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Page 1 of 10 CITY OF DOUGLAS WYOMING Specifications for a New Infrared Asphalt Heater and Reclaimer Unit Douglas City Hall 101 N. 4th St. PO Box 1030 Douglas, WY 82633 Street And Alleys 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 for a New Specified 2025 New Infrared Asphalt Heater And Reclaimer will be received in the office of the City Clerk until 2:30 p.m., August 6th, 2024 and read immediately thereafter in the Council Chambers at City Hall, 101 N. 4th St., Douglas, WY. Approved specifications and contract 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. 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. The City of Douglas reserves the right to reject any and all bids, to waive informalities, and to accept the bid that serves the best interests of the City./s/, City Clerk Published: July 24, 2024 & July 31,2024 End of Section ---PAGE BREAK--- Page 3 of 10 CITY OF DOUGLAS BID INFORMATION Seal bids will be received until 3:00 p.m. on August 6th, 2024, 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 a New Specified 2025 Infrared Asphalt Heater and Reclaimer. 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. Details and specifications may be obtained by contacting the City Clerk, 101 North 4th, Douglas, Wyoming 82633 or the Public Works Department, 420 West Grant, Douglas, Wyoming 82633-2153. Bids received after the specified hour will not be accepted. Delivery will be accepted, F.O.B. Douglas, Wyoming. All complete bids must be 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 2025 Infrared Asphalt Heater And Reclaimer 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 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, 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 a New 2025 Infrared Asphalt Heater and Reclaimer. The specifications are for and the purpose and intent of this document is to specify the purchase of a New Specified 2025 Infrared Asphalt Heater and Reclaimer. 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 ---PAGE BREAK--- Page 4 of 10 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 based upon the exceptions. Total bid amount for new 2025 unit: $ Signature of company representative responsible for bid: You are required to deliver the above specified item/s, F.O.B. to Douglas, Wyoming on or before 06/15/2026 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. End of Section ---PAGE BREAK--- Page 5 of 10 (Proposal must be filled out, signed and submitted with the bid document) PROPOSAL FOR FURNISHING NEW SPECIFIED 2025 INFRARED ASPHALT HEATER AND RECLAIMER FOR THE CITY OF DOUGLAS, WYOMING Proposal of (Name): (Address): to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated (insert date). BID ITEM: Description: New 2025 Infrared Asphalt Heater and Reclaimer Make and Model: I. Price bid for (unit) as specified FOB a. Douglas, Wyoming $ II. Less trade-in allowance: 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 To: Equipment description: The owner has considered the bid submitted by you for the above-described work in response to its advertisement for bids dated , 20 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 - $ Description Option #2 - $ Description _ _ Option #3 - $ Description Option #4 - $ 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. ACCEPTANCE OF NOTICE Receipt of the above Notice of Award is hereby acknowledged by: Owner Company Name Name Title Title Date Date End of Section ---PAGE BREAK--- Page 9 of 10 SPECIFICATIONS Specifications for One New 2025 Infrared Asphalt Heater and Reclaimer. These are the minimum specifications for this vehicle; you must meet or exceed these specifications. Mark “Yes” if item meets specifications; mark “No” if not. 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 machine being specified will be used by the City of Douglas and will be assigned specifically to the Public Works Streets and Alleys Department. The machine will operate when needed for patching or repair of city streets or paved alleys. I. INFRARED EATER Yes No 1. 12 Volt LD Work lights Mounted above chamber and on both sides of reclaimer 2. Aluminum Wind Guards 3. 2 (two) 24 Volt Brushless Blowers 4. Locking battery box containing batteries, charging system and all controls 5. 8- 6V Batteries wired to provide 24V 6. Easy manual ignition with handheld torch 7. All Stainless-steel heating chamber 8. Heavy Duty 24V Electric Winch to raise and lower Chamber 9. 4 (Four) 100 LB. Propane cylinders to feed Heating Chamber 10. Chamber length 6’ 11. Chamber width 8’ 12. Chamber attached to trailer by hinge system 13. Stainless Steel Converter Style: Welded ribbon orifice 14. 6-36” Converters and 6 30” Converters 15. Grid Style: Stamped And Rolled High Nickel Alloy 16. 12-15” Grids And 12-18” Grids 17. Power Supply-Total of 8 6 Volt batteries with charger 18. 115V Outlet for 2- 24V Battery chargers for overnight charging II. RECLAIMER: Yes No 1. 3 Ton Reclaimer 2. Ability to preset time that Reclaimer turns on automatically 3. 1- 100 LB. and 1- 60 LB Propane Bottle to feed Reclaimer 4. Double & Triple wall Insulated Box 5. 4- 22K BTU propane Burners 6. Air Jacketed 7. Trailer mounted 8. 2 Manual Top Load Doors and 4 Manual Shovel Doors-2 on each side ---PAGE BREAK--- Page 10 of 10 III. TRAILER Yes No 1. Heavy Duty steel frame 2. 2- 8,000 LB axles 3. LED lighting, Stop, Turn, Tail and Clearance Lights 4. LED Arrow Stick with Control Module showing flash pattern being used 5. Spare Tire and Wheel- mounted on trailer 6. Trailer width 8’ or 96” 7. Trailer Length 18’ or 216” or less 8. 3” Steel Pintle Hook ring- adjustable height 9. Heavy Duty Jack System 10. 7 Pole RV Style Electrical Truck Connector 11. Electric Brakes with Break-Away System IV. Performance: Yes No 1. Reclaimer: Hold Asphalt at working temperature for 48+ Hours 2. Reclaim Cold Asphalt in 12 Hours 3. Heater: 6-8 Minute Full Depth & Even Heat (no cold spots between converters) V. MANUALS: Yes No 4. Workshop manual online access 5. Online parts catalog 6. Engine operator’s manual End of Section