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HomeMy WebLinkAboutAward of Bid and Purchase Equipment Discovery Park5 2 9 0 Meridian City Council Meeting Agenda March 26, 2019 – Page 156 of 268 City Of Meridian Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Sandra 5290 - Parks and Recreation Construction Division 01 - General Fund From 10/1/2018 Through 9/30/2019 Amendments Budget with Actual Current Year Remaining Budget Remaining Budget Percent of Capital Outlay 94400 Capital - Equipment 10121 Discovery Park 155,073.57 0.00 155,073.57 100.00% Total Capital Outlay 155,073.57 0.00 155,073.57 100.00% TOTAL EXPENDITURES 155,073.57 0.00 155,073.57 100.00% Date: 3/18/19 12:06:55 PM Page: 1Meridian City Council Meeting Agenda March 26, 2019 – Page 157 of 268 a\.B (E\ NS*Y\ -r,\) c-\ --a.5S tlt !,oL)trogE lt\tr-l ,-NC js 4 6+( s C C s I(- zfo =o 6 pauErg dooz trJ GI 1'- ct) o g? (\t o) o$t c"t !o o =ii =tr od ulF ol url =lol t Go- bo oo an i5 Lo =o =loloL oE =o.YL Gt UI =z o 6 (r,FJfa IJJt o m z HoH F] o J. 3 Meridian City Council Meeting Agenda March 26, 2019 – Page 158 of 268 E IDIAN Pre-Bid Meeting Attendance is strongly encouraged. PURCHASING DEPARTMENT 33 East Broadway Ave., Ste 106, Meridian, lD 83642 Phone: (208) 888-4433 ext 416 Fax (208) 887-4813 NONE red Sandra Ramirez IDAHO INVITATION FOR BID BID NO. PKS- 1917 -10672.a. R8 CONTRACT SPECI FICATIONS FOR: PARKS WIDE AREA MOWER - DISCOVERY BIDS MUST BE RECEIVED PRIOR TO 2:30 P.M. MARCH 13.2019 DELIVER TO: CITY OF MERIDIAN, PURCHASING DEPARTMENT 33 EAST BROADWAY AVENUE. STE 106 MERIDIAN, ID 83642 NAME AND ADDRESS OF VENDOR SUBMITTING BID ?ePqtohl, uJ-' 03+o I NAM SS:)t6 € tND vuu H* 6Lvp Meridian City Council Meeting Agenda March 26, 2019 – Page 159 of 268 PROJECT DESCRIPTION The City of Meridian is requesting bids for a new John Deere 90094 Terrain Cut Mower CITY'S REPRESENTATIVES Purchasing Representative Any and all explanations desired by a respondent regarding the meaning or interpretation of this lnvitation for Bid or any part thereof must be requested in writing and directed to the person named as the Purchasing Representative and in accordance with "Additional Terms and Conditions (Bid lnquires). Violation(s) may be caused for rejection of the Bid. Sandra , Purchasing Specialist PKS-1917-10672.a.R8 Parks Wide Area Mor,ner - Discovery 2of8 Sandra Ramirez, Purchasing Specialist 33 East Broadway Ave Meridian, lD E3642 (208) 489-0416 Fax (208) 887-4813 sramirez@meridiancilv. orq Dated: 3/8/2019 CITY OF MERIDIAN Meridian City Council Meeting Agenda March 26, 2019 – Page 160 of 268 1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDER Bid must be submitted on the form provided in this lnvitation for Bid. All items shall be filled in and the signatures of all persons signing shall be written. Bids shall be delivered to the City of Meridian Purchasing Department, 33 East Broadway Ave., Ste 106, Meridian, lD 836r'.2 prior to the due date and time stated on the cover of this lFB. No oral, telephone, facsimile, telegraphic, emailed, or late submissions will be considered. Bids, received after said time will be returned unopened to the respective bidder. Emailed or faxed bids are not acceptable. Mistakes must be corrected and the correction inserted; correction must be initialed in ink by the person signing the Bid. All bids shall be submitted in a sealed envelope and clearly identified with the following label on the outside of the envelope: INVITATION FOR BID Bidder Firm Name Bid/Procurement Title Bid Opening Date and Time Attention: Purchasing Bids shall be opened in public at 2:30 P.M. on said date. Alternate bids will NOT be considered unless othenruise stipulated. The City reserves the right to waive any informalities or minor irregularities in connection with the bids received. 4 All provisions of the City code are applicable to any bid submitted or contract awarded pursuant thereto. 5. lf equipment is proposed, it is to be newest and latest model in current production. Used, remanufactured, shopworn, demonstrator, prototype or discontinued models are not acceptable unless otherwise stipulated. 6. Within thirty (30) days after the bid opening, a contract may be awarded by the City to the most responsive bidder, subject to the right of the City to reject all bids, as it may deem proper in its absolute discretion. The time for awarding a contract may be extended at the sole discretion of the City if required to evaluate bids or for such other purposes as the City may determine, unless the bidder objects to such extension in writing with his bid. 7. lf awarded the contract, the most responsive bidder agrees to deliver the specified equipment to the City within the stated time period. See Attachment A. g. The City of Meridian does not discriminate on the basis of race, religion, sex, national origin, marital status, age, physical handicap, ownership by women or minorities or sexual orientation. SUBJECT TO PARAGRAPH 4 ABOVE, THE CITY MAY NOT AGCEPT A BtD FAILING TO COMPLY WITH ANYOF THE ABOVE STATE REQUIREMENTS. 2 3 PKS-1917-10672.a Parks Wide Area Mower - Discovery 3of8 Meridian City Council Meeting Agenda March 26, 2019 – Page 161 of 268 ADDITIONAL TERMS AND GONDITIONS COST OF PREPARATION OF BID The City shall not pay costs incuned in the bid preparation, printing or demonstration process. All such costs shall be borne by the Bidder. EXAMINATION OF CONTRACT DOCUMENTS The bidders shallcarefully examine the specifications, and satisfy themselves as to their sufficiency, and shall not at any time after submission of the bid, dispute such specifications and the directions explaining or interpreting them. Should a Bidder find discrepancies in, or omissions from, the specifications and/or drawings, or should he/she be in doubt of their meaning, he/she shall at once notify the City of Meridian Purchasing Department through written notification to be received no later than 3 working days prior to bid opening date, noon local time. The notification shall be in written form and will state the exact nature of the clarification sought, describing the location of the specification or clause in the Bid document. Any interpretations by the City will be made in written form. Any change in requirements will be done in the form of a written addendum. The receipt of any resulting addendums must be acknowledged in accordance with the directions on the addendum. Oral explanations or instructions given before the award of the contract will not be binding. Written requests are to be directed to: Purchasing Representative Sandra Ramirez, Purchasing Specialist 33 East Broadway Ave., Ste 106 Meridian, lD 83642 Fax (208) 887-4813 sramirez@meridiancifu .orq ADDENDA lf this bid is modified by the Purchasing Office, the modifications will be sent to each Bidder of record in writing, either by fax, email, or mail. Verbal modifications are not binding on the City or the Bidder. No oral exchanges will be considered or acknowledged. Bidders must acknowledge each addendum received in their Bid Response. AWARD The City of Meridian reseryes the right to make an award on any item, group of items in the aggregate to thaUthose lowest responsive contractors (s) whose bid (s) is/are most responsive to the needs of the City. EVALUATION (lnspection) Equipment and goods will be inspected before acceptance by an authorized representative of the City of Meridian for workmanship, appearance, proper functioning of all equipment and systems, and conformance to all other requirements of the specifications. lf deficiencies are found, it shall be the responsibility of the contractor to pick up the equipmenUgoods and replace for re-inspection and acceptance. Payment will not be made until conective action has been made. DELIVERY OF EQUIPMENT Equipment shall be delivered (FOB Destination) to 1700 E Lanark St. Meridian, lD 83642. A copy of the dealer's inspection and service check sheet, listing the service and inspections performed will accompany the apparatus upon delivery. The check sheet will include the vehicle lD number and will be signed by the mechanic and service manager. All fluids will be filled to the recommended levels. The company will deliver the vehicles during City of Meridian business hours. INSPECTION/ACCEPTANCE lf it is determined by the City that the equipment does not meet the minimum specifications or that it has body damage, etc., the vendor will pick up the vehicle within 96 hours and make the necessary corrections at the vendor's expense. Payment will not be made until corrective action is made, the equipment re-inspected and accepted by the City of Meridian. lt will be the PKS-'1917-'10672.a Parks Wide Area Mower - Discovery 4 of g Meridian City Council Meeting Agenda March 26, 2019 – Page 162 of 268 responsibility of the vendor to transport the equipment, make necessary repairs or corections, and redeliver for re-inspection and acceptance. INFORMATION REQUIRED The manufacturer will supply at time of delivery; complete operation and maintenance manuals covering the equipment as delivered. QUANTflES (Additions) The quantity specified is based upon current known requirements and is subject to increase if mutually agreeable to both parties within 365 days of contract award. Said increase will be governed by the same terms and conditions of this lnvitation for Bid. WARRANW / GUARANTEE Contractor delivering equipment / goods against this specification shall guarantee that the equipment / goods meet the minimum requirements set forth herein. lf it is found that the equipment / goods delivered do not meet the minimum requirements of this specification, the Contractor will be required to conect the same at the Contractor's expense. PURCHASE AGREEMENT DOCUMENTS A copy of the Notice Inviting Bids, General Conditions and lnstructions to Bidders, Special Conditions, Additional Terms and Conditions, Specifications, Plans and / or Drawings, Biddeis Submittal, and any other related documents will remain on file in the office of the City Purchasing Agent. lt is understood that these documents will form the basis of the purchase agreement upon award of the contract. All equipment, materials or services supplied by the Contractor/Bidder shall be in conformance with all the specifications contained herein and shall be in compliance with any applicable Local, State, and Federal Laws and regulations. NON-COLLUSION STATEMENT All bidders are hereby notified that, in the event a contract is awarded to a Bidder whose bid was made in collusion with other Bidders for the same equipment, the resulting contract is not enforceable against the awarding agency and may be void by that agency. TIA)(ES The City of Meridian is exempt from Federal and State taxes and will execute the required exemption certificate for items purchased and used by the City. ltems purchased by the City and used by a contractor are subject to Use Tax. All other taxes are the responsibility of the contractor and are to be included in the Contractor's bid pricing. PUBLIC RECORDS The City of Meridian is a public agency. All documents in its possession are public records. Bids are public records and, except as noted below, will be available for inspection and copying by any person. lf any Bidder claims any material to be exempt from disclosure under the ldaho Public Records Law, the Bidder will expressly agree to defend, indemnify and hold harmless the City from any claim or suit arising from the City's refusal to disclose any such material. No such claim of exemption will be valid or effective without such express agreement. The City will take reasonable efforts to protect any information marked "confidential" by the Bidder, to the extent permitted by the ldaho Public Records Law. Confidential information must be submitted in a separate envelope, sealed and marked "Confidential lnformation" and will be returned to the Bidder upon request after the award of the contract. lt is understood, however, that the City will have no liability for disclosure of such information. Any proprietary or otherwise sensitive information contained in or with any Bid is subject to potential disclosure. BID INQUIRIES Questions, in written form, regarding this bid should be sent to: City of Meridian, Purchasing Department, 33 East Broadway Ave., Ste. 106, Meridian, lD 83642, Attn: Sandra Ramirez, gramirez(@meridiancitv.orq, (208) 8884433 x416. PAYMENT AND INVOICING lnvoices shall be mailed or delivered to: City of Meridian, Accounts Payable, 33 East Broadway Avenue, Meridian, lD 83642. PKS-1917-10672.a Parks Wide Area Mou/er - Dismvery 5ofB Meridian City Council Meeting Agenda March 26, 2019 – Page 163 of 268 PARKS WIDE AREA MOWER. DISCOVERY BID NUMBER PKS-I917-10672.A"R8 Total cost to include all labor, material, equipment, freight, bonds, insurance, travel, lodging, incidental, and applicable taxes F.O.B. Prices shall be submitted F.O.B. Destination. - City of Meridian Parks Maintenance Shop; 1700 E Lanark St. Meridian, lD 83642. Certificate of Understandi nq The undersigned represents and warrants that the undersigned has reviewed and understands the plans, specifications and other documents, has checked carefully all the above figures and understands that the City of Meridian will not be responsible for any enors or omissions on the part of the undersigned in creating this bid, and the undersigned is satisfied with all conditions for performance of the work. The undersigned declares: that he/she holds the position indicated below as a corporate officer or the owner or a partner in the business entity submitting this bid; that the undersigned is informed of the relevant facts surrounding the preparation and submission of this bid, that the undersigned knows and represents and warrants to the City of Meridian that this bid is prepared and submitted without collusion with any other person, business entity, or corporation with any interest in this bid. I declare under penalty of perjury that the foregoing is true and conect. contractor/Firm C+ B O?€Atrto*'ts LLc' DESCRIPTION QNTY UNIT AMOUNT EXTENDED John Deere 9009A Tenain Cut Mower 1 Ea (o4,oll ls ("1t,8)1 .15 TOTAL BID $ ("4 tB27'75 Address 2tas €./NDux?t*L 6LtlD City llfDlq+t o Fa,s5 state -ED EmailAddress 6.c+wcstaJ Phone No:oO 5zo -b7 Signature €ere I rnefi*r C orr) Fax No:'oo)5e) -131 to Printed Name kSot)rtapeirkg Title hocr +f u(r **> PKS-1 91 7-1 0672.a Parks Wide Area Mower - Discovery 6ofB PRICING SCHEDULE Zio codb ?=q o I Meridian City Council Meeting Agenda March 26, 2019 – Page 164 of 268 Date n ALL ADDENDUMS MUST BE ACKNOWLEDGED BELOW, FAILURE TO DO SO MAY DEEM YOUR BID RESPONSE NON.RESPONSIVE ADDENDUMS ACKNOWLEDGED: No.1 No 2,4-No.4-No.4 PKS-1 91 7-1 0672.a Parks Wide Area Mower - Discovery 7 o'18 Meridian City Council Meeting Agenda March 26, 2019 – Page 165 of 268 ATTACHMENT A SPECIFICATIONS / SCOPE OF WORK The City of Meridian is now accepting bids for a new John Deere 9009A Terrain Cut Mower. Bids are to include the following: o 90094 Terrain cut mower v/ e Fiberglass Canopy v/ o Parts Manual ,/ o Vendor to be able to provide backup mower if needed for repairs exceeding 72 hours Service Facilities The bidder shall maintain an authorized service facility staffed with qualified personnel, and with provisions for storing a representative supply of parts for the entire machine offered and with the ability for securing parts from the manufacturer withiir 48 hours. / Dellvery All pricing to include delivery to City of Meridian Parks Maintenance Shop located at 1700 E Lanark St. Meridian, lD 83642. Delivery shall be made within 60 days of notice of award. Warranty One Year Standard Manufacturer's Wananty + 2 1e n. a/zen c+.rrrf\ PKS-1917-10672.a.RB Parks Wide Area Mower - Discovery 8of8 ta Meridian City Council Meeting Agenda March 26, 2019 – Page 166 of 268 &JoHw DeenE Quote ld: 19078824 c&ts Prepared For: Gity Of Meridian Jason Aanestad C&BOperations,LLC 2105 lndustrial Blvd ldaho Falls, lD 83401 Tel: 208-522-6372 Fax: 208-522-7396 Email : aanestadj@deerequipment. com Prepared By: Date: 04 March 2019 Confidential Offer Expires: 30 April2019 Meridian City Council Meeting Agenda March 26, 2019 – Page 167 of 268 @ JoxxDeene c&ts Quote Summary Prepared For: City Of Meridian 33 E Broadway Ave Ste 210 Meridian, lD 83642 Business: 208-888-4433 Prepared By: Jason Aanestad C&BOperations,LLC 2't 05 lndustrial Blvd ldaho Falls, lD 83401 Phone: 208-522-6372 aanestadj@deerequipment.com Quote ld: Created On: Last Modified On: Explration Date: 19078824 04 March 2019 12 March 2019 30 April2019 Equipment Summary JOHN DEERE 9009A TerrainCut Rough Mower Equipment Total Selling Price $ 64,827.75 X Extended $ 64,827.75 $ 64,827.75 otv 1 Quote Summary Equipment Total SubTotal Est. Service Agreement Tax Total Down Payment RentalApplied Balance Due $ u,827.75 $ u,827.75 $ 0.00 $ 64,827.75 (0.00) (0.00) $u,827.75 Salesperson : X Confidential Accepted By: X Meridian City Council Meeting Agenda March 26, 2019 – Page 168 of 268 B JoHrv DEEnE Selling Equipment Quote !d: 19078824 Gustomer: CITY OF MERIDIAN c&ts JOHN DEERE 9009A Terraincut Rough Mower $ 85,089.00 otv 1 Hours: Number: $ 64,827.75 Selling Code 1443TC Unit $ 85,089.00 Description 9009A TenainCut Rough Mower 001A 0443 9764 United States/Canada All Other Countries (English / Spanish) Canopy Kit Standard Options Total 1 1 1 $ 0.00 $ 598.00 $ 598.00 $ 0.00 $ 598.00 Value Services $ 0.00 Setup Other Charges Total Suggested Price $ 750.001 750.00 $ 750.00 $ 86,437 Customer Discounts Total -21,609.25 $ -et TotalSelling Price Confidential Standard Options - Per Unit Other Charges Customer Discounts $ 64,827.75 Meridian City Council Meeting Agenda March 26, 2019 – Page 169 of 268