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CITY OF DOUGLAS Bid Specifications and Contract Documents for New Wheel Loader Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 Public Works Dept. PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 2 of 16 TABLE OF CONTENTS Check if Included Document Description 1. Instructions to Bidders and Call for Bids (Legal Advertisement and Detailed Notice) 2. Bid Information and Forms: a. Schedule of Prices b. Bid Bond – Vehicles and Equipment c. Signature Page 3. Notice of Award – Vehicles and Equipment 4. Specifications All items checked are in this packet. End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 3 of 16 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES December 23, 2019 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 New 2020 Wheel Loader will be received at Douglas City Hall, 101 N. 4th Street, until 2:00 pm MST on July 29th, 2020 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 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. Bid should include the option of an allowance for trade-in, 1998 John Deer 624 H Loader. 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. Karen Rimmer, City Clerk; Published: July 15, 2020 to July 22, 2020, Douglas Budget ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 4 of 16 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received until 2:00 Pm July 29, 2020 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 New 2020 Wheel Loader. Bid should include the option of an allowance for trade-in, 1998 John Deer 624 H Loader, DW624HX565052. 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 2020 Wheel Loader” 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 at the Public Works Dept., 420 W Grant Street. 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 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 practice, 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, programs, or activities shall be made upon request to City of Douglas, ADA Coordinator Tony Tolstedt at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 5 of 16 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 stationery 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--- Bidder Initials: Updated Form 12-2019, Page 6 of 16 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated July 15, 2020 BID ITEM DESCRIPTION Year – Make – Model: Base Bid : New 2020 Loader + high lift+ bucket $ Option (Describe)Loader +high lift+ bucket + grapple bucket $ Option (Describe) Loader+ high lift+ bucket +grapple bucket + rock bucket $ 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--- Bidder Initials: Updated Form 12-2019, Page 7 of 16 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 the New 2020 Wheel Loader. 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--- Bidder Initials: Updated Form 12-2019, Page 8 of 16 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--- Bidder Initials: Updated Form 12-2019, Page 9 of 16 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 July 15, 2020 & July 22,2020 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: Dated this day of , 20 . ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 10 of 16 CITY OF DOUGLAS, OWNER ACCEPTANCE OF NOTICE Receipt of the above NOTICE OF AWARD is hereby acknowledged. By: By: SIGNATURE SIGNATURE Name/Title: Jonathan Teichert, 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--- Bidder Initials: Updated Form 12-2019, Page 11 of 16 SP ECIF ICATIO NS Specifications are for New 2020 Wheel Loader. 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 Landfill Department and will be used within the City of Douglas as follows: The Loader will operate daily in all types of weather and conditions. The loader will be compatible in size and scope to a John Deere 624 L loader including 4-wheel drive and specified front bucket. Meets Specifications Yes No I. Engine & Engine Equipment: 1. Six Cylinder, turbocharged, charge air cooled diesel engine and shall be designed and built by the manufacturer. 2. Engine shall be certified to EPA Final Tier 4/EU Stage IV 3. Engine shall have a wet-sleeve cylinder line design for improved cylinder cooling over dry sleeve and cast-in-bore design for improved cylinder and piston ring durability. 4. Engine displacement shall be no less than 6.8 liters (414 cu. in.) 5. Engine net peak shall be no less than 192 hp (143 kw) @ 1600 rpm 6. Engine shall develop a 58% torque rise and shall have at least 644 lb.- ft. (874Nm) net peak torque @ 1300 rpm. 7. Unit shall have glow plugs or manifold heater for cold weather starting. 8. Engine shall be equipped with a 115-volt 1000-watt coolant heater. 9. Fuel system shall be high-pressure, common rail. 10. Daily check points shall be accessible for one side of the engine and done from ground level. 11. Engine intake system shall have a centrifugal precleaner. 12. Under-hood engine air cleaner shall be dry type, dual element with a restriction sensor and in-cab restriction warning light. Must be able to access air cleaner without tools. 13. Access to the engine will be accessible from both sides with opening, full doors access service. Engine shall have no less than 10-micron rated primary dual stage fuel filter with water separator. 14. Loader shall be equipped with a heavy-duty fuel tank guard. 15. Service interval for the engine oil filter shall be 500 hours. 16. The unit shall have an auto-idle, auto-shutdown feature for the engine as standard equipment. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 12 of 16 Meets Specifications Yes No II. Cooling: 1. Unit shall have a proportionally, controlled, hydraulically drive auto reversing fan. 2. The unit will have two-side access to all coolers. 3. Air intake shall be pre-screened 12 inches (3mm perforations) for each cooling component. 4. Cooling system shall be isolated from the engine compartment. 5. Unit shall have a coolant recovery tank provided. 6. Unit shall have a fan-guard. 7. Fluid levels should be easily checked by sight gauges or overflow tanks. Meets Specifications Yes No III. Power Train: 1. Unit shall have a torque-converted, countershaft-type power transmission, and 5 speeds forward with 3 reverse speeds. 2. The transmission shall be electronically controlled, adaptive, with load and speed dependent shift modulation. 3. Shift modes shall be manual, auto to 1st or 2nd, kick down to kick up/down. 4. Service interval for transmission oil filter shall be 2000 hours. 5. The transmission clutch calibration shall be performed from the cab monitor unit shall be equipped with a selectable wheel spin limiting device that limits wheel spin in loose or slippery ground conditions while loading the bucket 6. Unit shall have steering column or joystick mounted F-N-R and gear-select lever, kick-down button on hydraulic lever. Will also have quick shift feature that allows pushbutton gear changes, one gear at a time. 7. Sight gauge showing transmission fluid shall be at ground-level. 8. Transmission filter restriction shall be displayed in the cab 9. The transmission shall be able to reach 24.8 mph in 5th gear and 11.65 mph in third gear with 20.5R25 tires. Meets Specifications Yes No IV. Axles / Brakes: 1. The final drives shall be heavy-duty inboard-mounted planetary 2. The loader shall have two brake pedals with an activation switch to allow left brake pedal to switch between a brake neutralizer or brake only function. 3. The service brake shall be hydraulically actuated, spring-retracted, inboard sun-shaft mounted, oil cooled, self-adjusting, single disc, and sealed from water, mud, and dust contamination. The brakes shall have easy access for inspection. 4. The parking brake shall be automatic, spring applied, hydraulically released, driveline-mounted, oil cooled, multi-disc and sealed from water, mud, dust contamination. 5. Rear axle shall not have less than 24-degree total oscillation, stop to stop, when equipped 20.5R25 tires. 6. The dipstick port and housing fill shall be at the top of the axle. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 13 of 16 7. The front axle shall be hydraulically actuated, disc clutch style, locking differential for maximum traction when requires but with less tire wear then limited slip or no-slip differentials. 8. The loader shall have a standard hydraulic locking from with conventional rear and optional dual locking front and rear axle. 9. The loader shall have automatic differential lock. Meets Specifications Yes No V. Hydraulic System: 1. The hydraulic filter shall be in-tank, vertical mounting with service interval of 4000 hours. 2. The hydraulic fluid shall have a rated life of 4000 hours. 3. The hydraulic system shall be pressure-compensating load-sensing for reduced fuel consumption and better fluid heading compared to center hydraulic systems. 4. Hydraulic tank capacity should be no less than 27.2 gallons for extended hydraulic fluid intervals cooler system temperature. 5. In cab adjustable automatic return to dig to level attachment with two savable settings. 6. Unit will be provided with an in-cab adjustable automatic height kicks out control. 7. Unit will be provided with in-cab adjustable automatic boom return-to-carry control. 8. Unit shall be equipped with either single-lever joystick or single axis fingertip electrohydraulic controls. 9. A sight gauge will be provided for checking hydraulic reservoir fluid. 10. Hydraulic pump shall be variable-displacement. Axial-piston pump: closed- center, pressure-compensating system. 11. Unit will have two programmable multi-function buttons. 12. All auxiliary flow functions will have the ability to be adjustable and continuous. 13. Unit will have ability to save hydraulic settings for up to ten attachments. 14. Bucket shake feature for fine metering of loose materials. 15. Precision mode for operation requiring slow and precise controls. 16. Loader steering articulation shall be no less than 80 degrees in each direction. 17. Loader shall have ride control with an operator-controlled switch in cab. Meets Specifications Yes No VI. Electrical: 1. Two batteries shall be included, 12 volt, 950 CCA, with a rated reserve 200 min the electrical system shall be 24 volts with 130-amp alternator. 2. The unit shall have a solid-state electrical power distribution system using circuit board technology and solid-state switches. 3. The unit shall have a key starting system. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 14 of 16 4. The unit shall be provided with a master electrical disconnect switch. 5. The unit shall be pre-wired for a rotating beacon/strobe light 6. The in-cab switch module shall be sealed to keep out dirt, dust and airborne debris. 7. Unit shall be equipped with driving light with guards, turn signals and flashers, stop and taillights. The taillights shall be LED type mounted high up in the rear grille for protection from damage and better sight visibility and shall have a normal service life equal to the machine. 8. Unit shall come with one 12v power port. 9. Unit shall be equipped with analog display for: engine coolant temperature, transmission oil temperature, hydraulic oil temperature, and engine oil pressure. 10. Unit shall have digital readout for: engine rpm, odometer, transmission gear/direction indicator, speedometer, hour meter, fuel meter, DEF level, average fuel consumption, and outside temperature. 11. Unit shall have operator warning lights for: check engine, engine oil, pressure, engine air restriction, battery voltage, transmission restriction, brake pressure, hydraulic oil filter, transmission fault, hydraulic oil temperature. 12. Builders 12-volt connector in cab for wiring in optional accessories such as a two-way radio. Meets Specifications Yes No VII. Operator Station: 1. Unit shall be equipped with ROPS/FOPS level 1 protection, and be multiplane isolation mounted for noise/vibration reduction. 2. 3” retractable seat belt shall be standard. 3. Dual tilt steering wheel shall be standard. 4. 3-point contact at all times at the front and rear of the loader and around the roofline. 5. The cab shall have continuous and glass from roofline to floor for visibility in tight quarters. 6. A seat backrest extension will be standard. 7. Cab shall have 1 cupholder, 1 cup/thermos holder with strap, personal cooler holder/storage compartment for operator’s manual, rubber floor mat an coat hook. 8. Standard AM/FM/weather band (WB) radio with remote auxiliary port. 9. Front sun visor shall be pull down type. 10. Deluxe seat, cloth with air suspension. 11. Operator station shall have a high capacity heating system with windshield defroster. 12. Operator station shall have a high capacity air conditioning system. 13. Heated left and right exterior mirrors. 14. Large full view interior rear-view mirror. 15. In dash display monitor accessible to operator to check diagnostic codes for the engine, transmission and other systems. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 15 of 16 Meets Specifications Yes No VIII. General Specification: 1. Unit shall be equipped with 20.5R25, Star L-3 tires with multi-rims. 2. Front tire shall be covered with standard fenders. 3. Unit will be provided with rear locking pin. 4. The counterweight shall be built in with a built-in hitch. 5. Unit shall have an articulation locking bar. 6. Unit shall have vandal protection with lockable engine encloser, right counterweight storage, battery box, filler access for radiator/fuel/DEF/hydraulic/transmission. 7. The unit shall be provided with a loader boom service locking bar. 8. Loader shall have reinforced articulation joints with double tapered roller bearings. 9. Fuel tank capacity shall be no less than 79 gallons (299L) with ground-level fueling. 10. Operating weight with standard equipment, pin-on GP Bucket with bolt-on Edge, 3.5 cu yd. (2.7 m3) 20.5R25 tires ROPS cab, 175 lb. operator and full fuel tank shall be no less than 35,796 lb. (16 225 kg). 11. Bucket breakout force shall no less than 26,810 lb. (12 161 kg) with manufacturer’s standard z-bar with pin-on GP bucket with bolt-no edge, 3.5 yd. (2.7 m 12. Ground clearance under the loader shell be no less than 15.1” (384mm). 13. Loader shall have height to hinge – pin (full raided) on less than 13’0” (3.96 14. Machine Full turn tipping load with standard Z – bar linkage and GP bucket with bolt – on Edge, 305 cu yd. (2.7 m3), no tire deflection shall be least 23,483 lb. (10 652 kg). 15. Load Rite L2180 payload scale ready. Meets Specifications Yes No IX. Frames and Structures: 1. Machine front frame shall be of a 4-plate design of four vertical plates from extending from boom pivot pins reaching to the front axle to distribute boom load on the axle. The design is superior to the two-plate frames. 2. Loader bucket bell crank linkage shall be fabricated of high strength steel for increased durability and strength over castings. 3. Loader shall be equipped with an exterior mounted, ground level storage compartment. Meets Specifications Yes No X. Optional Configuration: 1. Optional environmental drain and oil sampling for the engine oil, transmission oil, hydraulic oil, and engine coolant. 2. Color coded remote – start battery terminals for easier and jump starting. 3. Optional 5-pound ABC fire extinguisher. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 16 of 16 4. Optional rear-view camera with a dedicated rearview display monitor. 5. Quick coupler attachment for the removal of the bucket, compatible with JRB coupler the City of Douglas has now on their John Deer 624 H-Wheel Loaders. 6. High lift arms- minimum 24” Meets Specifications Yes No XI. Miscellaneous: 1. One Motorola mobile two-way radio, model CM200d, VHF 4 channel 45 watt with an antenna and cable for roof mounting. Radio is to be programed to the city’s public work frequency of 155.085. Radio will be programmed to turn off & on with the ignition key switch, this requires a single wire connector that plugs into the back of the radio that needs to be supplied with the radio at the time of delivery. Radio is to be delivered with the loader but will be installed by the city. Meets Specifications Yes No XII. Warranty: 1. Manufactures standard warranty. 2. Extended warranty – 60 months or 5,000 hours, Comprehensive. 3. Loader warranty will be registered by the seller and a copy of the registration delivered with the loader. Meets Specifications Yes No XIII. Manuals: 1. Workshop manual set in book form 2. Parts catalog in book form. 3. Driver & operators manuals 4. Engine operator’s manual.