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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 Front End Loader. 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 Street Division Front End 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 FOUR YARD CLASS ARTICULATED FOUR WHEEL DRIVE LOADER GENERAL EQUIPMENT DESCRIPTION: The following specifications are for a Front End Loader also referred to as a Bucket Loader or Loader. This unit will be replacing a 624 E John Deere Loader and will be expected to be the same or very similar to a 624E John Deere or a 938G Caterpillar loader. 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 loading trucks. In addition to loading trucks this equipment must be capable of: 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; Loading sander trucks with sand and salt for winter highway snow and ice control; Moving and maintaining stock piles of construction products and materials; Setting or placement of a variety of street related components such as timbers, sump rings, manhole assemblies, and street drainage components; Scraping, cutting, and general street maintenance and cleanup activities associated with street maintenance and construction; Loading operations in heavy traffic will be performed by this unit daily. 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 City Street Division to purchase a new loader. Ideally, this means current model year. A prior model year (one model year)may be acceptable if the loader is “like new” with 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 both current OSHA and MSHA 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 situations 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 is 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. ---PAGE BREAK--- 5 Meets Does Not Specs Meet Specs Training specific to Drive train operation and service. Training specific to the selected Diesel Engine. A minimum of 2 hours Safety training specific to the operation of the front end loader 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 or Title Application must be prepared and available At delivery. Unit is complete and no assembly will be required at time of delivery. SPECIFICATIONS FOR 4-WHEEL DRIVE ARTICULATED FRONT END LOADER GENERAL DESCRIPTION Provide and deliver U. S. Manufacture's new, current model, articulating, four-wheel drive, front end loader rated at minimum SAE 3.5/8 or 3.62 cubic yards heaped, 4 cubic yards maximum. ---PAGE BREAK--- 6 Meets Does Not Specs Meet Specs COLOR: Units shall be painted manufacturer's standard safety color. DIMENSIONS: Overall machine length with level bucket on ground shall be no more than 7331 mm (24 ft 1 in) when bucket is equipped with bolt-on cutting edge. Machine width over tires shall not be less than 8 feet 6 inches for side-to-side stability when equipped with 20.5R25 Michelin Snow Plus radial tires. Machine wheelbase, measured between the center point of each axle, shall not be less than 9 feet 11 inches for proper weight distribution and stability. Machine ground clearance shall not be less than 1 foot 3 inches. Machine basic operating weight shall not be less than 29,657 lb. Comparably equipped weight includes lubricants, coolant, full fuel tank, 175 lbs operator, General Purpose bucket with bolt-on cutting edge, 20.5-R25, L2 tires and ROPS cab (Liquid ballast in tires not allowed). Machine shall be equipped with only the standard counterweight that shall not exceed 1,700 lb. ENGINE: Oil sampling ports shall be standard for quick and clean access to various machine oils (such as hydraulic, transmission and engine oil). Wheel loader shall be equipped with a crankcase guard. Reverse flow cooling system, which draws air in from the back of the machine and exhausts out the sides and top of the engine enclosure, shall be standard. Engine shall be fully equipped, six cylinder, four stroke diesel type with all necessary operating accessories. Engine shall have individual injection pumps and valves. ---PAGE BREAK--- 7 Meets Does Not Specs Meet Specs Engine shall meet or exceed current U.S. EPA Tier IIl, EU and JMOC exhaust Emissions levels. Engine shall have a total displacement of not less than 6 liters (41 in3). Engine shall develop at least 119 kW (160 net hp) at no more than 2,200 rpm; and at least 134 kW (180 maximum hp) at no more than 1,800 rpm. Standard engine equipment for rating shall include fan, air cleaner, water pump, lubrication oil pump, fuel pump, muffler and alternator. Engine shall develop at least 839 (619 lb-ft) maximum net torque at no less than 1,400 rpm. Engine shall be turbocharged, air-to-air after cooled and maintain full rated horsepower to a minimum of 3050 m (10,000 ft) altitude. Grill and cooling cores should swing open for easy access or use a similar preapproved easy cleanout and maintenance inspection system. The cooling fan for the engine coolant, A/C system, hydraulic oil, and in let air shall be hydraulically driven, electronically controlled, and temperature sensing. It shall also compensate for horsepower draw and adjust engine fuel setting to result in a constant net horsepower. Engine cooling fan must be reversible, with an adjustable preset reverse preferred. Engine shall be enclosed in a one-piece tilting hood that allows complete and unrestricted access to the engine and related components. The coolant level shall be able to be checked via a ground-level sight gauge. Power train shall use a vertically mounted filter to minimize oil spillage during filter change. 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. Minimum 1100 watt, 110 volt engine block heater. Fuel filters and strainer, and fuel/water separator (Racor or approved equal). ---PAGE BREAK--- 8 Meets Does Not Specs Meet Specs Cold weather either starting aid or heat system adequate for Montana winters. Weather protection shall be provided for exhaust stack system. Pre-cleaner, plus dual stage dry type air cleaner that includes safety element and air restriction indicator. Oil pump shall be mounted low to prevent pressure loss on steep terrain. Engine oil and coolant systems will be adequate to enable loader use in extremely high and low temperature variations. Engine will be wet sleeve style easily rebuilt with cylinder kits. Electrical System: Machine shall be equipped with a multilevel warning system, which will signal machine and component malfunctions. System should differentiate between major and minor malfunctions. Warning system shall record occurrences of periodic malfunctions. Machine shall be equipped with 24V 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 turn indicator lights. Machine shall have a back-up alarm. 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. ---PAGE BREAK--- 9 Meets Does Not Specs Meet Specs Unit shall include a Horn (electric or air). 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 at 0 degrees F of at least 800 amps. 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. Cab and Body: Operator’s seat shall be a cloth-covered air suspension-type with adjustments for height, weight, fore/aft and suspension dampening, and adjustable armrests on left and right. Cab shall be an egress design with sliding window with entrance steps and handrail on both sides. Cab shall have internally-mounted rear-view mirrors. Cab shall not have any curved glass and all windows shall be made of tinted safety glass. Machine shall have sloped hood for improved rearward visibility to enhance operator confidence and improve work environment safety. 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 R.O.P.S. J1040 APR88 protection. Loader linkage shall be Z-bar type for high breakout force. Machine shall be equipped with outside toolbox for easy accessibility. Rear frame shall be of box-section modular design to absorb shock loads and resist twisting and bending. ---PAGE BREAK--- 10 Meets Does Not Specs Meet Specs Ecological or easy access fluid drains shall be provided to enable fluids to be drained easily and with minimal spillage. Steering wheel, gauge panel and transmission control lever shall be adjustable as a single unit. Machine shall be equipped with a rear towing and retrieval connection. Machine shall have lifting/tie down eyes for transportation. Machine shall have front and rear fenders and or rear platform extensions. Engine compartment shall include engine side shields. A cab heater/defroster shall be included with minimum 35,000 BTU. Cab shall include front and rear windshield wipers. Unit must have a single joy stick operation / control of front bucket. Forward/Reverse button operation within joystick. 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. Cab shall meet ANSI\SAE J1166 sound exposure levels with doors and windows closed. Wheels and Tires: Machine shall have four 20.5-R25, L2 Michelin Snow Plus M&S. Product code is 62408 traction-type tires. Wheels shall be standard to the industry and unit manufacturer. ---PAGE BREAK--- 11 Meets Does No Specs Meet Specs Tires shall be minimum 20.5 by 25 12 ply rated L2 tread with a flat face or traction surface. One additional spare tire and rim (mounted) identical to the four on the loader provided. Brakes: Machine shall have oil cooled multiple disc-type, adjustment-free service brakes which are inboard mounted and sealed from water, mud and dust. Machine shall have two brake pedals. Activation switch allows left brake pedal to switch between a brake/neutralizer or brake only function. Machine shall have audible alarm and warning light to alert the operator if the service brake actuating pressure drops below a safe operating level. If service brake actuating pressure drops below a safe operating level, the secondary brake shall be applied automatically. Service brake actuation shall be of independent front and rear hydraulic circuits providing effective braking in the event of partial system malfunction. Service brake actuation shall be of independent front and rear hydraulic circuits providing effective braking in the event of partial system malfunction. Service brakes shall have a sealed brake wear indicator with an external port that allows brake disc wear measurement without disassembling the axle. Inspection shall be performed without direct contact with the braking system, which eliminates risk of contamination. Brakes shall meet current regulations for MSHA and OSHA including primary, secondary and parking brake requirements. Service brakes shall be disc type on all four wheels, hydraulically or air actuated by a foot pedal. If service brakes are air actuated, an automatic heated moisture ejector is required. The service brakes and the parking brake shall meet all SAE-J1152 requirements. Brakes shall be adjustment free or self adjusting style. ---PAGE BREAK--- 12 Meets Does Not Specs Meet Specs 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. Shall be equipped with transmission disconnect when parking brake is applied and engine is running. Steering and turning: Steering hydraulic system shall have a dedicated pump and be independent of the implement hydraulics. Full turn static tipping load shall be at least 9241 kg (20,373 lb). Machine shall be equipped with ROPS cab and a minimum 2.8 m3 (3.65 yd3) GP bucket with bolt-on cutting edge; without optional counterweight or tire ballast. Machine shall have center-point articulation with an articulation angle of at least ±40º degrees. Machine shall have full hydraulic load sensing steering circuit. Machine turning diameter shall not exceed 12,008 mm (39 ft 5 in) as measured at the outside tip of the manufacturer's GP bucket. The distance from the bottom of the upper hitch pin to the top of the lower hitch pin shall not be less than 584 mm (23 in) for torsion-al stress distribution and better hitch bearing durability. Articulation joint shall have double tapered roller bearings in the upper and lower hitch for extended life. Transmission: Locking devices shall be capable of temporarily disabling the levers, which control the hydraulics of the lever, which controls the transmission. Machine shall provide a transmission neutralizer that also incorporates downshifting logic and is adjustable. ---PAGE BREAK--- 13 Meets Does Not Specs Meet Specs Transmission shall have a software feature that allows operator to vary shift points by adjusting an in-cab switch. Machine shall have a ground-level transmission sight gauge showing transmission fluid level. Both speed and direction changes shall be actuated by a single control lever mounted on the steering column. Transmission and other major power train components, such as the axles, shall be designed and manufactured by the equipment manufacturer. Automatic transmission shall be of planetary power shift design. Transmission shall offer full manual shifting for first, second, third and fourth gear. Transmission shall be electronically controlled for smooth clutch modulation. Transmission shall have a cooler by-pass valve enabling faster warm-up in low ambient conditions- providing smoother shifts in cold weather. Transmission shall automatically select gears above first. The operator shall be able to select the highest gear to which the transmission will automatically shift. Machine shall have a transmission gear kick-down button capable of making fourth to third, third to second and second to first gear shifts in automatic mode. A disengage the transmission for faster loader cycling shall be provided ("clutch cutout"). Axles and Differential: Final drives shall be of planetary design. Machine front frame shall utilize vertical plates perpendicular to the axle housing and differential, acting as a cross member to absorb loads and distribute stress away from the front axle. ---PAGE BREAK--- 14 Meets Does Not Specs Meet Specs Machine shall not be equipped with a hydraulic differential lock or torque proportioning differential that can cause more damage to the axle than a limited slip or no-spin differential. Rear axle shall not have less than 24 º (+-12 º) total oscillations. Hydraulic System: Machine shall have a ground-level hydraulic sight gauge showing hydraulic fluid level. Bucket: Breakout force shall be measured 101.6 mm (4 in) behind tip of GP bucket cutting edge in accordance with SAE J732C. It shall not be less than 109.4 kN (24,594 lb) with the minimum 2.8 m3 (3.65 yd3) GP bucket. Reach at full lift and 45 º discharges shall be a minimum of 1068 mm (13 ft 6 in) when minimum 2.8 m3 (3.65 yd3) GP bucket is equipped with bolt-on cutting edge. Bucket shall have a minimum width of 2706 mm (8 ft 11 in) when GP bucket is equipped with bolt-on cutting edge, for good tire coverage. The machine’s bucket selection for this bid spec shall be based on the SAE recommendation that a machine’s material payload should not exceed 50% of the full turn static tipping load Material weight chosen for this bid spec shall be 1600 kg/LCM (2,700 lb/LCY). Hydraulic cycle time shall be no more than 10.2 seconds, measured with a rated bucket load. Machine shall be equipped with a minimum 2.8 m3 (3-5/8 or 3.65 yd3) ISO/SAE heaped General Purpose (GP) bucket with bolt-on cutting Edge. Loader shall have automatic bucket positioner and lift kick-out. Bucket positioner and lift kick-out shall be adjustable to different bucket angles and lift heights, respectively. Loader bucket shall be integral to the unit, designed for and factory assembled by, the original manufacturer. Requirements shall be as follows: ---PAGE BREAK--- 15 Meets Does Not Specs Meet Specs Bucket type shall be "General Purpose" SAE rated at 3.5/8 or 3.65 cubic yard capacity, heaped. Bucket shall have bolt on cutting edge with bolt on wear plates and sloped floor. Bucket shall have the capability of setting dump height to a predetermined height for automatic boom height adjustment. The width of the bucket shall be equal to or exceed the overall width of the tires. Operating controls for boom raise/lower and boom float and bucket functions shall be a single lever in easy reach and control of the operator. Bucket shall be capable of returning to the dig position automatically and include ride control. A ride control system must be provided to prevent bounce when roading the loader. Ride control must feature auto off when returning to dig. Warranty: All warranty must be Original Equipment Manufacturers with a minimum coverage period of one year on the entire machine. Optional seven year (6000) hour extended warranty shall be 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 front end loader 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 Loader: Make: John Deere Model: 624 E Year: 1990 Serial Number: DW624EB534662 ---PAGE BREAK--- 16 Hours as of September 30 th, 2009: 14,891 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 4 wheel drive 3-4 cubic yard front end loader that meets or exceeds the specifications included in this document. Description of front end loader being provided: Model Year: Name of Manufacture: Description: Total Bid price for front end loader being bid, this will be the total sale / bid price without trade in consideration: $ Trade in Credit for loader described above: $ Net sale / bid price with trade in consideration included: $ Additional cost of extended warrantee if they are available. Please include all document ion of coverage and costs. 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 front end loader, 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. ---PAGE BREAK--- 17 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. 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 articulating front end loader, 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: