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Page 1 of 10 CITY OF DOUGLAS Contract Documents & Specifications for a New Heavy Duty Utility Vehicle, Douglas Community Club (DCC) Public Works Dept. 420 W. Grant Street PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Page 2 of 10 City of Douglas Call for Bids (Equipment) Sealed bids will be received for One New Specified Heavy-Duty Utility Vehicle in the office of the City Clerk until 2:30 p.m., March 13th, 2019, and read immediately thereafter in the Council Chambers at City Hall, 101 N. 4th St., Douglas, Wyoming. Complete requirements and copies of contract documents are available at the Public Works Dept., 420 W. Grant St. Douglas, WY 82633, 307-358- 9750, or on the City of Douglas website at www.cityofdouglas.org under the “Bid Postings” button. Mail proposals to the City of Douglas, P.O. Box 1030, Douglas, WY 82633, or deliver to the City Clerk at 101 N. 4th Street. The City reserves the right to reject any or all bids; to waive informalities; and to accept the bid that is in the best interests of the City of Douglas. Karen Rimmer, City Clerk Published February 27th and March 6th, 2019 ---PAGE BREAK--- Page 3 of 10 CITY OF DOUGLAS BID INFORMATION Seal bids will be received until 2:00 p.m., on March 13th, 2018, at the office of the City Clerk the same day in the Council Chambers of the City Hall Building at 101 North 4th Street, Douglas, Wyoming, for One New Specified Heavy-Duty Utility Vehicle. 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. Delivery will be accepted 60 days after notice of award, F.O.B. Douglas, Wyoming. All complete bids must be firm 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 Heavy-Duty Utility Vehicle 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 Heavy-Duty Utility Vehicle. The specifications are for and the purpose and intent of this document is to specify the purchase of a New Specified Heavy-Duty Utility Vehicle. 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 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. Base Bid - $ Total bid amount - $ Signature of company representative responsible for bid: ---PAGE BREAK--- Page 4 of 10 You are required to deliver the above specified item/s, F.O.B. to Douglas, Wyoming on or before May 31st, 2019, 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. (Proposal must be filled out, signed and submitted with the bid document) End of Section ---PAGE BREAK--- Page 5 of 10 PROPOSAL FOR FURNISHING ONE New Specified Heavy-Duty Utility Vehicle FOR THE CITY OF DOUGLAS, WYOMING – Douglas Community Golf Course Proposal of (Name): Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated March 13th, 2019. BID ITEM: Description: One New Specified Heavy-Duty Utility Vehicle Make and Model: I. Price bid for (unit) as specified FOB a. Douglas, Wyoming II. Less trade-in allowance: $ None 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: Title: End of Section ---PAGE BREAK--- Page 6 of 10 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 10 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 10 NOTICE OF AWARD - EQUIPMENT To: Equipment description: New Specified Heavy-Duty Utility Vehicle The owner has considered the bid submitted by you for the above described work in response to its advertisement for bids dated February 27th and March 6th 2019 and information for bidders. You are hereby notified that your bid has been accepted for item/s in the amount of: Base Bid - $ Option #1 - $ None Description: Option #2 - $ None 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. Dated this day of . ACCEPTANCE OF NOTICE Owner Receipt of the above Notice of Award is hereby acknowledged By By Company Title By End of Section ---PAGE BREAK--- Page 9 of 10 SP ECIF ICATIO NS Specifications are for One New Specified Heavy-Duty Utility Vehicle. 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 equipment being specified will be used within the City of Douglas and will be assigned specifically to the Douglas Community Golf Course. MEETS SPECIFICATIONS YES NO I. Engine 1. Diesel, 22HP or more 2. 3 cylinders or more with 3200 rpm ore more MEETS SPECIFICATIONS YES NO II. Air Cleaner 1. 2 stage or more MEETS SPECIFICATIONS YES NO III. Transmission Drive 1. 3 speed with high/low and reverse or 5 speed with reverse 2. 4-wheel drive manual engage 3. Safety 3rd gear lockout MEETS SPECIFICATIONS YES NO IV. Brake 1. 4-wheel hydraulic drum brake 2. Parking brake MEETS SPECIFICATIONS YES NO V. Tires 1. Turf tires front traction tires size 20x9x10 and rear 24x12x12, 4-ply or larger MEETS SPECIFICATIONS YES NO VI. Steering 1. Hydraulic power steering 2. Turning circle circumference 2WD 17-inch radius 3. Inside wheel radius 100-inch and outside radius 300-inch when turning MEETS SPECIFICATIONS YES NO VII. High Flow Hydraulics 1. Separate power circuit to power attachments and accessories 2. 8 GPM at 2000 PSI or higher ---PAGE BREAK--- Page 10 of 10 MEETS SPECIFICATIONS YES NO VIII. Capacities 1. Payload capacity of 3200 lbs. or more 2. Towing capacity of 3500 lbs. or more MEETS SPECIFICATIONS YES NO IX. Cargo Capacity internal dimensions 1. Length 65-inch, width 50-inch, height 10-inch MEETS SPECIFICATIONS YES NO X. Suspension 1. Front suspension- independent with dual A-frame control arms, dual shock absorbers and dual coil springs with anti-sway bar 2. Rear suspension- independent of transaxle with dual leaf springs and dual shock absorbers MEETS SPECIFICATIONS YES NO XI. Tow Hitch 1. Steel hitch bolted to frame or axle MEETS SPECIFICATIONS YES NO XII. Warranty 1. 2-year limited warranty MEETS SPECIFICATIONS YES NO XIII. Manuals 1. Complete set of manuals, operating, parts, and service upon delivery