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1 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 2:00 p.m., Monday, November 9th, 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 Cemetery Backhoe. 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 Cemetery Backhoe \ Loader., Closing, Monday, November 9th, 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, cashier’s 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 2:00 p.m., Monday, November 9th, 2009; Bidders may obtain further information and specifications from the City Vehicle Maintenance Division at (406) 552-6387. Bid announcements and bid results are posted on the city's website at www.ci.missoula.mt.us/bids. Martha L. Rehbein City Clerk Publish: October 18 th, 2009 October 25 th, 2009 ---PAGE BREAK--- 2 CITY OF MISSOULA, MONTANA SPECIFICATIONS CEMETERY BACKHOE LOADER COMBINATION GENERAL EQUIPMENT DESCRIPTION: The following specifications are for a backhoe loader combination also referred to as a backhoe or a hoe. This unit will be replacing a 210C John Deere Loader and will upgraded in size to be the same or very similar to a 310 John Deere, 580 Case, or a 416 or 420 Caterpillar. VENDORS SERVICE LEVEL: This should be considered one complete "Turn Key" unit ready for immediate use upon delivery. All items that vendor has selected “Meets bid Specs" shall be provided prior to processing documentation for payment. MANDATORY FUNCTIONS: The primary function of this equipment will be digging graves, setting grave liners and setting headstones; Installing and repairing irrigation and water lines; Landscape, maintenance and grounds management as needed; Picking up dirt, leaves, snow, garbage, asphalt, sand, gravel, and a variety of other construction related materials and loading them into various size dump trucks; Scooping, pushing and loading snow and ice; Moving and maintaining stock piles of construction products and materials; Scraping, cutting, and general maintenance and cleanup activities associated with cemetery maintenance and construction; Visibility and safety in dense traffic will be mandatory. This unit will have to be capable of operating in a wide variety of environmental conditions. Operations will be performed in hot weather above 90 degrees, and extremely cold below zero temperatures. This equipment will have to function in steep and rolling terrain effectively without spilling, losing product, or presenting safety concerns. ---PAGE BREAK--- 3 Meets Does Not Specs Meet Specs DATE OF MANUFACTURE: It is the intention of the Cemetery to purchase a new backhoe. Ideally, this means current model year. However, a prior model year (one model year)may be acceptable if the backhoe has very few or only delivery hours of use. BASIC REQUIREMENTS 24 hour delivery of Maintenance related parts and equipment. Repair oriented parts shall have a 24 hour shipping availability. All required lubricants shall be available from Montana lubrication suppliers other than OEM dealers. Only standard (SAE) or metric bolts, nuts, etc. will be allowed. APPLICABLE STANDARDS (All standards referenced shall be of the most current revisions.) Must meet the following standards: Meets Does Not Specs Meet Specs Government and Industrial Federal Motor Vehicle Safety Standards Environmental Protection Agency (EPA) standards. State of Montana Motor Vehicle Code. Relevant Occupational Safety and Health Administration. Society of Automotive Engineers (SAE) Mine Safety and Health Administration (MSHA). Safety Integral ROPS and sound suppressed cab shall be standard and shall meet current Industry and OSHA standards for operator and spectator sound. ---PAGE BREAK--- 4 Meets Does Not Specs Meet Specs All lighting must be located in such a fashion to enable operator to be visible in high traffic situation during both daytime and nighttime operation. Unit must be equipped with flashing LED lights that are visible for a minimum of 1,000 feet in all (360 degrees)directions. All belts, drive shafts, chains, and pinch points must be clearly marked and protective guards in place to prevent operator injury. All steps, landings, walkways, and footholds must be covered with or made of non-slip materials. All hazardous areas or operations should be clearly labeled in such a fashion to make the operators aware of potential danger. Reflective Tape and or Reflectors that allow night visibility of no less than 500 feet. Wherever possible Hydraulic driven equipment shall used in place of chains, belts, or shaft driven systems. TRAINING: At no additional cost Vendor shall agree to provide a qualified factory authorized service representative(s) for the following training. 8 hours of mechanic training in maintenance, adjustment, and repair of vehicle Minimum of 4 hours of operator training. Video Operation Guides. All training will take place within 15 days of delivery. Operator and Mechanical training shall be two separate classes. Service, Parts, and Operators Manuals will be supplied. One additional Operators Manual will be contained within the loader cab. Training specific to Drive train operation and service. Training specific to the selected Diesel Engine. ---PAGE BREAK--- 5 Meets Does Not Specs Meet Specs A minimum of 2 hours Safety training specific to the operation of the backhoe be included. A Preventative Maintenance schedule of maintenance required at specific time intervals will be supplied. Indicates that Video training may be used in place of actual instructors if the videos are considered part of the purchase to become the property of the City of Missoula. DELIVERY: Unit will be delivered F.O.B. to: City of Missoula 1305 Scott Street Missoula, Montana 59804 All Delivery, Transportation, and Shipping charges are included in Bid Price. All services will be performed prior to delivery and unit(s) will be clean and free of defects. Manufacturer's Statement of Origin (MSO) and must be prepared and available At delivery. Unit is complete and no assembly will be required at time of delivery. SPECIFICATIONS FOR BACKHOE LOADER COMBINATION GENERAL DESCRIPTION Provide and deliver U. S. Manufacture's new, current model, 2 wheel drive, backhoe loader combination similar to a Cat 416, Cat 420, John Deere 310, or Case 580. COLOR: Units shall be painted manufacturer's standard safety color. DIMENSIONS: Overall machine length with level bucket on ground shall be no more than 24 ft. when bucket is equipped with bolt-on cutting edge. Transport height should be no greater than 13 ft. ---PAGE BREAK--- 6 Meets Does Not Specs Meet Specs Transport length should be no longer 24 ft. Overall backhoe must be less than 7 ft 7 in. wide. Machine ground clearance shall not be less than 1 foot. Machine basic operating weight shall not be less than 15,000 lb. for a two wheel drive with cab. ENGINE: Backhoe must have a cab and hood configuration that promotes unrestricted access to the engine and related components. Oil sampling ports or fluid access ports shall be provided for quick and clean access to various machine oils (such as hydraulic, transmission and engine oil). Engine shall be fully equipped, turbocharged four cylinder, four stroke diesel type with all necessary operating accessories. Engine shall meet or exceed current U.S. EPA Tier 3 exhaust Emissions levels. Engine shall have a total displacement of not less than 4 liters 276 ci. Engine shall develop at least 84 hp at no more than 2000 rpm. Engine serpentine style belts are preferred with self adjusting automatic belt tensioner adjusters. Minimum 1100 watt, 110 volt engine block heater. Fuel filters and strainer, and fuel/water separator (Racor or approved equal). All filters related to the engine oil and air shall have filter restriction indicators. Cold weather either starting aid or pre-heat system adequate for Montana winters. Weather protection shall be provided for exhaust stack system. Air intake system must include a Pre-cleaner, plus dual stage dry type air cleaner that includes safety element and air restriction indicator. ---PAGE BREAK--- 7 Meets Does Not Specs Meet Specs Oil pump shall be mounted low to prevent pressure loss on steep terrain. Engine oil and coolant systems will be adequate to enable backhoe use in extremely high and low temperature variations. Engine will be wet sleeve style easily rebuilt with cylinder kits. Engine oil cooling system must be provided to enable the backhoe to run stationary for long periods of time without engine overheating or damage. Engine exhaust must be quiet and away from the operators face or station (both front and rear operating stations). It is mandatory that no exhaust enter the backhoe cab. COOLING SYSTEM Grill and cooling must be accessible to provide easy access, easy cleanout and maintenance inspection system. Engine cooling system must be provided that enables the unit to operate efficiently under extremely hot and extremely cold ambient temperature conditions of Western Montana. Permanent type coolant\anti-freeze with a 50/50 mix to a minimum of -30 degrees below zero and the proper PH. to minimize electrolysis. ELECTRICAL AND LIGHTING: Machine shall be equipped with a multilevel monitoring system, which will signal machine and component malfunctions. Machine shall be equipped with 24V or 12 volt electric system for starting and operating, with a minimum 65 amp alternator. Machine shall be equipped with an electrical disconnect switch and neutral safety switch. Machine shall have 4 front and two rear LED work lights and 2 LED rear stop and tail lights. Machine will have a minimum of two front and two rear LED turn indicator lights. Machine shall have a back-up alarm. ---PAGE BREAK--- 8 Meets Does Not Specs Meet Specs Cab shall be pre-wired with electric voltage converter, speakers, antenna, including an am fm radio. Cab shall be equipped with a wiring harness having a harness connector to simplify servicing by avoiding the need to cut electrical wires when removing the cab. Brake lights and 4 way hazard flashers shall be provided. (hazards front and Rear) all lighting must be high quality LED. Heavy duty battery or batteries with a minimum cold cranking capacity of at least 800 amps at 0 degrees F. Ports and wire harness shall be included for installation of CB / 2 way radio in cab. Unit must be pre-wired for company base unit 2-way radio with proper grounding. A battery / ignition lock out switch must be provided to completely isolate battery. In the event that LED lights are not available, halogen lights may be acceptable. However vendor must disclose this on a separate sheet of paper. Cab and Body: Unit shall include a Horn (electric or air). The backhoe provided must include a cab with defrosters, heater(s) and air conditioning. Operator’s seat shall be cloth-covered with adjustments for height, weight, fore/aft and suspension dampening, and adjustable armrests on left and right. Retractable seat belts must be provided, shoulder belts are preferred if possible. Cab shall be (ergonomic egress)egress design with entrance steps and three point access on both sides. Operator must have one hand and two feet or one foot and two hands with secure contact at all times to enter or exit the cab. This is a fall protection measure. Cab shall have internally-mounted rear-view mirrors. ---PAGE BREAK--- 9 Meets Does Not Specs Meet Specs Cab shall be made of tinted safety glass. Wipers must be provided front and rear. Cab shall have factory air conditioning and a pressurized and filtered air circulation system. Unit shall be fitted with a fully enclosed sound treated steel cab complete with ROPS / FOBS protection. Machine shall be equipped with outside toolbox for easy accessibility. Ecological or easy access fluid drains shall be provided to enable fluids to be drained easily and with minimal spillage. Machine shall have lifting/tie down eyes for transportation. Machine shall have rear fenders and or rear platform extensions. Engine compartment shall include engine side shields. Monitoring system shall be manufacturer's standard and shall include an hour meter, fuel indicator, and a low air pressure warning if air brakes are provided. An audio/visual system shall be provided for engine high water temperature and low oil pressure. Unit shall include a complete vandal protection package at all service points. padlocks (Same Key) will be provided by the successful vendor. A key start must be provided with 4 sets of ignition and 4 sets of security lock keys provided. Cab shall meet ANSI\SAE sound exposure levels with doors and windows closed. Wheels and Tires: Rear tires for two wheel drive will minimally be 19.5L-24 10 ply radial Tires. Front tires for two wheel drive will minimally be 11L-16 12 ply radial tires. Wheels shall be steel industry standard for backhoe loader combinations. Wheels and tires sized will have to change should the wheel drive option be selected. ---PAGE BREAK--- 10 Meets Does Not Specs Meet Specs Brakes: Machine shall have wet multiple disk style brakes or pre-approved equivalent. Machine shall have audible alarm and warning light to alert the operator if the service brake actuating pressure drops below a safe operating level. Service brake actuation shall be of independent front and rear hydraulic circuits providing effective braking in the event of partial system malfunction or pre-approved equivalent. Service brakes shall have a sealed brake wear indicator with an external port or similar system that allows brake disc wear measurement without disassembling the axle. Brakes shall meet current regulations for MSHA and OSHA including primary, secondary and parking brake requirements. Brakes shall be adjustment free or self adjusting style. A parking brake shall be provided and an audio/visual warning device shall be provided on the instrument panel to indicate when the parking or hand brake is applied when the engine is running. Steering and turning: Steering system must be power or assisted steering hydrostatically or with a pre-approved alternative. A manual steering mode or emergency mode must be available. Two wheel drive version must have a curb turning radius of no more then 14 feet. Steering wheel must be adjustable. Transmission: Transmission must have at least two ranges and 4 speeds. Reverse gear must have at least two ranges three are preferred. Transmission must be power shuttle, power shift style. ---PAGE BREAK--- 11 Meets Does Not Specs Meet Specs Transmission shall be controlled for smooth clutch modulation. Transmission shall have an oil cooler to help reduce transmission temperatures. Transmission will provide a top speed of greater than 20 mph. Axles and Differential: Final drives shall be of planetary design. Differentials must have a locking mode or position with electric controls. A rear axle and differential must be wet style bearing that do not require greasing. Hydraulic System: Machine shall have a ground-level hydraulic sight gauge showing hydraulic fluid level. Hydraulic system must provide at least 28 GPM to backhoe and the bucket loader respectively. Hydraulic system must include a spin on easy access hydraulic filter. A Hydraulic cooling system must be included. LOADER AND LOADER BUCKET: Front bucket must have a 1 cubic yard minimum capacity with the capability of lifting a minimum of 6000 lbs. Loader controls shall be single lever controls with clutch cutoff switch included. The width of the bucket shall be equal to or exceed the overall width of the tires. Loader bucket must have a bolt on style cutting edge. Loader must have a dump clearance of no less than 8 feet 10 inches. Loader must have bucket level and return to dig position. ---PAGE BREAK--- 12 Meets Does Not Specs Meet Specs Loader bucket shall have self leveling and a bucket level indicator. Bucket shall be designed in a fashion to enable the unit to load to the center of a truck box. BACKHOE Backhoe will include an extendable dipper stick to provide approximately 3 feet 6 inches of dipper stick extension. Backhoe bucket must be a 24 inch wide bucket capable of rotating a minimum of 180 degrees. Backhoe bucket must have removable bucket teeth. Backhoe control will be two lever pilot style controls. Please see old style lever controls option in the price sheet. Hydraulic cab controlled stabilizers must be provided to prevent movement while digging. Stabilizers must have rubber pad style foot pads. Stabilizers must be equipped to compensate for drift both directions. Backhoe with fully extended dipper stick must be capable of lifting 2,000 lbs minimum. Cemetery must be capable of lifting and setting a liner with a coffin with the dipper stick extended (900 lbs). Truck loading height with backhoe shall be a minimum of 11 feet. Backhoe must be capable of digging a minimum of 17 feet with the extension. Reach from swing center must be at least 20 feet. The backhoe shall be equipped with rubber bumper linkage style boom locks to keep the backhoe from vibrating on the swing frame (or similar per-approved system). Storage shall be provided for swing lock pin. Swing casting shall minimally have a dual yoke construction. ---PAGE BREAK--- 13 Meets Does Not Specs Meet Specs Warranty: All warranty must be Original Equipment Manufacturers with a minimum coverage period of one year on the entire machine. Optional extended warranty should be disclosed on price sheet if available on the power train see price sheet for warranty option. Warranty documentation shall be included in the bid package. Vendor Location: Manufactures repair, parts and warranty center will be located in Missoula, Montana. Please note, the City of Missoula will may or may not include a trade in backhoe as part of this purchase. This unit is currently in service and is available to be viewed at 1305 B Scott Street, Missoula, Montana. Please Contact Jack Stucky at 1-[PHONE REDACTED] to view this unit. Description of Trade In Backhoe: Make: John Deere Model: 310C Year: 1989 Serial Number: A755596 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 2 wheel drive backhoe loader combination that meets or exceeds the specifications included in this document. Description of backhoe being provided: Model Year: Name of Manufacture: Description: Total Bid price for backhoe being bid, this will be the total sale / bid price without trade in consideration: $ ---PAGE BREAK--- 14 Trade in Credit for backhoe described above: $ Net sale / bid price with trade in consideration included: $ OPTIONS: Additional cost of extended warrantee if they are available. Please include all documentation of coverage and costs. Please note these costs will be in addition to all costing listed above: $ Additional cost or credit to change from pilot style backhoe controls to traditional lever style controls. Please note these costs will be in addition to all costing listed above: $ Additional cost to change from a 2 wheel drive to a 4 wheel drive backhoe. Please note these costs will be in addition to all costing listed above: $ The City of Missoula may be interested in a “buy back agreement”. Please disclose any buy back options that may be available as part of this purchase. Delivery date of this equipment is: Month Day year . Please note that the trade backhoe, should it be included in the sale, must be picked up by the vendor. The City of Missoula may be willing to deliver this unit within the City limits pending staff availability. 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 2:00 p.m., Monday, November 9th, 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 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. ---PAGE BREAK--- 15 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 backhoe, 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: