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CITY OF DOUGLAS Bid Specifications and Contract Documents for Two New Specified Police Package SUV Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 Douglas Police Department 1201 Mesa Drive Suite A PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 2 of 11 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 when required 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 -2022, Page 3 of 11 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES August 29, 2023 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 Two New Specified Police Package SUV will be received at Douglas City Hall, 101 N. 4th Street, until 2:00 PM MST on September 13, 2023, 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 Douglas Police Department, 1201 Mesa Drive, Suite A, or on the City of Douglas website at www.cityofdouglas.org under the “Bid Postings” tab. 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. /s/Mary Nicol, Deputy City Clerk Published: August 30th & September 16th, 2023, Douglas Budget ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 4 of 11 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received until 2:00PM, September 13, 2023 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 Two New Specified Police Package Patrol SUV. 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 Two New Specified Police Package Patrol SUV, 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 Douglas Police Department, 1201 Mesa Drive, Suite A, Douglas Wyoming 82633, or on the City of Douglas website, www.cityofdouglas.org, under “Bid Postings/Related Documents” section. 4. Delivery will be accepted 90 to 120 days after notice of award, F.O.B. Douglas Police Department/Upfitter to be determined. Tax Exempt Certificate will be furnished by the City of Douglas. 5. 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 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 J.D. Cox at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming. 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 stationary the variation from specification. Any unit not ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 5 of 11 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 -2022, Page 6 of 11 SPECIFICATIONS Specifications are for Two New Specified Police Package Patrol SUV. 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 Douglas Police Department and will be used within the City of Douglas as follows: Police Patrol Unit. The SUVs will have four wheel or all-wheel drive with a 4-door sport/utility type cab and include all other requirements as specified by the City of Douglas. Meets Specifications Yes No I. ENGINE 1. To be a minimum of 3.3 liter 6 cylinder gasoline (flex fuel) engine 2. Must be pursuit rated and AWD 3. Engine Block Heater 4. Heavy duty cooling system. 5. Describe: Meets Specifications Yes No II. AXLES, SUSPENSION FRONT/REAR 1. Front axle to be a four wheel or all-wheel drive type 2. Heavy duty front and rear shock absorbers 3. Front & rear stabilizer bars to be included 4. Noise suppression included: 5. Describe: Meets Specifications Yes No III. WHEELS AND TIRES: 1. All-season radial, BSW, load capacity rating are to be as required by the manufacturer GVWR specified 2. Manufacturer’s standard wheels; Describe Meets Specifications Yes No IV. BRAKE/BRAKE RELATED EQUPMENT 1. 4-wheel anti-lock disc brake system with traction control 2. Standard police package: Describe: ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 7 of 11 Meets Specifications Yes No V. BUMPERS 1. Front: Manufacturer’s standard police package 2. Recovery Hooks 3. Rear: Manufacturer’s standard police package 4. Class III Trailer Hitch 5. Describe: Meets Specifications Yes No VI. STEERING 1. Power Steering Police Package 2. Tilt steering wheel 3. Describe: Meets Specifications Yes No VII. ELECTRICAL SYSTEM 1. High capacity police package wiring/alternator 2. Must have pre-drilled headlight & tail lights for LED inserts 3. Must have factory installed driver side spotlight 4. Must have Phone/Device Bluetooth Sync System 5. Factory-programmed “Dark Car” mode; Describe Meets Specifications Yes No VIII. TRANSMISSION & EQUIPMENT 1. Automatic 2. Column Shift 3. Describe: Meets Specifications Yes No IX. CAB & CAB-RELATED EQUIPMENT 1. Manual Integral air conditioning & heating 2. AM/FM radio 3. Solar-tint windows 2nd row 4. Interior mirror, wide-angle, day-night type ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 8 of 11 5. Heated power mirrors 6. Front seat cloth w/rear seat vinyl 7. Passenger side air bag on/off switch 8. Cruise control 9. Keyless entry without pad 10. Unit must communicate with police radar units for patrol speed, video metadata 11. Manual adjust seats 12. Cargo area lamp 13. Hidden rear door lock plungers 14. Vinyl floor cover/carpet delete 15. Describe: Meets Specifications Yes No X. PAINT & TRIM 1. Exterior paint is white 2. Interior colors light gray or tan 3. Describe: Meets Specifications Yes No XI. MANUALS 1. Complete manuals for vehicle operation, maintenance shall be with the truck at the time of delivery 2. Describe: Meets Specifications Yes No XII. WARRANTY 1. Base warranty shall be a minimum of 3 years/36,000 miles, whichever comes first. 2. Warranty on engine shall be for 3 years/36,000 miles, whichever comes first and cover all parts and labor, a copy of the warranty shall be with the vehicle at time of delivery. 3. Warranty on the drive train shall be for 100,000 miles or 60 months, whichever coms first 4. Warranty on rust-through shall be 100,000 miles or 60 months, whichever comes first. 5. Describe: ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 9 of 11 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated September 13, 2023. BID ITEM DESCRIPTION Year – Make – Model: Base Bid: $ Option (Describe) $ 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 vehicle 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 -2022, Page 10 of 11 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 October 12 & 19, 2022. 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: ---PAGE BREAK--- Bidder Initials: Updated Form -2022, Page 11 of 11 Dated this day of , 20 . 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 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