INVITATION TO BID. Martha L. Rehbein City Clerk. Publish: March 15 th, 2015 March 22 nd, 2015

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1 INVITATION TO BID Notice is hereby given that sealed bids will be received at the City Clerk's Office, City Hall, 435 Ryman Street, Missoula, MT until 3:00 p.m., Monday, March 30 th, 2015 and will be opened and publicly read in the Mayor's Conference Room, City Hall at that time. As soon thereafter as is possible, a contract will be made for the following: Purchase of five (5) multi-section snow plows. Bidders shall bid by City bid proposal forms, addressed to the City Clerk's Office, City of Missoula, enclosed in separate, sealed envelopes marked plainly on the outside with the bidder s company name and address and the words: Bid for five (5) multi-section snow plows, Closing at 3:00 p.m., Monday, March 30 th, Pursuant to Section Montana Code Annotated, the City is required to provide purchasing preferences to resident Montana vendors and/or for products made in Montana equal to the preference provided in the state of the competitor. Each and every bid must be accompanied by cash, a certified check, bid bond, cashier s check, bank money order or bank draft payable to the City Treasurer, Missoula, Montana, and drawn and issued by a national banking association located in the State of Montana or by any banking corporation incorporated under the laws of the State of Montana for an amount which shall not be less than ten percent (10%) of the bid, as a good faith deposit. The bid security shall identify the same firm as is noted on the bid proposal forms. No bid will be considered which includes Federal excise tax, since the City is exempt there from and will furnish to the successful bidder certificates of exemption. The City reserves the right to determine the significance of all exceptions to bid specifications. Products or services that do not meet bid specifications must be clearly marked as an exception to the specifications. Vendors requesting inclusion or pre-approved alternatives to any of these bid specifications must receive written authorization from the Vehicle Maintenance Superintendent a minimum of five (5) working days prior to the bid closing. The City reserves the right to reject any and all bids and if all bids are rejected, to re-advertise under the same or new specifications, or to make such an award as in the judgment of its officials best meets the City's requirements. The City reserves the right to waive any technicality in the bidding which is not of substantial nature. Any objections to published specifications must be filed in written form with the City Clerk prior to bid opening at 3:00 p.m., Monday, March 30 th, Bidders may obtain further information and specifications from the City Vehicle Maintenance Division at (406) Bid announcements, bidding documents, and bid results are posted on the city's website at Publish: March 15 th, 2015 March 22 nd, 2015 Martha L. Rehbein City Clerk 1

2 CITY OF MISSOULA, MONTANA SPECIFICATIONS FOR FIVE (5) MULTI-SECTION SNOW PLOWS The following specifications are for purchasing five multi-section heavy duty snow plows. Meets MANDATORY FUNCTIONS: These snow plows will be mounted on single axle snow plow trucks and used to remove snow and ice during winter maintenance operations. Do to the high number of obstacles (manholes, vents, piping etc.) in Missoula Streets, these plows must be heavy duty and flex as an individual moldboard section and at each individual cutting edge. Upon impact, the plow section must rise and the cutting edge flex backwards. After impact, the plow section and the cutting edge must immediately snap back into place. One, two, and three piece trip edge style snow plows are not acceptable. The City crews damage these styles of plows too severely and frequently. Visibility and safety in dense traffic will be mandatory. These snow plows must function effectively in temperatures at or below -20 degrees. These plows must efficiently perform all of the functions and expectations of a multi-section snow plow. This equipment will have to function in steep winding city streets effectively without presenting safety concerns. The hitches, mounting plates, and plow system being provided must have been in service for a minimum of 15 years with a proven record of dependability. All of the above items are mandatory basic functions of a multi-section snow plow. Please explain any exceptions on a separate sheet of paper. Any exceptions to the above specifications may result in product exclusion. DATE OF MANUFACTURE: It is the intention of the City to purchase new snow plows. This means 2015 or 2016 model years with no previous use. VENDOR S SERVICE LEVEL: These plows should be considered complete "Turn Key" units ready for 2

3 immediate use upon delivery. All items that Vendor has selected Meets shall be provided prior to processing documentation for payment. Vendor/manufacturer must have a service, repair and warranty shop in Montana. This service repair center must be in the business of repairing and maintaining snow plows including at least two technicians trained on the plows being bid. This repair center must have been in business for a minimum of 5 years. BASIC REQUIREMENTS: 24 hour delivery of maintenance related parts and equipment. Repair oriented parts shall have a 24 hour shipping availability. All required lubricants shall be available from Montana lubrication suppliers other than OEM dealers. Only standard (SAE) or metric bolts, nuts, etc. will be allowed. APPLICABLE STANDARDS (All standards referenced shall be of the most current revisions.) Must meet the following standards: GOVERNMENTAL: Federal Motor Vehicle Safety Standards (FMVSS). Environmental Protection Agency (EPA) standards. State of Montana Motor Vehicle Code standards. Occupational Safety and Health Administration (OSHA) standards. Society of Automotive Engineers (SAE) standards. INDUSTRIAL: TRAINING: At no additional cost, Vendor shall agree to provide a qualified factory authorized service representative(s) for the following training: A factory trained trainer shall be present at delivery to train the mechanics on the installation of the snow plows and hitch assemblies. 3

4 All training will take place within 15 days of delivery. Video training may be used in place of actual instructors provided the videos become the property of the City of Missoula. SAFETY: Units must include bright marker rods at the end of each plow to enable the operators to see each end of the plow in low light conditions. All pinch points must be clearly marked to prevent operator injury. All hazardous areas or operations should be clearly labeled in such a fashion to make the operator and support staff aware of potential danger. Safety props or a safety prop system must be included as needed to promote safe maintenance. Unit will be delivered F.O.B. to: Jack Stucky City of Missoula Vehicle Maintenance Superintendent 1305 B Scott Street Missoula, Montana DELIVERY: All Delivery, Transportation, and Shipping charges are included in bid price. All services will be performed prior to delivery and unit(s) will be clean and free of defects. COLOR: Snow plows will be painted manufacturer s standard color or orange. All portions of the snow plows must be protected with good quality paint and primer. MULTI-SECTION SNOW PLOWS AND HITCHES: Each plow must come with a front parallel arm style quick disconnect hitch. Each hitch must come with the backing plate that mounts to the truck and all support and reinforcement brackets needed to install the hitch and the plow on a single axle dump truck. 4

5 The plow-hitch assembly must enable the plow to raise and lower, pivot both right and left, and have a plow float position. The hitch must be a quick style designed so that the lift cylinder can be used to detach the snowplow from the truck mounting plate. Push plate shall be provided that attaches to the truck with a series of support plates welded to the bottom stiffener and push plate and frame mounting angles welded to the top portion of the push plate and bolted to the truck frame. The quick hitches and all the supporting angles must be heavy duty. The hitches must lift the plow level at all times. The hitches, push plates, and plows shall be configured to push from a point at the center of the chassis frame. Cable style plow lifts are not acceptable. The plow and hitch assembly must not interfere with tilt hoods. Each hitch shall incorporate a turntable that allows oscillation of the plow with respect to the truck to allow the plow to follow the road contour. The entire process of hitching or unhitching from the truck shall be possible by one man in not more than 5 minutes. The plow shall incorporate a stand that can be used without tools, and shall allow the plow to stand during hitching and after the plow is removed from the truck. In the float position, the plows should ride in the lowered position without skipping and/or digging into the asphalt. As the name implies, the plows should float on top of the asphalt. The City of Missoula does zero base snow removal. Missoula does not use wheels, castors, or skid plates to hold the plows off the plowed surface. The plows must function properly with the plow blades riding flat on the plowed surface. These must be sectional style plows wherein the mow board is divided into a minimum of 4 sections, each section capable of rising when hitting an obstruction. Each plow section must have cushion to allow the plow blade to pivot as well in conjunction with the section raising. A spray guard shall be included on each plow that bolts to the top moldboard flange or reinforcement. It shall consist minimally of a 12" wide x 3/8" thick rubber belting, metal retaining strap and necessary mounting hardware. 5

6 Each plow shall be equipped with telescoping type hydraulic cylinders enabling the plow to be angled either left, right or straight ahead. This hydraulic reversing is mandatory. All hydraulic cylinders shall be heavy duty to allow for heavy snow plowing under severe conditions and shall be equipped with a hydraulic cushion valve mounted on the plow to protect the cylinders from damage. The hoses used shall be standard 1/2" SAE 100R2 rated. Hoses must have swivel connections in each hose to promote easy removal and exchange. PLOW DIMENSIONS: Height from the ground to the top of the plow shall not be less than 40 inches. Width shall not be less than 10 feet long and not more than 11 feet long. Moldboard shall be constructed minimally of 10 gauge steel. Each plow shall weigh less than 2,700 lbs. HYDRAULIC SYSTEM: All hydraulic fittings and connections must be provided to install the plows and hitches on the trucks. All hydraulic lines shall be rated well above maximum pump flow and pressure ratings. All hydraulic hoses and fittings shall be provided to enable the plows and hitch assemblies to lift and pivot the plows from side to side. WARRANTY: All warranty must be Original Equipment Manufacturer s with a minimum coverage period of one year on each plow. Warranty documentation shall be included in the bid package. VENDOR LOCATION: Manufacturer s repair, parts and warranty center will be located within 300 miles of Missoula, Montana MANUALS: One parts manual must be provided for the plow, hitch, and mounting assembly. One service manual must be provided for the plow, hitch, and mounting assembly. 6

7 One mounting and installation instruction manual must be provided for the plow, hitch, and mounting assembly. One safety instruction manual must be provided for the plow, hitch, and mounting assembly. BID PRICE SHEET The prices listed in this price sheet shall be totally inclusive of all freight, shipping, dealer preparation, or assembly charges. All prices listed will include delivery to 1305 B Scott Street, Missoula, Montana Purchase of five multi-section snow plows that meets or exceeds the specifications included in this document. Description of 5 snow plows being provided: Model Year: Name of Manufacturer: Description: Description of front hitch mounts and mounting assemblies for each plow: Total Bid price for five (5) snow plows and mounting kits as specified above: $ OTHER OPTIONS: Delivery date of this equipment is: Month Day Year. Please note that there are no trades included in this proposal. OTHER INFORMATION Do the vehicles meet specifications? If not, attach a separate sheet with explanations. * City of Missoula reserves the right to award purchases with or without any or all of the alternatives and to award purchases based on life cycle cost to City, not just lowest initial purchase price. ** Bidders shall promptly notify the City of any ambiguity, inconsistency, or error in the bidding documents, and if a clarification or interpretation is desired, bidders shall request the same from the city in writing, at least five (5) calendar days prior to the bidding deadline. Any objections to published specifications must be filed in written form with the City Clerk prior to bid opening at 3:00 p.m., Monday, March 30 th, Bidders may obtain 7

8 further information, bid proposal forms, and specifications from the Vehicle Maintenance Division (406) The City reserves the right to reject any and all bids and if all bids are rejected, to re-advertise under the same or new specifications, or to make such an award as in the judgment of its officials best meets the City's requirements. The City reserves the right to waive any technicality in bidding, which is not of a substantial nature. *** The City reserves the right to determine the significance of all exceptions to bid specifications. Products or services that do not meet bid specifications must be clearly marked as an exception to the specifications. Vendors requesting inclusion or pre-approved alternatives to any of these bid specifications must receive written authorization from the Vehicle Maintenance Superintendent a minimum of five (5) working days prior to the bid closing. Bid Security of 10% of bid (% of dollars - company or personal checks not acceptable security) is hereby enclosed, as is our bid for selling the City of Missoula five (5) snow plows and hitch assemblies, bid security will be increased to include equipment options or additional options available in these specifications. The bid security shall identify the same firm as is noted on the bid proposal forms. We understand that a penalty of $25.00 per day and/or forfeiture of bid security may result from exceeding the delivery date bid by vendor. Submitted by: Authorized Signature: Company Name and Title Date: 8