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CITY OF DOUGLAS Bid Specifications and Contract Documents for One New2025 1 Ton Ext. Cab 4X4 With Utility Box Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 Public Works/ Streets and Alleys Dept. 420 W. Grant St. Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 2 of 13 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 13 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES July 1, 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 2025 1 Ton Ext. Cab 4X4 With Utility Box will be received at Douglas City Hall, 101 N. 4th Street, until 2:00 PM MST on July 23RD 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 13 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received by 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 2025 1 Ton Ext. Cab 4X4 With Utility Box. 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 receipt for One new 2025 1 Ton Ext. Cab 4X4 With Utility Box on will not be considered. All bids must be clearly marked for One new 2025 1 Ton Ext. Cab 4X4 With Utility Box UNIT 129 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 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 120 days after notice. (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. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 5 of 13 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, 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 13 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated July 1st, 2025 BID ITEM DESCRIPTION Year – Make – Model: Base Bid: $ Option (Describe) New 1 Ton Ext. Cab 4X4 With Utility Box $ 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 13 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 13 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 Publication Dates July 9th and July 16th, 2025. You are hereby notified that your bid has been accepted for items in the amount of: Year – Make – Model: Base Bid: $ Option (Describe)New 1 Ton Ext. Cab 4X4 With Utility Box $ 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 13 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 13 SP ECIF ICATIO NS Specifications are for One new 2025 1 Ton Ext. Cab 4X4 With Utility Box. 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 Dept. and will be used within the City of Douglas as follows: Meets Specifications Yes No I. ENGINE AND FUEL SYSTEM 1. V-8 Engine Minimum of 6.8 liter 2. Heavy Duty Coolant Rated To -45 Deg. F 3. Able to run 85 Octane Gasoline 4. Fuel Tank Minimum 40 Gallons 5. Engine Block Heater and Cord 6. Other: Meets Specifications Yes No II. AXLES, FRONT AND REAR 1. Minimum Gear Ratio to Be 3.73 2. Electronic Shift on the Fly 4WD 3. Limited Slip Rear Axle with Diff Lock 4. Solid Rear Differential 5. Solid Front Differential 6. Other: Meets Specifications Yes No III. SUSPENSION AND WHEELBASE 1. Heavy Service Package 2. 12,100 lb. Minimum GVWR 3. Heavy Duty Shock Absorbers Rear 4. Heavy Duty Shock Absorbers Front 5. Front And Rear Sway Bars 6. 164 Inch Wheelbase 7. Other: Meets Specifications Yes No IV. WHEELS AND TIRES 1. Minimum 18” Steel or Aluminum Wheels 2. Minimum 18” All Season/ All Terrain Tires ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 11 of 13 3. Matching Spare Tire and Wheel 4. On Board Tire Pressure Monitoring System 5. Other: Meets Specifications Yes No V. BRAKE/BRAKE RELATED EQUIPMENT 1. 4 Wheel Antilock Disc Brake System 2. Traction Control 3. Stability Control 4. Integrated Trailer Brake System 5. Other: Meets Specifications Yes No VI. BUMPERS 1. Front: Manufacturer Standard 2. Rear: Manufacturer Standard Step Bumper 3. 7 Pole Round And 4 Pole Flat Trailer Wiring Connector 4. Minimum Class III Receiver Hitch 5. Front Tow Hooks 6. Other: Meets Specifications Yes No VII. STEERING 1. Power Steering 2. Tilt/ Telescopic Steering Wheel 3. Other: 4. 5. 6. Meets Specifications Yes No VIII. ELECTRICAL SYSTEM 1. High-Capacity Alternator 2. Minimum 850 CCA Battery 3. Easy Access Fuse and Relay Boxes 4. Other: 5. 6. Meets Specifications Yes No IX. TRANSMISSION AND EQUIPMENT 1. 10 Speed Automatic Transmission 2. Column Shift Preferred 3. 4X4 Electronic Shift Transfer Case 4. Other: ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 12 of 13 5. Meets Specifications Yes No X. CAB AND RELATED EQUIPMENT 1. Manual Integral Air Conditioning and Heat 2. Sound System: Manufacturers Standard With Bluetooth 3. Interior Rear-View Wide-Angle Mirror 4. Remote Start 5. Tow/Haul Mirrors 6. Front 40/20/40 Cloth Type Bench, Driver Seat 7 Way Power 7. Extended Cab 8. Cruise Control 9. Cargo Area Lamp 10. Black Vinyl Flooring with Vinyl Floor Mats 11. Gauges: Fuel, Temp, Oil Pressure, Trans. Temp, Tachometer And Odometer 12. Three Programmed Key Fobs 13. Power Windows And Locks 14. Intermittent Wipers 15. Rear Back-up Camera Prep Kit 16. Outside Temperature Display 17. Other: XI. MISCELLANEOUS ITEMS 1. Steps Full Length of Cab 2. LED Dual Warning Strobe Lights Or Beacon Light 3. Upfitter Switches 4. Motorola CM200D Programmed to P.W. 155.085 Frequency 5. Steel Utility Box with Spray in Liner 6. Stainless T Type Handles 7. Stainless Steel Hinges and Removable Tailgate 8. Modern Rectangular LED Taillights and Marker Lights 9. Ladder Rack 10. Other: XII. PAINT AND TRIM 1 Exterior Color Standard White 2 Interior Color Medium Dark Or Grey 3 Preferred XLT, SLT or LS Trim Package 4 Other: 5 6 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 13 of 13 XIII. MANUALS 1 Complete Set of Manuals for Operation and Maintenance Shall Be With Truck At Time Of Delivery 2 Other: XIV. WARRANTY 1 Bumper to Bumper Warranty Shal Be a Minimum Of 3 Year/ 36,000 Miles 2 Warranty on Powertrain Shall Be for 5 Years/ 60,000 Miles Whichever Comes First, Which Covers All Parts and Labor. A Copy of This Warranty Shall Be with Vehicle At Time Of Delivery 3 Finish Warranty/ Corrosion Warranty Shall Be 5 Years/ Unlimited Miles 4 Other: