CITY OF HAYS, KANSAS BID PROPOSAL REQUEST FOR A COLD PLANER TABLE OF CONTENTS INVITATION TO BID PAGE 1 BID INSTRUCTIONS PAGE 2 GENERAL INFORMATION/TECHNICAL SERVICES TAXES PAGE 3 ITEM SPECIFICATIONS PAGE 4 BID SHEET PAGE 7
September 9, 2009 INVITATION TO BID The City of Hays, Kansas, is inviting sealed bids for a cold planer. Sealed proposals, USING THE ENCLOSED GREEN MAILING LABELS, will be received at the City Clerk s Office, City Hall, P.O. Box 490, 16 th and Main Street, Hays, Kansas 67601, until 3:00 p.m. on September 30, 2009. Faxed bids will not be accepted. Bids received later than specified hour and date shall be returned unopened. State bids will be considered in determining the lowest responsible bid, if applicable. Bids will be opened at 3:00 p.m., September 30, 2009, in the City Commission room. Bids will be reviewed and a recommendation made to the City Manager. The City reserves the right to reject or accept any or all bids and to waive any irregularities in such bids and to accept such bids that are the most responsive and best suit the needs of the City of Hays. A bid may be withdrawn up to twenty-four (24) hours prior to expiration of the deadline for submitted bids. No bidder may withdraw a bid for a period of up to forty-five (45) days after the date and hour set for opening bids. If you have questions, please contact me at the Public Works Department at (785) 628-7350. Sincerely, Kyle Sulzman Service Division Superintendent cc: Toby Dougherty, City Manager Brenda Herrman, Director of Public Works Kim Rupp, Director of Finance File 1
BID INSTRUCTIONS The following specifications and dimensions shall apply to the purchase of a cold planer for the City of Hays. The City reserves the right to waive minor technicalities under this specification. Federal and State laws supersede any conflicting part of this specification. The unit shall be 2009 models, new and unused, under standard production by the manufacturer. The bidder agrees, if his proposal is accepted, to guarantee the design, material and workmanship of the cold planer according to the standard factory warranty, or for one year, whichever is greater. A copy of the warranty shall accompany the bid. All service called for in the standard warranty shall apply without exception. Warranty coverage shall include costs incurred in the transportation of the cold planer to and from the dealer s shop, if required, or travel time and expenses to and from the City of Hays facilities, should warranty work be performed in the field. Complete specifications and literature on the cold planer shall accompany the bid. Any exceptions to these specifications shall be indicated on the bid or on a separate attachment to the bid, labeled as such. Any or equal or equivalent items for brand specified components shall be listed with the bid package. Complete description and literature on the or equal components shall be supplied for consideration by the City. The burden of proof regarding or equal items will be upon the vendor. PRE-DELIVERY SERVICE: The cold planer shall be delivered complete and fully operational. The cold planer must comply with all applicable Federal and State regulations. It shall be properly serviced, free of leaks, and all mechanical adjustments made prior to delivery. A minimum of three days notice shall be given prior to delivery. Delivery must be made between the hours of 8:00 a.m. and 4:00 p.m. on weekdays. All cost associated with transportation will be bidder s responsibility. Inspection of the cold planer will be made as soon as possible after delivery. Cold planer with missing equipment or otherwise failing to meet specification shall not be accepted and shall become the vendor s responsibility. 2
GENERAL These are desired specifications for one (1) cold planer. All components and accessories shall be new, unused, serviced, and ready for operation upon delivery. A dealer s representative shall provide instructions in the proper operation and maintenance at the time of delivery. Bids shall meet, as nearly as possible, the following specifications. If specification is met, indicate with a Y on the provided space. If exception is taken, bidder must explain. (Use separate page if necessary.) TECHNICAL SERVICE The services of a competent technician, thoroughly knowledgeable in the use, operation and servicing of the unit shall instruct the City personnel in the proper use, safety, operation and preventive maintenance of the unit and to test the unit for satisfactory performance. This instruction shall be performed on a date to be agreed upon by the Service Division Superintendent or his designee. Vendor will provide a one day training/walk around for operators and mechanics, if necessary. All warranty work shall be completed by a Kansas dealership. TAXES The City of Hays is tax exempt. Appropriate certification will be supplied to the vendor upon request. 3
ITEM SPECIFICATIONS FOR A COLD PLANER If specification is met, indicate with a Y in the provided space. If exception is taken, bidder must indicate with an N and explain in the Exception Comment section following the line item specification. (Use separate page, if necessary, and list page number and item number.) All components and accessories shall be new, unused, serviced and ready for operation upon delivery. Spec. Met: (Y/N) Item # 1) 38 to 42 inch planer cutting width Exception Comments: 2) Compatible with high flow hydraulic putting out 36.7 gpm Exception Comments: 3) Depth indicator shall be seen from operator s seat. Depth skis shall remain flat on planing surface but shall be independent of loaders tilt cylinder extensions Exception Comments: 4) Depth of skis shall be dual cylinders independently adjustable from the operator s seat and skis will provide consistent depth control by cutting through debris in travel path Exception Comments: _ 5) Planer housing shall oscillate ± 6 to 10 for purpose of cutting at an angle or matching uneven pavement. Indicator shall show angle visible from operator s seat Exception Comments: _ 4
6) Planer shall have hydraulic oscillation control from operator s seat Exception Comments: 7) Planer shall have a lockout feature on oscillation to prevent rotation Exception Comments: 8) Planer shall be equipped with an attachment control device allowing it to select optimum flow from machines auxiliary hydraulics 9) Planer shall have two drive motors one at each end of drum 10) Teeth shall be easily removed with provided tool and be all purpose curbside tipped for longer life 11) Cutting depth 0 to 5 12) Side shift shall be hydraulic and have 24 of travel 13) Planing distance from curb shall be 4 or less 14) Drum shall have no less than 75 cutting teeth 5
15) Planer mounting to machine shall be compatible without altercations to connect to bob-track quick attach currently on a 2008 Bobcat S250 and all hydraulic connections 16) Planer shall not affect normal lift pattern of skid steer loader 17) Planer shall be compatible with all hydraulics and electrical connections on a 2008 Bobcat S250 and be compatible with the computer and software currently installed on this machine 18) Planer functions will operate by fingertip controls on skid steer loader along with depth and side shift functions 19) Shop, operators, and parts manual must be provided 6
BID SHEET COLD PLANER BID ITEM UNIT PRICE QUANTITY TOTAL Cold planer $ x 1 $ Year Brand and Model Warranty Delivery Date (BID PRICE SHOULD INCLUDE ANY RELATED DELIVERY FEES) DELIVERED F.O.B. TO: PUBLIC WORKS DEPARTMENT; 1002 VINE STREET; HAYS, KS 67601 REPRESENTATIVE COMPANY ADDRESS TELEPHONE NUMBER DATE COMMENTS 7