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Page 1 of 12 CITY OF DOUGLAS WYOMING Contract Documents & Specifications for One New Specified Long-Range CCTV Pipe Inspection Crawler Douglas City Hall 101 N. 4th St. PO Box 1030 Douglas, WY 82633 Public Works Dept. 420 W. Grant Street PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Page 2 of 12 City of Douglas Call for Bids (Equipment) Sealed bids for One New Specified Long-Range CCTV Pipe Inspection Crawler will be received in the office of the City Clerk until 2:00 p.m., October 17th, 2019 and read immediately thereafter in the Conference Room at City Hall, 101 N. 4th St., Douglas, WY. Approved specifications and contract documents may be obtained at the Public Works Dept., 420 W. Grant Street, or on the City of Douglas website at www.cityofdouglas.org under the “Bid Postings” tab. 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. The City of Douglas reserves the right to reject any and all bids, to waive informalities, and to accept the bid that serves the best interests of the City. Karen Rimmer, City Clerk Published: Oct. 2nd & 9th, 2019 End of Section ---PAGE BREAK--- Page 3 of 12 CITY OF DOUGLAS BID INFORMATION September 23, 2019 Seal bids will be received until 2:00 p.m. on October 17th, 2019, at the office of the City Clerk the same day in the Conference Room of the City Hall Building at 101 North 4th Street, Douglas, Wyoming, for One New Specified Long-Range CCTV Pipe Inspection Crawler. Details and specifications may be obtained by contacting the City Clerk, 101 North 4th, Douglas Wyoming 82633; at the Public Works Department, 420 West Grant, Douglas Wyoming 82633-2153; or on the City of Douglas website at www.cityofdouglas.org under the “Bids” tab. Bids received after the specified hour will not be accepted. Demonstrative units will not be accepted or considered in the bid proposal. Details and specifications may be obtained by contacting the Public Works Department, 420 West Grant, Douglas, Wyoming 82633-2153. Delivery will be accepted, F.O.B. Douglas, Wyoming. All complete bids must be F.O.B. the City of Douglas, Public Works Department, 420 West Grant, Douglas, Wyoming 82633-2153. Tax Exempt Certificate will be furnished by the City of Douglas. All bids must be clearly marked New Specified Long-Range CCTV Pipe Inspection Crawler with the bidder’s name and the time and date of the opening on the outside of the envelope. A Bid Bond or Letter of Credit of 5% will be required at the time the bid is opened. The City of Douglas will allow a 5% preference to Wyoming residents. Bidders will supply a Certificate of Residency in compliance with the Wyoming Department of Labor and Statistics. 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, programs or activities shall be made upon request to City of Douglas, American Disability Act Coordinator at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming 82633. The City of Douglas reserves the right to reject any or all bids, to waive informalities in any bid received and accept any bid which best serves the interest of the City of Douglas. The City of Douglas is letting bids for New Specified Long-Range CCTV Pipe Inspection Crawler. The specifications are for and the purpose and intent of this document is to specify the purchase of a New Specified Long-Range CCTV Pipe Inspection Crawler. Any model bid shall meet or exceed the prescribed requirements. It is unacceptable to add or change components and/or materials to a unit or lesser design capability, in order, to meet these requirements. 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 stationery the variation from specification. Any unit ---PAGE BREAK--- Page 4 of 12 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 based upon the exceptions. Total bid amount for new unit: $ Signature of company representative responsible for bid: Printed Name: You are required to deliver the above specified item/s, F.O.B. to Douglas, Wyoming on or before June 15, 2020 at which time your invoice should be submitted to the City of Douglas. Finance Department, P.O. Box 1030, Douglas, Wyoming 82633-1030 for payment, unless otherwise specified in the bid documents. End of Section ---PAGE BREAK--- Page 5 of 12 (Proposal must be filled out, signed and submitted with the bid document) PROPOSAL FOR FURNISHING NEW SPECIFIED LONG-RANGE CCTV PIPE INSPECTION CRAWLER FOR THE CITY OF DOUGLAS, WYOMING Proposal of (Name): (Address): to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated (September 23, 2019). BID ITEM: Description: New Specified Long-Range CCTV Pipe Inspection Crawler Make and Model: I. Price bid for (unit) as specified FOB a. Douglas, Wyoming $ II. Less trade-in allowance: N/A III. Net Price: (City to pay only this amount) $ In addition to this proposal, the undersigned herewith submits complete information including specifications and descriptive literature to fully describe and illustrate the equipment and accessories offered. Bidder proposes to deliver equipment in accordance with the schedule above. A bid bond, 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 undersigned certifies that he understands the specifications relating to said bid security and agrees to the conditions set forth in said specifications. Submitted by: Company Signature: Printed Name: Title: End of Section ---PAGE BREAK--- Page 6 of 12 BID BOND – 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 a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing for the 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 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 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. Surety By: 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--- Page 7 of 12 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.) End of Section ---PAGE BREAK--- Page 8 of 12 NOTICE OF AWARD To: Equipment description: One New Specified Long-Range CCTV Pipe Inspection Crawler The owner has considered the bid submitted by you for the above described work in response to its advertisement for bids dated Oct. 2nd & 9th, 2019 and information for bidders. You are hereby notified that your bid has been accepted for item/s in the amount of: Base Bid One New Specified Long-Range CCTV Pipe Inspection Crawler Option #1 - $ Description Option #2 - $ Description _ _ Option #3 - $ Description Total bid amount: $ You are required, as set forth in the bid specifications, to execute any documents within ten (10) days from the date of this notice. If you fail to execute said documents, owner will be entitled to consider all rights arising out of the owner’s acceptance of your bid as abandoned and as a forfeiture of your bid bond. The owner will be entitled to such other rights as may be granted by law. You are required to return an acknowledged copy of this Notice of Award to the owner. ACCEPTANCE OF NOTICE Receipt of the above Notice of Award is hereby acknowledged by: Owner Company Name Name Printed Name/Title Printed Name/Title Date Date End of Section ---PAGE BREAK--- Page 9 of 12 SPECIFICATIONS Specifications for One New Specified Long-Range CCTV Pipe Inspection Crawler. These are the minimum specifications for this equipment; you must meet or exceed these specifications. Mark “Yes” if item meets specifications; mark “No” if not. 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 crawler being specified will be used by the City of Douglas and will be assigned specifically to the Public Works Utility Department. The crawler will used for inspecting sewer mains. I. System Basics: Yes No 1. Automatic cable drum with cable 2. Single handheld operator pendant with viewing, digital recording and system controls 3. Crawler with zoom camera for 6” diameter and larger pipe inspection 4. Can Bus communications protocol for system function, status monitoring, and remote diagnostics 5. Ability to connect and communicate to a network via network cable port for lifetime remote firmware upgrades and/ or diagnostics services. II. Operator Pendant and wireless Controller: Yes No 1. 8” handheld color touch-screen monitor with 800 x 600 display resolution for viewing, recording video and accessing control and configuration functions. 2. Certified technicians shall be able to log onto the pendant, either in person or remotely over the internet, to diagnose any possible system problems that may arise. 3. Dual joystick for camera and crawler functions 4. Video signal output for external monitor or recording devices 5. Right multifunction joystick to control crawler’s forward/reverse, left/right turning and speed 6. Left multifunction joystick to control camera’s pan/tilt, zoom and home functions 7. Ability to display crawler pressure, temperature, sonde status, pitch (inclination) and roll, and power usage 8. Controls for adjusting illumination intensity of camera and auxiliary lighting 9. Ability to control cable reel functions: auto, manual, speed, direction, torque of the cable reel 10. Ability to record digital video 11. Ability to capture digital still images 12. Ability to generate text on video 13. Ability to view observation report on pendant 14. Ability to directly engage or disengage electronic clutch 15. Ability to capture, correlate and store still images with distance and observation information, all of which can be output into several reporting packages or viewed onscreen 16. Ability to pause video when adding an observation as to not waste video file storage capacity 17. Ability to generate a graphic inclination report to show pipe grade along inspection route 18. 64 GB file storage for an average of 40 hours of digital video or thousands of digital stills 19. On/off control for camera measurement lasers. 20. Controls for optional remotely controlled motorized camera lift ---PAGE BREAK--- Page 10 of 12 21. Total weight of no more than 6 lbs. 22. A wireless auxiliary controller shall be provided 23. Portable battery powered belt clip wireless controller with crawler, camera and cable reel functions for easy direct single person deployment and retrieval of the crawler at the access point (manhole/basin) 24. Wireless controller must work with a single specific system in order to provide secure control when several systems are being operated in the same area. For operator safety and system protection, there can be no chance for operational interference 25. The wireless controller will be waterproof III. Steerable Motorized Crawler: Yes No 1. 6-wheel drive (3 wheels per side) to generate traction necessary to crawl 1000’ in wet and slippery pipes 2. In 8” configuration with the middle wheel remaining, the 4 larger wheels will overlap the middle ones to provide continuous traction to go over joints and debris and avoid high centering where 4 wheel crawlers con no longer move forward 3. The tractor shall have proportional left, right, forward and reverse capability via manual and automatic controls via a joystick and direct buttons amongst the operator pendant and wireless controller 4. Proportional steering means that the 3 wheels on the left and the right of the crawler will move proportionally at the same time to move the crawler in the intended left, right, forward, backward or combination direction. Crawlers that can only drive in a single direction to the left, right, forward, or backward at a time (bump steering) will be deemed unacceptable 5. Maximum size of 12.2 x 4.3 x 3.5” allowing proper clearance in 6” and lined pipes 6. An electronic clutch that can be engaged and disengaged without needing to move the crawler. Systems that demand movement of the crawler to engage or disengage a mechanical clutch will be deemed unacceptable. The clutch shall disengage upon power loss to ease camera/transporter extraction 7. Sensor package with inclination, roll, sonde, pressure, heat and motor readings 8. Integral rearview color camera with high-lux tri-Led lighting to be positioned at the top rear of the crawler body and not to have any visible increase in the diameter of the crawler body or be integrated with the rear connector 9. Slotted locking mechanism, the simple turn of which drives 3 stainless bearings into the rotate shaft of the camera for secure, easy attachment with 1-bar waterproof rating 10. Minimum weight of 18.5 lbs. (with small wheels) 11. Machined keyway on all 6 axles to ensure positive drive and facilitate quick wheel change- out. Spacers and wheels shall attach with a single screw: plates and spacer-bars shall be deemed unacceptable 12. Three wheel sets and spacers for inspection of pipes 6 – 24” 13. Ability to fit in 8” pipe with top mount auxiliary lighting attached 14. 512 Hz or 33 kHz integral sonde for crawler location 15. Optional auxiliary lighting that has: Twin hi-lux tri-LED lamps for inspecting larger pipes. Rear-viewing color camera with single hi-lux tri-LED lamp (necessary when using lift and needing to see above water flow) 16. Ability to work with optional large diameter carriage and remotely operated lift for large pipe capability without the addition of a second transporter ---PAGE BREAK--- Page 11 of 12 IV. High Resolution Pan/Tilt Color Zoom Camera: Yes No 1. 10x optical zoom with 12x digital zoom multiplier for a total zoom of 120x 2. Ability to produce a high-quality color video images with a readable resolution of no less than 420 HTV lines 3. Pan and tilt motors with no exposed rears or wires 4. Ability to pan a full 360 degrees and tilt +135 degrees for full viewing of laterals and joints 5. Dual projections lasers, 50mm apart, to be able to measure observations and gauge pipe diameter 6. Ability to connect to crawler body via a 1.5” long, 5/8” diameter stainless-steel keyed connection plug with 10-pin internal female connection port. Connection must be waterproof 7. Front housing made of aluminum and stainless steel, with windshield made of impact- resistant, distortion-free material 8. Housing is waterproof per IP68 to withstand external pressure up to 1 bar 9. Encoders to measure pan and tilt position for pendant onscreen position feedback and also allowing camera to be controlled using automated software routines (Macros) 10. Ability to attach to the front of the crawler by simple turn of a slotted locking mechanism atop the crawler that drives 3 stainless bearings into the rotate shaft of the camera, all while maintaining a 1-bar waterproof seal 11. Illumination provided by a minimum of 40 LEDs within the front housing area of 1 7/8 w x 2 ½ h and deliver a 13,000-lux reading at 1’ and a 3-lux reading at 25’. Lighting must illuminate targets beyond 10’ 12. A valve for purge and pressurization of camera-body. (Pressurization helps prevent ingress of water and helps prevent internal condensation and fogging.) 13. A total weight of no more than 3.3 lb. 14. A maximum size of 7” x 3” x 3” (lwh) in order to fit within a diameter of 3.5” (88mm). 15. Integral clutches to protect pan and tilt motors. V. Motorized Automatic Heavy Duty Cable Reel: Yes No 1. Capacity for the systems 1000’ cable 2. A motorized system with sensors that monitor cable tension in order to coordinate cable feed/retrieval with directions and exact speed of the crawler. 3. Ability to automatically perform all forward, backward and varying speed functions without the operator having to monitor or control cable reel functions directly. 4. Ability to operate in both automatic and manual modes. 5. Size of no larger than 21 x 14.5 x 24.5” (hwd) with standard cable roll bar that extends 15” from the front of the reel. 6. All moving hazardous components to be completely covered/enclosed to prevent injury – hand or clothing can’t reach dangerous moving parts. Open access design of the front, top and sides where an operator can touch level-wind mechanism, gears, chains and belts will be deemed unacceptable. 7. Upper cable guide that uses Delrin (or similar) roller mounted to lightweight aluminum frame to protect cable from abrasion during operation, and to limit operator stain during setup. 8. Lower roller assembly that uses Delrin (or similar) roller mounted to lightweight aluminum frame to protect cable from abrasion during operation, and to limit operator strain during setup. Designs requiring use of interlocking poles shall be deemed unacceptable ---PAGE BREAK--- Page 12 of 12 VI. Heavy Duty Transmission Cable: Yes No 1. 1000’ of cable with maximum 6-wire continuous-length multi-conductor wires for lightweight and easy maintenance performance. 2. Kevlar reinforcement to provide a minimum break strength of 1000 lbs. 3. Weight of no more than 10.8 lb. per 328’ (.03 lb. per ft.) to promote portability, long crawler runs and easy handling for multiple sized crawlers. 4. Strain relief to be internal to the cable and cable connector. No external wires, pig tails or other visible external strain mechanisms will be accepted. 5. Solid stainless steel screws on connector at crawler end that locks with two turns, and which engages a locking spring-loaded pin on the rear of the crawler to secure the cable and provide strain relief. Connections that require any tools or loose hardware will be deemed unacceptable. 6. Ability to be re-terminated by soldering no more than 6 wires, then sealed and strain-relieved using a quick-dry epoxy. Procedure shall take no more than half an hour to complete. More than 6-wire wire solder repair and Scotch-cast style solutions that require longer cure times will be deemed unacceptable. 7. Cable to be only single connection regardless of use of optional items such as additional lighting, side scanning camera, rear camera, laser circle, laser dots, remotely operated lift or large pipe carriage. VII. Pipeline Observation Archiving and Reporting Software Yes No 1. Captured visual data can be printed in an inspection report that has manhole to manhole schematic, observations, distance, asset information, operator details and PACP codes. 2. Software to have capability of printing out an inclination report with both slope % and distance variance over the entire length of the asset inspection. 3. For printing, the included software will require a truck or office PC with USB I/O and a printer. 4. Data collected can be used to seamlessly integrate with the Town’s GIS mapping and asset management software via an optional software modules. End of Section