March 28, 2023

The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors for a New/unused 2023 model Motor Grader or Demonstration Models equivalent, no older than 2020 for the city of Derby, Kansas. Please carefully review this document. If you are interested in making a proposal consistent with the conditions, instructions, requirements, and specifications as contained herein, submit one copy of the Bid Form together with a comprehensive proposal in a sealed envelope no later than 1:00 P.M. on Tuesday, April 11. The outside of the envelope should be clearly marked with the Proposer’s name and address and identified as “Motor Grader”. The sealed envelope should be addressed as follows:

Derby City Clerk

Attn: Motor Grader

611 N. Mulberry Road, Suite 300

Derby, KS 67037

Bid #2023-009

All bids must be valid for ninety (90) days.

The City of Derby reserves the right to reject any or all bids.

The Motor Grader shall meet the minimum specifications attached. Bidder shall verify compliance with the attached specifications by so denoting next to each item.

If submitted by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed to the City Clerk, 611 N. Mulberry, Suite 300, Derby, Kansas 67037.

It is the sole responsibility of the bidder to see that its response and the appropriate documents are delivered on time. Any response received after the scheduled closing time for receiving proposals will be returned to the proposer unopened and will not be considered. It is the responsibility of the contractor to check Derby’s website for information and updates. The results will be tabulated and posted to the City of Derby website at https://www.derbyks.com .

Proposed pricing for services may be disclosed at a public meeting to receive and to file responses of this solicitation at the City of Derby Board of Bids and Contracts meeting. Other information provided in your response will be considered proprietary and will not be divulged during the proposal review process unless otherwise required by law. Because the services sought will require the expenditure of public funds, part or all of the successful proposal, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for evaluating the proposer’s ability to handle the scope of services and will not be shared with persons not involved in the evaluation of proposals unless otherwise required by law.

George Brown

Street Superintendent

GENERAL INFORMATION

This request is for One (1) New/unused 2023 model Motor Grader for the city of Derby, Kansas. It is the intent of these specifications to describe a Motor Grader that is capable to accommodate the needs of the city.

Questions regarding this document must be submitted in writing to George Brown, Street Superintendent, at georgebrown@derbyweb.com For security reasons, you must enable JavaScript to view this E-mail address. ,

INSTRUCTION TO BIDDERS

Preparation of Bid. Bid shall be made on the Bid Form included in this request for Bids. Bid information shall be entered into the appropriate space on the Bid Form. All costs of bid preparation are the expense of the bidder. No electronic, verbal, facsimile or telephone bid will be accepted.

Examination of Bid Documents. The Bid Documents consist of this Request for Bid, each document listed on the table of contents of the Request for Bid, and any addenda which may be issued. Submission of a bid shall constitute bidder’s acknowledgment upon which the City may rely that bidder has thoroughly examined and is familiar with the Bid Documents. No claim for additional compensation will be allowed beyond that stated in the bidder’s submitted Bid Form. Neglect or failure of the bidder to receive or examine all or part of the Bid Document shall in no way relieve the bidder from any obligations with respect to this bid.

Conformance to Bid Requirements. All requested attachments shall be submitted with the completed bid form and in the designated format. Bids shall conform to the requirements of this Request for Bid. Failure to comply with all requirements of this Request for Bid may result in bid rejection.

Interpretation of Bid Documents and Addenda. Should a bidder discover conflicts or ambiguity in the Bid Documents that require a decision or explanation, bidder may request an interpretation. Such a request shall be made in writing and delivered to the buyer identified on the cover page of this Request for Bid no later than five (5) calendar days before the deadline for receipt of bids. Every interpretation made to bidders will be in the form of an Addendum issued by the City. Addenda, if issued, will be sent as promptly as possible to all parties that have been issued Bid Documents. Bidders shall acknowledge the receipt of Addenda on the Bid Form.

Submission of Bid. Bidders shall submit two originals (clearly marked ‘Original’) of the completed Bid Form, together with any required attachments or explanatory materials, prior to the time and date set for receiving bids as stated on the cover page of this Request for Bid and/or any modifying Addenda thereto. Bids shall be delivered in a sealed envelope clearly marked with the applicable bid number addressed to:

City Clerk

City of Derby

Attn: Motor Grader

611 Mulberry Suite 300

Derby, Kansas 67037

Modification or Withdrawal of Bids. Bids may be modified or withdrawn prior to the bid submission deadline. Bids modified must be retrieved by bidder, at bidder’s expense, and resubmitted with corrected information prior to the bid submission deadline. There will be no extensions for bid modification beyond the bid submission deadline.

No bids may be modified after the bid submission deadline.

Late Bids. Bidder shall be responsible for the timely delivery of bid. Bids received after the deadline for receipt of bids shall not be accepted and shall be returned to the bidder unopened unless necessary for identification purposes.

Bid to Remain Open. The bidder shall guarantee its bid for a period of ninety (90) calendar days from the date of bid opening.

Contract Award. Contract award will be made to the lowest responsive and responsible bidder(s). The acceptance of a bid will be evidenced by a written Purchase Order/Contract delivered to the successful bidder. The successful bidder agrees to abide by the specifications, requirements, terms and conditions contained in the Contract Documents.

Contract Documents. The successful bidder will be required to enter into a Purchase Order/Contract that is acceptable to the City. Special Provisions within the contract may allow for the addition of attachments, amendments, and special conditions that may be negotiated by the successful bidder and the City. Contract documents will consist of this bid invitation, its attachment(s) and addenda, if any; the successful Bidder’s completed and signed Bid Form; and a Purchase Order/Contract issued by the City. In the absence of any language to the contrary in the executed Purchase Order/Contract, this bid invitation, its attachment(s) and addenda, if any, will be the determining document in questions of compliance with the specifications for this bid.

Reservations. The City reserves the right to:

1. Postpone the date and time announced for receipt of bids by issuance of an Addendum at any time prior to the deadline for receipt of bids;
2. Reject any bid that is conditional in any way or that contains erasures, items not called for, items not in conformity with applicable law, changes, additions, alternate proposals, or any other modifications of the Bid Form which are not in accordance with the Bid Documents;
3. Make any investigations deemed necessary to determine if a bidder is responsive and responsible;
4. In the event that only one bid is received in response to this bid invitation, require the sole bidder to submit cost or pricing data to assist in determining if the price is reasonable;
5. Reject any or all bids, including any bids that are found to be non-responsive or submitted by a bidder that is not responsible;
6. Waive minor defects or irregularities in any bid, provided that the discrepancy does not affect the bid amount or give the bidder an advantage over others;
7. Accept a bid which offers a newer product than specified if, in the opinion of the buyer identified on the cover page of this bid invitation, it offers equal or greater functionality than the specified product, even though it may not comply with bid specifications in every detail;
8. Award a Purchase Order to a single bidder for the entire procurement or to multiple bidders by line item, in groups, or in phases, according to specifications.

MANDATORY REQUIREMENTS

The City of Derby is interested in bids that will provide quality services at competitive rates. The proposals will be evaluated on experience, quality, price, and availability.

General Specifications: YES NO_

Base machine weight shall be no less than 34,000 lbs. Weight should include standard machine configuration, lubricants, coolants, full fuel tank. ____________________

Machine meets EPA Final Tier 4 and EU Stage IV standards ____________________

Machine shall be designed and built by the manufacturer. ____________________

Machine shall be equipped for ground level fueling for diesel and DEF as standard equipment ____________________

Transmission shall be designed and built by the manufacturer. ____________________

Machine wheel base (distance from front axle to mid-tandem) shall be no less than 240 inches. ____________________

Engine: YES___________NO_

The engine shall have dual safety air cleaner elements, radial seal, dry type ____________________

Fuel system shall be high pressure, common rail ____________________

Engine shall be a turbo-charged, direct injection, four stroke 6-cylinder diesel engine designed and built by the manufacturer. ____________________

Engine displacement shall be no less than 6.55L (400 cu. in.) ____________________

Engine shall have a minimum of 190 net hp, and a minimum of 625 ft lbs. of torque ____________________

Machine shall be equipped with as standard; electronic overspeed protection to prevent the engine and transmission from over speeding. ____________________

Shall be equipped with engine stall prevention as standard equipment. ____________________

Engine should be equipped with “on the fly” exhaust filter cleaning to which doesn’t impede regular work. ____________________

Engine should be equipped with automatic “de-rating” to protect the engine and its components. ____________________

Engine shall be rubber isolation mounted to reduce noise and vibration ____________________

Powertrain: YES NO_

Auto-shift shall be available ____________________

Machine shall have no drive shafts that cross over the articulation joint ____________________

Machine shall be equipped with an electronic inching pedal ____________________

Transmission shall have clutch overheating protection to prevent clutch failures ____________________

The transmission shall have rubber isolation mounting to reduce noise and vibration ____________________

Transmission shall also be equipped with built in self-diagnostic capability ____________________

Axles, Brakes and Tandems: YES_________NO_

The brakes shall be continuously pressurized, filtered and oil cooled ____________________

Brakes shall be internal self-adjusting maintenance free, wet multi-disc, inboard of tandem pivot. ____________________

Parking brake shall be multi-disc, oil cooled, spring applied, hydraulically released, sealed, adjustment-free and integrated into transmission. ____________________

Parking brake shall be serviceable without removing transmission ____________________

Service brakes shall be multi-disc, oil cooled and completely sealed ____________________

Entire braking system shall meet all requirements of ISO 3450 ____________________

Differential Lock/Unlock shall be electro-hydraulically controlled as a standard feature. ____________________

Differential Lock/Unlock shall be capable of being engaged or disengaged at any time ____________________

Final drive shall be a planetary design ____________________

Front axle oscillation shall be no less than 32 degrees total, per side 16 degrees up, 16 degrees down ____________________

Tandems shall be capable of oscillating 15 degrees front tandem up and 15 degrees front tandem down, with full machine articulation and having no interference between tandem wheel and machine structure. ____________________

Hydraulic System: YES NO_

Motor grader shall be equipped with dual joystick controls for all grader operations. ____________________

Left and right blade lifts shall have hydraulic float control. ____________________

A sight gauge will be provided for checking hydraulic reservoir fluid ____________________

Hydraulic tank shall have a baffling system to improve reservoir effectiveness to prevent aeration, contaminant settling and heat dispersion ____________________

Hydraulic system shall be a closed center, pressure compensated, load sensing type, with variable displacement, axial piston-type pump. Maximum hydraulic system pressure shall be no less than 2,750 psi and the hydraulic system shall have no less than a 50-gpm main hydraulic axial piston pump. ____________________

Lock valves shall be integrated into the main implement valve to prevent cylinder drift. ____________________

The hydraulic system filter shall have a minimum filtration rating of 5-micron rating to protect hydraulic system components. ____________________

Circle/ Blade/ Mold board: YES NO_

Circle shall be a fabricated rolled ring, with machined wear surfaces on the top and the bottom. ____________________

Circle teeth contact surfaces shall be hardened on at least the front 120 degrees of the circle ____________________

Machine shall have no less than 6 replaceable wear inserts between the circle and drawbar ____________________

The unit shall have a circle drive slip clutch to protect the machine from shock loads. ____________________

Circle shall be rotated by a hydraulically driven motor. ____________________

Mold board shall be at least 12ft long, 24inches high and no less than 7/8-in thick with 5/8-inch hardware ____________________

Mold board shall be pre stressed during manufacturing for superior strength and durability. ____________________

Slide rails shall be hardened, continuously welded, and have replaceable wear inserts ____________________

Mold board slide rails shall be constructed of a heat-treated, high carbon steel. ____________________

Mold board shall have a pitch of at ground line of at least 40 degrees to the front and 5 degrees to the rear. ____________________

Circle radial wear insert shall be replaced without removing the circle support castings for quick and easy maintenance. ____________________

If there is an upgrade for the motor grader circle components, please specify what it is and include added price in the space provided.

____________________

Scarifier and Other Equipment: YES NO_

Motor grader shall have a front or mid-mount scarifier, if mounting on front of machine a front lift group shall be available. ____________________

Blade lift accumulators shall be available to reduce vertical impact damage. ____________________

Front fenders will move with the front wheels and will be easily removable. Rear fenders shall meet ISO-3457 requirements and shall not interfere with the ability to fully open any cab or engine enclosure. ____________________

Machine shall be equipped rear counterweight with integral hitch ____________________

If available Damage Avoidance for motor grader circle and blade, with the primary purpose to prevent blade movement or circle shift damaging other motor grader components. (tires, rims and other items affixed to machine) ____________________

Electrical: YES NO_

Electrical system shall be 24 volts with a minimum 100-amp alternator ____________________

Machine shall have at least 1000 CCA extra heavy-duty batteries ____________________

Machine will be subjected to corrosive environments for snow removal electrical system shall have corrosion prevention protection to prolong life of electrical components ____________________

Driving light/headlights, turn signal, marker and brake lights shall be L.E.D as standard. Unit shall be equipped with two driving lights, (two high, two low beams,) with front and rear turn signals, front and rear markers lights, brake lights and hazard warning lights. ____________________

Unit shall be equipped with an L.E.D. work lighting package (in addition to the previous specification) to assist with night operation of motor grader. Shall be a minimum of 10 separate lights mounted around machine to operate efficiently during low light conditions. ____________________

Shall be equipped with indicator or warning for: High beams, seat belt, turn signals, low alternator voltage, engine air filter restriction, engine oil pressure, engine coolant temperature, wait to start, and hydraulic filter restriction. ____________________

Electrical system shall have a master disconnect switch with a padlock accessible from the ground level. ____________________

Cab shall be wired with a 360-degree LED beacon, radio and auxiliary circuit ____________________

Machine shall also be equipped with work lights in the engine compartment. ____________________

Operators Station: YES______ _ _NO_

Steering wheel and control console shall be tiltable for operator comfort. ____________________

All grading functions shall be controlled by means of Joysticks affixed to operator’s seat. Machine to have a steering wheel as a standard feature. ____________________

Left and right-side doors are standard, Cabin doors shall have a hold-open clasp with a ground level release and a release in the cab. ____________________

Machine shall provide dual exits allowing for emergency egress ____________________

Air vents for front and side windows to assist with defrosting windows ____________________

Cabin air pre-cleaner shall be standard to extend filter by pre-cleaning outside air. ____________________

Machine is equipped with three rear-view mirrors as standard. One in the interior and two on either side of the cab. ____________________

A front window sun visor and rear window sun shade shall be equipped ____________________

Machine shall be equipped with an AM/FM/WB Radio, two speakers, antenna. ____________________

The motor grader shall be equipped with low ROPS/FOPS enclosed air-conditioned cabin. Isolation frame mounted for noise and vibration reduction. ____________________

Seat shall be a cloth covered air suspension seat with, 3-inch retractable seat belts, with adjustments for fore-aft position, seat height, seat back angle, thigh support and lumbar support. ____________________

A machine security system shall be equipped as to prevent unwanted startup of machine by unauthorized persons ____________________

Access to cab by means of three anti-skid steps, and left and right tandem assemblies shall be covered with adequate platform for standing and walking. ____________________

Front glass shall be continuous and unobstructed glass from roofline to floor for maximum visibility. ____________________

Machine shall have laminated glass for the upper window to protect the operator from shattered glass. ____________________

The unit shall come standard with front window defrost and a rear window electric defrost. ____________________

Front and rear intermittent wipers shall be standard on machine. ____________________

Serviceability: YES NO__

Access to engine will be open from both sides with full access to engine bay. ____________________

Engine enclosure and daily service points shall be accessible from ground level and grouped on one side of machine. ____________________

Vandalism protection should include: locking cab doors, engine bay doors, radiator access door, hydraulic reservoir, and Fuel tank cap. ____________________

Engine shall have environmentally friendly fuel drain valves, and other engine fluids. If possible, have fluid drains piped to the bottom of machine ____________________

Minimum of 100-gallon fuel tank and 6-gallon DEF tank. ____________________

Engine fuel filters shall have a 500-hour service replacement interval. Engine shall also have a primary fuel filter with fuel water separator and electronic sensor; quick release dual stage filter and primer pump. ____________________

Hydraulic, transmission, and differential filters shall be banked and easily accessible through engine bay doors. ____________________

A centralized lube bank to lube difficult to reach grease zerk fittings. ____________________

Unit shall be equipped with OEM provided wireless communication system capable of monitoring and communicating machine location, fuel burn and other vehicle performance and diagnostic data. ____________________

Machine shall provide 3 points of contact on all areas of the machine, for mounting and dismounting ____________________

Standard high resolution rearview camera with dedicated display shall be equipped. ____________________

Demo model requirements

This bid specification is for a new, current model year Motor Grader. In an effort to maintain the best value to the city, demonstration models will be considered as a secondary option to “new models.”

Demonstration models shall:

Be a maximum of 3 years old ____________________

Have no more than 2000 hours. ____________________

Must meet all bid specifications. ____________________

Be protected by a full manufacturer warranty. ____________________

Provide warranty data information. If not offered, provide additional warranty coverage options and terms.

All demo models considered for acceptance must be physically inspected and approved on site by the City of Derby within 14 days of vendor notification. ____________________

Advertising: YES NO__

No dealer emblems, decals or placards are to be placed on the vehicle/equipment. __________________

Usage:

Vehicle odometer reading at F.O.B. destination must not exceed fifty

(50) miles maximum new and unused condition. ____________________

Spare parts:

The successful bidder must furnish two complete sets of filters

for each unit being delivered. A full list of common replacement

parts must be delivered with the machine(s). ____________________

Manuals:

The successful bidder shall deliver to the fleet maintenance

supervisor for units furnished under this bid, one (1) set of the

following in paper format and one (1) in electronic format: ____________________

Current edition of the operations manual. ____________________

Current edition of the service/maintenance repair manual. ____________________

Current edition of the electrical diagrams. ____________________

Current edition of the parts manual. ____________________

Maintenance training: YES NO__

The vendor shall provide at no additional cost to the city,

a minimum of four (4) hours on-site, interactive "operation and

maintenance training" to street department personnel. ____________________

The training shall include all points covered in the operator's

manual. ____________________

If needed, the vendor shall provide the necessary tools and

teaching aids to conduct the on-site training. ____________________

At the completion of the training, each participant shall

understand how the equipment operates and what is necessary

to maintain the equipment to manufacturer's specifications. ____________________

F.O.B. Destination:

The successful bidder shall deliver all Vehicles / Equipment

F.O.B. destination to the City of Derby, Fleet Maintenance Division, 3531 Corporate Park Dr. Derby KS 67037. ____________________

Warranty:

The successful bidder must furnish proof that they will, and is capable

of, providing parts, service and repair to all items herein specified. Bidder must agree to administer and must furnish, in writing, manufacturer's standard warranty terms and conditions.

The standard warranty shall be a minimum of 3 yr. / 3,000 hrs. ____________________

Hybrid/ Eco model: ____________________

If yes, provide price, detailed specification sheets and product data sheets for alternative vehicle. Demonstration upon request.

Trade in:

The City may choose to use as a trade-in its current condition

1989 CAT 120G Motor Grader

Approx. 8219.9 hours

Please provide trade-in value of equipment below:

Value: ____________________

CONTACT INFORMATION

All technical related questions shall be addressed in writing only to:

George Brown III

Street Superintendent

City of Derby

611 N. Mulberry, Ste. 300

Derby, KS 67037

georgebrown@derbyweb.com For security reasons, you must enable JavaScript to view this E-mail address.

Company: _______________________________________________

Bid Submitted by: _________________________________________

Name / Title

Address: ________________________________________________

City/State/Zip: ___________________________________________

Phone: __________________________

Email: __________________________

Total Bid Price (FOB City of Derby, Kansas): ____________________________________________

In submitting a bid, firm acknowledges every section of this Request for Bids document including all requirements, terms, conditions, and sections of this document. Bid submission format should be by order in which document is outlined. Exceptions to any part of this document and any attachments should be clearly delineated and detailed throughout this bid process.

The undersigned, on behalf of the bidder, certifies that: (1) this bid is made without previous understanding, agreement or connection with any person, team or corporation making a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm or team in whose name the bid is entered; (4) they have read the complete Request for Bids and understand all provisions; (5) if accepted by the City, this bid is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted bid will be their responsibility.

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