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SPECIFICATIONS, PROPOSAL AND CONTRACT DOCUMENTS FOR TANDEM AXLE DUMP TRUCK For CITY OF WHITEFISH, MONTANA Prepared by DEPARTMENT OF PUBLIC WORKS Whitefish, Montana Approved: Date: Craig C. Workman Public Works Director Approved: Date: Dana Smith City Manager Set No. ---PAGE BREAK--- BID BOND TANDEM AXLE DUMP TRUCK Enclosed herewith is a (10% security based upon total bid) in the amount of Dollars, which the undersigned agrees is to be forfeited to and become the property of the City of Whitefish, as liquidated damages, should this proposal be accepted and the contract awarded to him/her and he/she fails to enter into a contract in the form prescribed within ten (10) calendar days of “Notice of Award”, but otherwise this bid security shall be returned to the undersigned upon the signing of a contract. The line production sheet listing all components shall be furnished with the equipment. Line production sheet must match vehicle=s serial numbers. All other equipment and/or accessories required by the Montana State Motor Vehicle Laws and shall be furnished and installed. Equipment title will have the “Legal Owner” block completed as follows: City of Whitefish Department of Public Works P.O. Box 158 Whitefish, MT 59937 The Vendor shall indicate and itemize all deviations to the specifications listed herein and attach same to this proposal. Dated: By: Vendor - Authorized Signature Title Company Name Bid Bond – Page 1 of 1 ---PAGE BREAK--- NOTICE OF AWARD TANDEM AXLE DUMP TRUCK TO: CONTRACT You are hereby notified that your Bid dated , 2020 for the above Contract has been considered. You are the apparent successful bidder and have been awarded a contract If you do not enter into a contract within 10 days of the Notice of Award your bid bond will be forfeited to the City of Whitefish and the City may award the contract to the next lowest bidder. The Contract Price of your Contract Dollars Dated this day of , 2020. City of Whitefish By: Craig Workman Title: Public Works Director ACCEPTANCE OF NOTICE Receipt of the above Notice of Award is hereby acknowledged. By: This the day of , 2020. By: Title: Notice of Award – Page 1 of 1 ---PAGE BREAK--- GENERAL CONDITIONS TANDEM AXLE DUMP TRUCK It is understood that the equipment being bid, may be in used condition. The bidder will assure that said equipment supplied is in safe working condition and is fully operational without the need for any modification or repair. Equipment materials will be of good commercial quality for the intended service and will be produced by use of current manufacturing processes. Materials will be treated to resist rust, corrosion and wear as needed. The design of the mechanical members of the equipment will be such that the stress imposed through normal shock loads at maximum engine torque will not cause rupture or permanent deformation or undue wear on any member. The bidder will satisfy the purchasing official that he can provide sufficient warranty service if applicable within 150 air miles of the working location of the machine offered. The facility providing warranty service must be staffed with qualified servicemen and have provisions for storing a representative supply of parts for the machine offered as well as provisions for securing parts from the manufacturer within a reasonable length of time. The bidder will be prepared to give a complete demonstration of the merits of the machines offered as directed by the City of Whitefish. The machines so demonstrated will be complete as offered by the bidder for this bid. The City reserves the right to perform inspections or require the vendor to provide certifications, as the City deems necessary to determine the suitability of this equipment to meet the City’s needs. The price or prices quoted will include all transportation charges fully prepaid, as necessary to deliver the equipment to the City of Whitefish Public Works Yard at 545 W. 18th Street, Whitefish, Montana. Bidders must submit with their bid the latest printed specifications and advertising literature on the units they propose to furnish. Multiple bids will be accepted from individual vendors. Delivery of said equipment, to the City of Whitefish, will be completed within forty-five (45) days from the date of the award. A total price of $125,000 is the maximum amount allowed for the bid. The City of Whitefish reserves the right to reject any or all bids, to waive any informality in bids, to accept in whole or part such bid or bids as may be deemed necessary in the best interest of the City General Conditions – Page 1 ---PAGE BREAK--- INFORMATION FOR BIDDERS Tandem Axle Dump Truck Notice is hereby given that sealed bids for a Tandem Axle Dump Truck will be publicly opened at 11:30 A.M. Mountain Time, May 22, 2020 by the City of Whitefish, Montana, for a Tandem Axle Dump Truck. Bids will be accepted on or before the above specified time and date at the Office of the City Clerk, 418 E. 2nd Street, P.O. Box 158, Whitefish, Montana, 59937. Bids must be sealed and marked, “BID FOR TANDEM AXLE DUMP TRUCK: WHITEFISH, MONTANA” in the lower left-hand corner of the envelope. Specifications, bid forms, and contract documents may be inspected or obtained at the Public Works Department Office, City Hall, Whitefish, Montana. All proposals or bids offered shall be accompanied by lawful monies of the United States, Cashiers Check, Certified Check, Bank Draft, or Bid Bond payable to the City of Whitefish, Montana for an amount not less than ten percent (10%) of the aggregate of said proposal. The City shall publicly open and examine all proposals; provided, however, that no proposal shall be considered unless accompanied by aforementioned monies, check, draft or bond. The City may reject any and all proposals or bids should it deem this for the public good and also may reject the bid of any party who has been delinquent or unfaithful in any former contract or public works project with the City of Whitefish. The monies, check, draft, or bond accompanying any rejected proposals or bids shall be immediately returned, all others shall be held by the City Clerk until a contract for providing such equipment, as hereinafter described, has been entered into, whereupon said monies, check, draft, or bond shall be returned to all unsuccessful bidders. If selected bidder fails, neglects, or refuses to enter into said contract or otherwise fails to perform on such contract, then the monies, check, draft, or bond accompanying his bid, and the amount therein provided shall be declared to be forfeited to the City. No bidder may withdraw his bid for at least forty-five (45) days after the scheduled time for receipt of bids. /s/Michelle Howke City Clerk City of Whitefish, Montana Information – Page 1 of 1 ---PAGE BREAK--- PROPOSAL FOR TANDEM AXLE DUMP TRUCK To: City Manager, Honorable Mayor & City Council City of Whitefish Whitefish, Montana Ladies & Gentlemen: The Bidder, having examined the specifications with related documents and being familiar with all the conditions surrounding the manufacture and delivery of the proposed equipment including the availability of materials and labor, hereby proposes to furnish an Tandem Axle Dump Truck in accordance with these contract documents, within the time set forth herein, and at the prices stated below. These prices are to cover all expenses incurred as required to manufacture and deliver, to the City of Whitefish, the above-mentioned equipment under these documents, of which this is a part. The bidder hereby agrees upon receiving a written “Notice of Award” from the owner to deliver the Tandem Axle Dump Truck to the City of Whitefish, Montana, within forty-five (45) days of the “Notice of Award”. All accessories listed herein shall be identical to those typically supplied to the dealer by the original equipment manufacturer and shall be of identical quality and design as those normally installed on units for sale through normal commercial channels. Units supplied shall have all the current changes and features offered as standard whether specifically called for in these specifications or not. Bidder acknowledges receipt of the following addendum: The City of Whitefish expressly and specifically reserves the right to reject any and all bids and to negotiate any or all items with the lowest responsible bidder. The Owner also reserves the right to decline all bids. Proposal – Page 1 of 7 ---PAGE BREAK--- The TANDEM AXLE DUMP TRUCK delivered to the City of Whitefish shall meet or exceed the following minimum technical specifications. The Specifications, Proposal and Contract Documents together comprise a complete set of bidding documents. No pages will be removed from this set. Please contact the Public Works Mechanic, Brad Hader at [PHONE REDACTED] or [EMAIL REDACTED] for information or questions on the technical specifications. Proposal – Page 2 of 7 ---PAGE BREAK--- SPECIFICATIONS FOR TANDEM AXLE DUMP TRUCK SPECIFICATION AND VENDOR COMMENTS Not all suppliers will be able to meet or exceed all the minimums, so please list under comments the type or rating of equipment bid and any deviation above or below specification The Bidder shall complete every space in the specification bidder’s proposal column by writing “Yes” to indicate if the item being bid is exactly as specified. If not, write “No” and a detailed description of the deviation from the specification to be supplied. Some items are requests for information and should be answered as detailed as possible. TANDEM AXLE DUMP TRUCK ITEM SPECIFICATION COMMENTS YEAR Unit will be a used Dump Truck production year 2012 or newer MANUFACTURER List Manufacturer/Brand of Truck MODEL List Model Number/Type of Truck WHEELBASE Wheelbase in Inches (210” Minimum) GVRW 56,000 Pound Minimum ENGINE List Manufacturer of Engine List Engine Model List Mileage – 250,000 Maximum List Engine Hours Fuel Injected Diesel w/370 HP Minimum Torque STEERING Power TRANSMISSION 5 Speed Automatic Proposal – Page 3 of 7 ---PAGE BREAK--- TRUCK: CAB & CHASSIS ITEM SPECIFICATION COMMENTS AXLES Front - 16,000# Minimum Rears - 40,000# Minimum TIRES - (Radial) Size: Front – 11R22.5 or 11R24.5 Size: Rear – 11R22.5 or 11R24.5 WHEELS Front (Steel) Rear (Steel) CHASSIS Frame Rails (3/8” x 10” Minimum) SUSPENSION Spring w/Walking Beam BRAKES Air – Drum – Cam BATTERY/ALT. Dual batteries 12 volt system 130 amp Alternator PAINT Color/Condition MISC. Heated Exterior Mirrors Left & Right Sides Standard Light Package Includes Head, Stop, & Turn Gauges – Full Instrumentation Includes Hour Meter & Tachometer Proposal – Page 4 of 7 ---PAGE BREAK--- TRUCK: CAB & CHASSIS ITEM SPECIFICATION COMMENTS MISC. Tow Hooks: Front Chassis Mounted Rear Frame Mounted Driver Side Suspension Air Seat Fully Adjustable with Lumbar Support HO Heater/Defroster AM/FM Clock Radio Air Conditioning Intermittent Wipers w/Wash Engine Heater Floor Mats – Vinyl or Rubber Backup Alarm – 80 dB minimum Proposal – Page 5 of 7 ---PAGE BREAK--- END DUMP: BODY, TAILGATE & HOIST ITEM SPECIFICATION COMMENTS YEAR 2012 or Newer MANUFACTURER List Manufacturer MODEL List Model or Type CAPACITY 15 Cubic Yard Minimum TAILGATE Asphalt Style Taper Air Tailgate Release Air Lift Tailgate BOX VIBRATOR Dump Box Debris Vibrator OTHER ITEM SPECIFICATION COMMENTS MANUALS Complete Set(s) (If Available) Parts, Service & Repair - Cab & Chassis - Dump Box WARRANTIES Engine/Power Train (If Available) Cab & Chassis Dump Box Proposal – Page 6 of 7 ---PAGE BREAK--- PROPOSAL BASE BID (Price in Words) BID TOTAL (Price in Words) Bidder understands that the Owner reserves the right to reject any or all bids and to waive any information in the bids. The Owner also reserves the right to reject any or all bids based on the availability of funds. Bidder agrees that the bid shall be good and may not be withdrawn for a period of forty-five (45) days after the scheduled date of bid opening. Upon receipt of written notice of acceptance of this bid, the Bidder will execute a standard sales contract with the Owner within ten (10) days. The bid security, equaling 10% of the bid total, is attached in the sum of: and is to become the property of the Owner in the event such contract is not executed within the ten (10) days by failure of the Bidder, as liquidated damages for the delay and additional expense to the Owner caused thereby. The above price(s) shall include all labor, materials, manuals, equipment, overhead, profit, insurance, etc., to cover the manufacture and delivery of the above described equipment to the possession of the Owner in full working condition. Respectfully submitted: By: Title: Address: (SEAL) Proposal – Page 7 of 7