Request For Proposal

City of Derby Public Works

Parks Division

Bid No. 2023-023

Requests for Proposals for Green Waste / Brush Grinding and Removal will be received by the City of Derby, Kansas 67037 until 2:00 P.M.; Thursday, August 17, 2023 after which all proposals received will be evaluated by City staff.

Each proposal must be submitted in a sealed envelope, addressed to the City Clerk of the City of Derby, Kansas (“Derby”). Each sealed envelope containing a bid must be plainly marked on the outside of the envelope as: Requests for Proposal for Green Waste / Brush Grinding and Removal. If submitted by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City Clerk, 611 Mulberry, Derby, Kansas 67037.

The City intends to spend up to $25,000 for 100% grinding of green waste for city / public use and 50% removal of ground waste.

Payment shall be made upon receipt of all items ordered, and shall be made no later than 30 days after receiving items and receipt of invoice. All questions should be directed to Steve White – City of Derby Director of Parks at (316)788-0301 or stevewhite@derbyweb.com For security reasons, you must enable JavaScript to view this E-mail address. .

Proposals must be good for a period of 90 days.

Derby reserves the right to reject any or all proposals.

Grinding Fee : $

Removal Fee: $

Total Proposal Cost: $

Machine Type: ________________________________________

Completion Date:

Company:

Phone Number:

Email Address:

Signature: ____________________________________________

GENERAL INFORMATION:

This request is for brush grinding to meet the specifications listed. It is the intent of the following specifications to describe on-site grinding services. Debris is routinely collected as a result of the public limb and woody-debris collection site owned by the City of Derby. Successful bidder shall provide all labor, supervision, materials and equipment, with operators, necessary for on-site grinding/mulching of natural (trees, brush, wood and vegetation) brush piles. Successful proposal will be required to separate all foreign material (wire, metal fence/posts, concrete, etc.) located within the brush piles from the natural materials prior to grinding. The City reserves the absolute right in its obligation to the public, to accept the proposal to serve the public interest.

Should you have any questions, please contact Steve White, Director of Parks, from Monday through Friday between 7:30 a.m. and 4:30 p.m. at (316) 788-0301.

MIMIMUM SPECIFICATIONS:

Based on the dollar amount that the City of Derby intends to spend the Contractor is responsible to:

1. Grind material to meet the City of Derby’s standard of 2” x 2” maximum final product size.
2. For all equipment, maintenance, transportation, set up and fuel cost;
3. Work within the hours set forth with city employees at the High Park Chip Site 2801 E. James St.

SELECTION CRITERIA:

A Contractor will be selected based on proposals submitted and any interviews conducted to clarify or verify representations included in Vendor’s proposal. The City will judge proposals based on the following criteria:

1. Vendor’s ability and capacity to meet all conditions and miscellaneous instructions as outlined herein;
2. The bid’s conformity with all Mandatory Requirements set out in the Minimum Specifications and
3. Delivery method/timing and
4. Submission of acceptable Certificate of Insurance during the contract period and
5. Whether proposals are the most advantageous and cost-effective to the City.

The City of Derby, Kansas reserves the right to select the service/provider which best meets its required needs, budget constraints, quality levels, and administrative expectations. Due to the importance of this project, the City also reserves the right to select one or more firms to accomplish this task in a timely manner.

CONTRACT PERIOD; PAYMENT TERMS:

The sample contract submitted as a part of Vendor’s bid must include:

1. Modification and Termination. If for any reason the Contractor fails to fulfill, in a timely and proper manner, its obligations under this contract, or if the Contractor violates any of the covenants, agreements or stipulations of the contract, the City shall thereupon have the right to terminate the contract by giving 5 days written notice. In the event of such termination, the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed prior to such termination. Additionally, the City reserves the right to terminate the contract for convenience at any time during the contract period by giving 5 days written notice. In the event of termination for convenience, the successful firm shall be entitled to receive just and equitable compensation for any satisfactory work completed prior to the termination of this contract. Finally, the contract is in all respects subject to the provisions of the Cash Basis Law (K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A. 79-2935), and other laws of the State of Kansas. This contract shall be construed and interpreted so as to ensure that the City is at all times in compliance with such laws; and the City reserves the right to unilaterally modify or terminate this contract at any time if, in the opinion of its legal counsel, the contract may be deemed to violate the terms of such laws.
2. This contract will be for fiscal year 2023 with the option for additional one-year extensions for the next four (4) years.
3. Payments. Payment will be made on an on-going basis following receipt of a detailed invoice describing the services performed.
4. Relationship of Parties: Contractor will be at all times acting as an independent contractor and not as an officer, agent, or employee of the City. As an independent contractor, Contractor and any employees of the Contractor will not be covered by City’s worker’s compensation insurance, nor shall Contractor, or employees of Contractor, be entitled to any current or future benefits provided to employees of the City. Further, City shall not be responsible for withholding of social security, federal, and/or state income tax, or unemployment compensation from payments made by City to Contractor.
5. Indemnification: Contractor will hold and save the City of Derby, Kansas, and its officers, agents, servants/employees harmless from liability of any nature of any kind connected with the work to be performed arising out of any negligent or willful act or omission of any employee or agent of Contractor to the degree such indemnification is allowed by law in the performance of the contract.
6. A statement that the City is exempt from sales tax, with prices computed accordingly.
7. Vendor will comply with all applicable local, state and federal laws.
8. This Invitation for Proposal shall be incorporated by reference.

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