2026 calendar year with the option to extend for the 2027 and 2028 calendar years. S.A.S. Bulfamante Inc. submitted a responsive and complete proposal. The contract rate for the 2026 calendar year is $30/yard for wood disposal and will be funded as needed through Highway Department operating line DB5140. Please feel free to contact me with any questions. Page 136 of 171 ;7, ..., ...._,...1 44 ® § k a 1-10 on J — \ \ \ $ 7 / \ \ \ o m / E k k k 739 \ ƒ © © / 0 — PO ° 0 6 ¥ / / � / J q q q � / L.0 o � ) (NI / 0 EX§ p " L \ 0 0 - 0 \ o \ o \ - 2 / f « & « & « \ 2 v / / / w © k " 7i k 7i k 7i k § k 0 % 0 § § § o v 9 G g o@ g o » g o m K / 6 / 6 / 6 / 2 .? k # •c U 2 % U 2 % U 2 % m c E u _0 o u o u _0 o o \ - » » ' c E k o t § / § / § / ol� 3 / / c PO / / E oo - / / E cr. — \ — \ — \ U $ U/ $ / / $ U K. /a a a 44'. ® \ \ \ d \ \ » °- G W 9 � m / / / / / / a��} t t t 0 0 0 0 / \ Page 137 0 171 c m Town of Mamaroneck Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Award of Bid TA-26-13 Traffic Signal Enhancements Date: October 7, 2026 Attached please find a memo from Town Engineer, Rob Wasp, requesting authorization to accept bid TA-26-13 - Traffic Signal Enhancements -N. Chatsworth Ave and Myrtle Blvd. The cost of these signal improvements will be matched by a generous donation from the McGuire Foundation. Action Requested: Resolved that the Town Board hereby awards bid TA-26-13 - Traffic Signal Enhancements - N. Chatsworth Ave and Myrtle Blvd to Power Line Constructors Inc. for an amount not to exceed $41,365.41.00 and hereby authorizes the Town Administrator to execute the agreement, and any and any related documents necessary to carry out its implementation. Attachment/s: Rec of Award_Chatsworth &amp; Myrtle Bid Tabulation Tentative TA-26-13 Page 138 of 171 0 Its$ Mamaroneck TEL:914/381 7835 nc S� E �� nt, Town Center FAX:914/381-8473 74( _0 .`" Z Road, Mamaroneck, NY 10543-3353 o ' rn FOUNDED 1661 ' , P.E., C.D.T. engineering@townofmamaroneckNY.gov Town Engineer INTERDEPARTMENT MEMORANDUM DATE: September 30, 2026 TO: Meredith Robson, Town Administrator CC: Tracy Yogman, Town Comptroller FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Recommendation of Contract Award TA-26-13 —Traffic Signal Enhancements—N. Chatsworth Ave and Myrtle Blvd GENERAL: Bid procurement was recently completed for the N. Chatsworth Avenue and Myrtle Blvd Traffic Signal Enhancements Project. The project scope consists of replacement of the existing signal head facing the dedicated right turn only lane for the Myrtle Blvd eastbound approach. The new signal head will include dedicated arrows for the turning lane that will better inform motorists of the permitted turning movement. The project will also replace all overhead blackout LED "No Right Turn on Red" signage to match those recently installed at the adjoining signal at Myrtle Blvd and Murray Avenue. On September 16, 2026, two (2)bid proposals were received for the project scope. The lowest responsive bid was received from Power Line Constructors, Inc. at the submitted total bid of $41,365.41 for the full project scope. The Contractor has extensive experience with traffic signal construction and replacement on behalf of various agencies in New York State including work in Westchester County. Our Engineering consultant shared positive feedback regarding their work experience with Power Line Constructors. After detailed review of the bid proposal, the Engineering Department recommends authorization of contract award to Power Line Constructors, Inc. based upon the total bid amount of$41,365.41. Funding for the construction contract was previously budgeted as part of Capital Project H3361 and is available to fully fund the contract award with additional balance for construction phase contingency. The cost of the improvements will be shared by matching funds generously contributed by the McGuire Foundation. Please feel free to contact me with any questions. Page 139 of 171 CO \ 2 a. CO k cD E § / f T \ ) 2 e E / exs w \ \ \ � ( -, \ / ON / / ] / / z z # \ I--.: -a. / a % Een Et: / d \ 9 \ \ V \ \ w m F \ b \ » Q \ \ @ \ a / z / / § § N 3 j m ; ¥ « \ 4) 2 o t | \ E Ln 0 \ 0. / Ln 0 » $ E « a % 5 / 0 \ f 0 \ @ { \ 3 3 } 3 \ 0 o 0 ± a a e \ o E ~ m qj j ; E = K 4 E k / \ \ / + ® ] i CO c - & 2 , 2 ( k ) t E 0 t \ - 5 E 2 / & { • / \ i Td / m w G e - e . �6»a / \ / , e w» "•'' .•,, + �) C C �g+L2 / ) } ,77 \ § 1.) E ° - Page 140 9 171 c m Town of Mamaroneck X Town Center FOUNDED 1661 740 West Boston Post Road, Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 Date: October 7, 2026 Attached please find a memo from Town Engineer, Rob Wasp, requesting that the Town Board reject Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026. Only one bid submission was received, and upon review it was determined that the bidder did not fully understand the bid specifications. This misunderstanding led to an unacceptably high bid result. This work will be bid again with clarification regarding bidder requirements. Action Requested: Resolved that the Town Board hereby rejects bid TA-26-14 Highway Department Leaf Season Disposal&Handling-2026. Page 141 of 171 vI 'rn Town of Mamaroneck Town Center * `oINDED 1661 740 West Boston Post Road,Mamaroneck,NY 10543-3353 INTERDEPARTMENT MEMORANDUM TEL: (914) 381-7810 FAX: (914) 381-7809 @townofmamaroneckNY.org Date: October 7, 2026 To: Meredith Robson, Town Administrator From: Subject: Bid TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 Attachment/s: TB Memo Rejection of TA-26-14_10012026 Bid Tabulation TA-26-14 Page 142 of 171 0 �9 S Mamaroneck TEL:914/381-7835 Em �. 9A nt, Town Center FAX:914/381-8473 74( I— : = rn Road, Mamaroneck, NY 10543-3353 • , P.E., C.D.T. RWasp@townofmamaroneckny.gov Town Engineer FOUNDED 1661 • INTERDEPARTMENT MEMORANDUM DATE: October 1, 2026 TO: Meredith Robson, Town Administrator CC: Tracy Yogman, Town Comptroller FROM: Robert Wasp, P.E., Town Engineer SUBJECT: Rejection of Bid Award—TA-26-14 Highway Department Leaf Season Disposal & Handling - 2026 GENERAL: The referenced Town contract provides seasonal use of permitted transfer yard to receive and handle leaves collected by the Highway Department during fall operations. The contracted facility is responsible to store, load and coordinate hauling and disposal of collected leaf material through the Westchester County managed Compost Waste Hauling contract. The Town separately pays the tipping fees for final disposal of the leaves through direct invoice through Westchester County. The previous vendor facility that provided this service to the Town has indicated they do not intend to continue services for the 2026 season Bid documents were publicly advertised on the Empire State Purchasing Group platform ("BidNet") for a period of several weeks. In total one (1) proposal was received on September 28th, 2026 from S.A.S. Bulfamante, Inc at the amount of$345,000. Bid pricing was structured as a lump sum for 2026 seasonal services with an option for extension to include 2027 seasonal services. Please refer to the attached tabulation summary. Based upon review of the submitted proposal it was discovered that the bidder did not properly understand the bid specifications for coordination with the County compost hauling contract. Vendors are paid for hauling and tipping through Westchester County that are not reflected in the proposal from S.A.S. The Engineering Department recommends that the Town Board reject the received bid to allow for further clarifications to be incorporated on the bid specifications. Bid documents will be immediately reposted with a shortened advertisement window to allow review and potential award by Town Board during the following week. Please feel free to contact me with any questions. Page 143 of 171 24 ' ni I-: § k w 1-1c m ui J — ® 7 / / © / c / 2 - © © O - / / 0 c " o 0 / a ® ® • \ L. c o eN CA / QJ ° ® % § § / 06 G o 0 § ° •/ / o -o § 7 -75 7 c o .....(3.1 ® / o / o CD kc:c ƒ ƒ § L 0 ' S ( ° 0 ( ° 0 0 v / v G j § % j § E Q § Q / 2 \ / 2 \ k ? \ 4t \ § ° U § ° U Q C O % t / § E U G w U G v o u / u • ./ / k 6 / k ƒ / 0 3 1\ 0 C § ƒ § ƒ tO • / ¢ E ./ ¢ E, CA § cA c. § ° `ll / 0 0 / 0 0 a a ) \ \ 1,�• -0 -0 A rI 0 o Page 144 of 171 10 0 ul 1 rri Town of Mamaroneck in # x Town Center ii FOUNDED 1661 i 740 West Boston Post Road, Mamaroneck, NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914) 381-7810 FAX: (914) 381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S. Robson, Town Administrator Re: Minutes of the January 14, January 28, and September 16, 2026, Town Board Meetings Date: October 7, 2026 These minutes are ready to post. Action Requested: Resolved that the Town Board hereby accepts the minutes of the January 14, January 28 and September 16, 2026, Town Board meetings. Page 145 of 171 u_r "v 1; n Town of Mamaroneck Town Center oINDED 1661 740 West Boston Post Road,Mamaroneck,NY 10543-3353 INTERDEPARTMENT MEMORANDUM TEL: (914) 381-7810 FAX: (914) 381-7809 @townofmamaroneckNY.org Date: October 7, 2026 To: Meredith Robson, Town Administrator From: Allison May, Town Clerk Subject: Minutes of the January 14, January 28, and September 16, 2026, Town Board Meetings General: These minutes are ready to post. Attachment/s: 2026-01-14 Final Minutes 2026-01-28 Final Minutes 2026-09-16 Final Minutes Page 146 of 171 Town of Mamaroneck ,447 Town Board Minutes o ,f_ } Wednesday, January 14, 2026, Courtroom, Second Floor of z 7-, Town Center 5:00 PM FOUNDED 1661 PRESENT: Jaine Elkind Eney, Town Supervisor Jeffery L. King, Councilmember Robin Nichinsky, Councilmember Darren Moss, Councilmember ABSENT: ALSO PRESENT: Allison May, Town Clerk Meredith S. Robson, Town Administrator William Maker Jr., Town Attorney 6:00 PM THE TOWN BOARD WORK SESSION Moved by Town Supervisor Jaine Elkind Eney, seconded by Councilmember King, the meeting unanimously opened at 6:04 p.m. Carried WORK SESSION ITEMS 1. ADDED: Executive Session Moved by Councilmember Nichinsky, seconded by Councilmember King, the Town Board agreed to enter into Executive Session to discuss litigation with Westchester Joint Water Works. Carried Moved by Councilmember King, seconded by Councilmember Nichinsky, the Town Board unanimously agreed to end Executive Session and resume the Work Session. Carried 2. Discussion - Review of 2026 Organizational Agenda Town Supervisor Jaine Elkind Eney provided a preview of how tonight's Organizational Meeting would run. 3. Discussion -2026 Appointments to Boards and Commissions The Town Supervisor 4. Discussion -Town Board Training The Town Supervisor reviewed the Supervisor's and Board's roles and responsibilities. Town Administrator Meredith Robson reviewed her roles and responsibilities. Then, the Town Attorney William Maker Jr. reviewed his roles and responsibilities, as well as provided an overview of Open Meetings Law and recommendations of the Committee on Open Government. Page 147 of 171 Town Board January 14, 2026 5. Updates The Town Supervisor provided updates on a range of ongoing projects and initiatives, including the Implementation Plan, Fields for Kids, the Library project, LMC Media contract, affordable housing policy, Hommocks Park Apartments, and the Local Waterfront Revitalization Plan. Additional updates included infrastructure and capital projects such as the Weaver Street sidewalk, Jefferson Avenue crosswalk, Madison Avenue Improvement Project, Colonial Avenue sidewalk grant, Tree Garage project, and Rockland Avenue Bridge grant. The Supervisor also addressed upcoming events and planning efforts, including the REALM monument and Juneteenth ribbon cutting, Town Center signage, and the Parks Department building groundbreaking. Further topics included administrative and operational matters such as a proposed meeting room use policy, sewer consolidation proposals, Town logo updates, EV charging grant opportunities, property leases, newsletter transition, zoning code amendments, staffing needs, and shared services. Councilmember King requested a copy of the Supervisor's update memorandum and asked that a future agenda includes a status report on the potential installation of traffic cameras at the Weaver Street and Palmer Avenue intersection. 6. Changes to Regular Meeting Agenda 8:00 PM TOWN BOARD REGULAR MEETING The Town Board meeting convened in the Courtroom located on the second floor of the Town Center. The public was able to view the meeting on cable access television (Optimum 76/Fios 35) or on LMCMedia.orq. CALL TO ORDER The Regular Meeting of the Town Board was called to order by Town Supervisor Elkind Eney at 8:14 p.m. The Town Supervisor noted that the Town Board met for a Work Session beginning at 6:00 p.m. this evening, which was open to the public. The Supervisor began by thanking LMC Media for broadcasting Town meetings and community events, noting the organization's vital role in keeping residents informed and connected. She expressed appreciation to members of the Town of Mamaroneck Fire Department, Police Department, Ambulance Corps, Town staff, elected officials at the county and state levels, and former Town officials in attendance for their continued service and support. SWEARING IN CEREMONY Supervisor Elkind Eney was sworn in by Town Justice and Former Town Justice, Dolores Battalia. Councilmember Nichinsky was sworn in as Councilmember by Town Justice Ronald Meister. Darren Moss was sworn in as Councilmember by Town Justice Jean Marie Brescia. Town Justice Ronald Meister was sworn in by Town Justice Jean Marie Brescia. Town Justice Ronald Meister addressed the audience to explain his brief tardiness. He stated that he had been observing a personal family tradition commemorating the anniversary of his father's passing, noting that his father died in 2010, prior to Justice Meister's first term on the bench. He reflected that his father strongly believed in the distinction between right and wrong, a principle that continues to guide him in his work as a judge. Page 148 of 171 Town Board January 14, 2026 Justice Meister remarked that while the judicial role is grounded in laws, rules, and regulations, it is also rooted in empathy. He emphasized the importance of ensuring that individuals appearing before the court not only receive justice but feel that they have received justice. He noted that every person who comes before the court has a problem of some kind and expressed his ongoing commitment to fairness, compassion, and continual improvement in the administration of justice. Justice Meister concluded by acknowledging Judge Brescia who has served as a model of empathy and professionalism and expressed appreciation for the support of his wife. SUPERVISOR'S STATE OF THE TOWN REPORT Good evening, and welcome to the Mamaroneck Town Center. Thank you all for joining us tonight for the Supervisor's Annual Address, our opportunity to highlight the accomplishments of 2025 and to share our priorities and goals for the year ahead. Tonight, I am proud to report that 2025 was a year of meaningful progress for the Town of Mamaroneck. We advanced major initiatives, moved critical projects into the design phase, and continued our strong tradition of delivering high-quality, professional municipal services to our residents. I'd like to highlight some of that work this evening. Flooding Flooding remains the most pressing issue facing our community, and addressing it continues to be one of the Town's highest priorities. In 2024, for the first time, the Town completed a comprehensive evaluation of our storm water sewer system—funded entirely through grants from Westchester County and FEMA. That study identified 13 flood-prone areas across the Town. The recommended remediation projects carry an estimated total cost of$60 million. In 2025, we made significant progress. We advanced design development for five of the thirteen priority basins identified in the study. Three mitigation projects are currently being pursued for grant funding and are expected to be ready for construction in 2026. The adopted 2026 Town Budget includes additional funding to continue design efforts, and we remain actively engaged in securing county, state, and federal grants to help offset costs. Flood mitigation is complex, expensive, and long-term—and we are moving forward, methodically, deliberately, and responsibly. Regional Collaboration—LISWIC We are also involved in efforts to revitalize the Long Island Sound Watershed Intermunicipal Council, or LISWIC—an organization of fourteen municipalities that had waned over the past decade. Today, it is once again becoming active and focusing on shared regional priorities, including flooding, storm water management, and climate resilience. Through LISWIC, municipalities will coordinate regional mitigation projects, share data and best practices, advocate collectively, and pursue funding opportunities at the county, state, and federal levels. More to come on this important collaboration. Safety and Infrastructure Walkability and pedestrian safety remain top priorities for the Town. I am pleased to announce that the Town was awarded a $176,000 federal"Safe Streets and Roads for All" grant last week to update enhance and advance our 2022 Safety Action Plan. This effort will focus on implementing targeted, data-driven safety improvements—including sidewalks, bike paths, and bike lanes—along five key corridors identified in the 2022 plan:Madison Avenue, Weaver Street, West Boston Post Road, Palmer Avenue, and Old White Plains Road. These corridors have experienced pedestrian and bicycle crashes, many involving serious injuries. Of course we continue to monitor all of our streets for safety issues, and respond swiftly and appropriately. Weaver Street Sidewalk This fall we broke ground on the construction of the Weaver Street Sidewalk, funded partially by a NYSDOT grant. Once completed, it will enable students, families and visitors to walk safely between Murray Avenue School, surrounding neighborhoods, and the Reservoir and Sheldrake Environmental Center—encouraging healthy activity and reducing vehicle use. Page 149 of 171 Town Board January 14, 2026 Colonial Avenue Sidewalk In 2024, the Town received a $1.2 million NYSDOT grant to install an ADA compliant sidewalk, crosswalks, curbs and drainage infrastructure improvements along Colonial Avenue by Murray Avenue School. This project will result in improved accessibility, walk- ability, and general safety. The project is currently in the design phase, with construction anticipated in 2027. The Town has also completed a comprehensive sidewalk analysis to evaluate where new sidewalks are needed and where existing sidewalks require repair. The next anticipated new sidewalk installation will be on Bryson Street. Enhanced Crosswalks We installed enhanced crosswalks at several key locations in 2025, including one across North Chatsworth Avenue at New Jefferson Street, complete with flashing signage to increase pedestrian visibility. In 2026, among other crosswalks we plan to install, we will install a new enhanced crosswalk on Weaver Street at the Leatherstocking Trail, also featuring flashing signage. As you can see, the Town is committed to improving transportation safety. We ask everyone to do their part by driving safely;remember the safety of our neighbors and children is at stake. Recreation Recreation continues to be a cornerstone of life in the Town of Mamaroneck. In 2025: • Over 4,000 residents participated in 200 recreation programs • 488 children attended summer camps • Pool attendance exceeded 13,500 visits • Ice rink attendance reached 30,500 visits • 403 seniors were enrolled in Senior Center programs In response to community feedback, the Recreation Commission— with the support of the Town Board—opened the Hommocks Fields on Wednesdays and throughout the winter. This coincides with our exploration of options to renovate and replace the fields which are currently in the design phase. This year also marked the 50th anniversary of the Hommocks Park Ice Rink. For five decades, it has been a cherished gathering place for generations of residents. The rink received a facelift courtesy of Benjamin Moore Paints and the New York Rangers, who donated all materials and labor at no cost to taxpayers. As one of the few municipalities in the county to operate its own ice rink, we know how special—and how fortunate—we are to have this jewel in our recreation system. We are completing renovations at the Senior Center to provide additional and improved spaces to accommodate more activities. We are engaged in ongoing discussions about future improvements for the Hommocks outdoor pool complex. The Town wants to reimagine recreation and plan for the future. The 2026 budget includes funding for a comprehensive recreation master plan for all recreation facilities and open spaces. Environment The Town of Mamaroneck continues to be a leader in environmental stewardship. I am proud to announce that the Town was designated a New York State DEC Climate Smart Community at the Silver Level, the program's highest certification. Out of more than 1,700 municipalities statewide, the Town ranked sixth overall. The certified communities have completed and documented a suite of actions that mitigate and adapt to climate change at the local level. Each action is ascribed a point value. The Town is proud to be a leader among the certified communities. In 2025, Our Gas Powered Leaf Blower Ban went into effect--it is illegal to use--or to authorize someone else to use--a gasoline-powered leaf blower in the unincorporated area of the Town In 2026 we plan to install EV chargers in the Washington Square area, to be funded 100% with grant money, to, among other things, enable apartment dwellers there to make the decision to purchase EVs. We were awarded Page 150 of 171 Town Board January 14, 2026 $200,000 in NYSERDA Clean Energy Communities grants to install a heat pump HVAC system in our soon to be constructed Parks Building. The system is expected to deliver long- term cost savings. We are currently installing a series of energy efficient upgrades to our Senior Center funded by a $100,000 NYSERDA grant, which will also deliver long term savings. Westchester Joint Waterworks(WJWW) Groundbreaking I was so proud to have led the charge, as Chair of WJWW, to settle a 20-year Federal and State enforcement action, saving our residents$200 million in potential fines, and ensuring continued safe drinking water for 100,000 Westchester County residents for generations to come. In September, I was joined by elected officials, WJWW Staff, labor leaders, the project engineer and other stakeholders at a groundbreaking ceremony for the Rye Lake water filtration plant to be built in Harrison. So many people collaborated to get us to that point...it was a sweet moment. Finance 2026 Budget The 2026 Adopted Budget is designed to sustain the Town's high standard of services while addressing issues such as supply chain disruptions, mandated increases in employee benefit costs, escalating capital expenses, and aging infrastructure and equipment. The budget seeks to balance these uncertainties with the need to maintain existing service levels, invest in critical infrastructure, allocate resources responsibly, and consider long-term fiscal impacts, all while remaining mindful of the burden on taxpayers. The 2026 tax levy increase was held to the 2.83% cap. For residents in the Unincorporated Area with a house with an average assessed value, Town taxes represent 26% of the total real estate tax bill which increased by only$308. For the residents of the Villages with a house with an average assessed value, Town taxes represent just 3% of your total real estate tax bill which increased by only$12. The Town maintained its AAA Bond Rating which permits us to borrow at the lowest possible rate, saving taxpayers money. Residents'Budget Committee For the first time, the Town Board formed a residents'budget committee. These are people who are skilled and talented in finance who reside in our community. They brought fresh perspectives to the budget process. We will continue to work proactively to provide educational sessions for residents and the budget committee to provide a clearer understanding of the Town's budget, and we welcome and consider all suggestions. Fire Department Our fire department is thriving. We have approximately 72 active volunteer firefighters. Collectively, they completed 2,000 hours of training in 2025! We took delivery of two new fire trucks—one replaced a rig that was destroyed during Tropical Storm Ida, and the other replaced a 19-year-old rig. These investments ensure that our firefighters have the tools they need to perform their duties safely and effectively. At this time, I'd like to thank all our first responders--fire, police, and ambulance--for their bravery and commitment to protecting us every day. As Town Supervisor, I am extremely proud to know that our residents receive the finest emergency service possible, and as a resident of the Town myself, they make me feel incredibly safe. These are only some of the highlights of what is going on in the Town. I did not mention anywhere near all the achievements, accomplishments, legislation, events, and meetings that took place in 2025. The list is exhaustive and exhausting! Looking Ahead to 2026 In addition to continuing all of our efforts discussed above, in 2026, we also look forward to... • Commemorating the 250th anniversary of our Nation Page 151 of 171 Town Board January 14, 2026 • Marking the 25th anniversary of September 11 • Dedicating a monument to the enslaved people of the Town of Mamaroneck • Evaluating our Town Logo as a representation of our community • Continuing to develop the Implementation Plan for our Comprehensive Plan • Exploring additional housing options across all price ranges to ensure everyone is accommodated, including providing homes that allow our volunteer emergency responders to continue living in this community that they serve. We are proud of what is going on in the Town, and we want you to know all about it;and there are some things, like emergency notifications, that you need to know. Please go to the Town Website and press the gold circle "sign up for alerts"to sign up for Town news and notifications...and my monthly e-newsletter. And we want to hear from you! Ours is a representative government, so we want to hear what you're thinking. Call us, write to us, visit us! We are here. Our doors are always open. Closing All of this doesn't just happen. None of this would be possible without our dedicated, professional, caring staff. They exemplify the highest level of public service. They work tirelessly under the leadership of our Town Administrator, Meredith Robson, and often go well above and beyond the call of duty. We are also blessed with many community-minded residents who volunteer their time and energy to serve on our many boards, commissions, and our many exceptional not-for-profit organizations. We are grateful for the talent, skill and caring that they bring to the Town. We have openings on some of our boards and commissions now. If you are interested in volunteering, please contact me. I am also looking forward to continuing to collaborate with our sister villages, the Village of Larchmont and the Village of Mamaroneck, and the Mamaroneck Union Free School District on matters of mutual interest. And we are so fortunate to have representatives on the federal, state and county level who have all been incredibly responsive when the Town seeks assistance on any number of issues. Finally, I am proud to be working with my colleagues on the Town Board—Jeffery King, Robin Nichinsky, and the newest member of the team, Darren Moss. They are committed to the Town and our residents, and to providing services in the best way possible. They work tirelessly and diligently, looking to the future, willing to ask the tough questions and to make the hard decisions when necessary. It is truly a labor of love. As you can see in this report on the activities of the Town, our Town Board and Town staff are committed to running the daily operations of the Town with care and quality, and, at the same time, taking on new challenges, securing outside funds, and improving our services and facilities to meet the growing needs of our Town. We are committed to continuing our work with the entire community in 2026 to keep the Town of Mamaroneck moving forward, to keep our Town the treasure it is, and to serve the residents of our Town with the excellence in municipal services they deserve. Thank you. SUPERVISOR'S APPOINTMENTS 1. Deputy Town Supervisor The Town Supervisor hereby appoints Jeffery L. King as Deputy Town Supervisor of the Town of Mamaroneck who shall serve as such at the pleasure of the Town Supervisor, effective January 1, 2026. Page 152 of 171 Town Board January 14, 2026 2. Budget Officer The Supervisor hereby appoint Meredith S. Robson, the Town Administrator, as Budget Officer, effective January 1, 2026, and expiring December 31, 2026. TOWN BOARD APPOINTMENTS & RESOLUTIONS 1. Town Comptroller BE IT RESOLVED, that the Town Board hereby reappoints Tracy Yogman as Town Comptroller of the Town of Mamaroneck for a term effective January 1, 2026, and expiring December 31, 2026. 2. Receiver of Taxes BE IT RESOLVED, that the Town Board hereby reappoints Tracy Yogman as Receiver of Taxes of the Town of Mamaroneck for a term effective January 1, 2026, and expiring December 31, 2026. 3. Marriage Officers BE IT RESOLVED, that the Town Board hereby reappoints Jaine Elkind Eney and Allison May as Marriage Officers of the Town of Mamaroneck for a term effective January 1, 2026, and expiring December 31, 2026. 4. Civil Officers BE IT RESOLVED, that the Town Board hereby reappoints Jay Reynolds as Civil Officer of the Town of Mamaroneck for a term effective January 1, 2026, and expiring on December 31, 2026, and BE IT RESOLVED, that the Town Board hereby reappoints George Mgrditchian as Civil Officer of the Town of Mamaroneck for a term effective January 1, 2026, and expiring on December 31, 2026, and BE IT RESOLVED, that the Town Board hereby reappoints Thomas Poretto as Civil Officer of the Town of Mamaroneck for a term effective January 1, 2026, and expiring on December 31, 2026, and BE IT FURTHER RESOLVED, that the foregoing reappointments shall be effective immediately upon the appointees taking and subscribing to the oath mandated by section 25 of the New York Town Law. 5. Designation of Town Board Meetings BE IT RESOLVED, that the 2026 Regular Meetings of the Town Board of the Town of Mamaroneck be held at 740 W. Boston Post Road, Mamaroneck beginning at 5:00 PM on the following dates: January 14 and January 28 July TBD February 4 and February 18 August TBD March 4 and March 18 September 2 and September 16 April 8 and April 22 October 7 and October 21 May 6 and May 20 November 4 and November 18 June 3 and June 17 December 2 and December 16 BE IT FURTHER RESOLVED, that said meetings, dates and places may be changed at the pleasure of the Board upon notice being given. Page 153 of 171 Town Board January 14, 2026 6. Official Newspaper BE IT RESOLVED, that The Journal News is hereby designated as the official newspaper of the Town of Mamaroneck for the purpose of publishing legal notices during 2026. 7. Depositories of Funds BE IT RESOLVED, that the following financial institutions are hereby designated as depositories for funds of the Town of Mamaroneck for the year 2026: New York Cooperative Liquid Assets Securities System (NYCLASS) The Bank of New York Mellon JP Morgan Chase Bank Wilmington Trust 8. Designation of Bank Signatures WHEREAS, in accordance with Town Law(Section 29, Article 3), a formal resolution by the Town Board is required to designate officials authorized to execute banking transactions; BE IT RESOLVED, that the Town Supervisor and the Town Comptroller are authorized to sign or act on behalf of the Town ("Authorized Signers") in connection with the designated bank accounts;dual signature of Authorized Signers are required on all checks from the designated bank accounts;electronic signature of both Authorized Signers may be utilized for check signing;Authorized Signers and the Accounting Supervisor are authorized to transfer funds from said accounts, arrange for electronic funds transfers(EFT) and ACH debits/credits, including direct deposits and vendor payments. At least one of the three signers are required for internal transfers and two of the three are required for external electronic transfers. 9. Official Undertaking of Municipal Officials WHEREAS, various sections of Town Law and Public Officers Law require that certain officials execute an Official Undertaking, and WHEREAS, we, the Town Board of the Town of Mamaroneck require the Town Supervisor, Town Clerk, Tax Collector, Town Justices and Town Comptroller to execute an Official Undertaking as required by law, BE IT RESOLVED, that the Town of Mamaroneck does and shall maintain coverage, presently with the New York Municipal Insurance Reciprocal;$1,000,000 limit per occurrence and$2,000,000 aggregate limit, for the Town Supervisor, Town Clerk, Town Justices and Town Comptroller/Tax Collector, to indemnify against losses through the failure of the Officers, covered thereunder, to faithfully perform their duties or to properly account for all monies or property received by virtue of their positions or employment, and through fraudulent or dishonest acts committed by the Officers covered thereunder, provided that these Officers undertake in writing with the Town of Mamaroneck that the Officers will faithfully perform and discharge the duties of their office, and will promptly account for and pay over all moneys or property received as a Town Officers, in accordance with the law. 10. Planning Board BE IT RESOLVED that Ira Block be reappointed as Member C of the Planning Board, said term shall expire on December 31, 2030, and BE IT RESOLVED that James Carroll be appointed as Member D of the Planning Board, said term shall expire on December 31, 2026, and Page 154 of 171 Town Board January 14, 2026 BE IT RESOLVED that Ralph Engel shall serve as Chairperson of the Planning Board for the year 2026. 11. Board of Ethics BE IT RESOLVED, that Theodore Hecht be reappointed as Member C of the Board of Ethics, said term shall expire on December 31, 2028, and BE IT RESOLVED, that David Commender be reappointed as Member D of the Board of Ethics, said term shall expire on December 31, 2028, and BE IT RESOLVED that Robert Degen shall serve as the Chairperson of the Board of Ethics for the year 2026. 12. Board of Architectural Review BE IT RESOLVED, that Ken Ricci be reappointed as Member C of the Board of Architectural Review, said term shall expire on December 31, 2028, and BE IT RESOLVED, that Joseph Shein be reappointed as Member D of the Board of Architectural Review, said term shall expire on December 31, 2028, and BE IT RESOLVED, that Edward Jacobson shall serve as Chairperson of the Board of Architectural Review for the year 2026. 13. Zoning Board of Appeals BE IT RESOLVED, that Stephen Marsh will be reappointed as Member E of the Zoning Board of Appeals, said term shall expire on December 31, 2030, and BE IT RESOLVED, that Dan Smith will be reappointed as Alternate A of the Zoning Board of Appeals, said term shall expire on December 31, 2030, and BE IT RESOLVED, that Arthur Wexler shall serve as Chairperson of the Zoning Board of Appeals for the year 2026. 14. Sustainability Collaborative BE IT RESOLVED, that Mark Manley be reappointed as Member D of the Sustainability Collaborative, said term shall expire on December 31, 2028, and BE IT RESOLVED, that Kevin Crowe be reappointed as Member F of the Sustainability Collaborative, said term shall expire on December 31, 2028, and BE IT RESOLVED, that Mark Kramer and Mitch Green shall serve as Co-Chairs of the Sustainability Collaborative for the year 2026. 15. Traffic Committee BE IT RESOLVED, that Ilana Beth Bronham be reappointed as Member C of the Traffic Committee, said term shall expire on December 31, 2028, and BE IT RESOLVED, that Doris Shaw Block be reappointed as Member D of the Traffic Committee, said term shall expire on December 31, 2028, and BE IT RESOLVED, that Doris Shaw Block shall serve as the Chairperson of the Traffic Committee for the year 2026. Page 155 of 171 Town Board January 14, 2026 16. Board of Assessment Review BE IT RESOLVED that Kathleen Spadaro be reappointed as Member C of the Board of Assessment Review, said term shall expire September 30, 2030. 17. Coastal Zone Management Commission BE IT RESOLVED that Peter Roloff be reappointed as Member 1 of the Coastal Zone Management Commission, said term shall expire August 31, 2028. 18. Library Board of Trustees BE IT RESOLVED that Galit Lopatin Bodereau be appointed as a Member of the Library Board of Trustees, said term shall expire May 31, 2030. All preceding motions in Town Board Appointments and Resolutions moved by Councilmember Nichinsky, seconded by Councilmember King, and carried unanimously. Carried BOARD OF FIRE COMMISSIONERS 1. Motion into Fire Commission The Meeting was called to order by Commissioner Elkind Eney, and then on motion of Commissioner King, seconded by Commissioner Nichinsky, the Board of Fire Commissioners was unanimously declared open. Present were the following Members of the Commission: Commissioner: Jaine Elkind Eney Commissioner: Jeffery L. King Commissioner: Robin Nichinsky Commissioner: Darren Moss Carried 2. ADDED: Fire Report for the Month of December 2025 Commissioner King read the Fire Report for the Month of December 2025, as follows: ALARM TYPE NUMBER Fire 53 Stills 7 Out of Town (Mutual Aid) 3 EMS 5 Drills 9 TOTAL 77 Total number of personnel responding: 830 Total time working: 44 hours and 8 minutes. See Attachment A. 3. Fire Claims Moved by Commissioner King, seconded by Commissioner Nichinsky, it was Page 156 of 171 Town Board January 14, 2026 RESOLVED that the Board of Fire Commissioners hereby approves the attached list of fire claims in the amount of$46,699.45, as presented by Chief Alex Rapp to the Town Comptroller. Carried 4. Motion Out of Fire Commission There being no further business to come before the Commission, on motion of Commissioner King, seconded by Commissioner Nichinsky, the Commission unanimously adjourned and the Town Board reconvened. Carried STAFF COMMENTS/PRESENTATIONS Town Comptroller Tracy Yogman reminded residents that the second half of school taxes is due on February 2, 2026. She advised that, due to a change in United States Postal Service procedures effective December 25, 2025, tax payments are no longer postmarked at the local post office on the date of mailing unless specifically requested. Instead, postmarks are applied at a centralized processing facility, which may result in a delay of several days. As a result, residents were encouraged to mail tax payments earlier than usual to avoid penalties. Supervisor Elkind Eney suggested additional outreach through email and text notifications, and Comptroller Yogman confirmed that the Information Technology Department had already distributed an electronic notice earlier that day. REPORTS OF THE COUNCIL Councilmember Jeffery L. King noted that January 15, 2026, would mark what would have been the birthday of Martin Luther King Jr. He encouraged residents to take a moment during the upcoming holiday weekend to reflect on Dr. King's legacy, his moral leadership, and the principles he stood for, and to strive to uphold those values within OUR community. RESIDENT COMMENTS Mitch Green rose to address the Town Board and distributed copies of a prepared presentation to those present. Supervisor Elkind Eney thanked Mr. Green for attending and advised that, as this meeting was an organizational meeting, the Town Board would prefer that his comments and presentation be formally delivered at the next regularly scheduled Town Board meeting on January 28, 2026. Mr. Green acknowledged the request, and it was noted that the presentation would be taken up at that time. ADJOURNMENT On motion of Councilmember King, seconded by Councilmember Nichinsky, the meeting was unanimously adjourned at 9:00 p.m. Carried REGULARLY SCHEDULED MEETING -January 28, 2026 Respectfully submitted by Allison May, Town Clerk Page 157 of 171 47 0 • 1 Town of Mamaroneck ,4 Town Board Minutes o +f' . 0 W ; Wednesday, January 28, 2026, Courtroom, Second Floor of x Town Center 5:00 PM FOUNDED 1661 PRESENT: Jaine Elkind Eney, Town Supervisor Jeffery L. King, Councilmember Robin Nichinsky, Councilmember Darren Moss, Councilmember ABSENT: Andrew Regenstreich, Councilmember ALSO PRESENT: Allison May, Town Clerk Meredith S. Robson, Town Administrator William Maker Jr., Town Attorney Tracy Yogman, Town Comptroller Robert P. Wasp, Town Engineer 5:00 PM THE TOWN BOARD WORK SESSION CALL TO ORDER The Work Session of the Town Board was called to order by Town Supervisor Jaine Elkind Eney. Moved by Councilmember King, seconded by Councilmember Moss, the meeting unanimously opened at 5:03 p.m. Carried WORK SESSION ITEMS 1. Discussion -SEQR Review-851 Fenimore Road and 227 Griffen Avenue Town Administrator Meredith Robson introduced a memorandum from Deputy Town Engineer Carol Murray regarding the Winged Foot Golf Club project at 851 Fenimore Road and 227 Griffen Avenue. Administrator Robson explained that the project involves a site plan amendment and a wetland and watercourse permit for the relocation of a drainage inlet within a watercourse. The Planning Board classified the proposal as a Type I action under the State Environmental Quality Review Act (SEQRA), designated itself as Lead Agency for a coordinated review, and requested confirmation that the Town Board had no objection. The Town Board is an involved agency, and the matter was presented for discussion only. Town Engineer Robert Wasp joined the discussion by telephone and explained that the public hearing began before the Planning Board in December. Engineer Wasp stated that the proposal is a standard site plan and permit application for which the Town Board would not typically assume Lead Agency status. Town Supervisor Jaine Elkind Eney confirmed that the project involves the removal of 26 trees. Town Attorney William Maker Jr. noted that the Town Board may submit comments, but the project approvals rest with the Planning Board. Attorney Maker also referenced the R- 20 zoning district and briefly reviewed the next steps in the process. Page 158 of 171 Town Board January 28, 2026 The Town Board reached consensus that it had no objection to the Planning Board serving as Lead Agency for the SEQRA review. No formal action was taken. 2. Salary Authorization - Police Department The Town Board reviewed the proposed appointment of Police Officer Michael Vezyrakis as a Probationary Police Officer, effective January 29, 2026, at an annual salary of$84,144. 3. Discussion -Construction Management Services Proposal Town Engineer Wasp introduced a proposal from CALGI Construction Company, Inc. for construction management services for the Parks Building and Sign Shop Reconstruction project. Engineer Wasp explained that the construction contract had already been awarded and that CALGI would provide construction-phase management services, including part-time on-site supervision and construction administration, during an anticipated ten-month construction period. The project was ready to begin, and a part-time construction manager would supplement the Engineering Department's oversight while allowing Town staff to remain focused on other capital projects and permitting responsibilities. Supervisor Elkind Eney referenced issues experienced on prior projects involving CALGI, including the Fire Department and Ice Rink locker room renovations. Engineer Wasp explained that those issues were design-related and confirmed that a detail- oriented field inspector had been assigned to the project and could be identified in the agreement. The Town Board discussed whether the agreement should identify a preferred individual for the field inspector role and agreed that this issue should not delay consideration of the proposal. 4. Discussion - EV Charging Station Rates and Idling Fees Engineer Wasp presented proposed modifications to the Town's electric vehicle charging rates and a proposed idling fee. Engineer Wasp explained that the Town's rate of$0.30 per kilowatt-hour, established by Local Law No. 3-2020, was below the regional average and no longer reflected current electricity, data subscription, and maintenance costs. The Engineering Department recommended increasing the rate to $0.40 per kilowatt-hour, which would remain below the surveyed regional average of $0.44. The Town currently operates eight public charging ports at four locations. Engineer Wasp also outlined a proposed $5.00-per-hour idling fee, to be assessed after a 30-minute grace period following completion of a charging session, to discourage vehicles from remaining connected after charging was complete. The Town Board expressed support in increasing the charging rate to $0.40 per kilowatt- hour but wanted further information and discussion about the proposed idling fee. The Town Board deferred further discussion and action to a future meeting. 5. Discussion - Recreation Fee Subsidy Guidance The Town Administrator requested guidance regarding Recreation Department fee subsidies in advance of the Recreation Commission's February 10, 2026, meeting, when fees for the upcoming summer pool season were expected to be finalized. Supervisor Elkind Eney explained that the purpose of the discussion was to establish an overall philosophy for subsidizing pool operations rather than to set specific rates. Supervisor Elkind Eney noted that discussions with the school district indicated that its budget did not include a line item for pool charges. Supervisor Elkind Eney and Town Administrator Robson had requested additional information and clarification from the district. Administrator Robson advised that the Recreation Commission would benefit from clear direction concerning how much, if any, of the difference between expenditures and revenues the Town was willing to subsidize. Town Administrator Robson asked the Town Board to prioritize options discussed during the November joint meeting of Page 159 of 171 Town Board January 28, 2026 the Recreation Commission and Town Board and shared comments received from Budget Committee member Ian Rhodes. See Attachment A. Councilmember Moss noted that pool fees are closely connected to overall recreation fees and revenues, making the issue broader than pool operations alone. Councilmember Robin Nichinsky stated that some level of subsidy may be appropriate and questioned how much additional cost residents should bear for a compromised facility, suggesting that any increase in resident fees be moderate. The Town Board discussed full, partial, or no subsidy of pool operations; whether camp use should be included in the subsidy analysis; whether camps should be charged for use of the Hommocks Pool; and whether nonresident fees should be increased. The Town Board also requested clarification regarding the status of the retractable pool roof. Town Comptroller Tracy Yogman reminded the Town Board that the proposed facility improvements would add approximately$500,000 in annual debt service, which would equate to approximately$165 per household on the average tax bill. 6. ADDED: Long Island Sound Watershed Intermunicipal Council (LISWIC) Town Administrator Robson introduced draft organizational documents for the proposed reestablishment of the Long Island Sound Watershed Intermunicipal Council (LISWIC), including an Intermunicipal Agreement(IMA) and Bylaws, noting that the initiative had been discussed previously. The documents establish a cooperative framework among 14 Westchester County municipalities with jurisdiction over the Long Island Sound watershed, pursuant to General Municipal Law§239-n and Article 5-G. The purpose of LISWIC is to promote regional coordination on shared priorities including flood mitigation, stormwater management, shoreline and wetland protection, water quality, resilience planning, information sharing, intermunicipal project coordination, and joint advocacy for grant funding and legislative initiatives. The Town Board was advised that the documents would ultimately require approval by each participating governing body, and that the item was presented for discussion only, with formal action anticipated at a future meeting. Supervisor Elkind Eney emphasized the importance of a regional approach to watershed issues that impact neighboring municipalities and noted the added influence such collaboration can provide when pursuing grants or legislative support. Town Attorney Maker described the IMA and Bylaws as standard organizational documents that primarily establish structure and serve an educational purpose. Councilmember Moss asked questions regarding municipal eligibility and participation, and Supervisor Elkind Eney noted that some municipalities, including Mount Vernon, had not yet formally joined, and that others, such as New Rochelle, had not yet attended a meeting. The Town Administrator explained that anticipated costs were minimal and largely related to information sharing and coordination. Supervisor Elkind Eney requested that any conceptual comments be provided by February 4, to be shared with Tiffany Zezula, and indicated that absent comments, she would report that the Town Board had no substantive concerns. 7. Request for Executive Session Moved by Councilmember King, seconded by Councilmember Moss, the Town Board unanimously agreed to enter into an Executive Session to discuss the employment history of a particular person or persons. Carried Moved by Councilmember Nichinsky, seconded by Councilmember Moss, the Town Board unanimously agreed to resume the Work Session. Carried Page 160 of 171 Town Board January 28, 2026 8. Updates The Town Board received brief updates concerning Friends of Town of Mamaroneck Recreation, an upcoming Fields for Kids meeting, and a resident letter regarding a welcome packet. 9. Changes to Regular Meeting Agenda 8:00 PM TOWN BOARD REGULAR MEETING The Town Board meeting convened in the Courtroom located on the second floor of the Town Center. The public was able to view the meeting on cable access television (Optimum 76/Fios 35) or on LMCMedia.orq. CALL TO ORDER The Regular Meeting of the Town Board was called to order by Town Supervisor Elkind Eney at 8:05 p.m. The Town Supervisor noted that the Town Board met for a Work Session beginning at 5:00 p.m. this evening, which was open to the public. SUPERVISOR'S REPORT Welcome to the January 28, 2026, meeting of the Town Board of the Town of Mamaroneck. The Town Board met today for a Work Session in Conference Room A, starting at 5:00 pm, which was open to the Public. The major news this month is the significant snowfall and persistent deep freeze our community is experiencing. I hope, by now, that everyone is warm and safe and has dug out. A few important reminders: It is essential to stay informed during weather events and emergencies. We send email blasts, text messages, and robocalls. Please sign up on our website to receive these alerts so you are aware of service changes, parking restrictions, and other critical emergency information. According to the Town Code, if you own, rent or are responsible for property next to a public sidewalk you are required to clear snow and ice from that sidewalk within 24 hours after snow has stopped falling to keep the pathways safe. Additionally, the Town of Mamaroneck Fire Department (TMFD) requests that you clear snow and ice from any fire hydrants near your property to ensure they are accessible in emergencies. Finally, some well-earned thank-yous! A heartfelt thankyou to the Highway Department for their outstanding service during this storm. They started work 3:00 am Sunday and have been working tirelessly since to ensure that our roads are clear and safely passable. It fills me with pride when you can tell by the condition of the roads that you are entering the Town of Mamaroneck—this reflects the dedication and commitment of our team. So, thank you to John Barreto and your staff! The TMFD—the volunteers left their families at 8:00 am on Sunday to be on call at the firehouse for the duration of the storm, ready to respond to any emergency during very challenging conditions. As a result, all apparatus were staffed and ready to respond, ensuring that our community remained protected during this difficult and demanding event. In addition, they prepared and served meals to 60 people who were working through the duration of the storm. This teamwork and dedication are remarkable. The Ambulance and Police Departments were also fully staffed and responded as needed through difficult conditions. Finally, I want to thank Meredith Robson, our Town Administrator, who stayed overnight at the Town Center, master-minding the entire operation! Page 161 of 171 Town Board January 28, 2026 I know I speak for the whole Town Board expressing our pride in all our emergency responders and our staff. RESIDENT COMMENTS Supervisor Elkind Eney asked if anyone in the audience wished to address the Town Board and there was no one. 1. Call to Order Commissioner Elkind Eney called the Meeting to order, then on motion of Commissioner King, seconded by Commissioner Nichinsky, the Board of Fire Commissioners was unanimously declared open. Present were the following Members of the Commission: Commissioner: Jaine Elkind Eney Commissioner: Jeffery L. King Commissioner: Robin Nichinsky Commissioner: Darren Moss Carried 2. Fire Claims Moved by Commissioner King, seconded by Commissioner Nichinsky, it was RESOLVED, that the Board of Fire Commissioners hereby authorizes payment of the Fire Department claim in the amount of$21,486.63, certified by Fire Chief Alex Rapp and submitted to the Comptroller's Office. See Attachment B. Carried 3. Drone Donation Moved by Commissioner Nichinsky, seconded by Commissioner King, WHEREAS, through the fundraising efforts of the volunteer firefighters of the Town of Mamaroneck Fire Department, two DJI Matrice 4DT drones valued at $24,000 were donated to the Fire District;now, therefore, be it RESOLVED, that the Board of Fire Commissioners of the Town of Mamaroneck Fire District hereby accepts this generous donation and authorizes the Town Administrator to execute any documents necessary for the acceptance and transfer of ownership. Carried 4. Other Fire Department Business Moved by Commissioner King, seconded by Commissioner Nichinsky, the Board of Fire Commissioners unanimously agreed to adjourn, and the Town Board reconvened. Carried 1. Consideration of Construction Management Services Proposal Town Administrator Meredith S. Robson presented the amended agreement with CALGI Construction Company, Inc. for construction management services for the Parks Building and Sign Shop Reconstruction project, as discussed during the Work Session. Moved by Councilmember King, seconded by Councilmember Nichinsky, it was Page 162 of 171 Town Board January 28, 2026 RESOLVED, that the Town Board hereby authorizes the amended agreement with CALGI Construction Company, Inc. for construction management services for the Parks Building and Sign Shop Reconstruction project in an amount not to exceed$325,760 and authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Carried 2. DEFERRED -Consideration of EV Charging Station Rates and Idling Fees As discussed during the Work Session, the Town Board deferred this item to a future meeting. No action was taken. 3. Consideration of Salary Authorization - Police Department Moved by Councilmember Nichinsky, seconded by Councilmember King, it was RESOLVED, that the Town Board hereby approves the appointment of Police Officer Michael Vezyrakis as a Probationary Police Officer in the Town of Mamaroneck, effective January 29, 2026, at an annual salary of$84,144. Carried REPORTS OF THE COUNCIL Councilmember Nichinsky • Thanked the Highway Department for keeping us safe. • Enjoyed the beautiful snow. Councilmember King • Thanked the Highway Department for keeping us safe. Councilmember Moss • Thankful for attending his first official Town Board Meeting. • Hopes that everyone is at home staying safe and warm. TOWN ATTORNEY'S REPORT Town Attorney Maker Jr. reminded residents that mail deposited at a local post office will be transported to a regional processing center before it is postmarked. Because State law requires the Receiver of Taxes to rely on the postmark when determining whether a mailed tax payment was timely, Attorney Maker encouraged residents to consider paying in person, using the Town's online payment portal, or requesting a postmark at the post office counter. ADJOURNMENT Moved by Councilmember King, seconded by Councilmember Moss, the meeting was unanimously adjourned at 8:20 p.m. Carried REGULARLY SCHEDULED MEETING - FEBRUARY 4,2026 Submitted by Allison May, Town Clerk Page 163 of 171 Town of Mamaroneck 47 '4 .; Town Board Minutes o ,f_ } Wednesday, September 16, 2026, Conference Room A, z 7-, Second Floor 5:00 PM FOUNDED 1661 PRESENT: Jaine Elkind Eney, Town Supervisor Jeffery L. King, Councilmember Robin Nichinsky, Councilmember Darren Moss, Councilmember Andrew Regenstreich, Councilmember ABSENT: ALSO PRESENT: Allison May, Town Clerk Meredith S. Robson, Town Administrator William Maker Jr., Town Attorney Tracy Yogman, Town Comptroller 5:00 PM THE TOWN BOARD WORK SESSION CALL TO ORDER The Work Session of the Town Board was called to order by Town Supervisor Jaine Elkind Eney. Moved by Councilmember Nichinsky, seconded by Councilmember King, the Town Board unanimously opened the Work Session at 5:02 p.m. Carried WORK SESSION ITEMS 1. Request for Executive Session Moved by Councilmember King, seconded by Councilmember Moss, the Town Board agreed to enter an Executive Session to discuss the employment history of a particular person or persons. Carried Moved by Councilmember Nichinsky, seconded by Councilmember Regenstreich, the Town Board unanimously agreed to resume the Regular Meeting. Carried 2. Discussion -Town Board Meeting Change The Town Board discussed changing the November 18, 2026, Town Board meeting to Tuesday, November 17, 2026. The proposed change was advanced to the Regular Meeting for consideration. Page 164 of 171 Town Board September 16, 2026 3. Discussion -2026 LMC Services Agreement Town Administrator Meredith Robson presented the proposed 2026 agreement with LMC Media, Inc. for filming, editing, and broadcasting Town meetings and events. The agreement provides for a term of January 1 through December 31, 2026, at a cost not to exceed $198,800. Administrator Robson explained that proposed revisions concerning equipment purchased with Public, Educational and Governmental (PEG) access funds would instead be incorporated into the 2027 agreement. 4. Discussion -Award of Bid TA-26-12 Senior Center Roof Replacement The Town Board reviewed the results of the bid solicitation for the Senior Center roof replacement project. Nine bids were received, and Sandhu Contracting Inc. submitted the lowest responsive, responsible bid. Engineering staff recommended awarding the base bid, together with alternates for soffit replacement and copper chimney flashing, for a total amount not to exceed $158,500. Funding is available in Capital Project H6758. The matter was advanced to the Regular Meeting for consideration. Administrator Robson asked the Town Board to submit technical questions in advance so Engineering staff could provide additional information as needed. The Board also briefly discussed the Hommocks roof solar panels, and the potential purchase of panels currently being rented. 5. Discussion - Initial Overview of 2027 Tentative Budget The Town Administrator and Town Comptroller Tracy Yogman provided an initial overview of the developing 2027 Tentative Budget. The Town Board discussed current projections, revenue and expenditure assumptions, departmental requests, and the remaining steps in the budget-development process. No action was taken. 6. Discussion -Consideration to Appoint Voting Delegate for NYAOT Legislative Conference The Town Board decided not to appoint a delegate. 7. Discussion -Complete Streets - Boston Post Rd Survey The Town Board reviewed and discussed a draft public survey concerning the New York State Department of Transportation's Boston Post Road Complete Streets project. The Board provided feedback regarding the survey before its release to the public. No formal action was taken. The Board discussed opportunities to make the survey clearer and more educational. Suggestions included adding links to the draft plan, maps, and other background materials; clarifying residency choices; defining "Complete Streets" and "road diet"; and using consistent rating scales. Councilmember Moss requested input from Police, Fire, and EMS regarding the proposed roadway changes. Councilmember Regenstreich and Interim Assistant Town Administrator Gary Evans were asked to refine the introductory language and supporting links before release 8. Discussion - RFP for Recreation Master Plan This item was postponed until after the Regular Session. 9. Updates Supervisor Elkind Eney noted that the Town of Mamaroneck Fire Department street- sign dedication would be held September 26 at 5:30 p.m. and that the Fire Department Inspection Dinner was scheduled for October 23, with the location to be determined. The Board discussed a request concerning the Iselin inlet and agreed that the Town would communicate that it had no objection. Page 165 of 171 Town Board September 16, 2026 Supervisor Elkind Eney presented a request from the League of Women Voters to designate parking spaces at the Town Center for voters during the upcoming election period. Town Clerk Allison May was asked to implement. The Board was informed of a staff longevity awards ceremony scheduled for October 21, 2026, at 3:00 p.m. The Board discussed fundraising and infrastructure considerations related to the fields. Friends of the Town of Mamaroneck Recreation indicated that fundraising would focus on field improvements rather than underground infrastructure, which would remain a Town responsibility. The Board discussed prior engineering and geotechnical work, subsurface utilities, potential environmental considerations, and the need for additional information regarding borings and sewer infrastructure before determining next steps. The matter is expected to be revisited in January. The Board discussed preparations for the Town's America250 time capsule ceremony, including improvements to the garden area, painting the flagpole, photographs from the September 11 ceremony, and having LMC Media record the ceremony for inclusion in the time capsule. The ceremony is planned for October 24. Administrator Robson reported that approximately $18,700 would be required for additional value-engineering review of the proposed shade structures. The Board discussed whether landscaping or plantings could provide an alternative and noted prior input from the Town Engineer. The Town Administrator reported on discussions with the Mamaroneck Union Free School District regarding shared facilities and operating costs of the pool . The Board discussed opportunities for better coordination on capital improvements, operating expenses, field lighting, and scheduling so the Town can plan for future costs and facility needs. The Board briefly discussed the Association of Towns legislative conference; no direction was provided regarding voting positions. Councilmember Nichinsky asked about the tax-foreclosure process. Town Attorney Maker discussed outreach to property owners before further action and noted that, in appropriate circumstances, delinquent amounts may be repaid through a three-year payment arrangement provided the property owner does not continue to default. 10. Changes to Regular Meeting Agenda The Board agreed to add the Deputy Town Administrator recruitment services agreement and the appointment of two Planning Board alternate members to the Regular Meeting agenda. 8:00 PM TOWN BOARD REGULAR MEETING The Town Board meeting convened in the Courtroom located on the second floor of the Town Center. The public may also view the meeting on their cable set-top boxes—Optimum 75/76/77 or Verizon Fios 34/35/36 --or online at LMCMedia.orq. CALL TO ORDER The Regular Meeting of the Town Board was called to order by Town Supervisor Elkind Eney at 8:05 p.m. The Town Supervisor noted that the Town Board met for a Work Session beginning at 5:00 p.m. this evening, which was open to the public. SUPERVISOR'S REPORT Welcome to the September 16th, 2026, meeting of the Town Board of the Town of Mamaroneck. The Town Board met today for a Work Session in Conference Room A starting at 5:00pm, which was open to the Public. Page 166 of 171 Town Board September 16, 2026 School Taxes Due I wanted to remind everyone again that your First Half 2026/School Taxes are due by September 30th without penalties. The bills have been mailed out and were available for payment on the Town's website on September 1, 2026. Due to the increase in check fraud which involves checks being stolen, altered and cashed ("check washing"), taxpayers are encouraged to utilize the Town of Mamaroneck's online e- check payment system, as it is the safest and most expedient way to pay your taxes with immediate confirmation of payment, and it is at no charge to the taxpayer. Utilizing banking software to pay your taxes is not recommended. Banks issue paper checks to the Town, and they do not arrive with a U.S. postmark stamp. Therefore, the Town cannot confirm timeliness in the event the check arrives late. Please note the mail service in the area has been experiencing significant delays. In the event you do mail your check, please use a black ink gel pen and mail it inside the Post Office. If you are a victim of check fraud,you should contact your bank immediately. Please sign up to receive emails from the Town reminding you when property taxes are due. Simply go to our website: www.townofmamaroneckny.gov and click on the "Sign Up for Alerts" button and follow the instructions. September 11th--25th Anniversary Commemoration We held our annual Tri-Municipal September 11th Commemoration. The ceremony brought together first responders, veterans, clergy, public officials, local scouting troops, and residents to remember those who lost their lives on September 11, 2001 and those first responders from our community whose service and selfless actions on September 11, 2001 contributed to 9/11-related illnesses and, ultimately, their deaths. It is important to come together each year, as a community to remember and to educate those in our community who were born since the horrific events of that day. Dedication of Engine 37 in memory of Dennis Tortorella After the 9.11 commemoration,we attended the dedication of Engine 37 at the TMFD in memory of Dennis Tortorella,who served the TMFD actively and ably for over 50 years before succumbing to a 9.11 related illness. It was a fitting tribute to someone who had given so much to our community. Other events were: Summit: State Senator Shelley Mayer and State Assemblyman Steve Otis gave us an update on what is happening in Albany. They are both so accessible, and they are strong advocates for our community. We are lucky to have them representing us in Albany. Larchmont Chamber of Commerce: We discussed upcoming events that affect the business community in Larchmont including all of the Halloween events. WPATS (Westchester Putnam Association of Town Supervisors): This is a monthly meeting where we discuss issues of common concern and can ask one another for guidance/advice when situations arise. Mamaroneck Chamber: A speaker addressed flood preparedness and recovery for businesses in the Village. Upcoming Events: Town Fall Cleanup The annual fall cleanup—which is in conjunction with International Coastal Cleanup Day-- will take place at the Hommocks Conservation Area on Saturday, Sept. 26th between 12noon and 2pm. Volunteers are needed. Please contact my assistant, Sue Odierna, at sodierna©townofmamaroneckny.gov or by calling 914.381.7816 with questions or to volunteer. Sue and Town Environmental Planner Elizabeth Aitchison organize and run this event each fall (and each spring). Attention Students! This is worth two hours of community service for you! Page 167 of 171 Town Board September 16, 2026 Food Truck Festival Saturday, October 3rd, 12noon to 4pm at Memorial Park: please join us for this fabulous, annual event. We'll have food trucks, live music, local vendors, live music and "Touch a Truck" and a Pumpkin Patch for the kids. Bring the whole family for a great afternoon of fall fun! Repair Café: Sunday, October 18th, from 12noon to 4pm at the Town of Mamaroneck Senior Center. If you like to fix things, please volunteer to help by calling my assistant, Sue at 914.381.7816 or by emailing mlmrepaircafe@gmail.com. At the Repair Café, residents can bring one or two broken items to sit with our"fixers"who will do their best to repair the item. Popular items are small appliances,jewelry, clothing, electrical items and electronics. And, to all who observe, my best wishes for an easy fast. RESIDENT COMMENTS Supervisor Elkind Eney asked if anyone in the audience wished to address the Town Board and there was no one. BOARD OF FIRE COMMISSIONERS 1. Call to Order Commissioner Elkind Eney called the Meeting to order, then on motion of Commissioner King, and seconded by Commissioner Moss, the Board of Fire Commissioners was unanimously declared open. Carried Present were the following members of the Fire Commission: Commissioner: Jaine Elkind Eney Commissioner: Jeffery L. King Commissioner: Robin Nichinsky Commissioner: Darren Moss Commissioner: Andrew Regenstreich 2. Fire Claims Moved by Commissioner King, seconded by Commissioner Regenstreich, it was RESOLVED that the Board of Fire Commissioners hereby approves the attached list of fire claims totaling$12,666.61, which had been certified by Fire Chief Alex Rapp and submitted by the Comptroller's Office for payment. Carried 3. Fire Report Commissioner Elkind Eney read the Fire Report for the Month of August 2026, as follows: ALARM TYPE NUMBER Fires 94 Stills 8 Out of Town (Mutual Aid) 0 EMS 1 Drills 5 TOTAL 108 Total number of personnel responding: 1,247 Total time working: 55 hours and 20 minutes. See Attachment A. Page 168 of 171 Town Board September 16, 2026 4. Other Fire Department Business There being no further business to come before the Fire Commission, on motion of Commissioner Nichinsky, seconded by Commissioner King, the Fire Commission unanimously adjourned and the Town Board reconvened. Carried AFFAIRS OF THE TOWN OF MAMARONECK 1. Consideration -Town Board Meeting Change Moved by Councilmember King, seconded by Councilmember Moss, it was RESOLVED that the Town Board hereby approves the Town Board meeting change to Tuesday, November 17, 2026. Carried 2. Consideration -2026 LMC Services Agreement Moved by Councilmember King, seconded by Councilmember Nichinsky, it was RESOLVED that the Town Board hereby retroactively to January 1, 2026, approves the 2026 agreement with LMC Media Inc. for providing services relating to the filming, editing and broadcast of Town meetings and events for a budget not to exceed$198,800.00 and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Carried 3. Consideration -Award of Bid TA-26-12 Senior Center Roof Replacement Administrator Robson explained that nine bids were received, representing a strong response. Staff reviewed the submissions and qualifications and recommended award to Sandhu Contracting Inc. based on its base bid together with two alternates. Moved by Councilmember Moss, seconded by Councilmember King, it was RESOLVED that the Town Board hereby awards bid TA-26-12 Senior Center Roof Replacement to Sandhu Contracting Inc., based upon their submitted base bid with Add Alternate#1 and Add Alternate#2 elected, in an amount not to exceed$158,500.00 and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Carried 4. Consideration -Agreement A- Deputy Town Administrator Recruitment Services Administrator Robson explained that Pracademic Partners previously assisted the Town in securing Gary Evans to serve in the interim role and is now being asked to assist with recruitment for the permanent Deputy Town Administrator position. Moved by Councilmember Nichinsky, seconded by Councilmember Moss, it was RESOLVED that the Town Board hereby approves the submitted proposal from Pracademic Partners for recruitment services for a budget not to exceed $12,000.00 and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Carried Page 169 of 171 Town Board September 16, 2026 5. Consideration to Appoint Planning Board Aternate Members Moved by Councilmember Nichinsky, seconded by Councilmember Moss, it was BE IT RESOLVED that Raymond Sutiano be appointed as Alternate 1 of the Planning Board, said term shall expire on December 31, 2027, and BE IT FURTHER RESOLVED that Michael Zeller be appointed as Alternate 2 of the Planning Board, said term shall expire on December 31, 2029. Carried REPORTS OF THE COUNCIL Councilmember King • Pointed out that there was no certiorari report for this meeting and anticipated an update at a future meeting. Councilmember Nichinsky • Reported attending the September 9 Library Board meeting and announced that the Larchmont Public Library will celebrate its 100th anniversary on October 25 from 3:00 to 5:00 p.m., with live jazz, cake, and refreshments. • Noted an upcoming photo exhibit in the Oresman Gallery, reflected on the well- attended September 11 memorial ceremony, and recognized Assemblyman Steve Otis and Senator Shelley Mayer for their continued involvement in community matters. Councilmember Nichinsky extended good wishes to those observing Yom Kippur Councilmember Moss • Extended good wishes to those observing Yom Kippur and the Jewish New Year. Councilmember Regenstreich • Noted recent New York sports results and reflected on the strong community spirit he has observed through residents' willingness to volunteer and give back. • Announced that the Town's America250 ceremony is planned for Saturday, October 24 at 9:00 a.m. at Memorial Park, with additional information to follow. TOWN ATTORNEY'S REPORT Town Attorney Maker reflected on the Town's commemoration of the 25th anniversary of September 11. RETURN TO WORK SESSION (IN CONFERENCE ROOM A) 8. Discussion - RFP for Recreation Comprehensive Plan The Board continued its discussion of the draft RFP for a Recreation Comprehensive Plan. Councilmember King found the draft concise and comprehensive. Councilmember Nichinsky suggested staging certain elements, including community engagement, trails and connectivity, and program planning, so that initial analysis could inform later phases. Supervisor Elkind Eney noted that the RFP could identify the full desired scope while allowing the selected consultant to recommend sequencing and timing. Councilmember Regenstreich emphasized the importance of aligning the work with the Town's Comprehensive Plan and avoiding duplication. Councilmember Moss supported a review of existing recreation programs, while Administrator Robson recommended including the cost, funding, staffing, and scheduling in the analysis to support program budgeting. The Board discussed organizing the work chronologically, establishing a clear project schedule, benchmarking current conditions, evaluating trends, and assessing both Page 170 of 171 Town Board September 16, 2026 indoor and outdoor facilities. Interim Assistant Town Administrator Evans noted that, because this is an RFP rather than a bid, the Town may engage in dialogue with respondents regarding approach and timeline. The Board agreed that the consultant should use existing planning work as a foundation and provide analysis that can be translated into an actionable strategy. 5. Discussion (Continued)—Initial Overview of 2027 Tentative Budget Comptroller Yogman reviewed several developing items in the 2027 budget, including funding for the Sewer District and Ambulance District. The proposed budget includes $50,000 toward an ambulance replacement reserve, based on contributions of $25,000 for each of two ambulances. The Board also discussed future funding for a sewer backup truck, anticipated bonding for the incinerator, and allocation of costs under the tri-municipal ambulance agreement. Administrator Robson will follow up with the Village of Larchmont and Village of Mamaroneck regarding the tri-municipal arrangement. Councilmember Regenstreich thanked staff for the revised budget format. Councilmember Nichinsky emphasized the importance of clearly identifying which expenses would affect the tax levy and which would be funded through bonding or other sources. The Board was asked to review the developing budget and submit questions in advance of the Tentative Budget presentation, expected in approximately two weeks. See Attachment B. ADJOURNMENT On motion of Councilmember King, seconded by Councilmember Moss, the meeting was unanimously adjourned at 9:38 p.m. Carried NEXT REGULARLY SCHEDULED MEETING - Monday, October 5, 2026 Respectfully submitted by Allison May, Town Clerk Page 171 of 171