CITY OF DERBYREQUEST FOR BIDSTwo (2) 2022 or newer Commercial Grade Zero Turn MowersBid Number 2022-034
Sealed bid for Two (2) 2022 model year or newer Commercial Grade Zero Turn Mowers will be received by the City of Derby, Kansas 67037 until 2:00 P.M., Tuesday, November 29, 2022 and then at said office will be publicly opened and read aloud.
The bid must be submitted in a sealed envelope, addressed to the City Clerk of the City of Derby, Kansas. Each sealed envelope containing a bid must be plainly marked on the outside of the envelope as “Commercial Grade Zero Turn Mowers Bid” and sent to the City Clerk, 611 N Mulberry, Derby, KS 67037.
The mowers supplied shall meet the minimum specifications attached, and must be current standard production, new and unused. Machine may exceed the minimum specifications. Bidder shall verify compliance with the attached specifications by so denoting next to each item. Complete printed literature, publications, and photo of the unit proposed must be included with each bid. Machine must be demonstrated prior to bid opening in order to be considered.
Bids must be good for a period of ninety (90) days.
The City of Derby with or without cause may reject any or all bids.
Each bidder shall specify the delivery date, not to exceed ninety (90) days after receipt of the purchase order. Delivery shall be made to the Public Works, Park Division after all pre-delivery services have been performed.
Machine specifications may exceed those listed on this RFB and should be included in the response with submitted bid.
Steve White
Director of Parks
GENERAL INFORMATION
This request is for Two (2) 2022 model or newer Commercial Grade Zero Turn Mowers that meets the specifications listed. It is the intent of these specifications to describe Two (2) 2022 model year or newer Commercial Grade Zero Turn Mowers that is capable of accommodating the needs of the City.
In order to permit manufacturers to follow their standard manufacturing processes, minor deviations from the provisions of these specifications will be considered. Such deviations will be approved only at the discretion of the City and only if such approval, in the opinion of the City, does not adversely affect the operation, maintenance, productivity or the life of the machine or any of its parts. All deviations, however insignificant, must be fully explained on response sheets and shall become part of the bid. There shall be no deviations from the specifications or the intent of the specifications, except which are listed and which are expressly approved as part of the bid acceptance. The City reserves the absolute right in its obligation to the public, to accept the best bid to serve the public interest.
Questions regarding this bid request must be made in writing and directed to Steve White, Parks Director at
stevewhite@derbyweb.com
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INSTRUCTIONS 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: Commercial Grade Zero Turn Mowers Bid
611 Mulberry
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 bidders 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:
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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;
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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;
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Make any investigations deemed necessary to determine if a bidder is responsive and responsible;
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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;
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Reject any or all bids, including any bids that are found to be non-responsive or submitted by a bidder that is not responsible;
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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;
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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;
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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.
BID REQUEST OVERVIEW
Purpose: Two (2) 2022 model year or newer Commercial Grade Zero Turn Mowers
Bid Request Date: November 8, 2022
Due Date: Tuesday, 2:00 p.m. November 29, 2022
Proposal Opening: Tuesday, 2:00 p.m. November 29, 2022
Requested Action
Send competitive bids to:
City Clerk
City of Derby
Attn: Commercial Grade Zero Turn Mowers Bid
611 Mulberry
Derby, Kansas 67037
Attachment: Bid Form
CITY OF DERBYBID FORMTwo (2) 2022 or newer Commercial Grade Zero Turn MowersBid Number 2022-034 Minimum Specifications Yes/No Notes Mower 1
Engine type: Gasoline, Air-Cooled EFI ______ ______
Minimum Horsepower: 37HP ______ ______
Mower Deck: 60” or 61” side discharge ______ ______
Operator controlled
Discharge: Included ______ ______
Rear-deck anti scalp: Included ______ ______
Mulch Kit: Included ______ ______
Spindles: Steel shaft with sealed bearings ______ ______
Deck Construction: 7-gauge steel ______ ______
Mowing Height: 1”-5” ______ ______
Fuel Tank Capacity: 11 gallons ______ ______
ROPS: Dual post, foldable with seat belt ______ ______
Hydraulic System: Hydrostatic Drive ______ ______
Steering: Independent lever control ______ ______
Deluxe Seat: Included ______ ______
Two sets of spare blades: Included ______ ______
Operator’s manual: Included ______ ______
Parts & Service manuals: Included ______ ______
Warranty: Manufacturer terms of warranty, including engine (explain)______________________________________________________________________________________
CITY OF DERBYBID FORMTwo (2) 2022 or newer Commercial Grade Zero Turn MowersBid Number 2022-034 Minimum Specifications Yes/No Notes Mower 2
Engine Type: Gasoline, Air-Cooled EFI ______ ______
Minimum Horsepower: 38HP ______ ______
Mower Deck: 104” rear discharge ______ ______
Hydraulic Deck Lift: Included ______ ______
Rear-deck anti scalp: Included ______ ______
Mulch Kit: Included ______ ______
Spindles: Steel shaft with sealed bearings ______ ______
Deck Construction: 7-gauge steel ______ ______
Mowing Height: 1”-5” ______ ______
Fuel Tank Capacity: 11 gallons ______ ______
ROPS: Dual post, foldable with seat belt ______ ______
Hydraulic System: Hydrostatic Drive ______ ______
Steering: Independent lever control ______ ______
Deluxe Seat: Included ______ ______
Two sets of spare blades: Included ______ ______
Operator’s manual: Included ______ ______
Parts & Service manuals: Included ______ ______
Warranty: Manufacturer terms of warranty, including engine (explain)______________________________________________________________________________________
CITY OF DERBYBID FORMTwo (2) 2022 or Newer Commercial Grade Zero Turn MowersBid Number 2022-034
Mower #1: Make, Model & Bid Price (FOB City of Derby, Ks) $_______________________
Trade Value for 2008 Gravely 60”: $______________________________________________
Total Cost: $__________________________________________________________________
Estimated Delivery date: ________________________________________________________
Mower #2: Make, Model & Bid Price (FOB City of Derby, Ks) $_______________________
Trade Value for 2001 Hustler Z 60”: $_____________________________________________
Total Cost: $__________________________________________________________________
Estimated delivery date: ________________________________________________________
Vendor Name: _________________________________________________________________
Vendor Mailing Address: ________________________________________________________
Vendor Contact Person: _________________________________________________________
Contact Person Telephone Number: _______________________________________________
Contact Person Email: __________________________________________________________
Vendor Representative: _________________________________ Date: __________________
Signature
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