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CITY OF WASHINGTON
BID PROPOSAL REQUEST
FOR
Mini-Excavator
TABLE OF CONTENTS
Title Page
Invitation to Bid .........................................................................................1
Bid Instructions ...................................................................................... 2-3
Trade-In Information ................................................................................3
Taxes............................................................................................................3
Item Specifications & Bid Sheet ........................................................... 4-6
Lease Purchase Form ................................................................................7
Bid Schedule ...............................................................................................8
1
February 3, 2015
INVITATION TO BID
The City of Washington, Kansas, is inviting sealed bids for the purchase of one (1) Mini-
Excavator.
Sealed proposals will be received at the City Clerk’s Office, P.O. Box 296, 301 C Street,
Washington, Kansas 66968, until 3:00pm on Tuesday, February 24, 2015. All bids should be
sealed in an envelope with “Mini-Excavator” clearly printed on the outside of the envelope.
Faxed or emailed bids will not be accepted. Bids received later than specified hour and date
shall be returned unopened.
The City of Washington is requesting the proposals be submitted in two forms. First form shall
be a direct purchase to include an alternate with a trade-in of a 1992 310D John Deere Backhoe,
an alternate for an extended warranty, and an alternate with a hydraulic thumb. Second form
shall be a five year Municipal Lease/Purchase program on the item listed in Form #1, and shall
include terms of lease purchase program.
All submitted bids shall be honored for 30 days after the bid opening. Bidders are encouraged to
submit more than one bid, if desired.
The attached bid sheet with specifications (or copies) shall be submitted with each bid to be
considered a valid bid. State bids will be considered in determining the lowest responsible bid, if
applicable.
Bids will be opened at 3:00pm on Tuesday, February 24, 2015 in the City Council Chambers.
Bids will be reviewed and a recommendation made to the City Council for consideration.
The City of Washington reserves the right to reject any or all bids with or without cause and to
waive any irregularities.
If you have questions, please feel free to contact Carl Chalfant at (785) 325-2284.
Sincerely,
Carl D. Chalfant
City Administrator
cc: File
2
BID INSTRUCTIONS
for
Mini-Excavator
GENERAL
The specifications and dimensions that follow shall apply to the purchase of Mini-Excavator for
the City of Washington, Kansas. The City reserves the right to waive minor technicalities under
this specification. Federal and State laws supersede any conflicting part of this specification.
Complete specifications and literature on the Mini-Excavator 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.
The Mini-Excavator shall be either: a 2014 or 2015 model, new and unused, under standard
production by the manufacturer, with all parts new and unused; or a demonstrator model which
would qualify for state bids and financing. Bidder must be a manufacturer’s authorized dealer
for the product represented in their bid, and will be held responsible for the submission of proper
information to the manufacturer.
The bidder agrees, if his proposal is accepted, to guarantee the design, material and workmanship
of the Mini-Excavator 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 Mini-Excavator to and from the dealer’s shop, if required, or travel time and
expenses to and from the City of Washington facilities, should warranty work be performed in
the field.
Any “Or Approved Equal” or “equivalent” (OAE) items for brand specified components shall be
listed with the bid package. Complete description and literature on the “equivalent” components
shall be supplied for consideration by the City. The burden of proof regarding “equivalent”
items will be upon the vendor. Exceptions shall be noted on the specifications sheets.
SPECIFICATIONS
The Mini-Excavator model shall meet the following specifications:
• 35 h.p. or greater;
• Maximum gross weight of 12,000 lbs;
• Maximum track width of 6 feet 9 inches;
• Rubber tracks;
• Minimum dig depth of 11 feet;
• Cab with heat & air conditioning;
• Minimal or zero tail swing;
• Quick attach for bucket change;
• One 24” bucket;
• One 36” bucket.
3
DELIVERY
The Mini-Excavator shall be delivered complete and fully operational. Delivery shall be made to
the Street Department office at 1004 D Street, Washington, Kansas. The Mini-Excavator 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 (3) 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. during a City work day.
All cost associated with transportation will be bidder’s responsibility.
Inspection of the Mini-Excavator will be made at the time of delivery. The Mini-Excavator with
missing equipment or otherwise failing to meet specification shall not be accepted and shall
become the vendor’s responsibility.
A dealer’s representative shall provide instructions in the proper operation and maintenance at
the time of delivery.
TECHNICAL SERVICE
The services of a competent technician, thoroughly knowledgeable in the use, operation and
servicing of the Mini-Excavator shall instruct city personnel in the proper use, safety, operation
and preventive maintenance of the Mini-Excavator and test the Mini-Excavator for satisfactory
performance. This instruction shall be performed on a date to be agreed upon by the Public
Works Superintendent and City Administrator.
TRADE – IN INFORMATION
The City of Washington will have a 1992 John Deere 310D backhoe, available for possible
trade-in. The bidder shall consider the trade-in as optional, and the City of Washington shall be
free to select whether or not to accept the trade-in offer. The trade-in vehicle is available for
inspection by appointment only. Contact Chuck Votipka at (785) 325-2284 to set up a time to
view the backhoe.
TAXES
This purchase is tax exempt. Appropriate certification will be supplied to the vendor upon
request.
4
ITEM SPECIFICATIONS & BID SHEET
Mini-Excavator
State bids will be considered in determining the lowest responsible bid, if applicable.
Form #1: Direct Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
MFG, BRAND & MODEL OFFERED
YEAR
APPROXIMATE DELIVERY DATE
WARRANTY DETAILS
All components and accessories shall be new, unused, serviced and ready for operation upon
delivery.
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.)
Spec. Met:
(Indicate Y/N)
1) ______ New 2014 or 2015 mini-excavator or demonstrator model not more than
one year old which would qualify for state bids and financing (indicate in
comments)
Exception Comments:
5
2) ______ Minimum 35 h.p.
Exception Comments:
3) ______ Maximum gross weight of 12,000 lbs.
Exception Comments:
4) ______ Maximum track width of 6’9”.
Exception Comments:
5) ______ Rubber tracks.
Exception Comments:
6) ______ Minimum dig depth of 11 feet.
Exception Comments:
7) ______ Cab with heat/air conditioning.
Exception Comments:
8) ______ Minimal or zero tail swing.
Exception Comments:
9) ______ Quick attach for bucket change.
Exception Comments:
10) ______ One 24” bucket..
Exception Comments:
6
11) ______ One 36” bucket.
Exception Comments:
ALTERNATE 1
1) ______ Trade in value. The City has a 1992 John Deere 310D backhoe available
for possible trade-in value.
Exception Comments:
ALTERNATE 2
2) ______ 3 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 3
3) ______ 5 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 4
4) ______ Hydraulic thumb.
Exception Comments:
Base Bid: $ Alternate 1 $ Alternate 2 $
Alternate 3 $ Alternate 4 $
7
Form #2: 5 year Municipal Lease/Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
Indicate terms of lease purchase below:
Term: 5 years, with annual payment schedule
Total lease/purchase price: $_____________
Interest rate: ____________
Total principal: $______________
Total interest: $_______________
Total cost: $__________________
Applicable fees: _______________________________________________________________
(Explain any applicable fees & list amount, i.e. origination fees, etc.)
Disclaimer: Lease/purchase price subject to change based on alternates as selected and
approved by City Council.
8
BID SCHEDULE
Date Activity
February 5, 2015 Advertisement of bid
February 24, 2015 Bid Opening at 3:00pm
March 2, 2015 Recommendations presented to City Council
March 3, 2015 Bidders notified of City Council action
CITY OF WASHINGTON
BID PROPOSAL REQUEST
FOR
Mini-Excavator
TABLE OF CONTENTS
Title Page
Invitation to Bid .........................................................................................1
Bid Instructions ...................................................................................... 2-3
Trade-In Information ................................................................................3
Taxes............................................................................................................3
Item Specifications & Bid Sheet ........................................................... 4-6
Lease Purchase Form ................................................................................7
Bid Schedule ...............................................................................................8
1
February 3, 2015
INVITATION TO BID
The City of Washington, Kansas, is inviting sealed bids for the purchase of one (1) Mini-
Excavator.
Sealed proposals will be received at the City Clerk’s Office, P.O. Box 296, 301 C Street,
Washington, Kansas 66968, until 3:00pm on Tuesday, February 24, 2015. All bids should be
sealed in an envelope with “Mini-Excavator” clearly printed on the outside of the envelope.
Faxed or emailed bids will not be accepted. Bids received later than specified hour and date
shall be returned unopened.
The City of Washington is requesting the proposals be submitted in two forms. First form shall
be a direct purchase to include an alternate with a trade-in of a 1992 310D John Deere Backhoe,
an alternate for an extended warranty, and an alternate with a hydraulic thumb. Second form
shall be a five year Municipal Lease/Purchase program on the item listed in Form #1, and shall
include terms of lease purchase program.
All submitted bids shall be honored for 30 days after the bid opening. Bidders are encouraged to
submit more than one bid, if desired.
The attached bid sheet with specifications (or copies) shall be submitted with each bid to be
considered a valid bid. State bids will be considered in determining the lowest responsible bid, if
applicable.
Bids will be opened at 3:00pm on Tuesday, February 24, 2015 in the City Council Chambers.
Bids will be reviewed and a recommendation made to the City Council for consideration.
The City of Washington reserves the right to reject any or all bids with or without cause and to
waive any irregularities.
If you have questions, please feel free to contact Carl Chalfant at (785) 325-2284.
Sincerely,
Carl D. Chalfant
City Administrator
cc: File
2
BID INSTRUCTIONS
for
Mini-Excavator
GENERAL
The specifications and dimensions that follow shall apply to the purchase of Mini-Excavator for
the City of Washington, Kansas. The City reserves the right to waive minor technicalities under
this specification. Federal and State laws supersede any conflicting part of this specification.
Complete specifications and literature on the Mini-Excavator 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.
The Mini-Excavator shall be either: a 2014 or 2015 model, new and unused, under standard
production by the manufacturer, with all parts new and unused; or a demonstrator model which
would qualify for state bids and financing. Bidder must be a manufacturer’s authorized dealer
for the product represented in their bid, and will be held responsible for the submission of proper
information to the manufacturer.
The bidder agrees, if his proposal is accepted, to guarantee the design, material and workmanship
of the Mini-Excavator 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 Mini-Excavator to and from the dealer’s shop, if required, or travel time and
expenses to and from the City of Washington facilities, should warranty work be performed in
the field.
Any “Or Approved Equal” or “equivalent” (OAE) items for brand specified components shall be
listed with the bid package. Complete description and literature on the “equivalent” components
shall be supplied for consideration by the City. The burden of proof regarding “equivalent”
items will be upon the vendor. Exceptions shall be noted on the specifications sheets.
SPECIFICATIONS
The Mini-Excavator model shall meet the following specifications:
• 35 h.p. or greater;
• Maximum gross weight of 12,000 lbs;
• Maximum track width of 6 feet 9 inches;
• Rubber tracks;
• Minimum dig depth of 11 feet;
• Cab with heat & air conditioning;
• Minimal or zero tail swing;
• Quick attach for bucket change;
• One 24” bucket;
• One 36” bucket.
3
DELIVERY
The Mini-Excavator shall be delivered complete and fully operational. Delivery shall be made to
the Street Department office at 1004 D Street, Washington, Kansas. The Mini-Excavator 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 (3) 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. during a City work day.
All cost associated with transportation will be bidder’s responsibility.
Inspection of the Mini-Excavator will be made at the time of delivery. The Mini-Excavator with
missing equipment or otherwise failing to meet specification shall not be accepted and shall
become the vendor’s responsibility.
A dealer’s representative shall provide instructions in the proper operation and maintenance at
the time of delivery.
TECHNICAL SERVICE
The services of a competent technician, thoroughly knowledgeable in the use, operation and
servicing of the Mini-Excavator shall instruct city personnel in the proper use, safety, operation
and preventive maintenance of the Mini-Excavator and test the Mini-Excavator for satisfactory
performance. This instruction shall be performed on a date to be agreed upon by the Public
Works Superintendent and City Administrator.
TRADE – IN INFORMATION
The City of Washington will have a 1992 John Deere 310D backhoe, available for possible
trade-in. The bidder shall consider the trade-in as optional, and the City of Washington shall be
free to select whether or not to accept the trade-in offer. The trade-in vehicle is available for
inspection by appointment only. Contact Chuck Votipka at (785) 325-2284 to set up a time to
view the backhoe.
TAXES
This purchase is tax exempt. Appropriate certification will be supplied to the vendor upon
request.
4
ITEM SPECIFICATIONS & BID SHEET
Mini-Excavator
State bids will be considered in determining the lowest responsible bid, if applicable.
Form #1: Direct Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
MFG, BRAND & MODEL OFFERED
YEAR
APPROXIMATE DELIVERY DATE
WARRANTY DETAILS
All components and accessories shall be new, unused, serviced and ready for operation upon
delivery.
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.)
Spec. Met:
(Indicate Y/N)
1) ______ New 2014 or 2015 mini-excavator or demonstrator model not more than
one year old which would qualify for state bids and financing (indicate in
comments)
Exception Comments:
5
2) ______ Minimum 35 h.p.
Exception Comments:
3) ______ Maximum gross weight of 12,000 lbs.
Exception Comments:
4) ______ Maximum track width of 6’9”.
Exception Comments:
5) ______ Rubber tracks.
Exception Comments:
6) ______ Minimum dig depth of 11 feet.
Exception Comments:
7) ______ Cab with heat/air conditioning.
Exception Comments:
8) ______ Minimal or zero tail swing.
Exception Comments:
9) ______ Quick attach for bucket change.
Exception Comments:
10) ______ One 24” bucket..
Exception Comments:
6
11) ______ One 36” bucket.
Exception Comments:
ALTERNATE 1
1) ______ Trade in value. The City has a 1992 John Deere 310D backhoe available
for possible trade-in value.
Exception Comments:
ALTERNATE 2
2) ______ 3 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 3
3) ______ 5 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 4
4) ______ Hydraulic thumb.
Exception Comments:
Base Bid: $ Alternate 1 $ Alternate 2 $
Alternate 3 $ Alternate 4 $
7
Form #2: 5 year Municipal Lease/Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
Indicate terms of lease purchase below:
Term: 5 years, with annual payment schedule
Total lease/purchase price: $_____________
Interest rate: ____________
Total principal: $______________
Total interest: $_______________
Total cost: $__________________
Applicable fees: _______________________________________________________________
(Explain any applicable fees & list amount, i.e. origination fees, etc.)
Disclaimer: Lease/purchase price subject to change based on alternates as selected and
approved by City Council.
8
BID SCHEDULE
Date Activity
February 5, 2015 Advertisement of bid
February 24, 2015 Bid Opening at 3:00pm
March 2, 2015 Recommendations presented to City Council
March 3, 2015 Bidders notified of City Council action
CITY OF WASHINGTON
BID PROPOSAL REQUEST
FOR
Mini-Excavator
TABLE OF CONTENTS
Title Page
Invitation to Bid .........................................................................................1
Bid Instructions ...................................................................................... 2-3
Trade-In Information ................................................................................3
Taxes............................................................................................................3
Item Specifications & Bid Sheet ........................................................... 4-6
Lease Purchase Form ................................................................................7
Bid Schedule ...............................................................................................8
1
February 3, 2015
INVITATION TO BID
The City of Washington, Kansas, is inviting sealed bids for the purchase of one (1) Mini-
Excavator.
Sealed proposals will be received at the City Clerk’s Office, P.O. Box 296, 301 C Street,
Washington, Kansas 66968, until 3:00pm on Tuesday, February 24, 2015. All bids should be
sealed in an envelope with “Mini-Excavator” clearly printed on the outside of the envelope.
Faxed or emailed bids will not be accepted. Bids received later than specified hour and date
shall be returned unopened.
The City of Washington is requesting the proposals be submitted in two forms. First form shall
be a direct purchase to include an alternate with a trade-in of a 1992 310D John Deere Backhoe,
an alternate for an extended warranty, and an alternate with a hydraulic thumb. Second form
shall be a five year Municipal Lease/Purchase program on the item listed in Form #1, and shall
include terms of lease purchase program.
All submitted bids shall be honored for 30 days after the bid opening. Bidders are encouraged to
submit more than one bid, if desired.
The attached bid sheet with specifications (or copies) shall be submitted with each bid to be
considered a valid bid. State bids will be considered in determining the lowest responsible bid, if
applicable.
Bids will be opened at 3:00pm on Tuesday, February 24, 2015 in the City Council Chambers.
Bids will be reviewed and a recommendation made to the City Council for consideration.
The City of Washington reserves the right to reject any or all bids with or without cause and to
waive any irregularities.
If you have questions, please feel free to contact Carl Chalfant at (785) 325-2284.
Sincerely,
Carl D. Chalfant
City Administrator
cc: File
2
BID INSTRUCTIONS
for
Mini-Excavator
GENERAL
The specifications and dimensions that follow shall apply to the purchase of Mini-Excavator for
the City of Washington, Kansas. The City reserves the right to waive minor technicalities under
this specification. Federal and State laws supersede any conflicting part of this specification.
Complete specifications and literature on the Mini-Excavator 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.
The Mini-Excavator shall be either: a 2014 or 2015 model, new and unused, under standard
production by the manufacturer, with all parts new and unused; or a demonstrator model which
would qualify for state bids and financing. Bidder must be a manufacturer’s authorized dealer
for the product represented in their bid, and will be held responsible for the submission of proper
information to the manufacturer.
The bidder agrees, if his proposal is accepted, to guarantee the design, material and workmanship
of the Mini-Excavator 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 Mini-Excavator to and from the dealer’s shop, if required, or travel time and
expenses to and from the City of Washington facilities, should warranty work be performed in
the field.
Any “Or Approved Equal” or “equivalent” (OAE) items for brand specified components shall be
listed with the bid package. Complete description and literature on the “equivalent” components
shall be supplied for consideration by the City. The burden of proof regarding “equivalent”
items will be upon the vendor. Exceptions shall be noted on the specifications sheets.
SPECIFICATIONS
The Mini-Excavator model shall meet the following specifications:
• 35 h.p. or greater;
• Maximum gross weight of 12,000 lbs;
• Maximum track width of 6 feet 9 inches;
• Rubber tracks;
• Minimum dig depth of 11 feet;
• Cab with heat & air conditioning;
• Minimal or zero tail swing;
• Quick attach for bucket change;
• One 24” bucket;
• One 36” bucket.
3
DELIVERY
The Mini-Excavator shall be delivered complete and fully operational. Delivery shall be made to
the Street Department office at 1004 D Street, Washington, Kansas. The Mini-Excavator 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 (3) 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. during a City work day.
All cost associated with transportation will be bidder’s responsibility.
Inspection of the Mini-Excavator will be made at the time of delivery. The Mini-Excavator with
missing equipment or otherwise failing to meet specification shall not be accepted and shall
become the vendor’s responsibility.
A dealer’s representative shall provide instructions in the proper operation and maintenance at
the time of delivery.
TECHNICAL SERVICE
The services of a competent technician, thoroughly knowledgeable in the use, operation and
servicing of the Mini-Excavator shall instruct city personnel in the proper use, safety, operation
and preventive maintenance of the Mini-Excavator and test the Mini-Excavator for satisfactory
performance. This instruction shall be performed on a date to be agreed upon by the Public
Works Superintendent and City Administrator.
TRADE – IN INFORMATION
The City of Washington will have a 1992 John Deere 310D backhoe, available for possible
trade-in. The bidder shall consider the trade-in as optional, and the City of Washington shall be
free to select whether or not to accept the trade-in offer. The trade-in vehicle is available for
inspection by appointment only. Contact Chuck Votipka at (785) 325-2284 to set up a time to
view the backhoe.
TAXES
This purchase is tax exempt. Appropriate certification will be supplied to the vendor upon
request.
4
ITEM SPECIFICATIONS & BID SHEET
Mini-Excavator
State bids will be considered in determining the lowest responsible bid, if applicable.
Form #1: Direct Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
MFG, BRAND & MODEL OFFERED
YEAR
APPROXIMATE DELIVERY DATE
WARRANTY DETAILS
All components and accessories shall be new, unused, serviced and ready for operation upon
delivery.
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.)
Spec. Met:
(Indicate Y/N)
1) ______ New 2014 or 2015 mini-excavator or demonstrator model not more than
one year old which would qualify for state bids and financing (indicate in
comments)
Exception Comments:
5
2) ______ Minimum 35 h.p.
Exception Comments:
3) ______ Maximum gross weight of 12,000 lbs.
Exception Comments:
4) ______ Maximum track width of 6’9”.
Exception Comments:
5) ______ Rubber tracks.
Exception Comments:
6) ______ Minimum dig depth of 11 feet.
Exception Comments:
7) ______ Cab with heat/air conditioning.
Exception Comments:
8) ______ Minimal or zero tail swing.
Exception Comments:
9) ______ Quick attach for bucket change.
Exception Comments:
10) ______ One 24” bucket..
Exception Comments:
6
11) ______ One 36” bucket.
Exception Comments:
ALTERNATE 1
1) ______ Trade in value. The City has a 1992 John Deere 310D backhoe available
for possible trade-in value.
Exception Comments:
ALTERNATE 2
2) ______ 3 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 3
3) ______ 5 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 4
4) ______ Hydraulic thumb.
Exception Comments:
Base Bid: $ Alternate 1 $ Alternate 2 $
Alternate 3 $ Alternate 4 $
7
Form #2: 5 year Municipal Lease/Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
Indicate terms of lease purchase below:
Term: 5 years, with annual payment schedule
Total lease/purchase price: $_____________
Interest rate: ____________
Total principal: $______________
Total interest: $_______________
Total cost: $__________________
Applicable fees: _______________________________________________________________
(Explain any applicable fees & list amount, i.e. origination fees, etc.)
Disclaimer: Lease/purchase price subject to change based on alternates as selected and
approved by City Council.
8
BID SCHEDULE
Date Activity
February 5, 2015 Advertisement of bid
February 24, 2015 Bid Opening at 3:00pm
March 2, 2015 Recommendations presented to City Council
March 3, 2015 Bidders notified of City Council action
CITY OF WASHINGTON
BID PROPOSAL REQUEST
FOR
Mini-Excavator
TABLE OF CONTENTS
Title Page
Invitation to Bid .........................................................................................1
Bid Instructions ...................................................................................... 2-3
Trade-In Information ................................................................................3
Taxes............................................................................................................3
Item Specifications & Bid Sheet ........................................................... 4-6
Lease Purchase Form ................................................................................7
Bid Schedule ...............................................................................................8
1
February 3, 2015
INVITATION TO BID
The City of Washington, Kansas, is inviting sealed bids for the purchase of one (1) Mini-
Excavator.
Sealed proposals will be received at the City Clerk’s Office, P.O. Box 296, 301 C Street,
Washington, Kansas 66968, until 3:00pm on Tuesday, February 24, 2015. All bids should be
sealed in an envelope with “Mini-Excavator” clearly printed on the outside of the envelope.
Faxed or emailed bids will not be accepted. Bids received later than specified hour and date
shall be returned unopened.
The City of Washington is requesting the proposals be submitted in two forms. First form shall
be a direct purchase to include an alternate with a trade-in of a 1992 310D John Deere Backhoe,
an alternate for an extended warranty, and an alternate with a hydraulic thumb. Second form
shall be a five year Municipal Lease/Purchase program on the item listed in Form #1, and shall
include terms of lease purchase program.
All submitted bids shall be honored for 30 days after the bid opening. Bidders are encouraged to
submit more than one bid, if desired.
The attached bid sheet with specifications (or copies) shall be submitted with each bid to be
considered a valid bid. State bids will be considered in determining the lowest responsible bid, if
applicable.
Bids will be opened at 3:00pm on Tuesday, February 24, 2015 in the City Council Chambers.
Bids will be reviewed and a recommendation made to the City Council for consideration.
The City of Washington reserves the right to reject any or all bids with or without cause and to
waive any irregularities.
If you have questions, please feel free to contact Carl Chalfant at (785) 325-2284.
Sincerely,
Carl D. Chalfant
City Administrator
cc: File
2
BID INSTRUCTIONS
for
Mini-Excavator
GENERAL
The specifications and dimensions that follow shall apply to the purchase of Mini-Excavator for
the City of Washington, Kansas. The City reserves the right to waive minor technicalities under
this specification. Federal and State laws supersede any conflicting part of this specification.
Complete specifications and literature on the Mini-Excavator 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.
The Mini-Excavator shall be either: a 2014 or 2015 model, new and unused, under standard
production by the manufacturer, with all parts new and unused; or a demonstrator model which
would qualify for state bids and financing. Bidder must be a manufacturer’s authorized dealer
for the product represented in their bid, and will be held responsible for the submission of proper
information to the manufacturer.
The bidder agrees, if his proposal is accepted, to guarantee the design, material and workmanship
of the Mini-Excavator 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 Mini-Excavator to and from the dealer’s shop, if required, or travel time and
expenses to and from the City of Washington facilities, should warranty work be performed in
the field.
Any “Or Approved Equal” or “equivalent” (OAE) items for brand specified components shall be
listed with the bid package. Complete description and literature on the “equivalent” components
shall be supplied for consideration by the City. The burden of proof regarding “equivalent”
items will be upon the vendor. Exceptions shall be noted on the specifications sheets.
SPECIFICATIONS
The Mini-Excavator model shall meet the following specifications:
• 35 h.p. or greater;
• Maximum gross weight of 12,000 lbs;
• Maximum track width of 6 feet 9 inches;
• Rubber tracks;
• Minimum dig depth of 11 feet;
• Cab with heat & air conditioning;
• Minimal or zero tail swing;
• Quick attach for bucket change;
• One 24” bucket;
• One 36” bucket.
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DELIVERY
The Mini-Excavator shall be delivered complete and fully operational. Delivery shall be made to
the Street Department office at 1004 D Street, Washington, Kansas. The Mini-Excavator 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 (3) 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. during a City work day.
All cost associated with transportation will be bidder’s responsibility.
Inspection of the Mini-Excavator will be made at the time of delivery. The Mini-Excavator with
missing equipment or otherwise failing to meet specification shall not be accepted and shall
become the vendor’s responsibility.
A dealer’s representative shall provide instructions in the proper operation and maintenance at
the time of delivery.
TECHNICAL SERVICE
The services of a competent technician, thoroughly knowledgeable in the use, operation and
servicing of the Mini-Excavator shall instruct city personnel in the proper use, safety, operation
and preventive maintenance of the Mini-Excavator and test the Mini-Excavator for satisfactory
performance. This instruction shall be performed on a date to be agreed upon by the Public
Works Superintendent and City Administrator.
TRADE – IN INFORMATION
The City of Washington will have a 1992 John Deere 310D backhoe, available for possible
trade-in. The bidder shall consider the trade-in as optional, and the City of Washington shall be
free to select whether or not to accept the trade-in offer. The trade-in vehicle is available for
inspection by appointment only. Contact Chuck Votipka at (785) 325-2284 to set up a time to
view the backhoe.
TAXES
This purchase is tax exempt. Appropriate certification will be supplied to the vendor upon
request.
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ITEM SPECIFICATIONS & BID SHEET
Mini-Excavator
State bids will be considered in determining the lowest responsible bid, if applicable.
Form #1: Direct Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
MFG, BRAND & MODEL OFFERED
YEAR
APPROXIMATE DELIVERY DATE
WARRANTY DETAILS
All components and accessories shall be new, unused, serviced and ready for operation upon
delivery.
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.)
Spec. Met:
(Indicate Y/N)
1) ______ New 2014 or 2015 mini-excavator or demonstrator model not more than
one year old which would qualify for state bids and financing (indicate in
comments)
Exception Comments:
5
2) ______ Minimum 35 h.p.
Exception Comments:
3) ______ Maximum gross weight of 12,000 lbs.
Exception Comments:
4) ______ Maximum track width of 6’9”.
Exception Comments:
5) ______ Rubber tracks.
Exception Comments:
6) ______ Minimum dig depth of 11 feet.
Exception Comments:
7) ______ Cab with heat/air conditioning.
Exception Comments:
8) ______ Minimal or zero tail swing.
Exception Comments:
9) ______ Quick attach for bucket change.
Exception Comments:
10) ______ One 24” bucket..
Exception Comments:
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11) ______ One 36” bucket.
Exception Comments:
ALTERNATE 1
1) ______ Trade in value. The City has a 1992 John Deere 310D backhoe available
for possible trade-in value.
Exception Comments:
ALTERNATE 2
2) ______ 3 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 3
3) ______ 5 year extended warranty. The City would like an option to purchase an
extended warranty. Please indicate cost and term of extended warranty
option.
Exception Comments:
ALTERNATE 4
4) ______ Hydraulic thumb.
Exception Comments:
Base Bid: $ Alternate 1 $ Alternate 2 $
Alternate 3 $ Alternate 4 $
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Form #2: 5 year Municipal Lease/Purchase
Representative:
Date:
Company:
Address:
Telephone Number:
Comments:
Indicate terms of lease purchase below:
Term: 5 years, with annual payment schedule
Total lease/purchase price: $_____________
Interest rate: ____________
Total principal: $______________
Total interest: $_______________
Total cost: $__________________
Applicable fees: _______________________________________________________________
(Explain any applicable fees & list amount, i.e. origination fees, etc.)
Disclaimer: Lease/purchase price subject to change based on alternates as selected and
approved by City Council.
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