INVITATION TO BID January 10, 2018 The City of Bainbridge will receive sealed bids for ONE NEW PORTABLE TANDEM STATIC ROLLER to be LEASED FOR PURCHASE, as described in the attached specifications until Tuesday, February 13, 2018 at 1:00 P.M. Eastern Standard Time and will be opened publicly and read aloud. Prices must include all delivery Charges to Bainbridge, Georgia. Bids shall be addressed to the attention of Brenda Strickland, Purchasing Director, City of Bainbridge, (US Postal Service) P.O. Box 158 (Zip code 39818), (Courier Service) 1707 East Shotwell Street, Bainbridge, GA 39819, and plainly marked on the outside of the envelope SEALED BID FOR TANDEM ROLLER. We will not accept any bid unless it is plainly marked on the outside of the envelope as requested. Bidders must complete all blanks on the enclosed Bid Form and Bid Specifications, or the bid may be subject to rejection. No bid will be entertained unless it is prepared upon the City of Bainbridge Bid Form and signed in ink by an official of the company submitting the proposal. The City of Bainbridge reserves the right to accept or reject any part of or all bids, and to waive technicalities or formalities in bidding, and the right to negotiate with the low bidder to reach a final contract, and to accept the bid deemed to be in the best interest of this City. We welcome your proposal. Sincerely, Enclosures: Bid Form (1 page) Bid Specifications (8 pages) Brenda Strickland Purchasing Director Page 1 of 10
BID FORM Please quote lowest price at which you will furnish the following: (Remember to fill in all the blanks.) DESCRIPTION One Latest Production 4-6 Ton Portable Tandem Static Roller to be LEASED FOR PURCHASE. (Lease should be for (5) Five Years.) F.O.B. BAINBRIDGE BID PRICE $ Mfg., Mdl., & Yr. of Tandem Roller Bid: Equipment of the same make and model has been furnished to: (List three Cities or Counties and give length of time in service at each location. Include phone number and contact person.) If available, list Cities and Counties in Georgia. 1. 2. 3. DELIVERY: If awarded bid, the Tandem Roller will be delivered to the City of Bainbridge within days after the order is placed. (Be specific, do not estimate) Bidder shall state warranty period and all conditions of warranty: Exceptions to specifications: The above in accordance with Specifications and Invitation to Bid dated January 10, 2018. The undersigned certifies that the bid invitation and specifications have been reviewed; and understands that once the bid opening begins, a bid cannot be withdrawn for modifications. All prices, terms, and conditions will be firm for a period of 30 days from bid opening. AUTHORIZED SIGNATURE: Page 2 of 10
BID FORM Please quote lowest price at which you will furnish the following: (Remember to fill in all the blanks.) FIRM NAME: ADDRESS: ZIP NAME AND TITLE OF PERSON SUBMITTING BID (Please Type or Print Legibly) TELEPHONE: DATE: AUTHORIZED SIGNATURE: THIS IS NOT A PURCHASE ORDER Page 3 of 10
BIDDER: GENERAL INFORMATION Each bidder must indicate his/her compliance with these specifications by marking YES or NO in the appropriate column for each paragraph of these specifications, indicating YES to a paragraph will mean full compliance; indicating NO will mean an exception is being taken. All exceptions must be fully explained on a separate page, titled Exceptions, giving reference to the page and paragraph where the exception is being taken. Failure to comply with this requirement can be used as basis for rejection of bid. These specifications are to be used as guidelines. We realize that Tandem Rollers are different and vary from one manufacturer to another; and that few brands are exactly the same. Therefore, all bids will be evaluated taking this into consideration. Despite the differences in units offered, however, the City of Bainbridge reserves the right to accept or reject any part of or all bids, and to waive technicalities or formalities in bidding, and the right to negotiate with the low bidder to reach a final contract, and to accept the bid deemed to be in the best interest of the City, and to LEASED FOR PURCHASE the Tandem Roller that best meets this City s particular needs. DIMENSIONS Length, Overall: 174-1/2 Y N Width, Overall: 83-3/4 Y N Width, Overall with electric brakes: 89-3/4 Y N Width, Overall with wheel & stub axles removed: 69-3/4 Y N Height, Overall: 69 Y N Height, Overall with ROPS: 99 Y N Wheel Base: 118-1/4 Y N Rolling Width: 42 Y N Turning Radius (inside): 154 Y N Ground Clearance, rolling: 11-1/2 Y N Page 4 of 10
BIDDER: DIMENSIONS continued Ground Clearance, towed: 11 Y N Side Clearance with wheel & stub axles removed: 13-7/8 Y N Guide Roll (2 section) Diameter and Width: 36 x 40 Y N Compression Roll Diameter and Width: 48 x 42 Y N WEIGHTS Empty shipping weight: 9505 lbs. Y N Ballasted with water: 13255 lbs. Y N On Guide Roll, empty: 3489 lbs. Y N On Guide Roll, with water: 5049 lbs. Y N On Compression Roll, empty: 6016 lbs. Y N On Compression Roll, with water: 8206 lbs. Y N PRESSURES On Guide Roll, empty per lineal inch: 87 lbs. Y N On Guide Roll, with water per lineal inch: 126 lbs. Y N On Compression Roll, empty per lineal inch: 143 lbs. Y N On Compression Roll, with water per lineal inch: 195 lbs. Y N Page 5 of 10
BIDDER: PORTABLE SYSTEM Type Engine Powered Hydraulic Y N Wheels with stub axles (removable) Heavy Duty Disc Y N DRIVE Engine Diesel Y N State Engine Make: Number of Cylinders: (4) Four Y N Horsepower @ 3000 RPM Y N State HP You Offer: Hydrostatic Pump Y N State Model You Offer: Hydrostatic Motor Y N State Model You Offer: Fuel Tank Capacity: 18 gallon Y N Cooling System Capacity: 15 quarts Y N Ignition System: 12 volt Y N Battery: 70 amp hour Y N Alternator: 40 amp Y N Air Cleaner: Dry Type Y N Engine Oil Filter: Full Flow Y N Hydrostatic Filter: 10 Micron Y N Page 6 of 10
BIDDER: DRIVE continued Rolling Speeds, MPH @ 3000 RPM: 0-10 Y N SPRINKLER SYSTEM Type: Pressure Spray Y N Water Tank: 100 gallon Y N Coca Mats: One on each roll Y N Drum Scrapers, spring loaded Front and Rear of each roll Y N GENERAL Frame, welded: Plate and Structural Y N Steering with steering wheel: Constant Speed Y N Hydraulic Emergency Manual Control Y N Brakes: Hydrodynamic Service Brakes Y N Automatic disc type parking and emergency brakes direct to the drum Y N Tongue Raised and lowered hydraulically Y N Towing Safety Chain Standard Y N STANDARD EQUIPMENT Ammeter Y N Engine Oil Pressure Gauge Y N Water Temperature Gauge Y N Page 7 of 10
BIDDER: STANDARD EQUIPMENT continued Horn Y N Anti-Vandalism Package Y N Pressure Sprinkler System Y N (2) Two Seats Y N Steering Wheel Y N Electric Hour Meter Y N Electric Fuel Gauge Y N Automatic Parking and Emergency Brake Y N Back-Up Alarm Y N COLOR Yellow Y N DELIVERY Bid price must include freight to the City of Bainbridge. Y N LITERATURE The bidder shall furnish descriptive literature and pictorial of Unit offered. Y N A factory spec sheet of the Unit shall also accompany bid proposal. Y N Page 8 of 10
BIDDER: GENERAL Because the maintenance of the Roller in good operational condition without protracted time out for repairs is very important, it is essential that repair parts and service be adequate and readily available. The bidder shall state name, address and phone number of parts center and the nearest service center where repairs will be preformed: Unit must have installed all safety equipment and pollution control equipment required by Federal and State (Georgia) regulations. Y N The omission of any standard feature described herein shall not void the bidder s responsibility to furnish a complete and operational Tandem Roller with all standard equipment of the manufacturer s latest model in current production. The unit shall conform to the best practice known to the Roller trade in design, quality of materials and workmanship. The bidder shall represent by his/her bid that all equipment, standard and optional, to be furnished shall be new and unused; and all equipment, materials and workmanship shall be of the highest grade in accordance with modern practice. The Roller and all equipment, standard and optional, shall be completely assembled, adjusted, and operational, and delivered to the City of Bainbridge. Y N The apparent silence of these specifications as to any specific detail or the omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only equipment, workmanship, and materials of first quality are to be used. All interpretations of these specifications shall be made on this basis. Y N If the Roller offered differs from the provisions contained herein, these differences must be explained in detail. SUBMISSION REQUIREMENTS The City reserves the right to establish any and all elements or terms of this procurement process. All bids submitted shall be binding upon each bidder s team if accepted by the City. BIDDER: Page 9 of 10
BIDS DELIVERED VERBALLY OR BY ELECTRONIC MEANS, SUCH AS FACSIMILE AND E-MAIL, ARE NOT ALLOWED. Except for otherwise provided in this bid, the City of Bainbridge reserves the right to retain all bid materials regardless of which bidder is selected. All bids and accompanying documents become the property of the City of Bainbridge. REJECTION The City reserves the right to reject any and all bids, and to waive any informalities in bids received, to accept or reject any or all of the items bid, and to award the contract in whole or in part and/or negotiate any or all items with individual Bidders if it is deemed in the City s best interest. Moreover, the City reserves the right to make no selection if bids are deemed to be outside of the City s fiscal constraint or not in the best interest of this City. AWARD The City reserves the right to award a contract, based on initial offers from Bidders, without discussion and without conducting further negotiations. Under such circumstances, the acceptance of a proposal by the City shall be deemed to be an acceptance of an offer such that acceptance will be binding upon both parties. A proposing offer should therefore be based on the most favorable terms available from a price, business requirements and technical standpoint. Contractual commitments are contingent upon the availability of funds, as evidenced by award of contract. Once awarded, the contract will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing. EXCEPTIONS TO THE BID All requested information in the Bid must be supplied with the bid; any exceptions shall be clearly identified, referencing page number and category of bid. The written explanation shall include the scope of the exceptions, the ramifications for the City, and the description of the advantages or disadvantages to the City as a result of such exceptions, at its sole discretion, may reject any exceptions or specifications within the bid. SILENCE OF SPECIFICATIONS The apparent silence of these specifications as to any specific detail or omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practice is to prevail, and that only workmanship of first quality is to be used. All interpretations of these specifications shall be made on this basis. Page 10 of 10