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CITY OF DOUGLAS Bid Specifications and Contract Documents for One New Compact 4WD Tractor Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 City of Douglas/ Streets and Alleys Dept. PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 2 of 12 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. 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 12 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES July 2nd, 2025 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 Compact 4WD Tractor will be received at Douglas City Hall, 101 N. 4th Street, until 1:00 PM MST on July 23rd, 2025, 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 101 N. 4th ST., 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. 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. Sonya Ortega, City Clerk; Published: July 9th and July 16th 2025, Douglas Budget ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 4 of 12 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received until July 23rd, 2025 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 Compact 4WD Tractor. 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 “One New Compact 4WD Tractor” 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 City Hall 101 N. 4th St., Douglas Wyoming 82633, or on the City of Douglas website, www.cityofdouglas.org, under “Bid Postings/Related Documents” section. 4. Delivery will be accepted 180 Days after notice F.O.B. (Free on Board) Douglas, Wyoming. Tax Exempt Certificate will be furnished by the City of Douglas. 5. 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. 6. 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 Americans 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. 7. The City of Douglas hereby notifies all bidders that it will affirmatively ensure 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. 8. 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, ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 5 of 12 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 12 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated July 2nd, 2025. BID ITEM DESCRIPTION Year – Make – Model: Base Bid: $ Option (Describe) One New Compact 4WD Tractor $ 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 vehicles in accordance with the schedule included in the Bid Information. 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 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--- Bidder Initials: Updated Form 12-2019, Page 8 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 July 9th and July 16th. You are hereby notified that your bid has been accepted for item/s in the amount of: Year – Make – Model: Base Bid: $ Option (Describe) One New Compact 4WD Tractor $ 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 9 of 12 CITY OF DOUGLAS, OWNER ACCEPTANCE OF NOTICE Receipt of the above NOTICE OF AWARD is hereby acknowledged. By: By: SIGNATURE SIGNATURE Name/Title: J.D. Cox-City Manager 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 10 of 12 SP ECIF ICATIO NS Specifications are for One New Compact 4WD Tractor. 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 Streets and Alleys and will be used within the City of Douglas as follows: For Right-of-Way mowing and Ditch Mowing Meets Specifications Yes No I. ENGINE 1. Minimum of 2.8 Liter 3 Cylinder 2. Turbo Charged Diesel 3. Minimum of 60 HP @ 2100 RPM 4. Minimum of 1 Fuel Filter and Water Separator 5. DOC EGR After Treatment System 6. Meets Specifications Yes No II. TRANSMISSION/ PTO 1. Hydrostatic Type 2. Shifts 3. Integrated Park Position 4. Right Hand Shifted Speeds 5. Left Hand Shifted Ranges 6. Mechanical PTO Engagement 7. Power Reverser Transmission Meets Specifications Yes No III. AXLES 1. Mechanical Front Wheel Drive 2. Rear Axle with Diff Lock Meets Specifications Yes No IV. WHEELS AND TIRES 1. Rear: 16.90-30 in. 6PBR Bias 2. Front: 12.4-24 in. R1 Bias 3. 30-inch Steel Wheels Rear 4. 24-inch Steel Wheels Front 5. Wheel Weights on Rear Wheels 6. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 11 of 12 Meets Specifications Yes No V. OPERATORS STATION 1. Fixed Open Operator Station 2. 2-Post foldable Roll-Over Protection Structure (ROPS) 3. Deluxe Adjustable vinyl Seat with Retractable Seat Belt 4. Beverage Holder 5. Single Halogen Rear Work Light 6. Front Driving Lights 7. Tilt Steering 8. Vinyl Floor Mat 9. Instrument Cluster with Fuel Level, Engine Temperature, Oil Pressure, PTO Status, RPM’s, Hour Meter And Quick Diagnostic Lookup 10. Storage Box for Operator’s Personal Items Meets Specifications Yes No VI. CONNECTIVITY 1. Diagnostic Link Connection 2. 3. 4. 5. 6. Meets Specifications Yes No VII. ELECTRICAL 1. 12 Volt Starting and Charging System 2. Turn Signals 3. 4-Way Flashers 4. Headlights 5. Rear Work light 6. Meets Specifications Yes No VIII. ACCESSORIES 1. Deluxe Canopy System 2. Three-Point Hitch Category 2 3. 61 inch Offset Flail Mower 4. 5. 6. Meets Specifications Yes No IX. GENERAL SPECIFICATIONS 1. Wheelbase of 80 to 81 inches ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 12 of 12 2. Fuel Tank Capacity 19 Gallons 3. Rear PTO 540 @ 2100 RPM 4. Maximum PTO HP 45 HP @ 1800 RPM 5. 6. Meets Specifications Yes No X. OTHER 1. Complete Operator and Service Manuals 2. Manufacturer’s Full Warranty 3. Must Have included Technology that allow remote monitoring of equipment, Diagnostic Codes, Machine Hours ETC. 4. Bidder Must have a Full Service, Parts Stocking Dealership within 100 miles of Douglas, WY 82633 5. Bidder Must have Local Field Service Capabilities 6.