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Page 1 of 11 CITY OF DOUGLAS Contract Documents & Specifications for a New Tee Mower, Douglas Community Club Public Works Dept. 420 W. Grant Street PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Page 2 of 11 City of Douglas Call for Bids (Equipment) Sealed bids will be received for One New Specified Tee Mower in the office of the City Clerk until 2:30 p.m., April 10th, 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, [PHONE REDACTED], 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 March 27th and April 3rd, 2019 ---PAGE BREAK--- Page 3 of 11 CITY OF DOUGLAS BID INFORMATION Seal bids will be received until 2:30 p.m., on April 10th, 2019, 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 Tee Mower. 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 Tee Mower 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 Tee Mower. The specifications are for and the purpose and intent of this document is to specify the purchase of a New Specified Tee Mower. 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 11 You are required to deliver the above specified item/s, F.O.B. to Douglas, Wyoming on or before June 23rd, 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 11 PROPOSAL FOR FURNISHING ONE NEW SPECIFIED TEE MOWER 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 27, 2019. BID ITEM: Description: One New Specified Tee Mower, Douglas Community Club 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 11 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 11 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 11 NOTICE OF AWARD - EQUIPMENT To: Equipment description: New Specified Tee Mower, Douglas Community Club The owner has considered the bid submitted by you for the above described work in response to its advertisement for bids dated March 27 and April 3, 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 11 SP ECIF ICATIO NS Specifications are for One New Specified Tee Mower. 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, 24-horse power or more 2. 3-cylinders or more with 3600 rpm ore more MEETS SPECIFICATIONS YES NO II. Fuel Capacity 1. Minimum 5 to 6 gallons MEETS SPECIFICATIONS YES NO III. Traction Drive 1. 3-wheel drive parallel piston pump, closed loop system 2. Foot pedal forward and reverse 3. Infinitely variable MEETS SPECIFICATIONS YES NO IV. Brake 1. Parking brake 2. Drum brakes mounted on front wheel motors MEETS SPECIFICATIONS YES NO V. Tires 1. 4-ply, smooth tread MEETS SPECIFICATIONS YES NO VI. Steering 1. Hydraulic power steering 2. No-tool steering wheel adjustment allowing wide range of motion MEETS SPECIFICATIONS YES NO VII. Ground Speed 1. Adjusted by stop on pedal mechanism under cutting unit or similar set up 2. Mow speed setting does not affect transport speed ---PAGE BREAK--- Page 10 of 11 MEETS SPECIFICATIONS YES NO VIII. Electrical System 1. 12-volt maintenance-free battery 2. Ignition switch/key 3. Seat switch, high temp engine shutdown 4. Harness terminals, fuse slot MEETS SPECIFICATIONS YES NO IX. Controls 1. Joystick to raise/lower reels with tap off feature for cleanup lap 2. Control lever sets neutral/mow/transport limits for traction pedal 3. Ignition: Off/run/start 4. Low and high idle throttle 5. Open and close choke lever 6. Parking brake on and off indicator 7. System fault diagnostic light MEETS SPECIFICATIONS YES NO X. Gauges 1. Fuel and Hydraulic sight gauges 2. Glow plug indicator 3. High engine temp warning 4. Fuel and hydraulic sight gauges MEETS SPECIFICATIONS YES NO XI. Width of Cut 1. 58 to 60 inches MEETS SPECIFICATIONS YES NO XII. Cutting unit suspension 1. Double A-arm suspension allowing free cutting unit motion 2. Grass basket directly mounted to cutting unit evenly displacing weight on rollers MEETS SPECIFICATIONS YES NO XIII. Cutting unit connect 1. Tool-free disconnect and mounting of reels and motors MEETS SPECIFICATIONS YES NO XIV. Rear Reel access 1. Must be able to access rear reel from the side and front of the mower ---PAGE BREAK--- Page 11 of 11 MEETS SPECIFICATIONS YES NO XV. Backlapping 1. Backlapping must be a standard feature MEETS SPECIFICATIONS YES NO XVI. Lubrication 1. No grease zerks on machine or reels; sealed bearings MEETS SPECIFICATIONS YES NO XVII. Cutting Unit 1. Height adjustment done by two screws on both sides of front roller 2. Stainless steel ball bearings on reel with low drag seals 3. Reel diameter 5” in width and 21” of length 4. Cutting unit frame die cast aluminum 5. Bedknife adjustment-dual or similar screw adjustment that adjusts bedknife from each side independently 6. Front roller best for mowing tee boxes 7. Hydraulic reel drive by 3 reel cutting unit motors in a series to a single gear pump MEETS SPECIFICATIONS YES NO VIII. Leak Detection 1. Alarm and/or warning light when 3 to 6 ounces of hydraulic oil loss is detected MEETS SPECIFICATIONS YES NO XIX. Operators Manual 2. One service and operator’s manual and one parts list manual MEETS SPECIFICATIONS YES NO XX. Warranty 1. Two- year warranty