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CITY OF DOUGLAS Bid Specifications and Contract Documents for New Douglas Community Club Greens Roller Parks Department Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 Public Works Dept. 420 W. Grant Street PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 2 of 12 TABLE OF CONTENTS Check if Included Document Description x 1. Instructions to Bidders and Call for Bids (Legal Advertisement and Detailed Notice) x 2. Bid Information and Forms: x a. Schedule of Prices x b. Bid Bond – Vehicles and Equipment x c. Signature Page x 3. Notice of Award – Vehicles and Equipment x 4. Specifications All items checked are in this packet. End of Section ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 3 of 12 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES December 8th 2022 1. DEFINED TERMS A. The term “OWNER” means the City of Douglas, a municipal corporation, located at 101 North 4th Street, P.O. Box 1030, Douglas, Wyoming 82633. B. The term “BIDDER” means the individual person or company who submits a bid directly to the Owner and is distinct and separate from a sub-bidder, who submits a bid to a Bidder. C. The term “SUCCESSFUL BIDDER” means the lowest, qualified, responsible, and responsive Bidder who receives the project award based on the Owner's evaluation. D. The term “BIDDING DOCUMENTS” includes the instructions to bidders, the bid form (including bid schedule, if applicable), drawings, specifications, and all other proposed documents (including all addenda issued prior to receipt of bids, if applicable). 2. ADVERTISEMENT FOR BIDS A. Sealed bids for One New Specified Greens Roller, Parks Department. will be received at Douglas City Hall, 101 N. 4th Street, until 2:00 PM MST on January 4th, 2023, and then will be publicly opened and read aloud. Any bids received after the specified date and time will not be accepted or considered. Approved bidding documents may be obtained from Brandon Frye Parks Superintendent 710 E Richards St. North Bldg, or on the City of Douglas website at www.cityofdouglas.org under the “Bid Postings” tab. Each bid must be submitted on the bid form and accompanied by bid security payable to the City of Douglas as prescribed in the bidding documents in an amount not less than five percent of the amount bid. Bids may be subject to the Wyoming Preference Act. Mail submitted bids to the City Clerk, City of Douglas, P.O. Box 1030, Douglas, WY 82633, or deliver to the City Clerk at 101 N. 4th Street, Douglas, WY. To perform public work, the successful Bidder and subcontractors, prior to contract award, shall hold or obtain such licenses as required by State Statutes and federal and local laws and regulations. The City of Douglas reserves the right to reject any and all bids, to waive as an informality any irregularities contained in a bid, and to accept the bid that serves the best interests of the City. Chaz Kokesh, City Clerk; Published: December 21st and 28th , 2022, Douglas Budget ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 4 of 12 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received until 2:00 PM, January 4th, 2023 at the Office of the City Clerk and will be opened and publicly read aloud immediately thereafter in the Conference Room, City of Douglas, Wyoming, 101 North 4th Street, Douglas, Wyoming, for One New Specified Greens Roller, Parks Department. Demonstrative units will not be accepted or considered in the bid proposal. 2. Bid proposals delivered in person will be received only at the Office of the City Clerk. Bids received after the time fixed for bid reception will not be considered. All bids must be clearly marked New “One New Specified Greens Roller, Parks Department.” with the bidder’s name and the time and date of the opening on the outside of the envelope. The City of Douglas reserves the right to reject any and all bids, to waive as an informality any irregularities contained in a bid, and to accept the bid that serves the best interests of the City. 3. Approved Specifications and Form of Contract Documents may be obtained from Brandon Frye Parks Superintendent 710 E Richards St. North Bldg, Douglas Wyoming 82633, or on the City of Douglas website, www.cityofdouglas.org, under “Bid Postings/Related Documents” section. 4. Delivery will be accepted 120 days after notice of award, F.O.B. (Free on Board) Douglas, Wyoming. Tax Exempt Certificate will be furnished by the City of Douglas. 5. A certified check, cashier’s check, or bid bond in the amount of five percent of the total amount of the bid, including allowances, additive alternates, trade-ins, and concessions, must accompany each bid and must be payable without condition to the Owner as a guarantee that the Bidder will provide specified unit(s). The City of Douglas will allow a 5% preference to Wyoming residents. Bids may be subject to the Wyoming Preference Act. Bidders will supply a Certificate of Residency in compliance with the Wyoming Department of Labor and Statistics. 6. Complete sets of bidding documents must be used in preparing bids; the Owner does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of bidding documents. The Owner, in making copies of bidding documents available on the above terms, do so only for the purpose of obtaining bids on the work and do not confer a license or grant for any other use. 7. The policy of the City of Douglas is to provide and afford equal treatment and service to all citizens and assure equal employment opportunity based on ability and fitness to all persons regardless of race, creed, national origin, sex, physical or mental disabilities or age. This policy shall apply to every aspect of employment practices, employee treatment and public contact. No qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs or activities of the City of Douglas, or be subjected to discrimination. Pursuant to the American's with Disabilities Act, reasonable accommodation for persons with disabilities who wish to participate in these services, ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 5 of 12 programs, or activities shall be made upon request to City of Douglas, ADA Coordinator JD Cox at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming. 8. The City of Douglas hereby notifies all bidders that it will affirmatively insure that pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, creed, color, sex, physical or mental disabilities, or national origin in consideration of an award. 9. The bidder shall indicate his compliance with a “Yes” or non-compliance with a “No” in each line item specification. Where submitted literature does not support the meeting of these specifications, the bidder shall outline fully on company letterhead stationary the variation from specification. Any unit not conforming to the specifications will be rejected, and it will be the responsibility of the manufacturer to conform to the requirements, unless deviations have been cited by the bidder and acceptance is based upon the exceptions. End of Section ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 6 of 12 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated Dec. 8th, 2022. BID ITEM DESCRIPTION Year – Make – Model: Base Bid: $ Option (Describe) $ Option (Describe) $ Less Trade-In (Describe) Less Government Concessions: Total Bid Amount: $ In addition to this proposal, the undersigned Bidder agrees to submit complete information, including specifications and descriptive literature to fully describe and illustrate the equipment, vehicle, and/or accessories offered. Bidder proposes to deliver equipment or vehicle in accordance with the schedule included in the Bid Information. A bid bond or certified or cashier’s check made payable to the City of Douglas, Wyoming, in an amount of 5% of the total amount of this bid is enclosed. The Bidder understands that the Owner allows a 5% preference to Wyoming residents and that Bids may be subject to the Wyoming Preference Act. The Bidder further attests that the specifications relating to the bid security are understood and the conditions set forth in said specifications are agreed upon. Signature of Representative Responsible for Bid: Printed Name & Title of Signer: Company Name & Address of Bidder: (Proposal must be filled out, signed and submitted with the bid document) End of Section ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 7 of 12 BID BOND – VEHICLES, EQUIPMENT KNOW ALL MEN BY THESE PRESENT, that we, the undersigned, as Principal, and as surety, are hereby held and firmly bound unto as Owner in the penal sum of for payment of which, we and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns. The condition of the above obligation is such that whereas the Principal has submitted to the City of Douglas, Wyoming, a certain Bid, attached hereto and hereby made a part hereof to enter into a contract in writing for One New Specified Greens Roller, Parks Department. NOW, THEREFORE, a. If said bid shall be rejected, or b. If said bid shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said bid) and shall furnish a Performance/Contractor's Bond for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith and shall in all respects perform the agreement created by the acceptance of said bid, then this obligation shall be void. Otherwise, the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its Bond shall in no way be impaired or affected by any extension of the time within which the Owner may accept such bid; and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above. PRINCIPAL: By: (seal) SURETY: By: (seal) IMPORTANT: Surety companies executing BONDS must appear in the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the State of Wyoming. End of Section ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 8 of 12 SIGNATURE PAGE IF BIDDER IS: AN INDIVIDUAL By: doing business as: (Name) Address: Phone: A PARTNERSHIP By: (seal) (Firm Name) (General Partner) Business Address: Phone: A CORPORATION By: of (Corporation Name) (State of Incorporation) By: (Signature) (Title) ATTEST: (Corporate Seal) Business Address: Phone: A JOINT VENTURE By: Address: By: Address: By: Address: By: Address: (Each member of the joint venture must sign; attach additional sheet if necessary.) ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 9 of 12 CITY OF DOUGLAS, WYOMING NOTICE OF AWARD EQUIPMENT & VEHICLES Name of Company Attention To Mailing Address City/State/ZIP Project (as it appears on Bid documents) Contract Price The Owner has considered the bid submitted by you for the above described vehicle or equipment in response to its advertisement for bids dated Dec. 8th, 2022. You are hereby notified that your bid has been accepted for item/s in the amount of: Year – Make – Model: Base Bid: $ Option (Describe) $ Option (Describe) $ Less Trade-In (Describe) Less Government Concessions: Total Bid Amount: $ You are required, as set forth in the bid specifications, to execute any required documentation within ten (10) days from the date of this notice and return to the Owner. Failure to comply with these conditions within the time specified will entitle Owner to consider your bid in default, to annul this Notice of Award, and to declare your bid security forfeited. Other conditions or precedents, if any: None. ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 10 of 12 Dated this day of , 20 . CITY OF DOUGLAS, OWNER ACCEPTANCE OF NOTICE Receipt of the above NOTICE OF AWARD is hereby acknowledged. By: By: SIGNATURE SIGNATURE Name/Title: JD Cox, City Administrator Printed Name: Title: Please sign and send back to: City of Douglas, Attn: City Clerk P.O. Box 1030, Douglas, WY 82633 End of Section ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 11 of 12 SP ECIF ICATIO NS Specifications are for One New Specified Greens Roller, Parks Department. These are the minimum specifications for this unit; you must meet or exceed these specifications. If indication “No” is marked to any specifications, you must provide on a separate sheet of paper an explanation of the item that you would supply in place of the specified item. Any item not marked may result in rejection of the bid. SCOPE: The vehicle or equipment being specified will be assigned to the Douglas Community Club and will be used within the City of Douglas as follows: Designated greens roller for use on Douglas Community Club Golf Course only. Must be a roller only, that can safely and smoothly roll the greens to increase ball roll and overall health of the green, MEETS SPECIFICATIONS YES NO I. Engine 1. Gas 6.5hp or more 2. 2 cylinders or more MEETS SPECIFICATIONS YES NO II. Cooling system 1. Hydro transmission with cooling fan MEETS SPECIFICATIONS YES NO III. Traction Drive 1. Hydrostatic 2. Foot pedal driven 3. Ran by a rubber coated non-stick drive roller MEETS SPECIFICATIONS YES NO IV. Brake 1. Hand and Drum MEETS SPECIFICATIONS YES NO V. Tires 1. Trailer style, size 16X6.50X8 or more MEETS SPECIFICATIONS YES NO VI. Steering 1. Joystick 2. Directly connected to rolling heads running on a light load MEETS SPECIFICATIONS YES NO VII. Ground Speed 1. Speed Control done by foot pedals based on pressure applied 2. 0-9 mph or more ---PAGE BREAK--- Meets Specifications Bidder Initials: Page 12 of 12 MEETS SPECIFICATIONS YES NO VIII. Direction Controls 1. Foot pedals 2. Each pedal drives machine side to side or left to right: opposite directions MEETS SPECIFICATIONS YES NO IX. Width of Rollers 1. 48 inches or more MEETS SPECIFICATIONS YES NO X. Smoothing Heads or Rollers 1. 2-24 inch rollers or more MEETS SPECIFICATIONS YES NO XI. Ground pressure 1. 3.8psi or less MEETS SPECIFICATIONS YES NO XII. Operators Manual 1. One service and operator’s manual and one parts list manual MEETS SPECIFICATIONS YES NO XIII. Warranty 1. Two year warranty End of Section