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INVITATION TO BID Notice is hereby given that sealed bids will be received at the City Clerk's Office, City Hall, 435 Ryman Street, Missoula, 59802-4297 until 3:00 p.m., Monday, August 31st, 2009 and will be opened and publicly read in the Mayor's Conference Room, City Hall at that time. As soon thereafter as is possible, a contract will be made for the following: Purchase of one small crew cab 4 wheel drive pick up truck. Bidders shall bid by City bid proposal forms, addressed to the City Clerk's Office, City of Missoula, enclosed in separate, sealed envelopes marked plainly on the outside, "Bid for Small Crew Cab Pickup Truck., Closing, Monday, August 31st, 2009. Pursuant to Section 18-1-102 Montana Code Annotated, the City is required to provide purchasing preferences to resident Montana vendors and \ or for products made in Montana equal to the preference provided in the state of the competitor. Each and every bid must be accompanied by cash, a certified check, bid bond, cashiers check, bank money order or bank draft payable to the City Treasurer, Missoula, Montana, and drawn and issued by a national banking association located in the State of Montana or by any banking corporation incorporated under the laws of the State of Montana for an amount which shall not be less than ten percent (10%) of the bid, as a good faith deposit. The bid security shall identify the same firm as is noted on the bid proposal forms. No bid will be considered which includes Federal excise tax, since the City is exempt there from and will furnish to the successful bidder certificates of exemption. The City reserves the right to determine the significance of all exceptions to bid specifications. Products or services that do not meet bid specifications must be clearly marked as an exception to the specifications. Vendors requesting inclusion or pre-approved alternatives to any of these bid specifications must receive written authorization from the Vehicle Maintenance Superintendent a minimum of five working days prior to the bid closing. The City reserves the right to reject any and all bids and if all bids are rejected, to re-advertise under the same or new specifications, or to make such an award as in the judgment of its officials best meets the City's requirements. The City reserves the right to waive any technicality in the bidding, which is not of substantial nature. Any objections to published specifications must be filed in written form with the City Clerk prior to bid opening at 3:00 p.m. Monday, August 31st, 2009. Bidders may obtain further information and specifications from the City Vehicle Maintenance Division at (406) 552-6387. Martha L. Rehbein City Clerk Publish: August 23rd, 2009 August 30th, 2009 ---PAGE BREAK--- REQUEST FOR BIDS PURPOSE AND FUNCTION The City of Missoula will be purchasing a 4-wheel drive or all wheel drive small 4 door crew cab pickup truck to be used as an accident investigation van. This vehicle will respond to traffic incidents and wrecks in the City of Missoula. The vehicle purchased through this RFP must safely enable a Missoula Police Department employee to safely perform all duties necessary to respond to vehicle incidents and accidents. CONTACT INFORMATION Jack Stucky, Vehicle Maintenance Superintendent Vehicle Maintenance Division City of Missoula 435 Ryman Street, Missoula, Montana 59802 [EMAIL REDACTED] 1-[PHONE REDACTED] The City of Missoula Police Department will be purchasing a small crew cab pickup that meets the following specifications: EXAMPLE VEHICLES Meets Does Not Specs Meet Specs Chevrolet Colorado, Dodge Dakota, Ford Ranger are examples of vehicles that could be used to meet these bid specifications. All vehicles similar to these will be given consideration. GENERAL SPECIFICATIONS Unit must be a crew cab small pickup with four wheel drive or all wheel drive. All four doors must open the same direction, suicide, or other door configurations are not acceptable. Unit must be capable of transporting a minimum of 4 adult people comfortably. AGE AND CONDITION This vehicle must be new with delivery mileage only. Last year’s model is acceptable with delivery mileage only. This unit must be new “turnkey” ready to be put to use upon delivery. BIDDER \ VENDOR RESPONSIBILITY It is the successful bidder’s responsibility to ensure that the vehicle supplied meets or exceeds the bid specification prior to delivery of the unit. REGULATORY AGENCIES AND APPLICABLE STANDARDS All standards shall be the most current revisions. ---PAGE BREAK--- Meets Does Not Specs Meet Specs Unit shall meet or exceed all relevant Federal Motor Vehicle Safety Standards Unit shall meet all relevant Occupational Safety and Health Administration standards (OSHA). Unit shall meet or exceed all State of Montana Motor Vehicle Codes (MCA). All lighting must meet or exceed Federal and State Uniform Traffic Codes. SAFETY Vendor must provide proof of pre-delivery inspection prior to delivering the vehicle. This vehicle must be safe for operation upon delivery. All steps, landings, walkways, and footholds must be covered with or made of non-slip materials. All lighting must promote visibility in high traffic situations. Unit must include three rear view mirrors minimally, one on each side and one inside center of the cab. The outside mirrors shall be no smaller than 5” X 5” mirrors. A shoulder style safety belt must be provided at each occupant location in the vehicle. TRAINING Basic operational instruction shall be provided at the time of delivery. MANUALS, WARRANTY, AND DOCUMENTS One service manual will be provided. One operators manual will be provided. One parts manual will be provided. Warranty information and document shall be provides at the delivery and shall include contact service addresses and phone numbers. DELIVERY Unit must be shipped and delivered (FOB) to the City of Missoula Central Maintenance Facility at 1305 Scott Street, Missoula, Mt. All shipping, receiving, setup, and delivery costs must be included in the bid price. No additional charges or fees are or will be acceptable. Delivery shall be within 60 days from the date the Purchase Order is written. All documentation needed to obtain a title and a Montana State Vehicle Registration must be provided at the time of delivery. ---PAGE BREAK--- Meets Does Not Specs Meet Specs KEYS Three sets of keys must be provided with three key fobs included. POWER TRAIN \ DRIVE TRAIN Unit must have a four, five or six cylinder gasoline powered fuel injected engine. A four or five cylinder engine is preferred and fuel economy will be a factor. Unit must be 4 wheel or all wheel drive that is capable of operating in either 4 wheel drive \ all wheel drive or two wheel drive at the operator’s discretion. Unit must have an automatic transmission. FUEL SYSTEM Fuel tank must hold a minimum of 15 gallons of fuel. Fuel system must be electronic fuel injection system (EFI). Carbureted systems are not acceptable. ELECTRICAL SYSTEM 12 volt electrical system must be provided with a battery that has a minimum cold cranking amp CCA of no less than 1.5 times the engines cubic inch displacement. Electrical system must support emergency lights, siren, radio, and a Police equipment package. INSTRUMENTS All instruments must be clearly visible to the operator at all times. BRAKE SYSTEM Brake system and brake light system must meet or exceed all applicable State, and Federal regulations and standards. Brake system must be manufactures standard, minimum 2 wheel ABS, 4 wheel ABS is preferred. 4 wheel disk brakes are preferred, front disk and rear drum are minimally acceptable. LIGHTS AND LIGHTING Unit light system must meet or exceed all applicable State and Federal traffic safety regulations and standards. TIRES AND WHEELS Unit must have 15 or 16 inch wheels and tires minimum. ---PAGE BREAK--- Meets Does Not Specs Meet Specs Unit shall come equipped with all season radial tires. Spare tire and wheels shall be identical to all of the other tires and wheels. Donut or emergency style spare tires are not acceptable. COLOR AND PAINT All surfaces must be painted; primed or unpainted surfaces are unacceptable. The inside of the pickup box and up over the edge must be coated with “Rhino Lining”, “Permatex”, or a similar black factory quality coating. This must be a professional application, home style \ back yard roll on or spray on kits are not acceptable. Unit exterior shall be painted solid white. Two tone or stripes are not acceptable. INTERIOR Vehicle interior shall be manufactures standard color to compliment the exterior. Example colors are gray, tan, blue, charcoal, etc. Seats must minimally be cloth and must be capable of 4 way adjustment. Seats Must adjust up, down, back and forth, and tilt. OPTIONS IF NOT FACTORY STANDARDS AM\FM\ CD radio must be included. A cell phone charge port must be included. Unit must include mud flaps and front fender flaps to prevent debris from hitting other vehicles and flying up the side of the truck. Heavy duty floor mats must be provided at each occupant location front and rear. ENVIRONMENTAL AND FUEL ECONOMY Consideration will be given for fuel economy and environmental air quality concerns. The unit being bid is estimated (please quote standard EPA etc) to get miles per gallon. Please note any and all environmental benefits associated with this purchase, for example carbon reduction. ---PAGE BREAK--- BID PRICE SHEET The prices listed in this price sheet shall be totally inclusive of all freight, shipping, dealer preparation, or assembly charges. All prices listed will include delivery to 1305 Scott Street, Missoula, Montana. Purchase of one small 4 wheel drive crew cab pickup that meets or exceeds the specifications included in this document. Description of crew cab pickup being provided: Model Year: Name of Manufacture: Description: Total Bid price for crew cab pickup truck being bid: $ Delivery date of this equipment is: Month Day year . OTHER INFORMATION Do the vehicles meet specifications? not, attach a separate sheet with explanations. * City of Missoula reserves the right to award purchases with or without any or all of the alternatives and to award purchases based on life cycle cost to City, not just lowest initial purchase price. Bidders shall notify the City of any ambiguity, inconsistency, or error in the bidding documents, and if a clarification or interpretation is desired, bidders shall request the same from the city in writing, at least five calendar days prior to the bidding deadline. Any objections to published specifications must be filed in written form with the City Clerk prior to bid opening at 3:00 PM August 31st, 2009. Bidders may obtain further information, bid proposal forms, and specifications from the Vehicle Maintenance Division (406) 552-6387. The City reserves the right to reject any and all bids and if all bids are rejected, to re-advertise under the same or new specifications, or to make such an award as in the judgment of its officials best meets the City's requirements. The City reserves the right to waive any technicality in bidding, which is not of a substantial nature. The City reserves the right to determine the significance of all exceptions to bid specifications. Products or services that do not meet bid specifications must be clearly marked as ---PAGE BREAK--- an exception to the specifications. Vendors requesting inclusion or pre-approved alternatives to any of these bid specifications must receive written authorization from the Vehicle Maintenance Superintendent a minimum of five working days prior to the bid closing. Bid Security of 10% of bid (%of dollars - company or personal checks not acceptable security) is hereby enclosed, as our bid for selling the City of Missoula, one small four wheel drive crew cab pickup, bid security will be increased to include equipment options or additional options available in these specifications. The bid security shall identify the same firm as is noted on the bid proposal forms. We understand that a penalty of $25.00 per day and/or forfeiture of bid security may result from exceeding the delivery date bid by vendor. Submitted by: Company Authorized Signature: Name and Title Date: