Full Text
CITY OF DOUGLAS Bid Specifications and Contract Documents for One New 2025 Landfill Compactor Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 City of Douglas/ Douglas Landfill PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 2 of 16 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 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 12-2019, Page 3 of 16 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES July 1st, 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 Landfill Compactor will be received at Douglas City Hall, 101 N. 4th Street, until 2:30 PM MST on July 23rd 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 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 and accompanied by bid security payable to the City of Douglas as prescribed in the bidding documents in an amount not less than five percent of the amount bid. 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. Devon Litzsinger, Deputy City Clerk; Published: July 9th and July 16th, 2025 Douglas Budget ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 4 of 16 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 Landfill Compactor. 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 “One New 2025 Landfill Compactor” 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 180 Days after Notice F.O.B. (Free on Board) Douglas, Wyoming. Tax Exempt Certificate will be furnished by the City of Douglas. 5. A certified check, cashier’s check, or bid bond in the amount of five percent of the total amount of the bid, including allowances, additive alternates, trade-ins, and concessions, must accompany each bid and must be payable without condition to the Owner as a guarantee that the Bidder will provide specified unit(s). 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 Tony Tolstedt at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 5 of 16 8. 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. 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 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 16 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) One New 2025 Landfill Compactor $ 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. A bid bond or 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 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 16 BID BOND – VEHICLES, 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 the City of Douglas, Wyoming, a certain Bid, attached hereto and hereby made a part hereof to enter a contract in writing for the One New 2025 Landfill Compactor. 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 Performance/Contractor's 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 extension of the time within which the Owner may accept such bid; and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and 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. PRINCIPAL: By: (seal) SURETY: By: (seal) 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--- Bidder Initials: Updated Form 12-2019, Page 8 of 16 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 9 of 16 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 July 9th and July 16th, 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) One New 2025 Landfill Compactor $ 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 10 of 16 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 11 of 16 SP ECIF ICATIO NS Specifications are for One New 2025 Landfill Compactor. 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 Landfill and will be used within the City of Douglas as follows: Compacting the C & D Pit as well as other areas requiring compaction Meets Specifications Yes No I. BASIC SPECS. 1. Minimum Engine Horsepower 284@2200 rpm 2. Operating Weight w ROPS Cab 56,000lbs. 3. Weigh between front and rear axles will not exceed 10% 4. Overall Length of Machine will not exceed 26 feet 6 inches 5. Cab height will not exceed 14 feet 4 inches 6. Width of machine outside to outside wheel will not exceed 11 feet 7. The wheelbase will be 11 feet 8. Ground Clearane at center point will not be below 14 inches 9. Effective Compaction of no less than 80 inches per pass 10. Frame Shall be Fabricated from Steel Plate and Rolled Box Sections 11. Front And Rear Frames Connected with Hardened Steel Pins Riding In 2 Roller Bearings 12. Electrical System shall be 24 Volt for both Starting and Operating 13. Machine will have a Minimum 150-amp Alternator 14. Fuel Tank Capacity of a Minimum of 132 Gallons 15. Fuel System with a Minimum of 1 Fuel Filter and a Water Separator or 2 Fuel Filters with a Water Separator 16. Fuel Tank shall be mounted inside Front Frame and away from Debris Meets Specifications Yes No II. ENGINE/ TRANSMISSION 1. The engine shall be a minimum of 7.0 Liters 2. Engine will be Tier 4 Per EPA Regulations on Diesel Engines 3. The Engine shall be 6 Cylinder Turbo Charged Diesel Engine 4. Engine will come with Block Heater and Cord 5. Transmission Will be a Planetary Type Power Shift For Repeated Speed and Directional Changes at Full Torque 6. Transmission Shall Have at least 2 Forward and Reverse Speeds 7. Max Speed Forward of 6.8 MPH ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 12 of 16 8. Max Speed Reverse 7.7 MPH 9. Single Stage/ Single Phase Torque Converter 10. Machine Shall be 4-Wheel Drive with Inboard Planetary Reduction for Each Wheel 11. Engine will be Equipped with a Turbine Pre-cleaner and an Optional 2-stage Turbine Pre-cleaner 12. Electronic Clutch Pressure Control/Controlled Throttle Shifting shall sense Input front the Transmission and the Operator Controls to Modulate Each Individual Clutch Through a Proportional Electro-Hydraulic Valve 13. Throttle Lock to Allow Operator Operate on Cruise Control 14. Crankcase Capacity at a Minimum of 5 Gallons 15. Transmission Capacity at a Minimum of 14 to 15 Gallons Meets Specifications Yes No III. STEERING 1. Machine Steering shall be controlled by a Joystick that Integrates Transmission Controls 2. Steering Circuit must be Pilot Operated, Closed Center and Load Sensing 3. Outside Turning Radius shall be 21 feet 3 inches Outside Corner of Blade 4. Machine shall have Center Point Articulation and at least 84-degree Total Articulation 5. A Single Joystick Shall Affect Both Speed and Directional Changes as well as Steering the Machine Meets Specifications Yes No IV. BRAKE SYSTEM 1. Two Independent shall be Required, Parking and Service 2. Service Brake shall be on Front and Fully Enclosed Hydraulic Single Disc Brakes 3. Parking Brake shall be Dry Drum Type on Main Driveline that is Spring Applied and Hydraulic Released 4. Secondary or Emergency Brake shall Automatically Apply when Hydraulic Pressure Drops Below 1000 PSI 5. Vehicle shall be able to Drive Through the Emergency Brake 6. Oil Disc Brakes shall be Adjustment Free and Fully Enclosed to Lock Out Contaminants 7. The far-Left Pedal shall act as both a Brake and an Engine Decelerator to Override the Engine Speed selected by the Throttle Lock. This enables the Operator to Slow Down and Return to Speed Without Pressing a Button or Applying the Brake or Disabling the Throttle Lock Meets Specifications Yes No V. COOLING SYSTEM 1. Radiator shall be a Modular Design ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 13 of 16 2. All Heat Exchangers and Radiators shall be Trash Specific, a Heavy-duty Open ore Design and Maximum Core of 6 Fins per inch of ALUMINUM ALLOY with access for Servicing and Cleaning 3. Cooling System shall have a Minimum of 116 deg. F. Ambient Capability 4. Cooling System Capacity must be a Minimum of 21 Gallons 5. High Radiator Inlet to help prevent Trash from Entering Radiator Area 6. Machine shall have a Radiator Pre-cleaner Screen to prevent Trash from entering Radiator Compartment Meets Specifications Yes No VI. HYDRAULIC SYSTEM 1. The Hydraulic System shall be Fully Filtered and Enclosed with no Vents, Breathers or Valves in the Tank 2. Steering and Blade (Implement), Hydraulic Systems shall have a 2 Pump System with Separate Hydraulic Circuits 3. Hydraulic Tank and Steering Cylinders shall be Guarded to Resist Damage 4. Hydraulic Tank shall have a Minimum of 20 Gallon Capacity 5. Hydraulic System Including Tank shall have a Minimum Capacity of 45 to 50 Gallons 6. Meets Specifications Yes No VII. AXLES 1. Machine shall have a Fixed Front Axle 2. Rear Axle may have a Total Oscillation of 6 Deg. 3. Rear Axle shall Include a Trunnion, 2 Trunnion Supports and Associated Bearings 4. Machine shall have Front and Rear NO-SPIN Locking Differentials 5. Front Differential and Drives shall have a Minimum Capacity of 11 to 12 Gallons 6. Rear Differential and Drives shall have a minimum Capacity of 11 to 12 Gallons Meets Specifications Yes No VIII. WHEELS 1. Machine shall have 4 Separate Steel Wheels 2. Wheels shall be designed by Original Equipment Manufacturer and are Compatible with the standard Machine Manufacturers Axle Guards and Protection 3. Wheels shall be All Steel with a Minimum Diameterof 55 inches and a Minimum Diameter of 67” over Blades and Tips 4. All Wheels shall be Identical with a Minimum Drum Diameter of 77 inches and with a Maximum of 20-inch Weld On Long Life Tips per Wheel Located in Rows Spaced to OEM Cleaner Finger Design ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 14 of 16 5. Each Wheel shall have Striker Bars Located in Front of Providing Protection from Trash that can be thrown or carried by the wheels 6. Each Wheel shall have Hard Facing Applied to the Inner and Outer Drum Edges on the Outside Diameter 7. Wheel and Tip Cleaner Finger shall be provided and shall be welded onto Standard Striker Bars to keep Wheels from plunging when working in Cohesive Materials 8. Each Wheel shall have a Drum Extension to match Machine’s Axle Guarding 9. Wheels shall have Factory Installed Wear Bars welded to the inside cone of each wheel 10. Wheel Cleaner Fingers shall be available for working in Cohesive Material or Severe Packing Conditions 11. Wheels will be equipped with Plus Style and Paddle Style Tips in Combination Meets Specifications Yes No IX. GUARDS/ SHIELDS 1. Machine shall have Engine Side Enclosures 2. Striker Bars to Provide Protection from trash that can be thrown or carried by the Wheels 3. Hinged Engine and Powertrain Guards to help prevent Trash Buildup and Shield Components from Demolition Debris while allowing access for Maintenance and Cleaning 4. Roof Mounted Air Conditioner shall make the Cooling Package easier to keep clean and reduce frequency or Condenser Core 5. Integral Rear Bumper shall help protect the Radiator, Fan Batteries and Engine 6. Meets Specifications Yes No X. BLADE 1. Machine shall be equipped with a Landfill Dozer Blade 2. Moldboard shall be a “Box Section” Design 3. Blade Rise Height shall be a minimum of 45 inches 4. The Depth of Cut shall be no less than 14 inches 5. The Landfill Dozer Blade shall be a Maximum of 12 feet Wide and 77 inches To the top of the Trash Guard 6. Landfill Dozer Blade shall have Reversible Bolt on Cutting Edges 7. Blade Must be able to Raise, Lower and Float 8. Frames shall be Fabricated of Steel Plate and Rolled Box Sections 9. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 15 of 16 XI. OPERATORS STATION 1. With Properly Maintained Cab, Cab shall meet Operator Sound Level (ISO 6396) of 71db with additional Sound Suppression of 70db 2. Engine Enclosure and Sound Suppression shall be available for greater noise reduction 3. Cab shall have Tinted, Bonded or Rubber Mounted, Flat Laminated Safety Glass that is readily available 4. Cab must have HVAC Automatic Temperature Control 5. Footrests for Operator Comfort 6. Cab equipped with factory Heater, factory built and installed Air Conditioning With Roof Mounted Compressor, Front and Rear Defroster, Front and Rear Intermittent Wet Arm Wipers and Air Suspension Type Seat with way adjustment with Seat Belt. Seat will also have Adjustable Armrests 7. Cab shall have Rear View Mirrors 8. Front Window Guard shall also be available 9. Gauges for Fuel, DEF Level, Engine Coolant, Hydraulic Oil, Transmission Temperature, Brake Oil Pressure, Electrical System Low Voltage, Engine Oil Pressure, Engine Overspeed, Fuel Pressure, Hydraulic Oil Filter Status, Parking Brake Status and Transmission Filter Status 10. A 12 Volt, 15 Amp Converter shall be available for 12 Volt Accessories, 2- Way Radio ETC. 11. A Pressurized and Secondary Cab Pre-air Cleaner option shall be Installed 12. Armrest and Controls will NOT be mounted on the seat, but mounted on the floor for added stability and be fully adjustable to fit Operator independent from Seat Adjustments 13. Raer Back-up Camera and in-cab monitor must be included from factory and serviceable from OEM 14. The Operator Station shall have left door that can be fully opened and latched for entry and exit as well as an Emergency Exit on right side through the window 15. The machine will be equipped with a Back-up Warning Alarm and Front Warning Horn 16. Machine will have Front and Rear Warning Lights 17. Machine will have Left and Right-Side Platforms for easy access to rear of cab 18. A built-in storage Unit will be standard for Personal Items 19. XII. SERICABILITY 1. The bottom of machine shall be easily accessed for Engine and Transmission Service, inspection and cleaning. Bottom guards ill be hinged for raising and lowering ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 16 of 16 2. Machine will have a diagnostic connector to analyze Electrical Functions 3. Both side of Engine Compartment will have Swing Out Doors that provide easy access to Maintenance Points 4. ALL Grease Points shall be well within reach at Ground Level in Center Articulation Area 5. Swing out Hydraulic Core shall allow easy cleaning and inspection without tools 6. Operator MUST have ability to monitor machine systems and operation malfunctions, in various languages through a management system with intuitive operation and easy navigation on a touch screen graphical display (VIMS) XIII. OTHER 1. A Software Program will be available from the manufacturer that allows Service Technician to find and identify a problem on the machine 2. Must have included technology that allows remote monitoring of equipment Diagnostic Codes, Machine Hours, Fuel Burn and Idling Hours by transmitting to a secure web-based application (ET) 3. Machine will have an 84 Month, 7500 Hour Total Machine Warranty 4. Machine will come with complete Operator and Service Manuals with Wiring and Hydraulic Schematics 5. Bidder MUST have a Full Service, Parts Stocking Dealership within 100 miles of Douglas, WY 82633 6. Bidder MUST have a local Field Service Capabilities