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CITY OF DOUGLAS Bid Specifications and Contract Documents for One 2025 Specified Police Package Explorer SUV Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 City of Douglas PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 2 of 12 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 12 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES February 5th, 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 Specified Police Package Explorer SUV will be received at Douglas City Hall, 101 N. 4th Street, until 2:00 PM MST on Feb. 5th, 2025 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 City Hall, 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: January 22nd and January 29th 2025, Douglas Budget ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 4 of 12 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received until 2:00 PM February 25th 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 Specified Police Package Explorer 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 New Specified Police Package Explorer 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 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 F.O.B. (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 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, 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 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. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 5 of 12 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 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. End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 6 of 12 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated February 5th,2025. BID ITEM DESCRIPTION Year – Make – Model: Base Bid: $ Option (Describe) 2025 Police Package Explorer SUV $ Option (Describe) $ Less Trade-In (Describe) N/A 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 12-2019, Page 7 of 12 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 12 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 January 22nd and 29th, 2025. You are hereby notified that your bid has been accepted for item/s in the amount of: Year – Make – Model: Base Bid: $ Option (Describe) 2025 Police Package Explorer $ Option (Describe) $ Less Trade-In (Describe) N/A 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 12 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 12 SP ECIF ICATIO NS Specifications are for One new Specified Police Package Explorer 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 City Of Douglas and will be used within the City of Douglas as follows: Meets Specifications Yes No I. ENGINE 1. To be a minimum of 3.3 Liter V6 Gasoline(Flex Fuel) Engine 2. Must be pursuit rated and AWD(4WD) 3. Engine block heater 4. Heavy Duty cooling system with large high volume radiator 5. Engine oil cooler 6. Describe: Meets Specifications Yes No II. AXLES, SUSPENSION FRONT AND REAR 1. Front axle to be 4WD or AWD 2. Heavy Duty front and rear shocks and struts 3. Front and Rear Stabilizer bars 4. Noise Suppression included 5. Describe Meets Specifications Yes No III. WHEELS AND TIRES 1. All-Season Radial, BSW load capacity are to be required by the manufacturer GVWR specified 2. Tires are to be speed rated for a pursuit vehicle 3. Manufacturers standard steel wheels 4. Full size spare tire and wheel 5. Full wheel cover or center cap 6. Describe: Meets Specifications Yes No IV. BRAKE/ BRAKE RELATED EQUIPMENT ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 11 of 12 1. 4-Wheel heavy duty antilock disc brake system 2. Traction/ Stability control 3. Standard Police Package: Describe: 4. Police calibrated high-performance braking system 5. Describe: Meets Specifications Yes No V. BUMPERS 1. Front: Manufacturers standard Police Package 2. Recovery Hooks On Rear 3. Rear: Manufacturers standard Police Package 4. Class III Receiver Hitch 5. Describe: Meets Specifications Yes No VI. STEERING 1. Power Steering package with power assist 2. Manual Tilt/ Telescoping Steering Wheel 3. Describe: Meets Specifications Yes No VII. ELECTRICAL SYSTEM 1. High capacity Police package: Wiring/ Alternator 2. AGM Battery 3. Factory installed spotlight 4. Must have predrilled headlights and taillights for LED inserts 5. Must have phone/ device Bluetooth setup (Sync) 6. Factory installed “Dark Mode” 7. Rear AUX. taillights (43A) Optional 8. Tail lamp package (66B) 9. Rear door lock inoperable. 10. Describe: Meets Specifications Yes No VIII. TRANSMISSION AND EQUIPMENT 1. 10 Spd. Police calibrated transmission/ transaxle 2. Column shift 3. Manual Police Pursuit Mode 4. Heavy duty transmission cooler 5. Describe: ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 12 of 12 Meets Specifications Yes No IX. CAB AND RELATED EQUIPMENT 1. Manual integral heating and air conditioning 2. AM/FM radio with Bluetooth capability (SYNC) 3. Solar Tint windows 2nd row 4. Interior mirror, wide angle, day/night type 5. Heated power mirrors 6. Drivers seat: 6-way power adjust, Police grade cloth 7. Rear seats: Police grade vinyl 8. Floor: Heavy duty vinyl 9. Passenger airbag on/off sensor 10. Cruise control 11. Keyless entry (without keypad) 12. Vehicle must communicate with Police Radar Unit for patrol speed via DLC, video metadata 13. Cargo area lamp 14. Power adjust front passenger seat 15. Describe: Meets Specifications Yes No X. PAINT AND TRIM 1. Exterior paint is Oxford White 2. Interior is light grey or Onyx 3. Describe: XI. MANUALS 1.Complete operator and service manuals will be with vehicle upon delivery 2. Describe: XII. WARRANTY 1. Base warranty shall be minimum of 3 year/ 36,000 mile whichever comes first 2. Warranty on powertrain shall be 5 years/100,000 miles or whichever comes first 3. Corrosion/ Perforation warranty shall be 5 years/100,000 miles or whichever comes first 4. Describe: